Special events help strengthen the community, providing social and economic benefits. Find out more details about how you can submit an application to host a special event or block party.
Submitting your Application
Event season is busy, so ensure the success of your application by submitting a complete application. Requests for new and repeat special events and block parties must be submitted by the deadlines below:
| Type of Event | Deadline for Submission | Additional Requirements |
|---|---|---|
| Block Party | 6 weeks prior to required approval date | Sketch/map of requested closure to be submitted at time of application |
| Public Space (Non-roadway) | 8 weeks prior to required approval date | Sketch/map of event site and proposed resident notification (if applicable, i.e. parking lot closures) to be submitted at time of application |
| Road Event (Non-closure) | 12 weeks prior to required approval date | Sketch/map of event site/route, proposed resident notification, proposed signage, and Traffic Control Safety Plan (if applicable) to be submitted with application |
| Major Event (Road closure) | 12 weeks prior to required approval date | Sketch/map of event site/route, proposed resident notification, proposed signage, and Traffic Control Safety Plan to be submitted with application |
Application Guidelines
Complete the Special Event Application Form along with all required supporting documentation. You can submit:
- In-person at Oak Bay Recreation Centre (1975 Bee Street)
- By mail to the Oak Bay Recreation Centre, (ATTN: Bookings Clerk, 1975 Bee Street. Victoria B.C., V8R 5E6)
- By fax (250-598-9108 Attn: Administrative Secretary)
- Email booking@oakbay.ca
Questions? Call 250-598-3311 or email booking@oakbay.ca if you have questions.
Additional Information
Click the categories below to find additional information.
Important Reminders
Holding your event in a park?
As the applicant, you must contact the Parks Department to coordinate the scheduling of the event. Scheduling an event in a park requires a Parks Permit to proceed.
The Parks Department can be reached by telephone at 250-592-7275.
Event taking place on Municipal land?
If your event is taking place in a park and on municipal land it requires both a Special Event Permit and a Parks Permit in order to proceed.
Please submit the Special Event Application to the booking@oakbay.ca, with supporting documents.
Ensure all conditions are met before approval!
Acceptance of an application is not the final approval or confirmation of your request. The person signing the application form is responsible for insuring all conditions in the agreement are met.
A proposed event should not be advertised before receiving approval from the District.
Event Conditions
General Conditions
- The organizer shall not use the site or route for any other purpose than stated in the agreement with the District of Oak Bay.
- The organizer is responsible for insuring the permitted area is appropriate for the activity.
- The organizer shall be responsible for returning the site, route and/or any municipal equipment to its original clean, litter-free (removing all litter from site) condition following the event.
- The organizer shall be liable for any damage done to the site or route or municipal equipment during the event.
- The organizer may be billed for any subsequent cost incurred by the Municipality.
- Nothing can be fastened to, hung from or placed in trees, planters or other municipal property without specific permission, including posters advertising the event.
- Organizers should consider traffic impact, an alternative transportation plan, parking, disabled access, adequate personnel on site, noise levels, sale or handouts of food, beverages and merchandise, access to water or power.
- As applicable, additional conditions may be required to be met.
Public Property Occupancy Agreement
- Some types of events will require the event organizer to enter into an agreement with the District of Oak Bay laying out terms and conditions of approval. This agreement, if necessary, will be provided once approval in principle has been given.
Designated On-Site Contact
Organizers must designate a named on-site public contact person with authority to ensure compliance with agreement and to make decisions on behalf of the organizer for the duration of the event including the clean up and set up time. Contact information for the on-site contact person must be provided in the application and they must be available via cell phone at all times during the event. It is required that the agreement with the District of Oak Bay be on-site, available and presented upon request.
Cancellation
The District of Oak Bay retains the right to cancel the event up to and including the day of the event, or at any time during the event in an emergency or if the applicant does not adhere to this or any other related permit conditions, or if the Chief Constable or their designate apprehends that the Event is creating an undue nuisance or a hazard to the safety of any person or the public at large. Permits will be revoked without payment of any compensation in the event of a breach of any laws, by-laws, or conditions set up herein or in force. Non-compliance may result in additional charges.