Special Event Permits

If you're organizing an event in Edson, on public property and it's open to all, please complete a Special Event Permit Application form. It’s important to start planning early to ensure all necessary arrangements are in place.

It is important to ensure that you submit your Special Event Permit Application 30 days prior to the event date. This allows ample time for the necessary reviews and approvals, ensuring your event runs smoothly and complies with all local regulations.

Make sure to plan ahead and submit your application within this time frame to avoid any last-minute issues. Happy planning!

For inquiries, reach out to specialeventpermit@edson.ca 

Once you are ready to start your application, please complete the Special Event Permit Application Form. The application prompts you to consider what services your event will require and provides our staff with the information we need to understand your event.

A Special Permit Application MUST be completed and submitted at least 30 days prior to your event. Please Note: if your event exceeds 5 days, applications must be submitted 45 days prior to the event.

• The event is held on municipal property or property regulated by Town bylaws (this includes but is not limited to Town parks, facilities, open spaces, trails or roadways).
• Open to the public, with or without an admission fee;
• Involving more than fifty (50) attendees;
• Advertised through newspaper, website, social media or site signage;
• Involves the consumption of alcohol;
• Involves the use of bounce houses or similar inflatable amusement devices;
• Requires a building permit for tents, stages or other structures;
• Could potentially involve a number of attendees that could not be managed in a 
  facility/park without special measures in place;
• Has the potential to strain emergency services resources;
• Will have a foreseeable impact on the regular flow of traffic and/or the normal use of the public property by other members of the public;
• Requires the approval of a regulatory agency, including but not limited to the Town of Edson, Alberta Gaming, Liquor, and Cannabis, or Alberta Health Services;
• Takes place on a Town road.

Once your Special Event Permit Application is submitted, it will be reviewed, and a decision will be made within 5 business days. Please note that during the review process, we may request revisions to your application or ask for additional documents if deemed necessary. This ensures that all aspects of your event are thoroughly considered and that any potential issues are addressed before approval.

Once approved, we welcome you to showcase your event on the Town of Edson Community Event's Calendar. Please submit your event at www.edson.ca/submit.

Special Event Permit Online Application

Download a PDF Copy of the Special Events Permit Application

You need to purchase insurance for your event to cover potential risks and liabilities. This insurance protects against accidents, injuries, property damage, and other unforeseen incidents that could occur during the event. It ensures that you, the participants, and the municipality are financially protected in case of any claims or legal actions arising from the event.

Insurance Requirements

1. General Liability Insurance:

   • Minimum policy limit of $2,000,000 per occurrence.
   • Waiver of subrogation favoring the Town.
   • The Town of Edson must be listed as an additional insured.

2. High-Risk Events:

   • For events involving liquor, pyrotechnics, extreme sports, bounce houses, etc., a minimum liability insurance of $5,000,000 is required.
   • Bounce houses must be specifically listed on the Commercial General Liability (CGL) policy.

3. Policy Criteria:

   • The Town must be listed as an additional insured.
   • The certificate of insurance must have a waiver of subrogation in favor of the Town.
   • The Town must be designated as a certificate holder.
   • The policy must contain a cross-liability clause, a contractual liability clause, and a non-owned automobile clause.
   • The policy must be endorsed to provide the Town with 30 days’ written notice of cancellation.

4. Alcohol-Related Events:

   • If alcohol is served or sold, the Event Applicant must extend normal general liability insurance to include host liquor liability.

5. Additional Insurance:

   • Additional insurance – including additional policy endorsements, secondary insurance policies, or increased coverage limits – may be required based on the assessed risk of the event, with such risk assessment to include, but not be limited to, the following factors:
     a. The number of attendees;
     b. The duration of the event;
     c. The nature of the activity and the likelihood of injury or property damage;
     d. The serving or consumption of liquor;
     e. The use of bounce houses and similar inflatables
     f. The use of mechanical amusement rides;
     g. The use of fireworks;
     h. The value and exposure of Town and third-party property at the event; and
     i.  Advice received from the Town’s insurer regarding the event.

An Emergency Response Plan (ERP) is a set of procedures and guidelines to help prepare for and respond to various emergencies that might occur during your event. It ensures the safety of everyone involved and helps minimize the impact of any incidents.

Here's a simple breakdown of what an ERP typically includes and why it's necessary:

1. Risk Assessment

• What it is: Identifying potential hazards that could occur during your event (e.g., fires, medical emergencies, severe weather, etc.).
• Why it matters: Knowing what risks you might face helps you prepare and respond effectively.

