Special Event Permit

Pre-approval information and documentation

Organization sponsoring the event

Applicant

Special event supervisor

Event information

Date(s) of event

Date(s) that the event was last held

For each day of the event

Number of participants

Parking prohibitions

Road or lane closures

Conditions of approval

1. The applicant should submit a copy of this Permit to his or her Insurance Company to ensure that a proper Certificate of Insurance is produced.
2. The applicant shall purchase and maintain third party liability insurance acceptable the Affected Municipalities throughout the term of this Agreement. Unless otherwise specified, the terms of the insurance shall be from the date of commencement of set-up or assembly for the Special Event until the date of completion of all related activities on the road system. Such coverage shall protect the Affected Municipalities against all claims for all damages or injury including death to any person or persons and for damage to any property of any Affected Municipality or any other public or private property resulting from or arising out of any act or omission on the part of the applicant or any of his or her servants or agents. Coverage shall consist of a comprehensive policy of public liability and property damage insurance for the Special Event in the amount identified on Page 2 per occurrence. Such insurance shall name the Affected Municipalities as additional insured thereunder. Such insurance shall be extended to include the following endorsements: Blanket Contractual Liability and Cross Liability with a Severability of Interests Clause. If applicable, host Liquor Liability Endorsement will be required for a Special Event that requires a Liquor License. Such insurance shall state that coverage will not be suspended, voided, cancelled, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail to the Affected Municipalities.
3. If applicable, the applicant shall purchase and maintain automobile third party liability insurance in the amount of $2,000,000 which is to be acceptable to the Affected Municipalities through the term of the Agreement covering all owned, leased and non-owned automobiles used in connection with the activities governed by this Permit.
4. This insurance coverage shall be primary insurance to the insurance carried by the Affected Municipalities. Any insurance or self-insurance maintained by the Affected Municipalities shall be excess of this insurance and shall not contribute with it.
5. The Affected Municipalities reserve the right to modify the insurance requirements as deemed suitable.
6. The applicant, his or her heirs, executors, administrators and assigns will indemnify and save harmless the Affected Municipalities from any and all claims, demands, suits, actions and judgments made, brought or recovered against the Affected Municipalities and from all loss, costs, damages, charges or expenses that may be incurred, sustained or paid by the Affected Municipalities by reason of the granting of the Special Event Permit. The indemnity provisions of this Agreement shall survive the termination of the Agreement.
7. The applicant has read and understood the Region of Waterloo Special Event Permit By-law, which is available on the Region’s website at www.region.waterloo.on.ca.

This Permit is conditional upon the applicant signing below and agreeing to the conditions listed above. The Regional Municipality of Waterloo confirms that electronic signature of this document is acceptable provided that the applicant is specifically authorized by the sponsoring organization to enter into and execute this document in such manner.