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Special Event Manual (Township of Oro Medonte)

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Table of Contents

Special Events Manual........................................................................................................................................................5

1.1 Special Events..........................................................................................................................................................5

1.2 Defined...........................................................................................................................................................................5

2.0 Special Event Permit and Notification Process....................................................................................................7

SpecialEventApplication–OperationsPlan.........................................................................................................................11

EventResourceManual........................................................................................................................................................12

1. Insurance.........................................................................................................................................................................12

2. SitePlan...............................................................................................................................................................................12

3. Alcohol.............................................................................................................................................................................14

4. Structures........................................................................................................................................................................15

5. TrafficManagement........................................................................................................................................................18

6. CommunityImpact/Bylaws...........................................................................................................................................20

ConservationAuthorities:.........................................................................................................................................................21

8. PublicLands/Facilities/PettingZoos...............................................................................................................................22

9. RiskManagement............................................................................................................................................................23

10.

Security..........................................................................................................................................................................25

11.

FireandLifeSafety........................................................................................................................................................26

12.

FirstAidandMedicalEmergencies...............................................................................................................................27

13.

FoodService..................................................................................................................................................................29

14.

WashroomsandWasteManagementPlan......................................................................................................................29

15.

UseofDrones................................................................................................................................................................30

16.

ContactList....................................................................................................................................................................31

17.

EventChecklist..............................................................................................................................................................32

18.

SampleOperationsPlan.................................................................................................................................................34

2

Dear

Special Event Organizer and Host Venues/Property Owners:

Thank you for your interest in planning a special event in the Township of Oro-Medonte. Oro-Medonte

is a thriving rural community of more than 20,000 full-time residents. Covering 61,000 hectares of land

in the heart of Simcoe County, the Township is highlighted by a picturesque landscape of prominent

rolling hills and nearly 40 kilometers of beautiful Lake Simcoe shoreline.

Located between the cities of Barrie and Orillia, Oro-Medonte serves as the gateway through which

Northern and Southern Ontario are connected and is conveniently situated for residents, tourists and

businesses alike.

The Township is also where Ontario comes to play; boasting world-class venues such as Burl’s Creek

Event Grounds, Hardwood Ski and Bike, Horseshoe Resort, Mount St. Louis Moonstone, numerous

golf courses and thousands of acres of public parks and forests.

With a rich history, an abundance of outdoor recreational opportunities and a flourishing arts & culture

scene, Oro-Medonte provides a quality of life that is truly unmatched.

The Township recognizes that special events have a very positive impact on the community. Events

help foster community involvement, improve quality of life, and provide many economic benefits. At

the same time large events, if not adequately planned, have the potential to impact public safety,

strain public resources and negatively impact the community and the event customers' experience.

As such, the Township intends to be proactive in working with our businesses and event organizers

to attract and implement new special events while supporting and building on the successes of the

many existing events held throughout the municipality.

This Special Events Manual and accompanying materials have been developed to allow us to work

together in presenting events that will be an exciting and positive addition to our community’s quality

of life. This special event manual is intended to identify the areas that may fall under a by-law, policy,

procedural guideline or best practice which may have an impact on the planning and presentation of

an event including the guidelines established by the County of Simcoe, the Ontario Provincial Police,

the Alcohol and Gaming Commission of Ontario, the Simcoe County District Health Unit and other

regulating agencies which may be applicable to your event.

As event organizers, your role is to communicate with the proper authorities regarding items within

their jurisdiction relating to the event. As a host venue/property owner where an event is being held

but organized by a third party, your role is to ensure that the third party event organizer has

communicated and coordinate with all agencies having jurisdiction and has submitted all necessary

forms, plans and information as will be discussed in the following sections of this manual. To assist

in coordinating and streamlining this process, the Township may request coordinated meetings for

large scale events.

The utilization of this resource manual will assist in ensuring that all necessary information and

approvals will be in place well before the actual date(s) of the event. This is to your benefit as failing

to comply with the conditions outlined in this manual may result you as an event organizer, host

venue, or property owner being faced with liability, the imposition of added fees such as overtime for

emergency services, possible date conflicts, negative guest experiences and in the worst case,

having to cancel the event.

“Failing to plan is planning to fail”. We’re here to help you succeed!

Special Events Manual

1.0 Special Events

1.1 Special Events Defined:

A Special Event can be defined as any of the following events or activities held on a

Township property or the following events or activities on private property which attract

more than 500 persons who participate or attend:

(a) parades, processions, marathons, bicycle races, adventure/obstacle races,

recreational events, animal shows, car/automobile shows and other events

which may utilize also the sidewalks or vehicular travel portion of municipal

streets, highways, parking lots or properties, excluding indoor facilities operated

by the Township;

(b) carnivals, bazaars, gatherings and similar events which offer such activities as

amusement rides or devices, games of skill, animal rides or exhibitions, food

concessions or live entertainment;

entertainment for public or private audiences;

(d) organized scheduled contests and exhibitions;

(e) marine events, including any prescheduled organized concentration of

watercraft, involving participants and/or spectators, of a competitive or non-

competitive nature;

(f) scheduled races, exhibitions or other events involving the operation of motorized

vehicles or any type;

(g) activities or events requiring a variance from the regulations of any municipal

department;

(h) outdoor assemblies for demonstration, political, religious and/or cultural

purposes;

(i) the showing of feature films; filming of television commercials, documentaries,

educational films, television films, television network programs, music videos

and commercial still photography.

1.2

Permit Requirement:

The Township regulates special events through the Special Events Bylaw.

A permit is required or all special events as defined in section 1.1.

1.3

Permit Requirement - Exemptions:

1.3.1 No permit shall be required for special events held indoors at a facility

operated by the Township of Oro-Medonte.

1.3.2 Notwithstanding the events and activities set out in Section 2.1, a permit shall

not be required for any events or activities as set out in Subsections 2.1(a) to (i)

taking place solely on private property if such events or activities are:

(a) permitted in the Township’s zoning by-laws or has otherwise been

authorized by the Township, and,

(b) part of the normal operations of a business or institution, and specifically will

not reasonably:

(i) have the potential to strain the community’s emergency services

response;

(ii) have a foreseeable impact on the regular flow of traffic;

(iii) adversely affect the Oro-Medonte Community;

(iv) present an elevated risk to the health and safety of participants or general

public;

1.3.3 Determination of eligibility for exemption shall be made in the Director of Recreation

and Community Service’s sole and absolute discretion.

6

2.0 Special Event Permit and Notification Process:

This process and resource manual has been developed to allow us to work together in presenting

special events that will be an exciting and positive addition to our community’s quality of life.

Moreover, the manual is designed to share best practices and resources, as well as highlight

regulations which pertain to Special Events.

The responsibility is on the event organizer, to ensure that you are familiar with and comply with any

relevant regulations, municipal by-laws and/or processes pertaining to special events. This manual

and process may not be all encompassing.

Where events are being organized by a third party (event organizer) on private lands, it is the

responsibility of the host venue/property owner to ensure that the third party has complied with these

regulations and processes.

The permit/notification process is intended to create a collaborative dialogue between all involved

including: special event organizers, event promoters, host venues/property owners and government

agencies responsible for public safety, community by-laws, economic development and community

engagement.

This process is not intended to burden host venues or event organizers with additional bureaucratic

process for activities that are part of normal business operations. The process has been created to:



Increase communication and coordination amongst key stakeholders,



Minimize potential conflict between events/venues,



Assist in marketing and promotion,



Optimize planning,



Minimizing negative community impact.

The process has two distinct parts with varying requirements for events taking place on public or

private property.

Part 1: Special Event Notification/Permit Form:

This simple two page form acts as both the initial notification to the Township that an event will be

taking place within the municipality and if being held on public lands/property this form also acts as

the permit application form. Venues operating in the Township of Oro-Medonte should discuss with

the Director of Recreation and Community what is deemed a special event versus regular business

operations. If the event is not deemed a “special event”, notification of the event by email or phone is

encouraged as this assists the Township in coordinating events across the Township and allows us to

minimize the potential for conflict between events. This also allows us to assist you in marketing and

promoting your event as part of the expanding portfolio of events taking place in the Township.

