special events manual revised april 21 2010

8/8/2019 Special Events Manual Revised April 21 2010

1/73

1

DEPARTMENT OF LEISURESERVICES

Special Events Manual

Review/Revised April 21, 2010


2/73


3/73

3

E. Volunteers- Planning a Special Event- Development & Design Responsibilities- Recruitment- Screening & Interviewing Candidates- Orientation & Training of Volunteers- Supervising Volunteers- Motivating & Recognizing Volunteers

- Evaluating Volunteers

F. Sponsorship- Overview- Site Contact Information- Extra Information- Booking a Facility or Hall

G. First Aid Services- First Aid Services Information

H. Security- Security Information

I. On Site Meeting- On Site Meeting Information

4. Community Assisted/Facilitated Events

(Includes subsections A-I plus the following)

J. Site- Overview- Site Contact Information- Extra Information- Booking a Facility of Hall

K. Insurance- Insurance Information

L. Alcohol Licensing- Alcohol Information

- Special Occasions Permit- Smart Serve

5. Special Events By Law


4/73

4

DEPARTMENT OF LEISURE SERVICES

WELCOME

SECTION 1

Welcome to the Town of Bradford West Gwillimbury, Department of Leisure Services. As a staff &/orvolunteer person you are a member of a highly qualified, professional events team. We anticipatethat your term of employment will be a successful one.

The Town of Bradford West Gwillimbury recognizes the importance that special events canplay in our community. The purpose of events in the Town of Bradford West Gwillimbury is:

y Contributing to Bradford West Gwillimburys quality of life, local community economicdevelopment and community identity.

y These events are made possible by the invaluable service of many volunteers, communitygroups, sponsors and service groups that contribute their support and skills to theenhancement of events in our community.

y To provide volunteer opportunities in an event setting for residents of the Town of BradfordWest Gwillimbury.

This manual, along with orientations and ongoing training, will provide you with important informationregarding the policies and procedures necessary for fulfilling the requirements of your position on theevent team.

You are responsible for being familiar with the contents of this manual. If clarification is required,direct your questions and inquiries to the Recreation & Events Programmer.


5/73

5


CONTACT INFORMATION

SECTION 2

Leisure Services General Inquires 905-775-5359, ext. 5100905-775-2162, ext. [email protected]@townofbwg.com

Director Tom Graham 905-775-5359 ext. [email protected]

Manager of Recreation Nick Warman 905-775-5359 ext. 5101(Cell) 905-955-2395

[email protected]

Recreation Coordinator- Nancy Shortill Thatcher 905-775-5359, ext. 5103(Cell) [email protected]

Recreation & Events Programmer Joe Lotto 905-775-5359, ext. 5102(Cell) 905-953-6826

[email protected]

Manager of Facilities, Parks & Cemeteries 905-775-2162. ext. 5201

Mike OHare (Cell) 905-

953-

637

[email protected]

Supervisor of Facilities Bob Johnson 905-775-2162 ext. 5203(Cell) [email protected]


6/73

6

DEPARTMENT OF LEISURE SERVICE

SPECIAL EVENTS ORGANIZATIONAL STRUCTURE

SECTION 2

Manager of Recreation(Nick Warman)

Recreation & Events Programmer(Joe Lotto)

Assistant Recreation & Events Programmer(Co-op/Summer Student)

Recreation Coordinator(Nancy Shortill-Thatcher)

Administrative Assistant(Heather Polsinello)


7/73

7


AFTER HOURS CONTACT INFORMATION

SECTION 2

Leisure Services office hours are 8:30 a.m. 4:30 p.m., Monday to Friday.

After our office closes, if you run into a challenge/problem with a town facility, contact the Departmentof Leisure Services after hours contact cell phone number and they will be able to assist you.

If there is any other problems/emergency, please call Joe, Nancy or Nick.

Department of Leisure Services After hours contact number cell: (905) 953-6379

Nancy Shortill Thatcher home: (705) 325-6952cell: (905) 953-6376email: [email protected]

office: (905) 775-5359, ext. 5103

Joe Lotto home: (905) 775-1671cell: (905) 836-3560cell: (905) 953-6826email: [email protected]

office: (905) 775-5359, ext. 5102

Nick Warman home: (905) 775-0300cell: (905) 955-2395email: [email protected]

office: (905) 775-5359, ext. 5101

Department of Leisure Services office: (905) 775-5359, ext 5100fax: (905) 775-6873 or778-0212email: [email protected]


8/73

8

GENERAL INFORMATION

LEISURE GUIDE

SECTION 2

The Leisure Guide is distributed to the community twice per year. This includes a Fall/Winter Leis

Guide that is distributed in August and a Spring/Summer Leisure Guide distributed in February. Th

Guide can also be picked up from town departments.

The Leisure Guide is also included on the town website at

www.town.bradfordwestgwillimbury.on.ca. From the home page simply click on Leisure Guide.

