Special Events are hosted in Niagara-on-the-Lake by various organizations throughout the year, bringing the community together and offering something for everyone to enjoy. These events provide opportunities to connect, participate, and experience Niagara-on-the-Lake in new ways.
Check out the Special Events infographic below to determine whether your event requires a permit.
Starting January 1, 2025, a $150 application fee will apply to all Special Event Permits to support administrative costs. A review of the Special Events program is ongoing, with recommendations expected later in 2025.
Application Process:
- Submit your request online via "Special Event Application Request."
- Complete the $150 payment upon submission.
- Complete the fillable PDF application form, which will be sent to your email.
- Alternatively, print and submit the form in person at Town Hall (1593 Four Mile Creek Road, Virgil) during business hours (Monday - Friday, 8:30 a.m. - 4:30 p.m.).
Applications must be submitted at least 8 weeks prior to the event date for events where fewer than 500 attendees are expected and no road closures or restricted access to municipal parks are required. All other events must be submitted a minimum of 24 weeks prior to the event date.
Special Event Application RequestAs directed by Town Council, the application fee is waived for Special Events organized by registered charities. To be exempt from the Special Event application fee, charitable organizations must provide a valid charitable registration number at the time of application.
Applications must be submitted at least 8 weeks prior to the event date for events where fewer than 500 attendees are expected and no road closures or restricted access to municipal parks are required. All other events must be submitted a minimum of 24 weeks prior to the event date.
Notice
The Special Events Policy and By-Law was approved by Council on Janurary 27, 2026. The Permit Application Form has been revised to incorporate new provisions, as identified in the Special Events By-Law No. 2026-005, Special Event Policy and Parks By-law 5306-21 & 5306A-21. Please ensure you review the policy carefully to confirm that you meet any updated criteria.
Please contact the Clerks Department at 905-468-3266 or specialevents@notl.com if you have questions about the Special Event Application process.
*Where a discrepancy between the Special Event Policy and Parks By-law occurs, Parks By-law 5306-21 & 5306A-21 takes precedence.
*New in 2026 - the Fire Department fee has been increased to $81.85/hour + a $30.00 Administration Fee - the fee will be invoiced and payment must be received prior to issuing the permit
A Special Event is defined as any organized gathering that meets any of the following criteria:
- is expected to include over 200 people over the course of the event; or
- will occur in whole or in part, on public property; or
- will occur in whole or in part, on private property where temporary site-specific zoning or site plan exemptions are required.
The following are not considered a Special Event:
- Organized gatherings held entirely on private property that are explicitly allowed under site-specific zoning.
- Garage sales, yard sales, or other occasional uses on privately-owned property.
- Organized gatherings held entirely within any Town-owned facility within the regular intended use or capacity of those facilities, and where a facility rental contract has been entered into with the Town.
- Organized gatherings of less than 50 people in a park and in compliance with the Town's Park's By-law No. 5306-21.
- Protests or other lawful exercises of the right to public assembly.
- Organized gatherings or events occurring entirely on provincial or federal lands
- The Town does not have authority to regulate activities on provincial or federal lands. It is the responsibility of all personsand event organizers to ensure they are aware of, and in compliance with, all applicable legislation and regulation respecting the use of provincial or federal lands and to seek permissions from the appropriate agencies.
- The Town requests that event organizers ensure the Town is provided with notice and documentation of any planned events on provincial or federal lands within the Town's boundaries of more than 200 people or requiring the coordination of Town services or resources.
* This Policy does not supersede any other applicable by-laws, regulations, or legislation. It is the individual responsibility of all persons to ensure they comply with any and all applicable by-laws, regulations, or legislation, including but not limited to Building or Fire Code occupancy limits.
What is a “Special Event”?
A Special Event is any organized gathering that:
- Is expected to include more than 200 people, or
- Takes place on public property, or
- Occurs on private property but requires temporary zoning or site-specific approvals
Examples may include festivals, concerts, large markets, or organized events with vendors or entertainment.
What is not considered a Special Event?
Not everything requires a permit. For example:
- Activities already permitted under zoning on private property
- Small gatherings (e.g., under 50 people in parks)
- Garage sales or occasional uses
- Events inside Town facilities operating as intended
What’s the difference from the previous process?
The updated process introduces:
- A clear definition of what qualifies as a Special Event
- A tiered fee system based on size and impact
- Stronger enforcement tools, including fines for non-compliance
- More structured review timelines and requirements
What are the new event tiers?
Events are now grouped based on size and impact:
- Tier 1: Small events (under 500 people, no road closures, one day)
- Tier 2: Medium events (500+ people, road closures, or up to 3 consecutive days and is not a tier 3 event)
- Tier 3: Large/complex events (1,000+ people, multi-day or multi non-consecutive days, major locations like Queen Street, Queens Royal Park or Simcoe Park)
This helps ensure the right level of review, planning, and support.
What is the application timeline?
- Tier 1: At least 8 weeks in advance
- Tier 2 & 3: At least 24 weeks in advance
Applying early helps ensure there’s enough time for review and approval. In the event of multiple requests for events on the same date/location, preference is given to community sponsored events, and the order in which applications were received.
What do I need to submit with my application?
Requirements may vary but most applications typically include:
- Application fee
- Completed application form
- Detailed event site plan (layout, access routes, vendors, etc.)
