• Community Special Events

    2027 Application Form

  • Event Definitions: 

    C Category - City Supporter

    The role of the City as a supporter staff provide advice and assistance
    with basic operations and logistical planning such as public safety considerations,
    coordinating the use of City staff, facilities, property and/or equipment.

    B Category - City Co Producer
    The role of the City as a producing partner requires a high level of staff supporter work with the organizers ensuring that the event content optimizes civic
    engagement, planning and production details, as well as marketing needs are
    sufficient to achieve strategic objectives. 

    There are only limited funding opportunities available each year for this category. Please contact the Special Events Coordinator for information. 

    When to Use this Form

    • Requires the use of any civic facilities, parks or City owned or leased
      properties.
    • Impacts traffic flows or would require road and/or sidewalk closures.
    • Involves the sale or distribution of alcoholic beverage on city land.
    • Involves food to be sold or distributed on city land.
    • Fireworks or pyrotechnics are being used.
    • Event footprint or activities will have an environmental impact.

     

    Approval Steps

    Review the Information for Event Organizers page from the City Website.

    Step 1: Apply for event if you meet the criteria.

    Step 2: Respond to staff's questions in a timely manner.

    Step 3: Staff bring a report to Council with recommendations for approved events.

    Step 4: Staff will inform you of the decision.

    Step 5: Staff will contact you to set up a start up event meeting to get details.of your event.

    Step 6: Fill out the risk assessment form

     

     

    Approval of Your Event is Based on the Following Criteria:

    • City capacity and resources.
    • Availability of space.
    • Benefit to the community.
    • Connection with Council Stratgic Priorties and the White Rock Cultural Strategy
    • Capability of the organizer to develop an event that creates an engaging experience for participants.
    • Capability of the organizer to develop and execute an event responsibly and safely. 
    • Capability of the organizer to have a sustainable, realistic and responsible event budget. 

     

    Date of Your Event

    Your proposed event date is not guaranteed until reviewed by staff and approved by Council. 

     

     

    • Contact Information 
    • Organization Type*
    • Format: (000) 000-0000.
    • Event Details 
    • Event Date*
       - -
      2 digit month, 2 digit day, 4 digit year
    • Event Set Up Time*
    • Event Start Time*
    • Event End Time*
    • Event Site Cleared - Take Down Complete*
    • Event Category*
    • Select Location(s)*

    •  
      If you intend to hold an event at a City Building, please be advised that this would be a rental organized through the Recreation & Culture Department. Rental fees will be applied. Additionally, certain requests may incur cost recovery fees.

    • Free or Ticketed*
    • Is Your Event a Fundraiser?*
    • Have You Already Spoken to the Charity and Have Their Support?

    • Please Note: Depending on the size of your event the City may require you provide a safety plan taking into consideration crowd control, first aid and other safety measures.

    • Please Select All that Apply. My Event will have ...*
    • I am Requesting from the City Support with the Following (please check all that apply):*
    • Have You Held this Event in White Rock Before?*
    • Terms and Condition 
    •  
    • Should be Empty: