Hosting an Event in Olds

Special Event Process and Requirements 

A special event is an organized one-time or annual event that temporarily restricts typical public access to Town of Olds property. These guidelines have been developed to assist event organizers in navigating through the permit and safety requirements guided under provincial and federal law when planning a public event on Town owned lands. 

1. Book Your Space

To ensure availability, secure your event location and BOOK A FACILITY.     

The Facility Booking Attendant will work with customers to identify if they will need to complete the Special Event Permit Application.

Questions?

2. Submit a Special Event Permit Application

Once facility is booked you may be required  to complete the The Town of Olds Special Event Application Form. This provides all the basic details of your proposed event. Remember to attach your supporting documents like Site Plan, Proof of Insurance and Emergency Response Plan in your application.   

A Special Event Application form will need to be completed if the following are involved: 

  • Alcohol
  • Amusement Rides and / or Inflatables
  • Animals
  • Film / Video Production
  • Fireworks or Open-Air Burning
  • Food Service
  • More than 200 Attendees
  • Road Closure
  • Sound Amplification
  • Stages (more than 225m2 in area)
  • Tents larger than 10 m2
  • Any other integral aspect not listed above

3. Wait for Your Application Review

We’re excited for your event so, to ensure it is successful, allow us approximately 45 days to review the application. 

*Please note for large complex events allow 90 days for review. 

Every Special Event Application submitted is reviewed by Town of Olds representatives from different departments who conduct technical and operational reviews. Through this review, the Town identifies conditions, permits and supports that may be required.  

4. Receive Approval

Once the review is complete, the event organizer will be notified and advised of all requirements and conditions that need to be met to hold a safe event. It is the responsibility of the event organizer to comply with all relevant laws and regulations. The Town requires that conditions are met one month prior to the scheduled event, at which point the applicant will be sent approval documentation.  

 

Frequently Asked Questions

Q: When is a permit required?

A: You'll need a permit for your event if any of the following apply:

  • You plan to serve alcohol.
  • You'll have amusement rides or inflatables.
  • You plan to bring animals (beyond typical pets).
  • You're involved in film or video production.
  • You'll be using fireworks or conducting open-air burning.
  • You plan to provide food service.
  • Your event expects more than 200 attendees.
  • You need to close any roads.
  • You'll be using sound amplification equipment.
  • You plan to set up a stage larger than 225 square meters.
  • You'll be using tents larger than 10 square meters.
  • Your event involves any other significant aspect not listed above.

Q: Where do I get a permit?

A: Contact the Community Services Department and submit a completed Special Events Application form at least 45 days before your event.

Q: What happens after I submit my application?

A:

  • Your application will be reviewed for date and location availability.
  • Typical processing time is 2-3 weeks.
  • More complex events may require input from multiple departments, which could extend the approval process to up to 90 days.
  • Once approved, you'll receive a copy of your permit.
  • The Community Services Department will be your primary contact for all further requests, approvals, and requirements.
  • You may be asked to provide additional information, such as licensing, insurance, liquor permits, site plans, and other legal documents.

Q: How long does the approval process take?

A:

  • Typical events: 4-10 business days.
  • Major events: Planning can take several months. It's best to submit your application well in advance.

Q: What if I need to make changes to my event after submitting my application?

A:

  • Inform the Facility Booking Attendant of any changes.
  • Amended requests will be reviewed by the Town, and you'll receive confirmation of approval.

Q: What happens if someone else requests the same date and location as me?

A:

  • Priority is given to long-standing community events.
  • For competing new events, a meeting will be scheduled to accommodate all needs as best as possible.
  • Only one event will be approved for a specific location and time.

 

Key Town of Olds Contacts

If an issue arrises during your event  please use the followng numbers:

Fire/Police/Ambulance  –  911

Municipal Enforcement Non Emergency  –  587-796-1193

Town of Olds Parks After Hours On Call  –  403-994-3700

Town of Olds Utilities After Hours on Call  –  403-994-1376

Town of Olds Operations  –  403-994-3500

Town of Olds Facilities  –  403-438-0642

home chevron_right Town Events chevron_right Hosting an Event in Olds