Supplemental flyers for programs and events are distributed through the schools on a seasonal ba

Program information is also included in the town page in the Town of Bradford West Gwillimbury

Times. The Department also emails information on a seasonal basis to our program participants.


9/73

9


MUNICIPAL EVENTS

SECTION 3

A.SPECIAL EVENTSPOLICY

1. DEFINITION OF SPECIAL EVENT CATEGORIES

A. TOWN OF BWG DIRECTLY SANCTIONED EVENTS

Mayors Levee SkateWinterfestEaster Egg EventCommunity Clean Up DayMarsh MashTrails Day/Mayors Hike for HealthCanada DayCarrot FestSanta Claus ParadeCelebrate ChristmasOther events directly sanctioned by the Municipality (e.g. Grand Openings, park, facilities, etc.)

y Advisory Committees affiliated with the Town of Bradford West Gwillimbury may be involvedwith a special event, either ongoing or one-time events. Town staff may also from time totime be asked to directly organize a special event, e.g. grand opening of a new facility, park.

Characteristics of this type of evento Town Staff are primarily responsible for the event, but may work with a volunteer

committeeo Budget for this event is already included in the Departments Operating Budget Plano The Town of Bradford West Gwillimbury is acknowledged in all advertising and other

publications for their support.

Municipal Supports Providedo Free use of Town meeting rooms for committee meetings and eventso Staff liaison (Recreation & Events Programmer) for committee development

issues/trainingo Staff liaison (Recreation & Events Programmer) for bookings, site lay-out, day of the

evento Liability insurance for volunteerso Photocopying, postage, equipment provided


10/73

10

B. TOWN OF BWG AFFILIATED EVENTS

Lupus Walk a BlockCystic Fibrosis Run/WalkMigrant Workers Day

Terry Fox RunOlympic Torch RelayMom to Mom SaleSoup FestRemembrance Day Paradey A volunteer committee organizes a Town wide special event, with support from the Town of

Bradford West Gwillimburys Recreation & Events Programmer. The event may be free ofcharge or there may be a participation fee.

Characteristics of this modelo

A formal committee/board is established/Terms of Reference are developedo Minutes of meetings are completed and circulatedo Bank account/financial statements are establishedo Risk management plan presented to Town staff for approvalo The Town of Bradford West Gwillimbury is acknowledged in all advertising and other

publications for their support

Municipal Supports Providedo Free use of city meeting rooms for committee meetings, parks, arenaso Staff liaison (Recreation & Events Programmer) for committee development

issues/trainingo

Staff liaison (Recreation & Events Programmer) for bookings, site lay-

out, day of theevento Liability insurance for volunteerso Photocopying, mailings, (to a maximum of $1,000 per event)o Use of Citys special event equipment

Mailing Address: Town of Bradford West GwillimburyDepartment of Leisure ServicesP.O. Box 251, 125 Simcoe Road,Bradford, ON L3Z 2A8

Recreation & Events ProgrammerJoe Lotto (905) 775-5359 x5102Email:[email protected]


11/73

11

2. RISK MANAGEMENT

Any special event is required to comply by the following risk management policies: Municipal Alcohol Risk Management Policy Emergency Services approval, including Fire, Police, EMS Simcoe Muskoka Health Unit approval Planning & Building Department approval

Town Council approval Public Fireworks Display Explosives Act and Explosives Regulations Adequate insurance coverage Hydro inspections Noise By-law Fire Permits Municipal Inclusion and Access Policy

Details for compliance with the above risk management policies are included in the Leisure ServicesDepartment Special Events Manual.

3. ROLES AND RESPONSIBILITIES

The responsibility for a safe, well-managed special event is the responsibility of the organizingcommittee and the municipality. The role of the municipality is to support the special eventsvolunteers/committee in their venture through a variety of means. Town staff will have the finaapproval for risk management issues related to the event. Within the parameters of this policy, thevolunteers/committee have autonomy to determine the details of the event planning.

Town staff are not members of the special event committee and do not take a direct role in the eventplanning (e.g. committee), nor the implementation of the event. Town staff will be present at the eventto ensure that risk management issues are addressed.

