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Information for Event Planners

What is an Event?

Common events include parades, walkathons, bike races, tournaments, swim meets, block parties, concerts, festivals or carnivals.

If you are planning a gathering that includes City owned or managed property, please use the checklist below to determine if what you are planning is considered to be an event. City owned or managed property includes parks, trails, buildings, sidewalks and streets.

What constitutes an event?
The City of Richmond defines an event as a gathering of people that requires exclusive use of a site and is proposed to include one or more of the following aspects:

  • Is expected to have a greater impact on the site, neighbouring communities, the surrounding residents and/or other facility operations than the intended site use
  • The installation of external infrastructure including but not limited to the following: a stage, generator, power equipment, sound system, lighting, amusement rides and portable washrooms
  • The installation of a tent that is 60 sq. m or greater in area or has an occupant load of more than 60 persons
  • Impact on traffic flow or road closures
  • Food or beverages served or sold to the public
  • The sale of merchandise
  • Amplified sound
  • The distribution or sale of liquor
  • The use of fireworks or other hazardous or risky materials or activities
  • The use of live animals
  • Any activities requiring public safety approvals
Event Checklist

  • Will you require exclusive use of the site?
  • Will the impact on the site and surrounding areas be greater than the intended site use?
  • Will there be any tents larger than 60 square metres set up?
  • Will there be any temporary structures set up? 
  • Will traffic flow be impacted?
  • Will road closures be required?
  • Will temporary power equipment be brought on site? 
  • Will any food or beverages be sold or served to the public?
  • Will merchandise be sold for profit?
  • Will any food or product samples be distributed?
  • Will there be amplified sound?
  • Will access to power be required?
  • Will access to drinking (potable) water be required?
  • Will there be any water-based activities?
  • Will alcohol be served?
  • Will there be fireworks, pyrotechnics or fire performances?
  • Will there be any activities involving live animals?

If you answered yes to one or more of the questions in the checklist, what you are planning is considered to be an event. The Information for Event Planners page provides information to help you plan your event and complete the Event Application Form.

What if I did not answer yes to any of the event checklist questions?

If you did not answer yes to any of the event checklist questions, you likely will not need to complete the Event Application Form.

The City has many venues that are available to rent for gatherings such as meetings and conventions, banquets, weddings, birthday parties and sport activities. For information on possible venues for your gathering, please refer to the menu items on the left navigation bar.

Additional information can also be found at the following links:
Birthday Parties: www.richmond.ca/parksrec/about/rentals/birthdays.htm
Facility Rentals: www.richmond.ca/rentals
Outdoor Sport Activities: www.richmond.ca/fields

Events on Private Property
Events taking place on private property must obey all laws and bylaws, and obtain all permits that are applicable to the event. If the event has any impact on City owned or managed property, an Event Application Form must be completed. City owned or managed property includes parks, trails, buildings, sidewalks and streets.

View a listing of common City permits and bylaws that apply to events on private property.

Outdoor Sport Tournaments
Tournaments are defined as a gathering of people whose primary purpose is to allow several teams to compete against each other in a concentrated manner. If other aspects, such as food and beverage sales/services or the installation of an external infrastructure, supplement the tournament it is considered to be an event and will require approval from Richmond's Event Approval Coordination Team (REACT). In this case, please submit an Event application no later than 90 days prior to the event start date and no sooner than one year prior to the event start date.

If your tournament only consists of field rentals and a beer garden please fill out the PDF Document Tournament Application Form and the PDF Document Special Occasion License Application form and submit to the Events/Rentals Office.  Once you receive permission from the City to serve alcohol at your tournament, a Liquor License through the Liquor Control Branch will be required as part of the Special Occasion License.

Contacts
Events/Rentals Office 
Phone: 604-233-3304 
Fax: 604-247-4464
Email: events@richmond.ca