Special Events
Are you planning to organize a special event within Medicine Hat? Each event is unique, so please consider well in advance what permits and approvals you may need based on the details of your event (for example, whether your event includes stages/tents/structures, generators, concessions, alcohol, designated smoke/vape areas, fireworks/fire pits, road closures, etc.). Some applications must be submitted a minimum of 30 days prior to the event, and you are encouraged to submit earlier, if possible.
A special event is defined as an event held indoors or outdoors on private or public property and may deviate from the regular operation of the space or building.
Examples include but are not limited to:
- events where products and services are available
- farmers' markets, exhibits, or trade shows
- carnivals, festivals, circuses
- amusement parks, fairs, haunted houses
- sporting or charity events
- concerts
- large public celebrations
- block parties
- haunted houses
Please review the requirements below or view the PDF version and make the appropriate applications.
Does your event impact pedestrian/traffic flow? Please take special note of the additional requirements in order to obtain Special Event Approval from the City Clerk Department.
Summary of requirements for all special events |
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Summary of additional requirements for special events requiring traffic accommodation |
Will your event impact the flow of traffic or pedestrians by making use of City streets, roadways or sidewalks? If so, you also need to apply for Special Event Approval issued by the City Clerk Department at least 30 days prior to the event. Please:
If the event is approved, a Special Event Approval letter will be issued to the organizer. The organizer must carry the letter and present it upon request. The City may withdraw approval at any time for reasons of non-compliance with regulatory requirements and/or in the interest of public safety. |
Contact information |
City Clerk: 403-529-8221 clerk@medicinehat.ca City Assets: 403-502-8549 trafficaccom@medicinehat.ca Fire Services: 403-529-8282 fireprevention@medicinehat.ca Planning & Development Services: 403-529-8374 pbe@medicinehat.ca Parks & Recreation: 403-502-8745 parksrecbooking@medicinehat.ca |
Details of requirements for all special events
General Requirements |
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Fees and Charges |
Organizers are liable for all fees and charges which may include, but are not limited to, the following:
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Insurance Requirements |
For events that occur on City property, the event organizer must agree to indemnify, defend and hold harmless the City of Medicine Hat from and against any liability, loss, claims, demands, costs and expenses, legal fees due wholly or in part as a result of any negligence, acts or oversights by the event organizer, its agents, licensees, invitees, contractors, during the use of property or services. Depending on the activities and/or type of event, the City of Medicine Hat will determine the minimum level of Commercial General Liability (CGL) insurance required by the organizer with the City of Medicine Hat named as an additional insured and including a Cross Liability clause. A 30-day notification prior to the cancellation of this policy must be included. The requirements for insurance will be identified when reserving the venue/location. For events requiring a Special Event Approval, the City Clerk’s office will advise the organizer of the requirements as soon as reasonably possible after the application is received. |
Fire Services |
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Planning & Development Services - Tents and Stages |
Tents, stages and other festival-type structures are considered to be buildings as defined by the Alberta Building Code 2006, and as such, event organizers are required to apply for a building permit any time a tent, stage or other festival-type structure is over 60 square meters and tents with cooking equipment is constructed, installed or erected, regardless of the duration or timing of the event. Event organizers have a responsibility to ensure their temporary structures comply with the Alberta Building Code and apply for permits with the City of Medicine Hat. Tents must be CAN/ULC-S109-M Flame Resistant Certified. There shall be no “open flame” cooking appliances operated inside the permitted tents. If cooking appliances are to be used, cooking appliances must conform to ULC standards and be CSA certified. Any cooking that may produce grease-laden vapors is not permitted to be located inside a tent unless the requirements of NFPA 96 are met. If NFPA 96 requirements are not met, appliances shall be located outside of the tents and may be protected from weather by a non-combustible cover no larger than 24 sq ft in total area. These appliances must be placed so that they are a minimum of one meter (1m) from the outside tent wall and protected from public access (fenced or barricaded). A one-meter (1m) clearance surrounding the cooking appliance shall be maintained for the safe movement of public and staff. It is the responsibility of the organizer to arrange for locates of buried services prior to the set up of any structure, such as tents or booths, for the event. It is the responsibility of the organizer to contact all other utilities in the area not listed below. Call at least two (2) full working days in advance of setting up any structures. Gas & Electric (Alberta One-Call) 800-242-3447 Water & Sewer 403-529-8171 Parks (Irrigation) 403-529-8333 |