Role of Recreation & Events Programmer/Co-op student on Town Affiliated Events Primary liaison to the committee; facilitator of committee development (attending meetings as

required) Assists the committee with Special Event grant applications Assists in co-ordination with other Town departments Assists in recruitment of volunteers Assistance on day of event in regards to risk management Responsible for completion of special events checklist for group On-site supervision on day of event


12/73

12

Appendix 1

SPECIAL EVENTSTIMELINE

12 months before event Determine the purpose of the event. (Fundraiser or donor development) Establish a theme for the event

Establish the BUDGET: expenses and revenue Fill out potential Grant Applications (i.e. Celebrate Ontario)Schedule timeline: Create a timeline highlighting the important aspects of the event Determine absolute deadlines and plan accordingly to achieve them.Determine Where and When Establish location, time & date (this is vital to the planning) Book venue: make deposits and sign contracts if necessary

9 months before event Establish if any street closures and contact the Recreation & Events Programmer

Individual committees begin to plan the details of each area and adhere to budgetconstraintsDetermine flow and timing of eventDetermine volunteers neededBrainstorm ideas for new and unique experiencesDetermine amount of time available for entertainment before or during theevent.Determine use of band

y Identify bandy Check availabilityy Book ASAP (Some bands require a deposit)

- Speaker/Master of Ceremoniesy Identify personalityy Check availabilityy Book ASAPy Start drafting script

- Finalize all deadlinesy Begin sponsorship solicitations

Mail packets and meet potential sponsors in person Follow-up bi-weekly until you get an answer

6 to 7 months before the event

y Begin monthly meetings (Keep this a standing date to insure attendance.)y Reconcile Budget

Go over budget keeping close tabs on what is being spenty Continue with sponsorship solicitationsy Start to collect sponsor logos for use in P.R. and signagey Ask sponsors to participate in volunteering for eventy Write press releases

Continue to hold monthly committee meetings Include Date, Time, Location, name of organization holding event,

volunteer


13/73

13

y groups involved, purpose of event, celebrities involved, contact information, sponsorsy Items such as cars, trips, art, etc. usually require formal requests

5 months before the event Event Chair(s)

Send letter with benefits of early purchase if necessary If you plan to list on invitation, be sure to list a deadline for printing purposes

y Continue to hold monthly committee meetings

Go over budget keeping close tabs on what is being spenty Fax press releases to all newspapers, radio stations & T.V. stationsy Mail second invoices to corporate sponsors (if necessary)

4 months before eventy Visit event venuey Contact Insurance company for a Certificate of Insurancey Continue holding monthly committee meetings

Go over budget keeping close tabs on what is being spenty Report your progress to sponsors

3 months before eventy Start bi-weekly Committee meetings

Go over budget keeping close tabs on what is being spenty Fax second round of press releasesy Report progress to sponsorsy Get volunteers committed for the day of the eventy Clarify any parking issues that might be attached to using the venuey Final considerations

Sound systems Transporting heavy objects

Get all information for publication of the program

2 months before the eventy Continue with bi-weekly committee meetings

Go over budget keeping close tabs on what is being spenty Book First Aid Services, security for eventy Confirm entertainment and submit Amusement Ride License, if applicable.

1 month to 2 weeks before the eventy Reconcile budgety Volunteer coordinator should meet with Recreation & Events Programmer to determine

needsy Reconcile Budgety Book on Site Meeting (at 3 weeks prior); have on site meeting 2 weeks prior to event.y Start to design signs for sponsors

Be sure to use the most updated logoy Report progress to sponsorsy Send another round of press releases

Be sure to get local society reporters to cover the event


14/73

14

The week of the eventy Confirm volunteers - tell them where to be and wheny Confirm entertainmenty Confirm arrival timesy Generate checks for entertainment if required

Emcee Entertainment Volunteers

Day before the eventy Deliver signage to event site (any other items that can be delivered early should arrive iny the late afternoon)y Be sure all necessary sound equipment is delivered early on the day before the event in

casey of problems

Day of the eventy Arrive for set upy

Work in shiftsy Be sure all aspects are in place before leaving to get readyy Have volunteer coordinator lead his/her troopsy Keep timeline close at hand all evening to check the statusy Have feature entertainment and speakers in place 20 minutes before you need them

Post-event follow upTake time to evaluate your event especially if you plan to repeat it! Don't forget one of the mostimportant aspects of your event: saying "Thank you" to everyone that participated in the event.

y Reconcile budget Collect any outstanding money or pledges

Mail or deliver all expenses from eventy Send thank you notes to all that helped/assistedy Send a report to all sponsors with a thank you

Consider having a follow-up thank you party for everyone whoparticipated

y Send follow-up communications to all special guests encouraging them to continue toy support the organizationy Collect all articles and press clippings

Discuss all successes and challenges of event (evaluate event) Offer suggestions to remedy problems Offer explanations as to why certain things did and did not work

Evaluate whether the event served its purpose Decide whether you would do the event again

y Save all notes and compile a notebook for reference to future chairs Include all budget to actual information Include receipts Include planning notes from each committee chair Include all press releases Include sample letters sent to sponsors


15/73

15


MUNICIPAL EVENTS

SECTION 3

B.PLANNINGOVERVIEW: Planning a special event can be stressful and time consuming. Budgetsgo wrong, permits are handed in late and committee members may notcomplete their assigned tasks. These occurrences are due to improperplanning and can be avoided! It is important that your committeethoroughly plans your event to avoid last minute problems.

