From community events to major events, the community of Airdrie hosts numerous special events throughout the year. Many events require a Special Event Permit to host on City owned lands.
A special event permit is required for outdoor events that take place on City owned property, are open to the public, have an expected attendance of 500 people at any time, and includes at least one of the following items below:
New events - Applications for special events will be accepted on an ongoing basis and must be submitted at least 90 days in advance. Any requests made within the 90-day limit may be declined if there is not adequate time to process application and obtain required permits.
Returning events - For returning special events in the following year, please submit a new application with updated supporting documents and make the required reservation if the event is being held at a City-amenity.
The City of Airdrie Special Event Application Form provides all the basic details of your proposed event. Remember to attach your supporting documents like Site Plan, Insurance and Emergency Response Plan in your application.
We're excited for your event and to ensure it is successful, allow one month (30 days) to review an application.
Every special event application submitted is reviewed by a Event Technical committee of City of Airdrie representatives from departments who conduct an operational review. Through this review, the City identifies conditions, permits and supports that may be required.
Once the review is complete, the event organizer will be notified and advised of all permit requirements and conditions that need to be met in order to hold a safe event. It is the responsibility of the event organizer to comply with all relevant laws and regulations. The City requires that conditions are met one month (30 days) prior to the scheduled event.
Once the application package is confirmed, the venue confirmed and conditions determined, an Event Services Agreement will be generated outlining responsibilities of the event organizer and the supports provided by the City of Airdrie with any cost of services, and then a special event permit is issued. All City of Airdrie permits will be collated into the Event Services Agreement.
Basic requirements for hosting a special event in the city are a site map, insurance and an emergency response plan (ERP) attached to your special event application.
A site map is required for all events taking place on the City property. Site maps are available when booking your venue. When creating a site map, the following should be indicated:
Depending on the size and scope of the event, different levels of emergency planning is required. This includes situations such as medical, fire, weather, lost child, etc. The event organizer is responsible for planning and mitigating against event emergencies.
Event organizers are required to submit an Emergency Response Plan (ERP) to the City for review and approval.
There are many bookable event spaces in the City of Airdrie. In order to find a suitable venue to host a special event, organizers may want to further research site specific information and rental policies for City of Airdrie locations. Our Parks team will assist in booking your event location.
The City of Airdrie offers many beautiful parks and green spaces for community enjoyment and are available to book for any occasion. You can check park and sport field availability for any of the following locations:
For additional parking requests at Nose Creek Regional Park:
Use of the fire pits, concession and access to the amphitheatre power source will require a key. Organizers are responsible to arrange for key pick up from Genesis Place at 800 East Lake Boulevard NE, Airdrie.
A $40 refundable deposit in the form of cash or credit card is required when picking up the key and will be refunded to the organizer when key is returned.
Preliminary site visits are recommended for most events. After booking your location, please submit a site visit request to physically review the space for planning and requests. One week prior to the event a final site visit will be arranged to discuss placement of structures and final logistics.
Airdrie fire department (Fire SCO's) may require an inspection prior or during an event. Any deficiencies noted will be corrected immediately or within the time frame agreed upon. A fee may be required. Fire SCO's may be required to be present during an event. Fee may be required.
Events held on private property (no public space used) requires a special event permit due to the potential impact on city services with parking, noise, traffic, safety and accessibility. Requirements for a special event application are:
Safety is a key component to a successful event. To ensure safety and security to the public, safety measures are recommended for secure delivery of the event for the public.
At minimum, all events are required to have a fully stocked first aid kit easily accessible by event staff, volunteers and attendees. First aid is the responsibility of the organizer.
For events with over 500 attendees, first aid recommendations include:
Occupant loads exceeding 60 persons, the occupant load shall be posted in conspicuous locations near the principle entrances to the room or floor area.
Occupant load will be calculated by the Airdrie Fire Department. Fee may be required.