Part 2: Special Event Operations Plan:

This planning document will provide a detailed overview of the special event and the planning and

controls mechanisms for event implementation. It is the responsibility of the event organizer to

ensure the plan is submitted in a complete manner and within the established timelines. If the event

is being organized by a third-party, it is the responsibility of the host venue to ensure that the

organizer has complied.

To assist in the development of the operations plan a checklist is provided as Appendix section. This

checklist is designed to provide further details about the event that will assist you with inter-agency

planning requirements and the framework for the operations plan. In most cases only specific

sections will apply, simplifying what you are asked to provide in the operations plan. Therefore, the

plan should contain the information which is relevant to your event.

At the discretion of the Director of Recreation and Community Services, an inter-agency planning and

coordination meeting may be requested. The goal of this meeting will be work through any additional

details or requirements with the event organizer.

Timing of Submissions:

Special Event Notification/Permit forms are to be submitted to the Director, Recreation and

Community Services a minimum of 120 days prior to the event.

Operating Plans are to be submitted a minimum of 60 days prior to the special event. More time may

be required for larger resource intensive events to ensure resources will be available to support the

event

The Township and other relevant agencies recognize that opportunities do come up with little notice

and will endeavor to work with event organizers within the realities of operations constraints.

Special Event Notification/Permit Form:

A. EVENT ORGANIZER INFORMATION

Contact Name:

Organization:

Contact Person:

Position:

Phone:

Email:

Website:

Organization Address :

B. EVENT INFORMATION

Event Name:

Event Date:

Start Time:

End Time:

Event Venue:

Type of Event:

Check All That Apply:

Concert/Party

Procession / Wedding

Competition

Run/Walk/Marathon

Demonstration

Cycling – Road

Fair

Cycling – Off Road

Festival

On Water

Parade

Film /Exhibition/ Show

Alcohol

Staging

Amusement Rides

Tents

Live Animals

Road Closure

Bleachers/Tiered Seating

Fireworks

Food Vending/Sampling

Use of Public Lands/Roads

Amplified Sound

Overnight Camping

Open Air Burning

Motorized Off Road Vehicles

Description of Event:

(include set and tear down timeframe)

Total Attendance:

Participants:

Spectators:

Event Details:

Is the event being held on public land or property? Yes No

Do you require any Road Closure/Traffic Management Provisions? Yes No

Is the event open to the public? Yes No

Is alcohol being served? Yes No

Requires a Building Permit for tents, stages or other structure? Yes No

Does the event present an elevated risk to public and/or participants safety requiring specific risk

management co

ntrols? Yes

Does the event have any potential negative impacts on the community? Yes No

Will the event be displaying any fireworks or pyrotechnics? Yes No

Will overnight camping be made available? Yes No

10.

Will there be music live entertainment or amplified sound? Yes No

11.

Will food be sold? Yes No

NOTE:

Upon review of Part 1 the Director or designate will determine the need for submission of Part 2. If this is a large

scale event or a special event as defined in section 1 please submit Part 2 and a corresponding operations plan.

Ple

ase contact the Director of Rec. Com. Services should you require any direction on completing Part 2

If you have answered YES to any of the questions in the “Event Details” please submit Event Application Part 1 AND Part

2 to the Director of Recreation and Community Services.

Please retain a copy of this application for your records.

I certify that the information I have provided above is true and correct.

Full Name:

Position:

Submission date:

The personal information on this form is collected under the authority of the Municipal Act, as amended. The information issued to process this

application. Questions regarding the collection of this information should be directed to the Township of Oro Medont

SpecialEventApplication–OperationsPlan

The planning process is one of the most important aspects in successful Event Management: the

more robust the plan, the smoother the journey to success.

Good planning is a continuous process and good plans should be adaptable and flexible, they require

a solid foundation consisting of systems and structures that are understood by all event stakeholders.

The operation plan is a key document that will assist event organizers in communicating with

community stakeholders various aspects of the special event.

The operations plan should include all key functional areas that are relevant to the event. The

following are suggested areas that should be addressed:

EventOverview



Insurance

SitePlan



Alcohol

StructuresandTemporaryStructures

TrafficManagement

CommunityImpact/ByLaws

ConservationAuthority



PublicLands/Facilities

RiskManagement



Security

FireandLifeSafety

FirstAidandMedicalEmergencies

FoodService

WashroomsandWasteManagement



Appendices

EventResourceManual

Insurance

Insuranceisrecommendedforallspecialeventsandisarequirementforeventstakingplaceonpublic

property. Itprovidescoverageforeventorganizers,hostvenue,supportingpublicagenciesandvolunteersfor

thirdpartyliabilityclaimsresultingfromaninjurytothethirdpartyand/ordamagetotheirproperty.

CertificateofInsurance:

Adocumentissuedbyaninsurancecompany/brokerthatisusedtoverifytheexistenceofinsurancecoverage



underspecificconditionsgrantedtolistedindividuals.Morespecifically,thedocumentliststheeffectivedate



ofthepolicy,thetypeofinsurancecoveragepurchased,andthetypesanddollaramountofapplicable

liability.Liabilityinsurancemitigatesriskandcoverageshouldbeafunctionofthedegreeofrisk.

AdditionallyInsured:

Adocumentissuedbyaninsurancecompanyorbrokerthatextendscoveragethroughthepolicyholder’s

policy. Generally,additionalinsuredstatusisrequiredbyanindividualorentitywhenanamedinsuredhas

agreedtoindemnifythatpartyinacontract(e.g.,customersorownersofpropertyleasedbythenamed

insured).

http://www.gougeoninsurance.com/business-blog/bid/31981/Additional-Insured-vs-Additional-Name-Insured

ForinsurancerequirementspleaseseeSpecialEventsBy‐law

SitePlan

CompletionofanEventLayoutPlanorSiteplanisrequiredtoaccompanyallapplicationsandshouldbepart



oftheoperationsplans.

TheeventLayo utPlanshouldinclude:

• Thenorthdirection;

• AccessandEgressPoints(pedestrian,vehicular,emergencyaccess)

• Anunobstructedfire/emergencyresponselane(s);

• Lengthandwidthofstreet(s);

• Firehydrantlocations—clearancefromfirehydrantsmustbeaminimumof2metres;ifhydrantis

atthecurb,clearancesmustbe3metres;

• Currentobstructionsortrafficcalmingdevices;

• Licensedareas

• FencingandSecurityControls;

• Location(s)ofanyvendor(s)–FoodandBeverageandother;

• Location(s)offireextinguisher(s);

• Fixedortemporarystructures/objectsusedintheevent;

• Locationofwastediversionsites;

12

• Locationsofpermanentandtemporarywashroomfacilities;

• Rest,firstaidstationsandwashroomfacilities;

• Waterstationsandwatersources–markwell(s)onproperty:

•

Identificationofanyhazardous/combustiblematerialsi.e.fuelstorage,propane,anhydrous

ammoniaetc

SampleSitePlan

3. Alcohol:

TheAlcoholandGamingCommissionofOntario(AGCO)holdsjurisdictionalresponsibilityforthesaleand

serviceofalcoholinOntario.ProvincialliquorlawsareenforcedbyAGCOandOntarioProvincialPolice(OPP).

InOntario,Alcoholmayonlybesoldand/orservedunderlegalauthority. TheauthoritycomesfromaSale

License(LicensedEstablishmentorCateringCompany)oraSpecialOccasionPermit(SOP).

Forrelatedinfo

rmationaccesstheAlcoholandGamingCommissionofOntario(AGCO)at:

1. www.agco.on.ca

2. AGCOCustomerServiceat1‐800‐522‐2876

3. AGCORegionalEnforcementUnit–Orilliaat705‐329‐5046

AnSOPisrequiredifyouareplanningtosellorservealcoholatspecialoccasions,suchasweddings

,charity



fundraisersandreceptions.AnSOPisneededanytimealcoholisofferedforsaleorservedanywhereother



thaninalicensedestablishmentoraprivateplace(forexample,aprivateofficeoraresidence).