YOUR RESPONSIBILITY: Be organized and plan ahead so that set backs wont actually set you back Follow the appropriate steps to planning a special event

STEPS TO PLANNING A SPECIAL EVENT:Planning a special event takes organization and hard work. The next couple ofpages outline key steps that will help you plan your special event efficiently andeffectively.1. Develop Action Plans2. Develop a Budget

3. Meet Regularly & Document Your Meetings

1. Develop an Action PlanWhat is an Action Plan? A blueprint for the special event, outlining every detailed step neededfrom beginning to end Important for establishing as many people, details and steps that gointo a special event Useful for volunteer recruitment, as it provides a clear idea of the tasksthat need to be accomplished Should be reviewed and adjusted constantly

Acts as a to do list for staff/volunteers in order to be prepared for meetingsand completing their responsibilities The Recreation & Events Programmer should always refer back to Action Plan and include iton every agenda to make sure the group is on schedule.Tips to Preparing an Action Plan: Determine the objectives of your committee. Determine the steps needed to achieve these goals. Determine how much time is needed to meet these objectives. Complete a table similar to the table below. Assign action responsibilities and timelines to individuals.


16/73

16

2. Develop a BudgetTo run any event you need to have a budget or financial plan. The budget isdictated by an organizations financial situation and has a direct impact on thetype of event being planned.What is a Budget? A spending guideline for your festival.

Tips to Preparing a Budget:

Base your budget on actual figures from other similar activities. Forexample, if a sound system was rented last year at $250 dollars, then youcould be fairly safe using a similar figure if you need the same system foryour event. If your event has already gone through at least one year, youcan use actual figures from your last years event. You can also contactpotential suppliers for cost estimates. Allow for surprise expenses/revenues or inaccurate estimates

4. Meet Regularly & Document Your MeetingsOnce event is established, and an action plan and budget is developed, youare well on your way to planning a great festival! However, you cant stop there.

To maintain communication and to ensure that tasks are being completed, youmust meet regularly and document what is discussed. This documentation isoften referred to as the minutes.


17/73

17


MUNICIPAL EVENTS

SECTION 3

C.AMUSEMENTRIDES& ENTERTAINMENTContact Information: Technical Standards & Safety Authority1.877.682.8772www.tssa.org

Due Date:

Two months prior to your event

OVERVIEW: Amusement devices such as go-karts, roller coasters, Ferris wheels andwater slides are regulated under the Technical Standards & Safety

Authority (TSSA) Act. Licensees (amusement ride business owners) arealso licensed and monitored under this Act. It is a requirement thatthese devices are inspected before initial licensing to ensure compliancewith safety standards and that its design is registered. For eachindividual amusement device, a permit is issued and must be renewedannually. For more information, contact TSSA for more information

regarding specific amusement rides and their requirements Prior to operation in Ontario, all amusement rides require (in accordancewith TSSA):o A valid TSSA (Technical Safety Standards Authority) Ontario

Amusement Device Licenseo A valid TSSA Ontario Device Permit (stamped permit)

o An inspection by TSSA

o Liability insurance for $2,000,000 (co-insured with the Town of Bradford West Gwillimbury). Pleaseprovide a copy of the insurance to the Town of Bradford West Gwillimburyo Sufficient trained staff to operate the device In order to obtain an Amusement Ride Approval in Bradford West Gwillimbury, three

items must be submitted to the Leisure Services Department.They include:o Certificate of Insurance

o Copies of all ride inspection (Ontario Amusement Device Permit)

o Copy of their Ontario Amusement Device License

YOUR RESPONSIBILITY: Follow the proper procedures of obtaining a Amusement Ride Approval Ensure that all of the proper documents are available from the amusement ride company Cover the costs of an Amusement Ride Approval (if applicable).


18/73

18

STEPS TO OBTAINING AN AMUSEMENT RIDE APPROVAL:1. Two months prior to your event, contact Council to determine whether you need to obtain an

Amusement Ride approval for your event.2. If you have to obtain an Amusement Ride Approval for your special event, contact the amusementride company and request the following items:

Certificate of Insurance. Copies of all ride inspection (Ontario Amusement Device Permit). Copy of their Ontario Amusement Device License.3. Post the Amusement Ride Approval outside of the venue on the day ofthe event.


19/73

19

Appendix 2

Sample


20/73

20

Appendix 3

AMUSEMENT RIDE SUPPLIERS

Campbell Amusement Ltd.

Box 1717 Station ABrantford, ON N3T 5V7Toronto, ON M6M 3E4Ph: 519.752.0402Fax: 905.523.9284Contact: Tom Cox Office [email protected]

Checkers Fun Factory Inc.1063 King St. WestHamilton, ON L8S 4S3

Ph: 905.526.8742Fax: 519.56.2400Contact: Bob [email protected]

Amusements, carnival games,inflatable rides and gamesfoodmachines

Blackrock Climbers644 Central Park Blvd., North,Oshawa, ON L1G 6A6

Ph: 905.720.0865Contact: Brent & Susie [email protected] climbing walls

Funland OutdoorAmusements Ltd.14 4218 Lawrence Ave, E.,Suite 274,Toronto, ON M1E 4X9Ph: 416.201.0714

Fax: 416.201.0714Contact: [email protected]

Ride and game trailers.