While on a City of Airdrie worksite, you are obligated to adhere to current Alberta Occupational Health and Safety Legislation requirements, particular to your industry or activity. For more information, please download the enlisted orientation guides.
Submit a hazard assessment (PDF) form with your Emergency Response Plan (ERP).
Depending on size, scope and type of event, varying levels of security may be required at the cost of the event organizer for safety and crowd control.
Event organizers can promote inclusivity to ensure their event is accessible to everyone. Things to consider when planning:
Organizers will be required to notify local residents, businesses and/or the general public of impacts to the immediate area (e.g. road closures) via a notification letter. Notification is required one month in advance. Notification can be through:
For your event, ensure there is sufficient parking for your attendees. Identify your options with spaces close to your event. If you require a road closure, our Event Services Team can assist with the process.
Organizers should provide nearby parking options through their event details when attendance exceeds onsite capacities. Alternate means of transportation such as walking, cycling, e-scooters, carpooling and transit should be encouraged.
Road or lane closures are reviewed by City teams and requirements for road or lane closures are:
A Traffic Management Plan must indicate all traffic control devices and personnel, detour routes, and traffic flow. When required, RCMP/ME support will be enlisted for traffic management.
Route maps are required for events using City roadways, sidewalks and/or bike lanes. The City will assist to ensure routes are feasible and will work to identify alternate options if issues exist (i.e. construction, closures, etc.).
Pursuant to Part 10 of the City of Airdrie Traffic Bylaw #803, it is required that this application be completed to the best of your knowledge and submitted at least fourteen (14) days prior to the intended parade date.
Facilities and infrastructure specifications and requirements available at each location.
We have limited electrical access in our parks. Availability and amount vary per park. To supplement electrical onsite, generators are permitted. Please adhere to the following guidelines:
Access to water may be available in some parks at the organizer’s request. The City encourages event organizers to go green and encourage event attendees to bring refillable water bottles to events.
Our parks have onsite washrooms to service general public. Regular maintenance is provided. When event attendance exceeds onsite services of over 500 people at park locations with permanent washrooms, it is the organizer's responsibility to arrange portable washrooms and handwashing stations.
The recommendation is a ratio of one washroom portable/stall per one hundred people (1:100) with a handwashing station as per by AHS GUIDELINES.
A structure, enclosure or shelter constructed of fabric or pliable material supported by any manner except air or the contents it protects.
Submit Building Permit Request
A structure, enclosure or shelter constructed of fabric or pliable material supported by any manner other than air or the contents it protects and is open without sidewalls or drops on at least three sides of the structure.
A variety of activities can be programmed with your event. Listed supports for services and information are available to assist with your event planning.
A Business Licence is required for any business gaining profit at the event.
All vendors, including mobile food trucks operating in the City of Airdrie require a business licence. A licence is required for any sales onsite at the event. Temporary business licences are available.
Onsite concessions
Two event parks have concessions - Nose Creek Regional Park and Chinook Winds Regional Park
Mobile food trucks (mobile cooking operations)
Mobile cooking operations applies to all portable/temporary food service and cooking equipment including but limited to food truck, vending truck, chip truck, burger wagon, doughnut shack, mobile/portable food vending unit, hot dog cart and other MCO uses in Alberta.
Cooking equipment used in fixed, mobile, or temporary, concessions, such as trucks, buses, trailers, pavilions, tents, canopies, or any form of roofed enclosure, shall comply with NFPA 96- 2004 “Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations”
Mobile food vendors for events are required to have the proper permits in place to serve the general public. Please ensure your mobile food vendor has the following:
If you’re providing or preparing your own food service (pancake breakfast, prepared food, etc.), it is the event organizer's responsibility to ensure the appropriate AHS Temporary Food Service Permit.
Portable barbeque's are approved as part of the Special Events Permit, provided that the barbecue is: CSA/ULC approved, powered by propane gas, used under constant supervision and kept a minimum of one metre away from the nearest structure, property line, tree or other combustible material.