Parks & Recreation - Vehicle Access |
Vehicles are prohibited from traveling on pathways, trails, park service roads, or open space without prior written permission. |
Concession, Beverage and Food Services |
These services must meet Alberta Health Services standards and requirements. Please contact Environmental Health Services at 403-502-8205 for further information to receive the appropriate approvals/permits/inspections. In the case of a Special Event Approval application, copies of any applicable approvals/inspections/permits must be provided to the City Clerk’s Office prior to the event. Permits must be posted in a prominent location at the event. |
Liquor License |
The organizer must comply with the City of Medicine Hat’s Alcohol Management Policy 0130 and any applicable legislation and regulations including, but not limited to, the Gaming and Liquor Act and the Gaming and Liquor Regulation. If the location does not comply with those listed with Policy 0130, adequate time is required to submit the request for approval from the Administrative Committee. Organizers are encouraged to identify the need for approval early in the process and plan accordingly. The organizer is responsible for obtaining a Special Event Liquor License from the Alberta Gaming and Liquor Commission (AGLC) for the sale of alcohol during the Special Event. For detailed information on Special Event Licences; refer to AGLC’s website (www.aglc.gov.ab.ca). A copy of the Special Events Liquor License issued by the Alberta Gaming and Liquor Commission (AGLC) must be submitted to the City Clerk’s office prior to the event. The Special Events Liquor License must be posted in a prominent location at the event. The organizer must ensure that minors and intoxicated persons are not served alcohol and that the area is under constant supervision and the access is restricted. |
Smoking and Vaping |
The City of Medicine Hat’s Outdoor Smoking and Vaping Bylaw restricts the use of smoking and vaping products in outdoor public spaces, other than where temporarily permitted by the Designated Smoke and/or Vape Area Management Policy 0172. Upon application for Special Event Approval, organizers must indicate intent to include a designated area and identify the designated area on the submitted site map. Among other requirements, Policy 0172 details that the designated area must be clearly signed and under constant supervision to ensure that no minors or intoxicated persons are allowed entry. |
Details of additional requirements for special events requiring traffic accommodation
Traffic/pedestrian impact maps |
When temporary street closures, sidewalk closures, and/or parking restrictions are required which will impact traffic/pedestrian flows, the organizer must complete the Temporary Traffic Control (TTC) Request Form and include map(s) which detail:
The drawing must be in a legible format with street names clearly shown. Google Maps may be helpful to organizers. Questions related to a TTC request should be directed to the Engineer Technologist in City Assets. The Traffic Accommodation Plan must be approved by City Assets before Special Event Approval will be issued. |
Site plans (also required by Fire Services in relation to Special Event Permit) |
Maps detailing the specific locations and dimensions (where applicable) of:
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Street closures/traffic flows |
For first-time events, it is the responsibility of the organizer to provide written notification to residents and/or businesses that will be affected by the street closure, as determined by the City. The organizer must have approval from a significant majority of businesses or residents who will be impacted by the closure, as determined by City Assets. Please contact the City Clerk department for more information in this regard, as proof must be submitted with the application. All temporary traffic control signage must be in accordance with the City of Medicine Hat’s Temporary Traffic Control Manual. All traffic control personnel must be Alberta Construction Safety Association (ACSA) certified. Please refer to the ACSA website (http://www.acsa-safety.org/) for additional information and upcoming courses for Flag Person Training. Some local companies may be able to provide flag person services. The City Assets department will provide free flag training to any non-profit group volunteers who will be working within the road right-of-way. The “Special Event” flag training course will be valid only for the current Special Event year and may be used for multiple events during the year. Please contact City Assets (403-502-8549) to set up training or for further inquiries. To arrange for the rental of barricades, pylons and signage, please contact City Assets (403-502-8549). The organizer is responsible to pick up and the return of the rented items. The organizer will be solely responsible for any fees for services provided by the City of Medicine Hat to accommodate the street closures and/or parking restrictions. |