Passive Adventures Ltd.1210 Sheppard Ave. E, Suite 308Toronto, ON M2K 1E3Ph: 416.260.7103Fax: 416.260.7121Contact: Bill [email protected]

Gym jump, leap of faith, climbing wall, games,catering, event plan.

Superior Events Group Inc.185 Limestone Cr.Toronto, ON M3J 2R1Ph: 416.249.4000Toll: 1.868.335.5632Fax: 416.241.4108info@superiorevents.cawww.superiorevents.caInflatable & interactive amusement productioncompany

Party Tyme Treats & Amusements3772 Grenfel RdRR#2 Barrie, ON L4M 4S4Ph: 705.739.1396Contact: Diane [email protected] rides, interactiveamusements,carnival games,foodmachines


21/73

21

ANIMAL ENTERTAINERS

Wagon RidesJohn Hodgson2294 10th Sideroad, RR#!

Bradford, ON L3Z2

A4Ph: 905.775.7218Cell: 905.830.8135Wagon rides

Lean on Me Petting ZooEarl Green833 Elmwood Ave., RR#2Keswick, ON L4P 3E9Ph: [email protected]

Winterdance Dogsled ToursBox 631,Haliburton, ON K0M 1S0Ph: [email protected]

South Simcoe Police DogPC Matt Tomlin81 Melbourne Drive,Bradford, ON L3Z 1M2Ph: 905.775.3311www.southsimcoepolice.on.ca

Ontario Dockdogs2150 Meadowvale Blvd.,Mississauga, ON L5N 6R6Contact: Erin Braybrook PresidentPh: 905.858.3060 x243Fax: [email protected]

CARICATURIST

Caroline the CaricaturistHands On EntertainmentTony Walfaardt6 Mint Leaf Blvd.,Brampton, ON L6R 2K4Ph: 905.799.8292Fax: 905.799.8293

[email protected]

CLOWNS / SANTA CLAUSES /SPECIAL EVENT CHARACTERS

Marvel Characters Appearance ProgramCompanyLauren Mandel

145 Franklin Turnpike, Suite 115Ramsey, New Jersey 07446Ph: 201.818.9400Fax: [email protected]

Chuckles the ClownJean McNair3203 5th LineBradford, ON L3Z 2A4

Ph: 905.775.1748Balloon art

Santa Claus/Special Event CharactersHands On EntertainmentDavid McKee57 Brantwood Park Rd.Brantford, ON N3P 1E8Ph: 519.752.4919Fax: 519.759.2533Special announcements, opening

ceremonies, proclamations, head tableintroduced, birthdays, anniversaries,weddings,attention getting, character portrayals,master of ceremonies

Koo Koo the ClownHands On EntertainmentTony Walfaardt6 Mint Leaf Blvd.,Brampton, ON L6R 2K4Ph: 905.799.8292

Fax: 905.799.8

[email protected]

www.handsonent.com


22/73

22

RENTALS

Bradford Rental192 Bridge Street,Bradford, ON L3Z 3H2Ph: 905.775.7101

Fax: 905-77

5-

4089

Biggun Amusements & RentalsPh: 877.873.9166

[email protected]

ENTERTAINMENT &ENTERTAINMENT AGENCIES

Hands On EntertainmentTony Walfaardt6 Mint Leaf Blvd.,Brampton, ON L6R 2K4Ph: 905.799.8292Fax: [email protected]

Adam Swaye757 Sheppard Ave. W., Suite 14Toronto, ON M3H 2S9

Ph: 416.545.0741Fax: [email protected]

Arato Entertainment & Events Inc.90c Centurian Dr., Unit 6Markham, ON L3R 8C5Ph: 905.477.9926Fax: 905.477.7758Contact: Debbie Arato, CSEP

[email protected]

Hart Entertainment41 Gurney Cres.,Toronto, ON M6B 1S9Ph: 416.762.2200Fax: 416.762.8180Contact: Phil [email protected]

www.hartentertainment.comZero Gravity Circus970 Queen St. E., P.O. Box 98056Toronto, ON M4M 1J8Ph: 416.469.1440Fax: 416.469.6710Contact: Svava [email protected]

www.zerogravitycircus.com

Sphere Entertainment1397 Danforth Ave., Suite 2A,Toronto, ON M4J 1N2Ph: 416.461.1844Fax: 416.778.4016Contact: Patricia Silver [email protected]

