Event Permit Program

Effortless Event Planning Starts Here

If you're planning to host a larger-scaled event such as a BBQ, recreational activity or concert, you've come to the right place.

Our event permitting is designed to make it easy for County and City residents, businesses, and organizations to determine if their event requires a permit. With a focus on safety and comprehensive support, you can confidently navigate our website, knowing you have the tools and information needed for a successful event.

If your event or planned activity takes place on County-owned land or if you're selling tickets for your event, you must get approval from the County of Grande Prairie.

Event Permit Application Form

TYPES OF EVENTS REQUIRING A PERMIT

A permit is required for any event where tickets are sold and is outside of County recreation facilities. A permit is not required for a commercial event at a facility that has a development permit which includes events, such as a Community Hall, or commercial recreation facility, such as Evergreen Park or rodeo grounds. Below, we've outlined specific events requiring permits, depending on scope and size.

If you're a food truck or vendor planning to operate on a County public space, you will need a permit. The required permit depends on where the food is prepared and where the truck is located. Once you have your permit, it must be displayed and visible on-site. Below, we've outlined the County's requirements to ensure a smooth and successful operation:

  • Must have proper facilities on board to store and prepare food (i.e. refrigeration) and a certificate to operate from Alberta Health Services. For more information on food and beverage guidelines and policies, please email specialevents@albertahealthservices.ca or call Environmental Health, Alberta Health Services at 403-943-2295.
  • Food truck is less than 10 meters in length (32 feet).
  • Must have a commercial license plate obtained through a registry office.
  • Inspection must be completed by a Fire Inspector.
  • $2 million liability insurance coverage is required, and it must list the County of Grande Prairie as an additional insured. Insurance must be provided at least two weeks before the event or activity on a County of Grande Prairie site. Failure to show proof of insurance within the specified time frame, may result in your event or activity being cancelled.

*Food Truck vendors are required to apply for one permit annually.

Are you planning a parade or an event that requires closing a County road? We're here to help. To get started, please provide detailed information in your application, including the following:

  • A list of requested roadways with street names, route directions, and north direction indicated, including any other event plans we should know about.
  • A detailed map to support your list of requested roadways being used.
  • Start and Finish points.
  • Start and Finish times (for all elements of the event, including setup and takedown times):
    • Road closure times for participants and spectators
    • Times of road occupancy
    • Scheduled re-opening times

If you want to plan a fun run or fitness class, we've made it simple and easy for you! Check out our recommended running routes, based on popular venues, found here: Trails - County of Grande Prairie No.1 (countygp.ab.ca)

The County has pre-approved these routes to help reduce costs and minimize community impact. To prepare your route or set up recreational classes or workshops, complete the County's Event Permit Application.

Our County facilities come fully equipped with all necessary approvals and permits, making your planning process event easier. Check the list of available venues and campsites to find the perfect spot for your next event: 

You do not require a permit from the County of Grande Prairie if you're hosting a non-ticketed function on private property, but we do encourage everyone to review the following:

FAQs

Permits and Licenses

Event organizers wishing to serve or sell alcohol at an event will need to adhere to both provincial and municipal requirements to ensure that the event is legally permitted to serve or sell alcohol. Event organizers are responsible for applying for and obtaining the relevant liquor licenses from the Alberta Gaming and Liquor & Cannabis Commission (AGLC) prior to their event. Event organizers wishing to serve or sell alcohol must obtain, in addition to general liability insurance, an extension to include Host Liquor Liability.  

 

Alcohol is only allowed in the County of Grande Prairie select properties, when a Special Event Permit has been issued and the alcohol is being provided by a company or organization that has appropriate licenses from the Province of Alberta.  

 

Contact the County Regional Fire Service at 780-532-9727, as an occupant load will be required. Adequate supervision must be provided.

You will need a fire permit if you are planning a bonfire or fire-related activity as part of your event. Review the Fire Permit requirements to make sure you have everything in place for your event.  

 

If your event includes fireworks, you will need to obtain a permit. Review the County Fireworks Permit requirements to make sure you have everything in place to put on a spectacular show 

An event Site Map and/or Route Map must be submitted as part of your event application before a permit is released. Ensure the map is clear and legible.

 

Here is a Site Plan/Route Checklist to get you started!

  Yes, a building permit is required when: 

  • The tent or group of tents covers more than 60 square meters (645 square feet). 