Uncertified gas (natural or propane) or electrical appliances are not acceptable for installation in a MCO.
All events involving alcohol require an approved permit from Alberta Gaming & Liquor Commission (AGLC). The City of Airdrie
requires event organizers to review the City of Airdrie's alcohol management policy prior to applying for a liquor licence.
Permission from the following is required for an event organizer wanting to serve or sell liquor to be consumed on City property.
Information required for City of Airdrie (AFD and RCMP) preliminary approval of liquor service onsite:
Petting zoos are required to be operated and maintained in a safe manner to protect visitors from injury and illness. AHS Guidelines will provide information that is intended for operators of permanent (e.g., farms) and temporary (e.g., travelling petting zoos) animal attractions.
Animals (dogs) must be on-leash in public parks or fenced in a dedicated off-lease area.
The use of display fireworks, pyrotechnics and/or open flame performances require pre-approval from the Event Services Team before applying for a Fire or Fireworks Permit. Requests can be indicated in the Special Events Application.
The Fire Permit, provide by Airdrie Fire Department including additional insurance and site maps, are required as part of the Special Events Permit.
Consumer fireworks are not allowed in the City of Airdrie.
Event organizers are required to mitigate noise by:
If the event includes activities and/or infrastructure with water, provide details in your Special Events Application. Water conservation is important for sustainability and reducing environmental impacts.
An acceptable Fire Pit means an outdoor receptacle that meets the following specifications:
We wish to provide important resources, tools and networks for event supports. Building capacity with our event community builds sustainability and stronger success for your event.
We are proud to offer City of Airdrie municipal funding opportunities to help support the success, development and sustainability of events taking place on City property. To learn more on our Community Event Grant, please visit the City of Airdrie Community Event Grant.
Various provincial and federal funding may be available to assist with supporting your event. Visit these websites for more information on various networking, funding, and learning opportunities. Please remember to plan and apply early!
If the City of Airdrie has played a role in your event through a partnership, grant, or sponsorship, you can request the official City logo through our Communications, Engagement and Marketing team for using in your promotional materials.
Submit a logo request to corporate.communications@airdrie.ca. Once your request is created, please send it back to the Communications team for approval.
Parks contact in the days leading up to the event:
Operations Coordinator: 403-369-8016
For the day of your event, we are available to assist with direct contacts to supports and resources. We have staff on-site with regular operations and advise to contact our team below directly for event support.
Fire/Police/Ambulance: 911
Municipal Enforcement/Bylaw Assistance: 403-948-8892
Non-Emergency FIRE: 403-948-8800 (or after hours and weekends at 403-346-9977)
Non-Emergency RCMP: 403-945-RCMP (7267)
Parks Lead: 403-470-4314 (daytime) or 403-389-7844 (evening)
Roads Lead: 403-540-9302
Genesis Place Facility: 403-970-7592
Need to report an emergency such as broken water mains, sewer problems, downed trees on roads or traffic lights not working?
Call 403-948-8800 and follow the automated prompts.
Inviting the Mayor of Airdrie and City Council to your event is available. Event protocol information is listed to assist for the day.
Events are great community opportunties to connect and they hope to attend as their schedule allows.
Events need manpower. Recruiting friends, family or working with other partner organizations lightens the load. You can also ask a local community group to join and provide an honorarium for their service!
If you are in need of additional volunteer support, reach out to Volunteer Airdrie to assist with your event.
Planning tools are important to assist with the success of your event. Check out these resources as part of your event planning management tools:
Spread the word! Marketing is essential for event positioning, branding and promoting to ensure great attendence. It is important to create a website or web page with updated details and visuals for the event to link to your marketing.
Signage
Social media
Online Community Event Calendars
We appreciate receiving feedback on your event! It assists us with making improvements in our processes and supports with building a strong, vibrant and sustainable event community.
We would like to hear from you! Please fill out your success stories and challenges with your event.