Jagger Sports Co.5060 Notre Dame West,Montrreal, QC H4C 1T1Toll: 1.877.841.6680Ph: 514.933.6377Fax: 514.933.5037Contact: Dylan Vanier Marketing [email protected]

Ken Jen Animal Stars, Petting Zoo &

Celebrity PigP.O. Box 173,Oshawa, ON L1H 7L1Ph: 905.655.3451Fax: 905.655.7129Contact: Ken Lasalle [email protected]

Cindy Cook (from the Polka Dot Door)45 Dunfield Ave., #1601,

Toronto, ON m4s 2h4Ph: 416.487.2225Contact: Cindy Cook Performer/[email protected]


23/73

23

Circus Jonathan345 Bain Ave.,Toronto, ON M4J 1B9Ph: 416.406.5587Fax: 416.406.6524Contact: Jonathan [email protected]

www.circusjonathan.com

The Bandaloni Show136 Greenbrook Drive,Kitchener, ON N2M 4J6Ph: [email protected]

The Lumberjack Company20 Millbridge Crescent

Fonthill, ON L0S 1E1Ph: 905.892.1660Cell: 905.328.9742Contact: Bill [email protected]

X Box and Play StationAtt: Aaron or SegalPh: 416.588.8727 ext. 228Cell: 416.568.6335

X-box and PlayStation tour

Dan the Music ManPh: 416.410.7765info@danthemusicman.comwww.danthemusicman.comConcerts show for kids of all ages

Papas Kidz TrainsHershey Latner49 Robinson Street, Suite 1001

Hamilton, Ontario L8P 1Y7Ph: [email protected]://www.papaskidztrains.caMagical world ofminiature trains whereeverychild gets a hands-on experience as a"train engineer" exploring and playing withPapa's Kidz Trains. It's trulyan exciting andinteractive adventure that children of all ageswill love!"

Doug The Great9 Uplands Dr.Brantford, ON N3R 6H5Ph: 519.756.2984Fax: 519.756.2984 (call prior to faxing)Contact: Katie Hunt Manager/[email protected]

www.dougthegreat.comChoose from 15 costumed stilt characters. Onhis feet Doug is a versatile familyentertainer,highlightingmagic, comedyand jugglingskills.

EnophUnit # 2- 1010 Polytek St.Ottawa, Ontario K1J 9H8Ph: 613.860.8606Toll: 866.My Enoph (693.6674)

[email protected]@enoph.comwww.enoph.comFun hand on science experiment

The Magic & Illusion of Daniel Steep343 Victoria St.,London, ONPh: [email protected]

Moments of Magic79 Centerfield DriveCourtic, ON L1E 1K7Phone: [email protected]

The Funky MamasPh: 519.823.9734Fax: [email protected]

www.thefunkymamas.comGuelph band for children


24/73

24

YTVs Weird on WheelsAttn: Corus EntertainmentStacey McNabbEvents Co-Marketing, YTV Project coordinator72 Fraser Ave.,Toronto, ON M6K 3J7Phone: 416.530.2222 ext.4320

Celebrity Events NetworkAttn: Lilana Novakovich33 Hazelton Avenue # 164Lower LevelToronto, ON M5R 2E3Phone: 416.769.6686Fax: 416.762.0071Represent Nickelodeon childrens Events, &the biggest names on the Food Network,HGTV, & W

Toronto Blue JaysJays on the RoadOne Blue Jays Way, Suite 3200Toronto, ON m5v 1j1Contact: Penni WheelerPh: 416.341.1710Fax: [email protected]/community

Toronto Maple Leafs Road Show40 Bay St., Suite 400,Toronto, ON M5J 2X2Contact: Greg Schell/Tara ColumbusPh: 416.815.5700 x2850Fax: 416.815.5432ihockeydevelopment@mapleleafsports.comwww.mapleleafs.nhl.com

Dave Pooley Entertainment60 McKnight Cres.,

Tottenham, ON L0G 1W0Contact: Dave PooleyPh: 905.936.9054Fax: Phone first to have fax turned on

Tercat Enterprises12 George St., Unit 1Cookstown, ON L0L 1L0Contact: Terry ChisholmPh: 705.458.9588

[email protected]

FIREWORKS

Canazon Fireworks24613 Highway #7Sharbot Lake, ON K0H 2P0

Ph: 613.27

9.2

87

3Fax: [email protected]

STAGE

Vabs StagesRR#1 GorrieGorrie, ON N0G 1X0Ph: 519.335.6801Fax: 519.335.4125

[email protected]

GIFTS PROMOTIONAL ITEMS

MJF EnterprizesMike FauldsPO Box 20018Bradford, ON N3P 2A4905.775.5888905.252.1905Provo supplier of T-shirts, sweatshirts,

jackets, hats etc. to the special events industry


25/73

25


MUNICIPAL EVENTS

SECTION 3

D.PROMOTIONOVERVIEW: Promotion is essentially an exercise in communication. The role of promotionis to inform, educate, persuade and remind the public of your special event.