Therearethreetypesofspecialoccasions forwhichapermitmaybeissued:

1. PrivateEvent:Foreventswhereonlyinvitedguestswillattend.Theseeventscannotbeadvertisedand

therecanbenointenttogainorprofitfromthesaleofalcoholattheevent.

2. PublicEvents :Foreventsthatareopentothepublic.Publiceventscanbeadvertisedandallowfor

fundraising/profitfromthesaleofalcohol.

3. IndustryPromotionalEvents:Foreventsheldtopromoteamanufacturer’sproduct(s)throughsampling.

Therecanbenointenttogainorprofitfromthesaleofalcoholattheevent

WhatdoIneed toprovidetoobtainapermit?

Smallspecialeventscan obtainpermitsthroughtheirlocalLCBOstoreorthroughalocalcaterer.

Largespecialevents5000participantsi.e.festivals,races,concerts

ToassistwithyoureventplanningtheAGCOhasdevelopedaSpecialEventTipSheet toobtainapermit

forlargespecialevent. Ifyouareplanningalargeeventandareplanningonservingalcoholpleaseensure

thattheAGCOrequirementsareincludedinyouroperationsplan. Asamplesiteplanhasalsobeen

includedasaresourceSampleSiteMap.

MunicipalAlcoholPolicy

TheTownshipofOro‐MedontehasaMunicipalAlcoholPolicywhichprovidesspecificrequirementsforthe



servingandconsumptionofalcoholonMunicipalpropertyorwithinMunicipalfacilities.Anyspecialevent



wherealcoholisservedinapublicfacilityoronpublicpropertymustcomplywithanyrelevantfederaland

provinciallegislationandalsowiththepolicy.

SmartServe

SmartServeOntarioisanon‐profitorganizationdedicatedtodevelopinganddeliveringaresponsibleservice

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trainingprogramtoallindividualswhoservealcoholicbeveragesorworkwherealcoholicbeveragesare



servedintheProvinceofOntario.HavingSmartServedtrainedhelpstoensuretheresponsibleserviceof

alcoholminimizingthepotentialriskexposuretoeventhosts/organizers.Formorein f ormat ionpleasevisit

https://www.smartserve.ca.

4. Structures

Thefollowingisprovidedforyourconvenienceinmakingabuildingpermitapplicationandtoprovidethe

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detailsthatthebuildingandfiredepartmentswillbelookingforonsitepriortoapprovingtheuseofthetent

foryourevent.

TheOntarioBuildingCode providesminimumfireandlifesafetyrequirementsspecifictoassembly



occupanciesandtentsforspecialevents.

Theaveragespecialeventpopuptent(10feetx10feet=100squarefeet)doesnotrequireabuildingpermit.

Example: 3eventtents(10x10)togetherdoesnotrequireapermit.

7eventtents(10x10)togetherwouldrequireapermit.

1. Lessthan645sqft(60m2)

Tentsoragroupoftentsspacedatlessthan3mapartthatarelessthan645sqft(60m2)inaggregate

area,donotrequireabuildingpermit.

2. >645sqft–2420sqft(225m2)

Tentsoragroupoftentsthatarelessthan3mapart,donotcontainbleachersandareunenclosed(no

sidewalls)requireabuildingpermitandthefollowingisap plicable:



ClearancetoOtherstructures

o 3mfrompropertylines

o 3mfromallstructuresandothertents

o Exceptions‐

 tentsnotoccupiedby thepublicneednotbeseparated,aslongasnohazardto

thepublicexists

 Tentsonfairgroundorsimilaropenspacesneednotbeseparated,aslongasno

hazardtothepublicexists



ClearancetoFlammablematerial

o A3mperimeteraroundthetentshallbekeptfreeofflammablematerialorvegetation

thatwillcarryfire



FlameResistance

o EverytenterectedshallmeetCAN/ULC‐S109



Provisionsforfirefighting

o Accessshallbeprovidedforthepurposeoffirefighting.

Provideasiteplanoraerialphotoandindicateallstructures,thesepticlocationandthetent. Includethe



clearancesfromthetenttothestructures.

3. >2420sqft(225m2)

Tentsthatexceed225m2,tentsthatcontainbleachersorhavesidewallsenclosed,requireabuilding

permitandthefollowingisapplicable:



Allprovisionsin#2above



MeansofEgress

o Traveldistance

o Clearaisles

o 3mwidthbetweenstakelineandthepropertyline

o Swingdoorsifapplicable



BleachersshallmeettheOBCandshallbeengineered



Sanitaryfacilities

o RequirednumberofwaterclosetsshallbedeterminedinaccordancewiththeOBC



Thetentshallbedesignedandreviewedbyaprofessionalengineer.  Thisprocessisnormally

coveredthroughthemanufactureorcontractedinstaller.

Provideasiteplanoraerialphotoandindicateallstructures,thesepticlocationandthetent. Includethe



clearancesfromthetenttothestructur es. Provide2setsofEngineersealedtentplanincludingthe

anchoragedetails.

TheOntarioFireCode(as amended)containsminimumfireandlifesafetyrequirementsspecifictoassembly

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occupanciesandtentsforspecialevents.

1) Portablefireextinguisherswithaminimum2Aratingarerequiredtobeplacedatorneareachexit.

2) Exitsignsmayberequiredifthetentisenclosed.ContactFirePreventionOfficer(FPO)at705‐835‐

5568.

3) NoSmokingsignsshallbepostedandadheredinthetent.

4) Allexitsandmeansofegressinan opensideandanenclosedtentarerequiredtoremainclearofany

obstructionsonbot

htheinteriorandtheexterioratalltimes.

5) Aislewidthsarerequiredtobeminimum1100mm. (Considertableplacement)

6) Openflamesofanykindarenotpermittedinthetent.Unlessconformancewith

OFC‐2.9.3.2.ConsulttheFirePreventionOfficer(Seecontactlist).

7) Fireaccessroutesrequiredtobe maintained. (Donotblockdrivewayaccessforfiredepartment.

8) Thetraveldistancetoanexitfromanypointmustnotexceed 30m.

9) ThePropertyowner/ventOrganizerisrequiredtoknowtheemergencyproceduresandtheir

individualrespon

sibilitiesasitrelatestofireandlifesafety.



Theapplicationwillneedtostatethestartandenddateofyourevent.



Oncethepermitisobtainedforyourtent;theerectionofthetentmaytakeplace.



PriortouseorOccupancy,aninspectionisrequired. Youwillneedtobooktheinspection,contact

705‐487‐2171ext.4246. Thebuildinginspect

orand/orthefirepreventionofficerwillattendthe

siteandverifythesize,locationand anchorageofthetentplusthe9itemsshownabove.



Uponcompletionofyourevent,thetentistoberemovedandconfirmedbythe

building

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department.

TIP:IfyouareaneventorganizerfromoutofTown,considercontractingalocaltentcompanytosupplyand

administeryourtentrequirements.Pleasemakesurethatyourtentcontractorisawareoftheabove



requirementsand complieswiththerequirementsoftheOntarioBuildingandFireCodes.Failuretocomply

mayresultinordersandfinestotheorganizerandvenue.

Ifyouhaveanyquestions,contacttheTownship ofOro‐Medonte’sbuildingdivisionat705‐487‐2171orthe



FirePreventionofficerat705‐835‐5568.

AnapplicationforbuildingpermitandcanbefoundontheTownshipofOro‐MedonteWebsiteat

www.oro-medonte.ca .

TemporaryStages

TheTownshipofOrMedontedoesnotcurrentlyinspectorcertifystagesthatarepartofatruckbody(towedto

siteandunfolded).