- Additional documents (e.g., traffic, safety, or parking plans if required)
- Liability Insurance
Do I need insurance?
Yes. Most events require:
- $5 million in liability insurance, with the Town named as an additional insured.
What fees are involved?
Fees vary depending on the event and may include:
- Application fees
- Costs for Town services (e.g., traffic control, waste, inspections)
- Refundable security deposits (in some cases)
Can I advertise my event before getting a permit?
No. You must have an approved Special Event Permit before promoting or advertising your event. Failure to do so may result in fines. The only exception is for Designated Annual Events that were approved in the previous 12 months, are in good standing, and will not significantly differ from the previous year's event.
Can I be fined for not following the rules?
Yes. The Town now has stronger enforcement tools, including:
- Fines for operating without a permit (starting at $1,000)
- Fines for advertising without a permit
- Fines for not following permit conditions
Administrative penalties (AMPS) may also be issued instead of court charges.
What happens if I operate without a permit?
Operating a Special Event without a permit is a violation of the by-law and may result in:
- Fines
- Orders to comply
- Ongoing penalties if the issue continues
Do I need a permit every year?
Yes. Even recurring or annual events must:
- Apply for a permit each year
- Receive approval before proceeding
What if my event is a weekly or recurring series?
Some recurring events (like markets or concert series) may be considered a “Special Event Series” and could be eligible for a streamlined approach, but this is reviewed case-by-case.
Can the Town deny or limit events?
Yes. The Town may:
- Refuse or modify applications
- Limit the number or scale of events
This helps:
- Protect public safety
- Reduce traffic and neighbourhood impacts
- Ensure fair use of municipal resources
Why does the Town regulate Special Events?
The goal is to:
- Support vibrant community events
- Protect residents and neighbourhoods
- Ensure safety and accessibility
- Manage traffic, parking, and environmental impacts
Do wineries need a Special Event Permit?
Wineries and other agricultural businesses may require a Special Event Permit depending on the nature and scale of the activity and the winery’s site-specific zoning.
While normal, day-to-day operations are permitted, activities that meet the definition of a Special Event (e.g., large attendance, entertainment, vendors, or organized programming) for wineries that don’t have established site-specific zoning require approval through the Town’s Special Events process.
What types of winery activities may require a permit?
Examples of activities that may require a Special Event Permit include:
- Large-scale festivals or seasonal events
- Concerts or live entertainment series
- Events with food vendors, third-party vendors, or ticketed entry
- Events expecting more than 200 attendees
- Events that require parking, traffic management, or road impacts
If a winery has site-specific zoning that allows for the above activities, a permit is not required.
What types of winery activities typically do not require a permit?
A permit is not required for:
- Regular wine tastings or retail operations
- Small-scale experiences that are permitted under existing zoning
- Day-to-day business activities without organized event components
Can a winery host events without proper zoning?
No. If an activity is not permitted under the property’s zoning, it cannot proceed unless:
- The appropriate planning approvals are obtained, and/or
- A Special Event Permit is issued (where applicable)
If a winery applies for zoning, can they operate events in the meantime?
Not without a Special Event Permit, until the appropriate zoning approvals are in place, events must still meet all current by-laws and permit requirements.
Are recurring or seasonal winery events treated differently?
Recurring or seasonal events (e.g., weekly concerts or multi-week festivals) are not considered “occasional use” and may:
- Be permitted under site-specific zoning
- Require a Special Event Permit for each occurrence, or
- Be reviewed as a Special Event Series, depending on the format
Please find below the links to the Special Events Policy and By-law, as well as the Parks By-law.
Special Events By-Law No. 2026-005
Please be advised that only one application is required for circulation to all Town departments.
An Special Event application must be submitted a minimum of:
- 8 weeks prior to the scheduled event date where fewer than 500 attendees are expected and no road closures or restricted access to municipal parks are required.
24 weeks prior to the scheduled start for all other events.
* The Clerk may, at their sole discretion, choose to not accept, require a pre-event meeting with the Applicant, or require additional processing fees for any SEP applications not submitted within the above stated timeframes.
An applicant may submit their application by:
- E-mail: specialevents@notl.com
- Mail: Town Municipal Office - 1593 Four Mile Creek Road, PO Box 100, Virgil, Ontario L0S 1T0
- In-Person: Customer Service counter located at the Town Municipal Office at 1593 Four Mile Creek Road, Virgil
Council approval is required for events that meet any of the following criteria:
- Requiring the closure of, or restricted access to, any of the following public spaces:
- Queen Street
- Queen’s Royal Park
- Simcoe Park
- Occurring over three (3) or more consecutive calendar days
- Requiring exemptions or permissions beyond those delegated to staff under this Policy or other municipal by-laws
Having resulted in by-law infractions and/or convictions under the Provincial Offences Act within the previous three (3) years
* Staff will advise upon review of your application if your event needs to go to council
An applicant should expect a response from the Clerk's Department within 8 weeks from the date of submission. Upon approval of the event, the applicant will receive an event package that includes:
- A Special Event Permit
- Special Occasion Permit and/or Building Permit (where applicable)
For additional information regarding Special Events within the Town of Niagara-on-the-Lake, please refer to the Town's Special Events Policy, Special Events By-Law No. 2026-005 and Parks By-law No. 5306-21 and/or contact the Special Event Coordinator at specialevents@notl.com.