Good media relations are the key to success. The media has a responsibilityto readers, listeners and viewers to present material that is interesting andinformative. However, they do not have the responsibility to talk about yourevent simply because your group has asked them to. They have an interestand a responsibility to communicate community activities to the public andthey welcome your help. Yet, they are busy people and they need to be sure

that when they hear from you, they are not wasting their time. Whencontacting the media, be sure to have the following information ready toanswer:o What is the event?

o Where will it be held?

o Who is putting on the event?

o When it will be held?o Why the event is being held? Attempting to generate publicity can be very frustrating because there will benumerous occasions when your story is not used because it was not newsworthy enough or there was not enough space or time to fit it in. Therefore, it

is important to understand the media and how they work.

YOUR RESPONSIBILITY: Promote and publicize your event using various mediums outlined in thissection.

STEPS TO PROMOTION & PUBLICITY:Promotion is made up of four different communication tools and is often referred to asthe promotion mix. Your committee can use one or all of the four communication tools.The communication tools include:1. Advertising2. Personal Selling3. Incentives4. Publicity

1. AdvertisingAdvertising is a paid form of non-personal communication about your special event.It is sponsored by your special event and transmitted to your target audiencethrough mass mediums (different types of advertising).Types of Advertising: Television


26/73

26

Radio Newspapers Magazines Direct mail Mass transit vehicles Outdoor displays Handbills Directories

Internet/ComputersSome good questions to ask before designing an advertisement are: Have you carefully analyzed your need for advertising? Who is you target audience and is there a sufficient amount or should it beexpanded? Does the advertising meet the needs (i.e. news articles, advertisements) ofyour target audience? Are the writing and graphics simple? Have you surveyed local advertising companies to see if they would like toreceive your advertisement? Does your advertisement educate the public on little-known facts about your

group (i.e. programs, mission, history, community service programs andvolunteer opportunities? Is your advertisement to the clear and precise?

2. Personal SellingPersonal Selling is direct, personal communication between your committeemembers and one or more prospective clients for the purpose of facilitating andexpediting an exchange. Personal selling is probably the promotional form usedmost by public agencies. Every time your committee members interact in aprofessional capacity with present or prospective clientele, they are directly orindirectly communication something about the agency and/or its services.

3. IncentivesIncentives are temporary promotions such as price reductions, prizes and specialevents used your committee to stimulate trial or increase usage by a client group.Incentives are especially useful when launching new programs and services or whenintroducing old programs and services to new client groups. Incentives add value tothe program or service and therefore reduce the trial cost to clientele.

4. PublicityYour group will most likely use publicity as their main method of communicating thespecial event to the public. Publicity is a cost efficient way to get your message toyour audience or to help attain funding or sponsorship. Publicity is any unpaid formof news or editorial comment about your special event that is transmitted through amass medium at no charge to the agency. Publicity differs from advertising in that itis not paid for and is not sponsored your committee. Common examples ofpublicity are media releases, news stories, human-interest feature stories and otheritems in newspapers, radio, television and magazines. Writing a media release can be challenging.The information below has been provided to help you write a media release.What is a media release? An opportune method of gaining valuable publicity.Tips to Preparing a Media Release: Use 8 1/2 x 11 paper


27/73

27

Type MEDIA RELEASE across the top of the page. Use a short and interesting title Contain as much information as possible in 4 or 5 paragraphs, outlining thename of your organization or event, dates, times, place and any otherappropriate information. Include the name and position of a contact person who can be reached formore information Double check spelling

Include the first names of everyone mentioned Be accurate with your information Include the sponsors name (if you have a sponsor) Include history of your event Follow up the media release with a phone call. This allows you to give themedia any additional information and also ensure that they received themedia release.

5. Website Advertising:Website advertising has gained considerable popularity in promoting special events andfestivals. Most large events now have websites containing details on the event,

sponsors, prizes, volunteer opportunities, contact information, etc. If you are interestedin creating a website for your event, check out the following website:http://www.2createawebsite.com/In designing a website, it is important to create one that is: Easy to understand: clearly state what type of event it is, the details of theevent, and what the event is for (fundraiser, etc) Easy to navigate: make sure that it is easy for visitors to find what they arelooking for. Easy to find: make sure that your website is listed on the first or second page ofone or more search engines.

6. Extra Information:Tips for Dealing With the Media (general): Find out the type of material that is of interest to them. Follow their advice and directions. Your story may have a better chance of beingpublicized. Be brief. Space in newspapers and time on air is expensive and in short supply. Never ask members of the media to buy tickets for your event. They are yourguests and should be given special treatment such as sideline positions or frontrow seats. Provide both the day of the week and the date of the event, instead of just theday of the week or the date (i.e. Friday, January 24, 2009). This prevents

confusion about when the event is to take place. Establish and publicize who in your organization will be the media contactperson. This provides the media and community with someone to contact incase they have any questions. Know their deadlines so that you know when to contact them. Send information regarding the event to the media as soon as possible. Thesooner, the better. Allow the media to meet the person(s) involved with your event or organization. Become familiar with the various media personnel in the community bycontacting them directly. Make time for the media; give them interviews whenever requested.