2. Emergency Procedures

• What it is: Clear instructions on how to safely evacuate the event venue, including evacuation routes, sounding alarms, safety zones, and muster points
• Why it matters: Ensures that everyone can leave the area safely and quickly if necessary.

3. Location of Emergency Equipment

• What it is: Specify the locations of AEDs, fire alarms, fire extinguishers, first aid kits, and panic buttons.
• Why it matters: Knowing the exact locations of emergency equipment is crucial for quick response during an emergency. This information ensures that attendees and staff can access necessary tools promptly, potentially saving lives and preventing further injury or damage.

4. Emergency Communication Plan

• What it is: Describe how you will communicate emergencies to attendees and outline the methods for communication, such as two-way radios, cell phones, or a PA system.
• Why it matters: Effective emergency communication ensures that attendees receive critical information quickly, helping to maintain order and safety during an emergency situation. Clear communication methods can significantly reduce confusion and enhance the efficiency of your emergency response efforts.

5. Emergency Services

• What it is: Provide a list of essential emergency contact numbers.
• Why it matters: Having a list of key emergency contacts readily available ensures that in the event of an emergency, help can be quickly and efficiently summoned, minimizing response times and potentially reducing the severity of the situation.

Why You Need an ERP for Your Event

• Legal Requirement: The Town of Edson requires an ERP to ensure public safety and compliance with local laws.
• Safety of Attendees: Protects everyone attending the event, reducing the risk of harm.
• Preparedness: Being prepared can prevent chaos and ensure a quick, organized response.

By having a well-thought-out Emergency Response Plan, you ensure that your event is safe and that you can handle any emergencies efficiently.

• Clean-Up and Damage Repair: The Event Applicant is responsible for cleaning up and removing all garbage and debris after the event, to the reasonable satisfaction of the Town. Additionally, the Applicant must repair any damage to Town property sustained in connection with the event, at their own cost.
  
  
• Damage Deposit: Based on the risks associated with the event and the value of Town property involved, the Town may require a damage deposit. If the Applicant fails to meet their responsibilities and does not remedy any non-compliant conditions upon notification, the Town may use part or all of the damage deposit to address the issues, returning any remainder to the Applicant.
  
  
• Traffic Control Devices: Event Applicants are responsible for securing and obtaining any necessary barricades or other traffic control devices. The Town may provide these upon request, subject to availability.
  
  
• Compliance with Laws and Permits: Event Applicants must comply with all applicable laws, regulations, bylaws, permitting requirements, and obtain any necessary licenses or approvals. The issuance of a Special Event Permit does not constitute such licenses or approvals.

The Town will not authorize a Special Event that:

• Promotes discrimination based on race, national or ethnic origin, color, religion, age, or sexual orientation/gender;
• Incites hatred or harm against identifiable groups or individuals;
• Displays pornographic or sexually explicit material of any kind;
• Knowingly promotes illegal, false, or misleading information;
• In the opinion of the Town, may harm the health, safety, welfare, or property of the Special Events attendees, Town residents, or members of the public.

Additionally, the Town of Edson is not responsible for any costs incurred by the organizer if a Special Event is cancelled or refused.

In the case of a denied Special Event Application or for any specific conditions of approval, the event organizer may submit an appeal in writing to the General Manager of Community and Protective Services. In the event the appeal is not resolved to the satisfaction of the event organizer, they may submit their appeal in writing to the Chief Administrative Officer for consideration.

Doug Wagstaff, General Manager Commuity & Protective Services
605 50th Street Edson, Alberta T7E 1T7
dougw@edson.ca

Christine Beveridge, Chief Administrative Officer
605 50th Street Edson, Alberta T7E 1T7
christineb@edson.ca

Q: Do I need to complete a separate Temporary Road Closure Permit for my event?

A: No, if your event requires road or sidewalk occupancy, closure, or interruptions, the Special Event Permit Application will address the need for a temporary road closure within the document. You will be prompted to add the necessary information while filling out the application form. This process ensures that road closures are managed safely and that appropriate measures are in place to minimize disruption to traffic and the local community.

Q: When is a Temporary Road Closure Permit required?

A: A Temporary Road Closure Permit is only required for construction purposes. For all other events involving road closures, the Special Event Permit Application will cover your needs.