  • The tent is located less than 3 metres from any other structure, and/or 

  • The tent is used commercially or contains cooking equipment. 

  • Stages (including permanent and semi-permanent stage facilities), scaffolding, and bleachers may also require a Building Permit. 

  • Tents, fences, and other non-freestanding structures need to be adequately secured for safety reasons. Staking may be allowed in some circumstances and in some parks pending approval. No staking is allowed on hard surfaces or roadways. Event organizers must schedule utility locations to mark all utility lines prior to any work being done. Remember to Click before you Dig.

If any of these factors apply to your project, a building permit will be required to ensure construction meets the Alberta Building Code. 

 

Once your tent or temporary structures are up, you will need to have it inspected, even if it was put up by a professional tent rental company. 

 

The Planning Department requests two days' notice for scheduling inspections. Same day service may be available depending on the Safety Codes Officer's schedule. Inspections can be requested online, email or by contacting Planning and Development Services at 780-513-3950. 

Activities and events generally increase traffic demands in or near the location of the event. As such, parking, alternate transportation methods, accessibility, and traffic congestion are all potential factors in your plan. The following points should be incorporated in your transportation plan:  

  • All traffic control in the public right‐of‐way and/or at major intersections, will be reviewed by the County of Grande Prairie Regional Enforcement department. Depending on the scale of the event and proposed traffic implications additional approvals may be needed from RCMP and Transportation. 

  • All proposed street closures must be included in your permit application and the County will evaluate the shuttle stops and proposed transportation routes as part of its overall evaluation of your event plans.  

  • Your transportation plan must not incorporate the use of nearby shopping centre parking lots or other private property without the express written permission from the affected property owner(s).  

  • You need to include accessible parking and/or access in your event plans.  

  • Identify delivery plans related to event production and vendors.  

  • Identify alternate modes of transportation and consider the infrastructure necessary to support those modes, such as bike racks, valet parking, bus routes and carpooling.  

Compliance and Regulations

 Yes, please review our County Bylaws here.

The Community Standards Bylaw includes standards regarding noise and prohibits noise that disturbs the peace of others particularly during the quiet hours of 10:00 p.m. to 7:00 a.m. 

Power capabilities within County Municipal Reserves, Trails, and parks are limited. It is important to consider all your electrical requirements before finalizing the locations of your event components and/or specific activities. Event organizers can request a meeting to discuss power requirements. 

Generators are only permitted when no other power sources are available on site, or when on site power is not sufficient to meet the needs of the event, with permission from the County of Grande Prairie. All generators must:

  • Be fully grounded
  • Placed on a protective surface, in a fenced off location.
  • All cables must be clearly marked and covered to prevent a tripping hazard.
  • A spill kit with an absorbent material must be on site in case of a fuel spill, as a large spill requires hazmat to be contacted. 

No person shall carry or possess a lit cigarette, cigar or pipe, or burn tobacco in any manner in, on or within 5 metres of an outdoor pool, outdoor skating rink, playground, skate park, or sports field to which the public has access of right or by express or implied invitation.

No County of Grande Prairie logos, graphics or images may be used on event promotional materials without express written consent from the County of Grande Prairie. If you have received County funding for your event, ensure that you connect with the appropriate person at the County for details and how you can access the County’s Visual Identity Guide. 

  • Banners should be clean, in good repair and hung in an attractive way using tension to keep stretched tightly.  

  • No tape is allowed when fastening any signage.  

  • The number of banners and event signage may be restricted if deemed excessive or redundant.  

  • Signage must not be attached to trees or other vegetation.  

  • Dependent upon location of placement, County staff may be required to install signage.

Please discuss filming requests with the County Communication and Marketing department at communications@countygp.ab.ca to see if any approvals are required. 

Safety and Emergency

For the safety and security of all who plan or attend events, an Emergency Response Plan is an essential requirement. Based upon the size and scope of the event, the County may require the Fire Marshall to approve your plan.  

 

It is critical your event staff receive Emergency Response Plan training and can adequately respond to event issues as listed in the plan.

 

Here is a template for an Emergency Response Plan. 

