Special Event Application

Please complete this application in full. Applications submitted late or incomplete may not receive approval and may not be issued a special event permit. Submission of this application does not constitute acceptance or approval.

Event Information

Applications shall be submitted in accordance with the Corporation of the Town of Midland Special Event Policy. 

The Special Event Application Process shall follow these application deadlines:

• A minimum or six (6) months prior to a Major Event
• A minimum of three (3) months prior to a Minor Event.

Major Event means a Special Event that includes any and/or all of the following criteria: anticipated attendance of 1000 or more, a licensed area, a road closure. 

Minor Event means a Special Event with an anticipated attendance of less than 1000, no licensed area, and no road closures.

Please note that you will receive email confirmation at the end of your completed application after you select "Submit". If you do not receive email confirmation within 24 hours that your application was successfully submitted, please contact us by phone or email. Printed, hand-delivered and/or mailed copies of applications will not be considered.

Organizer/Applicant Information

Site Plan

A detailed site plan must be included with your package. The following, should they be relevant, must be included on your site plan.

• Location of all tents, temporary or permanent structures
• Location of barricades and road closures (road, parking, bicycle parking, parking lots)
• Emergency exits
• Fire extinguishers, propane storage
• Location of command post or office, medical and first aid station emergency vehicle access points and all exits and entrances (both emergency and for the public)
• Fencing, staging, bleachers, stages, inflatables, petting zoos, etc.
• Food/refreshment tent vendors, restrooms, refreshment tents

Event Location & Logistics

* Please ensure to contact the Booking and Events Coordinator 705-526-9395 Ext. 3201 to confirm availability of these event locations prior to submitting this application. 

Requests to The Town of Midland

Please indicate any special requests being made of the Town of Midland such as picnic tables, garbages, hydro, or water. Please be specific and include on your Site Plan. Extra fees are applicable.

Third-Party Event Options Available from The Town of Midland in 2025

Subject to Town of Midland staff approval, third-party event organizers will have the option to be listed on our Midland Tourism site www.midlandtourism.ca when it goes live.

Please indicate below if you would like to have your event featured on the Midland Tourism website. If so, include one or two sentences briefly describing your event.

Community Calendar 

Subject to Town of Midland staff approval, third-party event organizers are able to list their event on our Community Calendar: Community Calendar - Town of Midland 

It is the responsibility of the third-party event organizer to submit their event to the community calendar for consideration after their event application has been approved.

Additional Details 

Please indicate any additional details related to your event. Please be speciifc and include on your Site Plan. The applicant is responsible for procurement, fees, as well as adhering to any applicable bylaws and rules and regulations.

Requirements for Tents or Temporary Structures:

Alcohol

Applicant is responsible for obtaining applicable Liquor License. Attach all requirements of the Municipal Alcohol Policy. The Ontario Liquor Act rules and regulations are available at www.lcbo.com.

For a copy of the Municipal Alcohol Policy, please contact tourism@midland.ca 

Road Closures / Parades / Walks

Emergency Vehicle Access Requirements

A road may be closed to regular traffic during an event, with approval, but an unobstructed fire lane must be left open for emergency vehicles. 

NOTE: Please provide and mark all road closure information in your site plans. The Fire Department will have final approval of all road closures. 

Parking

Emergency Management

Risk Assessment

Please detail the risks associated with the below factors.

Security

• Who is responsible for your event security?
• What are their responsibilities?
• Please identify their location on the site plan.

First Aid

Please identify location of person responsible for first aid on the site plan. 

Training

Evacuation

Food Vendor Requirements:

All food vendors, including food trucks, must adhere to specific requirements. Please complete and submit a Food Vendor Licence Application.

Enclosed/Fenced Area Requirements:

Occupant Loads
Maximum capacities for all outdoor enclosed areas are determined by dividing the net site area by 1.11 square meters or 12 square feet per person.

Note: Net site area = total site area minus area designated for tents, stages, concessions, and any other permanent or semi-permanent structures.

Exit requirements
Exits are required as follows:

• 1,000 or less persons – minimum of two (2) exits
• 1,000-4,000 persons – minimum of three (3) exits
• 4,000 or more persons – minimum of four 94) exits
• Exits shall be spaced at equal intervals throughout the site maintaining maximum travel distance of 60 meters (200 feet) to any one exit.
• Exits are required to be a minimum of 1.2 metres (4 feet) in width.
• Exits and Occupant Load shall be clearly identified by approved signage.
• At least one access point for Emergency vehicles shall be maintained at a minimum width of 3.5 meters (11.5 feet)
• Any required exit established for emergency egress only shall meet the follow;
  - Must be readily accessible and unobstructed
  - Must open freely in the direction of exit travel

NOTE: Additional exits may be required if deemed necessary by authority having jurisdiction.

Waiver

Should my Special Event Application be approved, I hereby agree to assume full liability and responsibility and agree to indemnify and hold harmless the Corporation of the Town of Midland and its elected and appointed officials, directors, officers, employees, servants, agents, sponsors, contractors, and their respective heirs, executors, successors with respect to any and all actions and causes of action, debts, suits, demands, costs, damages and expenses, now or hereafter, whether in law or in equity, in respect of death, injury, loss or damage howsoever caused or to arise, or in any way connected to the aforementioned event.

Applications submitted late or incomplete may not receive approval and may not be issued a special event permit. Submission of this application does not constitute acceptance or approval.