City of London Special Events Policy Review

Each year London is host to over 160 special events organized by third-party event operators. Special events are important to supporting a culturally, socially and economically vibrant city. They raise the city’s profile, support arts and culture, and are significant drivers of tourism, economic development, and community development. In addition, London became Canada’s first UNESCO City of Music in 2021, joining a global network of municipalities committed to the development of its music industry.

The Special Events Policy outlines the expectations and responsibilities for third party event operators planning and running events in publicly owned outdoor spaces. Examples of special events include multi-day music festivals, one-day cultural celebrations, fundraising walks and runs, and large neighborhood gatherings.

Background

In 2024, the City of London began reviewing its Special Events Policy. This involved examining policies from other Ontario cities, reviewing related City policies like the Alcohol Policy and Sound By-Law, consulting with partners, and surveying community groups.

Our review objectives:

• Simplify and clarify the policy

• Streamline content and ensure consistency

• Reduce barriers for event organizers

• Modernize to align with current practices, regulations, and legislation

• Prevent problems proactively

• Enhance customer service

Key proposed policy updates (note: the relevant policy is identified in parenthesis):

 1. Climate action and greening:

• Events will promote public and active transportation to special events such as riding a bike or London Transit. (4.8.a)

• Requires bicycle valet parking for events with over 2,000 attendees. (4.8.b)

• Mandates waste management plans and continues to hold event organizers responsible for waste disposal costs

• Event organizers must provide a plan for handling waste and litter when they apply for approval

2. Free water:

• Gated events must provide free drinking water and allow patrons to bring empty reusable bottles. (4.7.a)

• Encourages free water availability at non-gated events without existing water stations (4.7.b)

3. Sound management:

• All Special Events will require a Sound Design Plan for events with over 1,000 attendees.

• The security deposit for events with Amplified Sound will be increased to $2000. If there are noise violations, the deposit will be forfeited.

• Sound levels at Amplified events must average no more than 90 dBA over a 15-minute period, measured from any point of reception or the perimeter of the event.

4. Event length and limits: 

• Extends event hours at Victoria Park, Harris Park, and Dundas Place to midnight on Fridays and Saturdays. (4.15.a) Maintains Harris Park as the only park location for gated/ticketed events.

• Maintains current limits for use of Victoria Park to nine Special Events with Amplified Sound per year between June 1st and Labour Day (4.18.a)

• Maintains current limits for use of Harris Park at 12 days a year of amplified sound and removes the limits on the number of days for each individual event. (4.18.b)

5. Safety and security:

• Mandates emergency management plans for special events. (4.9.a)

• Plans for events with over 1,000 attendees will be reviewed by the City of London Emergency Management. (4.9.b)

• Fire safety policies are maintained including display fireworks and pyrotechnics (4.10 and 4.11)

• Prohibits mechanical and electrical rides in parks. (4.16)

• Events that serve alcohol must comply with all requirements of the AGCO and the City of London’s Municipal Alcohol Policy. (4.14)

6. Accessibility and equity:

• Events must continue to comply with the Accessibility for Ontarians with Disabilities Act (AODA), with specific requirements such as signage and accessible viewing areas to be included in the Administrative Procedures Manual. (4.5)

7. Liability and compliance:

• Maintains the ability to refuse event approval and introduces a new written response process for refusals. (4.1.a)

• Increases transparency by posting approval conditions and policy exceptions on the City’s website. (4.1.a)

• The policy will continue to enforce compliance by potentially refusing to approve future events if there are violations. (4.1.c)

• Keeps a $5,000,000 public liability insurance requirement. (4.3.a)

8. Support for event operators:

• Event operators will receive extra help with accessibility, waste management, sound design, emergency management and safety, transportation, and parking through standard planning templates. (4.9.a, 4.10.a, 4.13.a, 4.15.e)

City Council has directed Civic Administration to seek feedback on the Special Events policy, and to report back with an updated policy later this year. Your responses to the questions below will be used in the development of the new policy.

A Public Participation Meeting has been scheduled for the Community and Protective Services Committee meeting to be held at City Hall on November 11.

A public meeting about the Special Events Policy Review was held on October 24, 2024. A recording of the meeting is below.