Special Event Application

The purpose of the Special Event Application is to provide us with your event requirements. Please note all requests require City approval and will be reflected on your contract. Visit Hosting Festival & Special Events for more information.

Deadlines: ​Special Event Application  

  • less than 500 ​attendees, applications must be submitted at least 3 months prior to an event.
  • more than 500 ​attendees, applications must be submitted at least 6 months prior to an event.

​Park Rentals & Town Centre Park Plaza Fees*

The following flat rates shall apply for the use of general park areas, sports fields, and Town Centre Park Plaza for each non-sport event, activity or program, excluding Percy Perry Stadium:

Park Rentals* Community Private Commercial
<500 Attendees $122.50 $248.00 $372.00
500 to 999 Attendees $165.00 $334.00 $500.00
>1000 Attendees $334.00 $667.00 $1,001.00

Town Centre Park Plaza*      Community Private Commercial
<500 Attendees
 Hourly $51.20 $64.00 $76.80
 Daily $409.60 $512.00  $614.40
500 to 999 Attendees
 Hourly $61.45 $76.80 $92.15 
 Daily $491.50  $614.40  $737.30
 1000 > Attendeeds
 Hourly $71.70 $89.60 $107.50
 Daily $593.90  $742.40  $890.90 

*Effective April 1, 2017

Definitions

Commercial: Any individual, company or organization engaged in the pursuit of business for profit through the use of Parks, Recreation and Cultural facilities.

Community Organization: A Coquitlam based non-profit, non-restricted membership group or organization whose activities are consistent wiht the goals, objectives and standards of the City. Religious groups, union meetings and politicial meetings shall be charged fees on the basis of the Community Organization rate. 

Private: Any individual or organization which does not meet the requirements of the "Community Organization" or "Commercial" definition. 

Form Submission Instructions

Please complete all required fields (marked with an *asterisk) before submitting the form. If the submission is not sent, please review your submission and complete the missing fields. You will receive a confirmation once you have successfully submitted the form.

For more information, contact:
Special Event Office
Phone: 604-927-6952
Email: festivalsandevents@coquitlam.ca​

Section 1: Contact Information

Section 2: Event Type & Purpose

New or Returning Event
Will you charge admission or a participation fee?
Is the event open to the public?
Are you a registered non-profit society?*
Your organizing committee is

Section 3: Event Location

Requested event location:


Section 4: Requested Event Date(s) & Time(s)

​New Special Event Application Deadlines 

Please note the following changes for events:

  • less than 500 ​attendees, applications must be submitted at least 3 months prior to the event.
  • more than 500 ​attendees, applications must be submitted at least 6 months prior to the event.
Select a choice
24 hr | eg. 12 - 15:00 hrs
24 hr | eg. 12 - 15:00 hrs
24 hr | eg. 12 - 15:00 hrs

Section 5: Attendance and Event Details

Please check all onsite activities:

Section 6: Risk Management

Event Insurance 

A minimum of $2 million liability insurance naming the City of Coquitlam as an additional insured is required. Events with liquor licence applications must provide $5 million liability insurance. You may also be required to have your suppliers provide a certificate of insurance in the amount of $2 million liability naming the event and the City of Coquitlam. Suppliers such as electrical services, staging, tenting, lighting or sound, heavy equipment rentals and high risk activities like climbing walls and sporting demos may require insurance.

Permits

  • Written permission from Parks, Recreation and Culture is required before any permits can be issued.
  • An electrical permit may be required from the BC Safety Authority. 
Will liquor be served?*
Will food be served? If yes, a permit may be required by the Fraser Health Authority.*
Will there be gaming (raffle)? If yes, a permit is required by the BC Gaming Authority.*
Will there be temporary large structures over 1200 sq. ft. (e.g. tents, stages, etc.) The City requires a temporary building permit which will include engineered drawings of any structure(s) over 1200 sq. ft.*
Will your event require a road closure? For example parades, street parties, runs and rides. If yes, road closure permits will be required.*
What is the plan for first aid?
Will an external security company be used for your event?
If yes, please complete the fields below.

Section 7: Equipment and Waste Management

Indicate which equipment you will need for your event. Please note the City has a small amount of event equipment available. The equipment is not guaranteed and is based on availability; delivery charges may apply.
Event Traffic Supplies
Waste or Garbage Supplies

Collection and Use of Personal Information

By checking "I consent" you are consenting to the voluntarily collection and use of your personal information in ac​cordance with Section 26(d) of the Freedom of Information and Protection of Privacy Act. The information provided by you will be used solely for the purpose of hosting a special event. Your information will not be used for any other purpose. If you have any questions about the collection, storage, correction and/or use of your personal information please contact Ross Munroe, Special Events Officer, City of Coquitlam Parks, Recreation and Culture at 604-927-6952.*
 
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