Stagesandtemporarydecksthatexceed10m2inbuildingareaandareerectedonsiterequireabuilding

permit

Thefollowingisrequired:

‐ Siteplan

‐ Engineersealedplansforstage,framework,legsandanchorage/ballasts

‐ Geotechnicalreportforsoilsthestageistobearon

‐ GeneralreviewcommitmentfromProfessionalEngineer

TheOntarioMinistryofLabourhasprovidedguidelinesfortemporarystructuresandhasaskedmunicipalities

tosharethisinformationwitheventorganizersandspecialeventvenues.

TheTemporaryPerformance/Event StructuresSafetyGuidelinefortheLivePerformanceIndustrybrings

togetherministryregulationsandsetsoutindustr

ybestpracticesinregard tothedesign,planning,

erection/construction,maintenanceanddisassemblyoftemporarystructures.Thisguidelinewillprovide

reasonableprecautionsthattheconstructor/employermayuseasguidanceandwillalsohelpworkplace

partiesunderstandtheirobligationsundertheOccupationalHealthandSafetyActanditsregulationsasthey

relatetotemporarystru

ctures.Theguidelinemaybefoundat

http://www.labour.gov.on.ca/english/hs/pubs/liveperformance/gl_live_structures.php

Othertemporarystructures

Thereareanumberoftemporarystructuressuchasstart/finishgates,lighting/camerascaffolding,screens 

andAVequipmentetc...thatmaybeusedforspecialevents.IncaseswheretheOntarioBuildingCodeapplies

itmustbefollowedandinmanycasestemporarystructuresfalloutsideofthe Ontariobuildingcode,

 

however,duediligenceandriskmanagementshouldbeexercised. Foreventstakingplaceonprivateproperty



itisstronglyrecommendedthatallsuchstructuresarepre‐engineeredandhavegeneralreviewcompleted



postinstallationbyacertifiedstructuralengineer.Foreventstakingplaceonpublicpropertypre‐engineering



andgeneralreview mayberequireddependingonthenatureofthetemporarystructureandevent.

AmusementRides

TheorganizeroftheeventwillberesponsibletoensuretheAmusementRideOperatorcomplieswithall

governingregulationsregardingtheamusementride.

Ifinflatableswillbepartoftheeventpleaseensureadultsupervision.Pleaseinsurethatyouhavea

documentedsafetyandsupervisionplan.InflatablesandamusementsareregulatedthroughtheTechnical

StandardsandSafetyAssociation(TSSA).

5. TrafficManagement:

Parking

Eventorganizersareresponsibletoensureadequateprovisionsfortheanticipatednumberofattendees

(participants,spectators,vendors,andemployees. TheeventorganizermustbeawareoftheParkingBylaw



thatwillbeenforced.AnydeviationfromtheParkingBy‐lawsmustbeapprovedbeforetheeventandpublic



noticeprovided(asrequired).

AParkingPlanshouldbeincludedaspartoftheoperationsplan.Theplanshouldinclude:

1. Areview/identificationoftheapplicableFireAccessRoutesandDesignatedDisabledParkingspaces;

2. Theavailabilityofsurroundingstreetsandlotswhereparkingmaybeallowed;

3. Theprovisionforonsite on‐siteparkingprovisionstoprovideparticipantswithappropriateparking

information/directionrelatedtotheevent;

4. Where“Parking”signsonthedate(s)oftheeventwillbelocatedtoalertdriverswhereparkingis

available.

OffSiteParking

Inmanycases parkingmaybearrangedonoffsiteonlandswhichareappropriatelyzonedforsuchuseand

supportedbyanaccompanyingshuttleservice.Inthesecircumstances, communicationwithevent

participantsisofparamountimportancetoavoidimpactontrafficandanegative



participantexperience.

Eventorganizersmustensurethatparkingarrangements areclearlycommunicatedto participantsin

advanceoftheeventthroughwebsite,emailetc.andthatappropriatesignageisinplaceto directmotorists.

Ifoff‐siteparkingandshuttles arebeingconsideredpleasediscussyourpreliminaryplanswiththeTownship

ofOro‐Medonte priortoexecutinganycontractorleaseoflan dforancillaryparking.

OtherConsiderations:

Toavoidparkingproblemsrelatedtotheevent,theorganizershouldbeawareofhowmanyparkingspaces

areavailableandwherethosespacesarelocated(i.e.on‐siteoroff‐site).Ifparkingwillbeoffsite



considerationmayberequiredonhowtrafficwillbemanaged.

Dependingonthesizeoftheeventandtheexpectationofalargenumberofvehiclesthatwillberequiredto

findparking,consideratio nshouldbegiventohiringpaiddutyPoliceOfficer(s)fortrafficandparkingcontrol

and/orprovidingon‐siteshuttlebustransportationfromparkingareasoutsideoftheeventlocation.

Eventparkingshouldbearrangedtoensurethesafeflowoftrafficbefore,during,andaftertheevent.

TrafficManagement

Ifyoureventwillbedrawingsignificantattendanceyouwillneedtoconsidertheimpactonlocal,county,and

provincialroadways. Yourtrafficmanagementplanshouldidentifyhowyou willplantomitigateimpactto

trafficflowandaccess/egressfromparkingsites.TheOntarioProvincialPolice(OPP)haveresponsibilityfor

trafficandroadsafetyatthelocal(TownshipofOro‐Medonte),County(CountyofSimcoe),orprovincial

(MinistryofTransportation)levelandshouldbeconsultedintheplandevelopment.Thetrafficmanagement



andsignageplanwillneedtomeettherequirementsoftheagencieshavingjurisdictionalresponsibilityand

beapprovedbytheOPP.

Incaseswheretrafficcont rolisrequiredorganizationsmayberequiredtohirepaiddutypoliceofficersto

managevehicularandpedestriantraffic.TheOntariotheHighwayTrafficActprohibitsanyonebutpolice,fire,



andtrainedworkersforroadcons tructionormaintenancetodirectorcontroltraffic.

PedestrianTraffic

Eventorganizershaveaspecificresponsibilityforpedestriantravelroutes. Ifattendeeswillbecrossingroads

foranyeventorganizermustidentify,designateandmanagesafetravelroutes.

VehicleandCycleTraffic

Eventorganizersmustplanforaccessandegresstotheeventaswellasimpactsonlocaltraffic.Plansshould

accountfortheflowoftrafficassociatedwiththeeventaswellaslocaltrafficandpotentialcontingenciesinthe



eventofroadclosures.PlansshouldbedevelopedinconsultationwithroadauthoritiesandtheOPPforlarger



scaleevents. 

EventsonRoadAllowances

Walkathons/Bike‐a‐thons‐Theapprovalprocessforthesetypesofeventscanbesimplifiedifexistingtraffic



regulationsareobservedduringtheevent,e.g.obeyingtrafficsignals,speedlimits,etc.

Theapplicantshouldbeawarethatthecostinvolvedinprocessingthistypeofapplicationandimplementing

thedetours,placementofbarricades,trafficcontrols,publicnotificationsigning,etc.,asdirectedbythe



TownshipofOro‐Medonte,TransportationandEnvironmentalServicesDepartment(TES),willbethe



responsibilityoftheapplicant.

GuidelinessetoutinOntarioTrafficResourceBook7,TemporaryConditions,willbeusedindeterminingan

appropriatetrafficcontrolplaninconsultationwiththeTransportationandEnvironmentalServices



DepartmentandtheOntarioProvincialPolice.

CommunityImpact/Bylaws

Notification

Specialeventspresentauniqueopportunitythatcanbenefitall residentsandvisitorstoOro‐Medonte. Event



organizershaveanobligationtoresidentsandbusinessthatmaybeimpactedbyaspecialevent. Depending

onthesizeandscopeoftheeventta kingplaceeventorganizermayberequiredtocreateanddeploya

CommunityNotificationStrategy. Thestrategymayinclude:

 Directletterstoresidencesandbusiness

 Temporarysignage

 Advertisementinlocalmediaoutlets

 Directco nt actwithbusinesses

 Townshipwebsite

 ChamberofCommerceandTourismboardsnewsletter

Tourism

TheTownship,throughassistancewithourdestinationmarketingpartnersi.e.Co un tyofSimcoeTourism,RTO

7andOntario’sLakeCountryandtheOro‐Medo nteChamberofCommercemayprovideassistancein

marketingandenhancingthevisitorexperienceforlargescalespecialevents. Weencourageeventorganizers



toworkwithourbusinesscommunityandtourismorganizationsinbotheventmarketingandsupportingour

localbusinessesthroughpurchasingofgood sandservicesandcrosspromotionoflocalbusinessestoevent



participants.