Event organizers are responsible for the management of parking for event attendees. As parking for events may impact County of Grande Prairie facilities both on and off streets, a parking and shuttle plan may be required to address how the impact of attendees will be managed, and should include:  

 

  • Access to public transit and alternate methods of transportation for event attendees  

  • Availability of both on and off street parking in the immediate area of the event  

  • Assessment of need for additional off-site parking and shuttle plan  

  • Identification of fire access and designated disabled parking spaces  

  • Staff and/or volunteer support to provide parking information to event attendees  

  • How parking and shuttle plans will be communicated with event attendees  

  • Vehicles are not permitted to be parked on turf, and some park roadways unless event organizers request and are granted permission to be in the County park or roadway. 

Depending on the location and size of your event, you may wish to consider renting portable toilets for your guests. To ensure compliance with the Community Standards Bylaw regarding littering, you should also consider additional garbage and recycling containers to manage event waste. Failure to properly remove waste falls under Alberta Environmental Protection and Enhancement Act. 

 

Portable toilet facilities must be utilized when adequate permanent facilities are not suitable to meet the demand of the event and should be indicated on the site map plans. Portable toilet facilities are to be placed on a hard surface accessible for servicing. If open, the existing permanent toilet facilities within a venue may meet some of the demand.  

 

When portable toilets and/or washing units are brought onto an event site, the organizer is responsible for all toilet paper/paper towel supplies and cleaning of the units. For events that are more than one day, the units must be serviced at least once daily. 

 

The Nuisance and General Sanitation Regulation governs the provision of toilets and hand washing at events. Please refer to the Alberta Health Services website or call (403) 943-2295 for further information.

Any digging or staking of tents or other event elements on County-owned land requires all utilities and irrigation lines to be properly located before any work. A locate ticket must be presented to the County’s Recreation and Culture team.  Staking may be allowed in some circumstances and in some parks pending County approval. All Utilities and Irrigation lines must be properly located before any tents or other structures are staked to the ground and locate ticket must be presented to a County Liaison prior to set up. Organizers will be responsible for all damage caused to surface materials, roadways, turf, and underground utilities.  

 

To schedule locates, contact the following departments 7-10 business days in advance and schedule for no more than 5 days before your event:  

  • Contact Alberta One-Call to schedule Primary utility line locates  

  • Contact a licensed third-party locater i.e. Tracker - to schedule Secondary utility line locates  

Event organizers are responsible for ensuring they are demonstrating due diligence in protecting County assets from theft or damage. Any damage or theft to County assets including turf, park features or electrical equipment as well as any additional clean up required by the County will be charged back to the event organizers.  

 

Repair costs and expenses associated with additional clean-up will be accessed and communicated to the event organizer by the County as soon as possible after the event ends. 

Services and Amenities

Event organizers are required to provide notification to the county of Grande Prairie if food services are to occur on County land. Sales and/or service of food and beverage can only occur in compliance with the requirements of the Alberta Food Regulation, and Alberta Health Services must be notified of all food sales and service. For more information on food and beverage guidelines and policies, please e-mail specialevents@albertahealthservices.ca or call Environmental Health, Alberta Health Services at 403-943-2295.  

 

All food vendors, garbage/wastewater disposal sites and sanitary facilities should be included on your Site Plan. 

For information on inviting the County of Grande Prairie Reeve or Councillors to your event or other protocol information like speaking order and/or proclamations visit the Requests for the Reeve and Council - County of Grande Prairie No.1 (countygp.ab.ca)

General Liability Insurance 

  • $2 million liability insurance required and must list the County of Grande Prairie as additional insured. $5 million is required if alcohol is being served.  

  • Insurance must be provided no later than two weeks prior to the event or activity on any County of Grande Prairie public space requiring a permit. Failure to provide insurance within the specified time frame will result in your event's cancellation. 

Event Specifics

If you use music as part of your event, you must obtain a SOCAN and/or Re-Sound performing rights license. Proof of current or previous year’s license is required.  

 

Re:Sound – Responsible for obtaining fair compensation for artists and record companies for their performance rights, and licenses recorded music for public performance, broadcast, and new media. Event Organizers are responsible for contacting Re:Sound for the event: www.resound.ca  

 

SOCAN – The Society of Composers, Authors and Music Publics of Canada (SOCAN) represents Canadian performing rights and licenses the legal use of music. Event Organizers are responsible for contacting SOCAN: www.socan.ca 

Contact Us

County of Grande Prairie
Administration Building
10001 - 84 Avenue
Clairmont, AB
T8X 5B2

Phone: 780-532-9722
Fax: 780-539-9880
Email: info@countygp.ab.ca

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