Noise

TheTownshipofOroMedonteNoiseBy‐lawprovidesspecificprohibitionsandregulationspertainingto

sound.

EventorganizersmayapplyforanexemptiontotheNoiseBy‐law

Fireworks

TownshipofOro‐MedonteFireworksBy‐law regulatesthesaleanddischargeoffireworkswithinthe



geographicalboundariesoftheTownship.InaccordancewiththeFireworksBy‐law,noperson(s)shallsellor



dischargeanyFireworkswithoutfirstobtainingsuchlicenseorpermitfromthe Township,asmaybe



required,and,nopersonshalldischargefireworkswhenafirebanisineffectintheTownship.

Signage

Temporaryspecialeventsignageispermittedprovidedtheyaredisplayedforamaximumof14dayspriorto

theeventandareremoved7daysaftertheevent.

PleaserefertotheSignBylaw foradditionalinformation.

TheTownshiphasseveralroadwaysthataregovernedbytheCountyofSimcoeandTheMinistryof

Transportation;appropriatepermissionsmustbeobtainedtoin s t allsignage.

ParklandRegulations

TheTow

nshipofOro‐Medonteboastsover290acresofpublicparklandwhichincludevariousamenitiesfor

activean dpassiverecreationalactivitiesandevents.Eventstakingplaceinapublicparkmustensurethatthe



rulesandregulationsestablishedintheParklandBylawareobserved.Ifyourequireanexemptiontothe



BylawpleasediscussthiswiththeDirectorofRecreationandCommunityServices.

MapofOroMedonte

http://www.oro‐medonte.ca/community/maps

SimcoeCountyGISMap

http://www.simcoe.ca/dpt/it/gis

CountyForests

InadditiontoTownshipparkstheCountyofSimcoemanagesanextensivenetworkofpublicforests.Events



takingplaceinCountyofSimcoeForestsrequireauseagreementobtainedthroughtheCountyofSimcoe. For

moreinformationpleasevisittheCountyofSimcoeRecreationUsePolicy.

CopelandForest

TheCopelandForestestablishedin1979asaresourcemanagementareamanagedbytheOntarioMinistryof

NaturalResources.Thatdesignationallowsformanyactivities.Therangeofusesspansfromhuntingand

fishingtomoun tainbikingandhorsebackriding.It’sbeenestimatedthatthereareover65kilometresoftrails

inthefo res t.The4000acresofmatureforestlo cate dontheOroMo rain eisenvironmentallysignificant

providinghabitatforanumberofrarespeciesoffloraandfauna.TheCopelandForestholdsaspecialplacein

theheartsandmindsofOro‐Medonteresidentsandthosethatusetheforest. Eventslookingtousethe



CopelandForestmustobtainpermissionfromtheMinistryofNaturalResourcesandshou ldbecognizan tofn

thevariousstakeholderswhofrequentlyusetheforestandensuremeasuresareinplacetominimizethe



impacttoitsecologicalintegrity.

ConservationAuthorities:

TheTownshipofOro‐Medonteisregulatedbytwoconserva tionauthorities ,theLakeSimcoeRegion

ConservationAuthority(LSRCA)andNottawasagaValleyConservationAuthority(NVCA).Theconservation

authoritieshaveauthorityunder theOntarioConservationAuthoritiesActtoensuretheconservation,

restorationandresponsiblemanagementofwater,landandnaturalhabitatthroughprogramsthatbalance

human,environmentalan

deconomicneeds.Propertieswithinregulatedmaybesubjecttospecific



regulationsthroughtheconserv at io nauthorities.

MapsofRegulatedAreas:

LakeSimco

eRegionalConservationAuthority

NottawasagaConser v at io n Authorit y

PublicLands/Facilities/PettingZoos

PettingZoos

TheOntarioMinistryofHealthandLongTermCarehasprovidedthefollowinginformation:

Weencourageyoutodownloadandreadthereportandexecutivesummary



www.health.gov.on.ca/pettingzoos

Thesedo cumentsidentifyhigh‐riskgroups(suchasveryyoungchildren)andincludeimportant



recommendationsrelatedtovisitoreducationandthesafeoperationofpettingzoos.

Onthesamewebsite,youwillfindcol o urfulpostersthatmakeiteasyforyoutocommunicatetwosimple

precautionsthathelppreventzoonoticinfections:

• Cleanyourhandsafterpettingtheanimals

• Donoteatordrinkneartheanimals

Westronglyrecommendthatyoudisplaythesepostersattheentrancesandexitstoanimalenclosuresandin

non‐animalareaswherepeoplebuyandeatfood.Finally,becausehand‐hygienewasidentifiedinthereport



asthesinglemosteffectivewayforpeopletoprotectthemselvesfrominfection,wehaveincludedsignsthat

illustrateproperhand‐washingandhandsanitizing.

RiskManagement:

RiskManagementisakeyresponsibilityofalleventorganizers,venuesandassociatedcontractors. Event



organizersshouldundertakea HazardAnalysisandRiskAssessmentsasthefoundationoftherisk



managementprocess. Thisprocesswillassistorganizerinidentifyingkeyriskareasandprovidedirectionon

areasthatrequireamitigationplanorstrategy.

AHazardAnalysisandRiskAssessmentshouldconsiderboththeseverity/implicationsoftheriskandthe



probabilityofoccurrence;thegreatertheseverityorprobability,thegreatertheri sk.

Risk Classification

ction

Low probability, low impact

Not a significant risk

Probably no action. Who cares? Let it happen.

High probably, low impact

Probably not threatening

Probably no action, but stay alert. Could change

quickly.

Low probability, high impact

A potential danger

Develop contingency plan, with special attention to

"triggering" events. This is why we carry insurance

policies!

High probability, high risk

A real and present danger!

Develop preventative plan (and probably contingency

plan). May change present action plan to avoid this

condition.

Asituationordisastermayresultfromanyoneormoreofthefollowingconditions:

 Forcesofnature,accident,criminalact,

 Situationthataffectslivesorproperty,

 Situationwheretheoperationsoftheeventhasanimpactonthepublic.

Inconjunctionwiththeeventorganizerandvenuethefollowingmayberequiredhavedetailedmitigation

plansorstrategiesbasedontheseverityand:

 Fire

 MedicalEmergency

 ActsofViolence/Theft

 LostorMissingPersons

 Weatherrelatedemergency

Inordertobepreparedforanyemergencysituationordisaster,eventswithanelevatedriskmustsubmitwith

yourapplicationanEmergencyPlanthatwillinclude:

 Aninternalcommunicationsystemtoactivateon‐siteemergencyon‐siteresources;

 AcommunicationplantoactivateExternalResources(Police,Fire,Ambulance)ifno talreadyon‐site;

 Dedicatedandmappedemergencyaccesspoints;

 Supportforroutingtherespondingresourceswithinyoureventsiteasindicate;

 Twoeventcont a c tpersonnelincludingtheircellphonenumbersandhowtheywillbecontactedin

caseofemergency;

 Anevacuationareawithanevacuationroute;

 Theprocedurestobefollowedinthecaseofanemergencyordisaster;

 Theemergencyservicesthatarerequiredincaseofanemergencyordisaster;

 Thecommunicationproceduresyouhavemadewiththenecessaryauthorities;

 Detailsofhowyouhavepreparedyourvolunteersandorganizationalstafftohandleadisasteror

emergencysituationand;

 Detailsofhowwillyoursecuritybecontactedandrespondtoanemergencyordisasterduringyour

Event.

10. Security:

Anintegralcomponentoftheriskmanagementprogramisacomprehensivesecurityplan.Thegreaterthe



risk, themoresecurity control likely required. The operations plan shouldinclude the numberand

schedule of all event staff, including private security and paid duty police. In addition, it should outline



responsibilities and how communication will take place between event staff, agencies, and the venue



duringtheevent.Ifprivatesecurityiscontracted,itisrecommendedthattheseexpectationsbecomepart



oftheserviceagreementwiththe securityfirm. It is alsorecommended that the proficiency inspeaking



and understanding the English language is a requirement to ensure effectivecommunication throughout

theevent.Thesecurityplanshouldalsodescribewhatothercontrolswillbe implementedtomitigateany



riskstothepublic.Examplesincludeperimeterfencing,bagchecksetc…

Securityfirmscanassistwithmanysecurityfunctionsincludingperimeterandbagchecks,entryandexit



headcounts.

PaidDutyPoliceofficersareoftenrequiredbyliquorpermitorasdeterminedthroughthehazard

identificationandriskassessmentprocess.

APaidDutyisaworkassignmentarrangedthroughtheOntarioProvincialPolice,whereanoff‐dutyofficer



performspolicingdutiesforanindividualororganizationotherthantheMunicipalityandispaidbythe



thirdparty.(Example:Traffic,Security,SpecialEvents).

RequestsforPaidDutyofficersmustbereceived inwritingusingtheprescribedformstatingthenatureof

thedutiestobeperformed,thenumberofhoursinvolved,thespecifichoursforwhichtheserviceis

requestedandthereasonswhyitisconsiderednecessarytoengageofficersforsuchduties.Vehiclesmay



berequireddependingonthenatureofthePaidDuty.

PolicingServicesforOroMedonteisprovidedbytheOntarioProvincialPolice,BarrieDetachment.

11. FireandLifeSafety

Similartoasecurityplaneventorganizersmustconsidertherisksassociatedwithfireandlifesafetyand

ensurecontrolsareimplementedtomitigateorcontroltheserisks.

Open‐AirBurningGuidelines

TheTownshipofOro‐MedontehasnotenactedaBy‐Lawtoregulateopen‐airburning. Allopenairburningis

regulatedundertheOntarioFireCodewhichstates:

2.6.3.4.(1)Open‐airburningshallnotbepermittedunlessapproved,orunlesssuchburningconsists ofasmall,



confinedfire,supervisedatalltimesandusedtocookfoodonagrillorabarbecue.

GeneralProvisions

1. Youcannotleaveyourfireunattendedorunsuperviseduntilitisfullyextinguished.

2. Youmusthavesufficientequipmentreadilyavailabletocontrol,containand extinguish yourfire.

3. Noslash,woodpile,constructionmaterial,plastics,orgarbageshallbeburned.

Nofireshallbelitunderthefollowingconditions:

1. Underweatherconditionsthatlimittherapiddissipationofsmoke

2. Whenwindmaycauseunsafeconditions

3. Underextremelydryoraridconditions

4. Underasmogalert

5. Whenwindwillcausesmoketointerferewithneighborsorroadways

6. DuringaburningbansetbytheFireDepartmentorMinistryofNaturalResources

7. Firesshallnotbesetincloseproximitytoanycombustiblematerialthatmayconstituteafirehazard.

Nofireshallbelitifitwillcausean adverseeffecttothecommunity.

Adverseeffectisdefinedasoneormoreofthefollowing:

1. Impairmentofthequalityofthenaturalenvironmentforanyusethatcanbemadeofit

2. Injuryordamagetopropertyortoplantoranimallife

3. Harmormaterialdiscomforttoanyperson

4. Anadverseeffectonthehealthofanypersonorimpairmentofthesafetyofanyperson

5. Renderinganypropertyorplantoranimallifeunfitforusebyman

6. Lossofenjoymentofnormaluseofproperty

7. Interferencewiththenormalconductofbusiness

8. Obstructionofatraveledportionofanypublicorprivatedrivewayorroadway

WhatCanIBurn?

Youmayburnuncontaminateddrywoodorwoodby‐productsonly. Woodby‐productisdefinedaswoodor



woodproducts,includingtreetrunks,treebranchesandbrushthatarenotcontaminatedwithpaintorstain.

Youcannotburngrassclippingsorleaves.

Access/Egress

Itisimperativethatdesignatedemergencyaccess/egress bemaintainedthroughouttheevent. Thetraffic



managementplanandeventlayoutplanshoulddesignatetheseareasandcontrolstobeputinplaceto

maintainemergencyaccess/egress.

12. FirstAidandMedicalEmergencies

Eventscandrawlargenumbersofpeopletogethertoparticipateandenjoythemselves.Oneofthe

responsibilitiesofeventorganizersistoensureatimelyandeffectiveresponsetoasuddenmedicalemergency

attheirevent.

Theobjectiveofspecialeventmedicalemergencyplanningisto:

 Takeariskbasedmanagementapproach

 Providerapidfirstaidinterventionforlifethreateningemergency

 Ensurethedeliveryofemergencymedicalcareinthecommunityandsurroundingcommunities

inwhichtheeventistakingplaceisnotadverselyaffectedorburdenedbytheconsumptionof

Paramedicandhospitalresourcesbytheeventparticipants.

 Ensurethesuccessoftheeventandtheexperienceoftheparticipantsareprotectedthroughthe

provisionofmedicalservicesthatmeetsthedemandcreatedbytheevent.

 Mitigaterisktoparticipants,eventorganizers,eventvenuesandpublicserviceagencies.

FirstAidandMedicalServiceProviders

Eventorganizersandvenueoperatorshaveseveraloptionsonhowtoprovidereasonableandprofessionalcare

fortheanyinjuredeventattendee.

EventOrganizerorVenueonsitefirstaidpersonnel:

Theseindividualsshouldbededicatedtotheprovisionoffirstaidandmedicalcare.Itisimportantthatthese

personnelbefreeofotherresponsibilitiesandabletorespondtoanemergencywithoutcompromisingof

otheraspectsoftheevent.

Communitybasedfirstaidservices:

ThereareseveraloptionsavailablesuchasStJohnAmbulance,CanadianSkiPatrol,andRedCross.These

volunteerbasedorganizationscanprovideonsitefirstaidandbasiclifesupport.

Contractedprofessionalservices:

Companiesthatprovideprofessionallevelservicesthatcanprovideenhancedservicelevels.

CountyofSimcoe(PaidDuty):

LandAmbulanceserviceswithintheTownshipofOro‐MedonteareprovidedbytheCountyofSimcoe

ParamedicServices.TheCountyofSimcoeParamedicServicescanprovidededicatedPrimaryandorAdvanced

CareParamedicsforspecialeventsonacostrecoveryfeeforservicecontractualbasis.

WhendeterminingtheneedforParamedicServicesitisimportanttounderstandthefollowing:

• TheCountyofSimcoeParamedicServicesistheonlylandambulanceprovidercertifiedunderthe

OntarioAmbulanceActtoprovidelandambulanceservicesintheCountyofSimcoe.

• TheCountyofSimcoeParamedicServicesistheonlycertifiedagencyundertheOntarioAmbulance

Actthatcanoperateandprovideanambulanceforyoureventandtransportinjuredorillpatients

toahealthcarefacilitywithintheCountyofSimcoe.Noprivatemedicalorfirstaidprovideris

authorizedtoprovidethisservice.

• TheCountyofSimcoeParamedicServicesdoesnotautomaticallyincreaseresourcesandstaffing

duringaneventunlesscontractedbytheeventorganizer.Ifyoureventgeneratesnumerous

requestsforParamedicServicesthrough911,thismaycreateunduepressureonthesystemwhich

maybereportedtoCountyCouncilandtheMunicipality.

TheCountyofSimcoeParamedicServicesworkscloselywithorganizationssuchasSt.John’sAmbulanceto

providefirstaidandmedicalsupporttoevents.Iftheeventorganizerswishtoprovideadditionalsupportsuch

asadvancedmedicalandrescueteamsorhealthprofessionals(i.e.physicians,athletictrainers,

physiotherapists),thereareorganizationsthatcanprovidetheseservices.Thecoordinatoroftheseservices

shouldcontacttheCountyofSimcoeParamedicServicestoidentifytheirscopeandlevelofcareaswellas

transferofcareprotocols.

EventorganizersareencouragedtocontacttheCountyofSimcoeParamedicServicesforassistanceinevent

medicalandfirst‐aidplanning,support,andcontractingdedicatedpaid‐dutysupport.TheCountyofSimcoe

ParamedicServiceswillassisttheeventorganizerwiththefollowing:

• Conductacomprehensiveriskandmedicalneedsassessmentoftheevent.

• Provideemergencymedicalplanning expertiseandsupporttoeventorganizersinordertodevelop

anemergencymedicaloperationalplan.

• Assistinthedeterminingthelevelofcarerequired(i.e.firstaidonly,Paramedicsupport,or

advancedmedicalsupport)andprovidecostingasneededfordedicatedpaid‐dutyresources.

• AssistwithMedicalEmergencyCommunicationPlanning

• AssistwithAccess/EgressandNavigationPlanning

• Providesupervisionandmedicalsurveillanceduringtheeventtoensuretheobjectivesofthe

emergencymedicaloperationalplanarebeingmet.

Factorstoconsiderindeterminingmedicalneeds

 Nightversusdaytimeevent

 Numberofactiveparticipants

 Alcoholavailabilityandanticipateduse

 Demographicsofcrowd

 Numberofattendees

 Locationofevent/multiplelocations

 Weather/timeofyear

 Lengthofevent

 Problemsencounteredwitheventinthepast

ALLPLANSFORLARGESCALEEVENTSSHOULDINCLUDEPROVISIONSFOREMERGENCYMANAGEMENTAND

EVACUATION.THESEPLANSWILLBEDEVELOPPEDINCONSULTATIONWITHEMERGENCYSERVICES

AGENCIES.

13.

FoodService:

Foodserviceforspecialeventscanbeofferedinseveralways:

1. VenueFoodService

2. CateredFoodService

3. VendorFoodService

SimcoeMuskokaDistrictHealthUnitregulatesandapprovesapplicationsforf

oodservice.



ApplicationinformationcanbefoundatSMDHUSpecialEventPlanning

SMDHUResource:SpecialEventGuideline

TheSimcoeMuskokaDistrictHealthUnitoffersaprovinciallyrecognizedFoodHandlerCertification

Coursethatisrecommendedforanybodythatwillbeworkingasafoodvendor. Informationsurrounding

thisprogramcanbefoundhere.SMDHUFoodHandlerCertificationTraining

TheSimcoeMuskokaDistrictHealthUnitregulatestheOntarioSmokeFreeActwhichprohibitssmoking

evenincertainoutdoorlocationssuchastents,areaswherefoodordrinkareserved, around playgrounds

andwithin20mofallsportsfieldsOntarioSmokeFree

14.

WashroomsandWasteManagementPlan:

The eventorganizerwillmake arrangementsforlittercon trol,includingtheuseof grease andrecycling



containers.Regularpickupofwastecontainersisexpectedinordertoensureasanitaryenvironment.The



event organizer will ensure containers are emptied often enough during the event operation to avoid

overflowing.

Eventpromotersareencouragedtopursuezerowasteevents.Anumberofresourcesareavailableat

http://zerowasteevents.ca/



Eventorganizerswillberespo nsib l eforprovidingsufficientportablewashrooms,wheelchairaccessible

portablewashroomsandhandsinksifthelocationfortheeventdo esnothavesufficientfacilitiesto

accommodatethe anticipatedcrowds.

Thefollowingtableprovidesageneralguidelinetoassistindeterminingpo rtabletoiletrequirements. This

chartrepresentsageneralnumberofunitsrequired.Considerationmustalsobegiventoprovideforbarrier



freeaccessasrequiredbytheAccessibilityforOntarianswithDisabilitiesAct.

NumberofAttendees 1hour 2hour 3hour 4hour 5hour 6hour 7hour 8hour 9hour 10hour

1–50 1 1 1 1 12 2 2 2 2

51–100 2 2 2 2 2 3 3 3 3 3

101–250 3 3 3 3 4 4 4 6 6 6

251‐500 4 4 4 4 6 6 8 8 8 8

501–1

000 4 5 6 7 7 8 8 9 9 9

29

15. UseofDrones

Theuseofdronesforphotographyorotherpurposesmaysubjecttofederalaviationlaws.For

moreinformationpleasereview

http://www.tc.gc.ca/eng/civilaviation/standards/general-recavi-uav-2265.htm

Ifyouareplanningtousedrones forphotographyorotherpurposespleasemakenoteofth isinthe

operationsplan.

NOTE:DronesareexcludedfromGeneralLiabilityInsurancePoliciesandrequireaspecificaircraftrider.

Pleasereviewyourrisksandinsuranceandensureyouareadequatelyprotected.

16. ContactList

MunicipalContacts

DirectorofRecreationandCommunityServices 705‐487‐2171

FireCh

ief 705‐487‐2171

ChiefBuil

dingOfficial 705‐487‐2171

ChiefMu

nicipalLawEnforcementOfficer 705‐487‐217

RecreationandCommunityServicesAssistant

ShawnBinnssbinns@oro‐medonte.ca

HughMurrayhmurray@oro‐medonte.ca

BobbiLeppingtonbleppington@oro‐medonte.ca

CurtisShelswellcshelswell@oro‐medonte.ca

SandieLeonardsleonard@oro‐medonte.ca

705‐487‐2171

BarrieOPP

DetachmentCommander VeronicaEatonveronica.eaton@opp.ca

705‐726‐648

Adminis

rativ

eCoordinator Yvonn

Saillouyvonne.Salliou@opp.ca

705‐726‐6484

AGCO

Sgt.UnitCommander–OPP/AGCO RaymondJackraymond.jack@opp.ca

705.329.5

046

AGC

in

ector HarryQu

irtHarry.Quirt@agco.ca

705‐329‐5046

CountyofSimcoeParamedicServices

PlatoonSupervisor StephenTraffordStephen.Trafford@simcoe.ca

705‐726‐9300

SimcoeMuskokaDistrictHealthUnit

HealthConnection HCPHI@smdhu.org

705‐721‐7520ext8811

Othercontacts

TechnicalStandardsandSafetyAuthority(TSSA)–https://www.tssa.org/regulated/amusement/ElectricalSafety

Authorityhttp://www.esasafe.com/

17. EventChecklist

Insurance

Yes No N/A

1. IsaCommercialGeneralLiabilityPolicyinplaceforaminimumof$5M?

Alcohol

Yes No N/A

1. Isalcoholbeingsoldservedattheevent?

2. Haveyoureviewedthemunicipalalcoholpolicy?(EventsheldonPublicPropertyOnly)

3. HaveyoubeengrantedforthenecessarypermitwiththeLCBO/AGCO?

Structures

Yes No N/A

1. Doesthiseventrequireanytemporarystructures(tents,amusementdevices)?

2. Doanyofthesestructuresrequireabuildingpermitbeissued?

3. Doyouplanonhavingamusements,rides,inflatables?

TrafficManagement

Yes No N/A

1. Willthiseventbeusinganypublicroads,publictrailsorroadways?

2. Doyourequireanyfullorpartialroadclosures?

3. Doyouanticipateanyimpactontheregularflowoftraffic?

4. Haveyouinsuredthatadequateparkingfortheanticipatedattendance?

CommunityImpact

Yes No N/A

1. CouldtheeventhavethepotentialofanyNEGATIVEimpactontheresidencesand

community?

2. Willyoubehavingliveentertainmentorusingamplifiedsound?

3. DoyourequireaNoiseBylawExemption?

4. Willyoubeusinganytypeoffireworksand/orassociatedpyrotechnics?

5. Haveyouprovidedadequatedirectionalsignageforparticipants?

6. Isanytemporarysignagecomplianttolocalbylaws?

7. Haveyoucompliedwithallthepartneragencysignrequirement?

8. WillyoureventbetakingplaceonparklandandrequireanexemptiontotheParkland

Bylaw?

9. WilltheeventhaveaTourismbenefit/positiveeconomicimpa ct/socialbenefittothe

community?

10. WilltheeventbetakingplaceinCountyForestsortheCopelandForest?

Parklands

Yes No N/A

1. Willthiseventbeusinganypubliclandincludingroads,trails,parks,watercourse?

2. Haveyouappliedandreceivedapermittousethepublicfacili ties?

3. DoyourequiretheuseofanyotherpubliclandsorroadsthatarenotinOroMedonte?

RiskManagement

Yes No N/A

1. DoyouhaveanEmergencyActionPlaninplacefortheevent?

2. HaveyoucompletedadetailedHazardIdentificationandRiskAssessment?

3. Doyouhaveasiteplanthatclearlyoutlineaccessandegressroutesfortheemergency

personnel?

Security

Yes No N/A

1. Doyouhavesecurityplaninplace?

2. HaveyounotifiedtheOntarioProvincialPoliceofyourevent?

3. HaveyouaddressedanyandallconcernsfromtheOPP?

FireandLifeSafety

Yes No N/A

1. DoyouhaveaFireSafetyPlaninplace?

2. HaveyounotifiedtheOreMedonteFireDepartmentofyourevent?

3. HaveyouaddressedanyandallconcernsfromtheFireDepartment?

4. Doyouhaveacceptableaccess/egressforemergencyservices?

MedicalEmergency

Yes No N/A

1. DoyouhaveaMedicalEmergencyPlanestablished?

2. Doyouhavesufficientfirst‐aid/CPRqualifiedpersonnelonsite?

3. HaveyounotifiedtheSimcoeCountyParamedicServicesaboutyourevent?

4. HaveyouaddressedanyandallconcernsfromtheSimcoeCountyParamedicService?

34

18.

SampleOperationsPlan

SampleEmergencyOperationsPlan

SAMPLEOPERATI

ONSPLAN

RACE:

BarrieRaceTWO:5k/10k/15k

DATE: May11

,2013

LOCATION: YLCCOrillia

SET‐UPSTARTTIME: 7:00am

STARTTIME: 9:00am

FINISHTIME: 12:00pm

CLEAN‐UPFINISHTIME 1:00pm

ProposedNumberofParticipants:200people

Distance:5k

m,10kmand15km

Route&Ma

p:

o TheracewillrunstartatYLCCandrunthroughthescenic

neighbourhoodsu

rroundingtheareaonMoonPointBeach

DriveandLine15SouthinOro‐MedonteTownship.



Routewill

bemarkedevery2.5kms.

o Waterstationswillbelocatedevery2.5‐3.5kms.

o willsupplystaff/volunteerstomarshalthecourse.

o Seenextpageformarkedmapofroute.

RACE SERIES OPERATIONS PLAN

23/04/2013 2:13 PM

Satellite Map *map distance is approximate

RACE SERIES OPERATIONS PLAN

23/04/2013 2:13 PM

Map Version *map distance is approximate

RACE SERIES OPERATIONS PLAN

23/04/2013 2:13 PM

Site Plan:

YLCC is the main site for the event. Located at the site are the following:

 Sufficient parking for volunteers and participants

 3 (10x10) event tents for registration, food and first aid station

 2 pop-up tables

 1 large banner and stand for START/FINISH

 Pylons for race marking & distance marking + funnel

 Full access to onsite bathroom facilities for race participants and

volunteers

MEC RACE SERIES OPERATIONS PLAN

23/04/2013 2:13 PM

RACE SERIES OPERATIONS PLAN

23/04/2013 2:13 PM

Medical/First Aid:

XXXXXX will provide onsite first aid coverage for the date. They will

appropriately staff the race regarding all medical components including

necessary equipment including consumable medical supplies, trauma

and airway management equipment.

XXXXXX will also supply a site specific Emergency Action Plan. As well

as post event incident reports generated during the event.

23/04/2013 2:13 PM

RACE SERIES OPERATIONS PLAN

23/04/2013 2:13 PM

OPP Coverage:

*OPP have been contacted and met with on 19/03/2013.

Discussion of policing requirements has been initiated. OPP Officer

XXXX determined 2 officers would be sufficient for coverage of the

event and would be situation on course. One stationed at the

intersection on Maplewood Parkway & Line 15 South. The other officer

would be patrolling the route.

Appropriate number of marshals will be supplied by XXXX in the form

of staff and volunteers.

Insurance:

General Liability Insurance has been applied for by XXXX for the value

of $5 million. Please see attached insurance for day of the event

including the Township of Oro-Medonte. The document is a 2 page

document as the insurance company has provided the excess insurance

on an alternate form. Both forms combined provide $5million total

general liability insurance coverage.

RACE SERIES OPERATIONS PLAN

23/04/2013 2:13 PM

RACE SERIES OPERATIONS PLAN

23/04/2013 2:13 PM

RACE SERIES OPERATIONS PLAN

23/04/2013 2:13 PM

COMMUNITY NOTICE

April 23, 2013

Dear Resident:

RE: XXXXXX Barrie Race TWO: 5k/10k/15k

This is your notice of an exciting community event happening in your area! The XXXXX Barrie

Race TWO: 5k/10k/15k road running race will take place on Saturday, May 11

, starting and ending at the

Youth Leadership Camp Canada (YLCC) on Moon Point Beach Drive. We are taking this opportunity to

inform you that the event will take place along a route in your neighbourhood and would like to invite you

to participate in the action. You are welcome to be a part of the event by cheering on the runners!

Detail Information for Residents:

Racers check in begins at 8:00 am.

Race start time: 9:00 am

Race end time: 11:30 am

Police controlling traffic at: The intersection of Maplewood Parkway & Line 15 South.

Runners right of way: Left hand shoulder along Moon Point Beach Drive, Woodland Drive, and Line 15

South.

We would like to thank you in advance for your cooperation and we apologize for any inconvenience we

may be causing you. If you would like further information please call me XXXXXXX. Information can

also be obtained by calling XXXXXXXXXX during regular business hours.

Thank you for your understanding!

Sincerely,

Sample EMERGENCY ACTION PLAN

RACE:

Gravenhurst LOCATION: Muskoka Warf Sports Field DATE: July 13/14, 2013

PHYSICAL LOCATION: 910 Bay St, Gravenhurst ACCESS: Off Bay Street

RESOURCES: Saturday Sunday

1 Muskoka EMS 3 First Responders

3 First Responders 1 Medical Coordinator

1 Medical Coordinator 1 Community Response Team

1 Community Response Team 10 Lifeguards

10 Lifeguards

1 OPP Maine Unit

EQUIPME

NT:

Swim Course - 2 Rescue Boats, Rescue Boards, Shore Medial Team

Bike Course – Ambulance (Sat only), AED and Trauma kits

Run Course – AED and Trauma Kits

Finish Line – Medical Triage, Cooling station, AED

COMMUNICATIONS:

Portable Radios on Race Frequency BRACEBRIDGE or LOCAL

Medical Director – XXXXXXXX 705 715 3239

Medical Coordinator – XXXXXXXXXXXXX 289 308 612

Medical - XXXXXXXXXXXXXXXXX-1489

RADIO C

ALL SIGN:

Control: Event Management

Event Medical Team

EMS: Muskoka EMS

Technical Director

FIRST RE

SPONDER

DEPLOYEMENT:

Shore/Finish Line:

Finish Line:

Bike Course: Lea Skinner  MSC Vehicle

Run Course: MERT Response Team (stationary at North Muldrew

Lake Road/Pennisula Road)

Run Course Mobile (Sunday)

EMS DEPLOYMENT: 1

POSITION Swim Exit Muskoka Warf

POSITION Bike Course Intersection Sarah and Winewood Road

POSITION Finish Line Muskoka Wharf Park

RESPO

NSE PROTOCOL: Closest resource to respond and contact CONTROL once you have made

patient contact.

If unable to reach Control or MED CORD. Contact 9-1-1 direct

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