28/73

28

Realize that the publics perception of an organization or an event is oftendecided by the medias perception of the same.

Tips for Dealing with the Television, Newspaper orRadio: Find out the name of an employee at your local TV, newspaper and radio stationwho is especially interested in what your group is doing. Write a letter to each of the media sources explaining the details of your specialevent. Be prepared if possible to supply that person with written material like a

news release, background material, pictures, or a letter outlining yourevent/organization since most media people prefer to have written details to referto. Follow-up your letter with a phone call to the media sources to make the editoraware of your event or organization. Concentrate on building a solid and favorable relationship with that person bykeeping him or her up to date and informed. Provide the local TV, radio and newspaper reporter with a detailed itinerary ofyour special event. Invite the person to your event or organization to allow them to become morefamiliar with your operations.

Provide the local TV and/or radio reporter with the results of your event. Thank the media for their involvement in the event.Tips for Interviewing With the Media: Realize that what might be considered a simple conversation when you aretalking with your neighbour can also be considered an interview when you aretalking with the media. Remember that everything you say could appear in print or be heard on the radioor television the next day. Always tell the truth! If you do not know the answer, do not guess. Offer to helpfind it. Make notes of everything you want to say, including spelling out first and last

names of anyone you want to mention. Leave your phone number in case the reporter thinks of a question later or needsmore information at a later time. There is no guarantee the interview will result in a story. There is always a lot ofmaterial that does not get used. Keep trying!

6. Street BannersDue Date:Two months prior to the event

OVERVIEW: The Town of Bradford West Gwillimbury Leisure Services Department provides a

perfect advertising medium by hanging street banners up at the entrance into Town on Yonge St.(Bridge St.). For Town events only!

YOUR RESPONSIBILITY: Follow the proper steps to arrange the installation of a street banner Cover the costs of the street banner

Steps to Arranging for the Installation of a Street Banner:1. Contact Bob Johnson, Supervisor of Facilities & Parks for installing the banner.2. Provide a banner to Bob Johnson, ensuring that the banner conforms to sizing needs.


29/73

29

Appendix 4

MEDIA LIST

TELEVISION

A- Channel (CTV)Attn: Assignment Editor

33 Beacon RoadBarrie, Ontario L4M 4T9Ph: 705.734.3300Fax: [email protected]://www.atv.ca

CityTVAttn: Assignment Editor33 Dundas St. EastToronto ON M5B 1B8

Ph: 416.599.2489Fax: [email protected]://www.citytv.com

CBC Toronto (TV)Attn: Assignment DirectorPO Box 500, Stn. AToronto, ON M5W 1E6Ph: 416.205.3311Fax: 416.205.5808

http://www.cbc.ca

Global Toronto (TV)Attn: Assignment Director81 Barber Greene RoadToronto, ON M3C 2A2Ph: 416.446.5311Fax: [email protected]://www.globaltv.com

CTV Toronto (CTV)Attn: Assignment DirectorP.O. Box 9, Station 'O,'Scarborough, Ontario, CanadaM4A 2M9Ph: [email protected]://toronto.ctv.ca/

NEWSPAPER

The BWG TimesAttn: Miriam King, Editor

74 John Street West,P.O. Box 1570,Bradford, Ontario L3Z 2B8Ph: 905.775.4471 x223Fax: [email protected]://www.thebradfordtimes.ca

The BWG TopicAttn: Jay Gutteridge, Editor126 Bridge Street, Unit 8

Bradford, Ontario L3Z 3H2Ph: 905.775.1188Fax: 905.775.1187

[email protected]://www.thetopic.ca

SNAP South SimcoeAttn: Chuck MacLeodP.O. Box 7095Innisfil, Ontario L9S 1L0Ph: 705.436.7313

[email protected]://www.snapsouthsimcoe.com/

RADIO

AM 680 NEWSAttn: Promotions Department777 Jarvis St.Toronto Ontario, M4Y 3B7Ph: 416.872.2255http://www.680news.com/

ROCK 95 BarrieAttn: Promotions Department431 Huronia Rd., Unit 10Barrie, Ontario L4N 9B3Ph: 705.725.7304Fax: 705.721.7842http://www.rock95.com


30/73

30

104.5 CHUM FMAttn: Promotions Department250 Richmond Street WestToronto, ON M5V 1W4Ph: 416.925.6666

http://www.chumfm.com/

AM 640 TorontoAttn: Promotions Department1 Dundas Street West, Suite 1600Toronto, Ontario, M5G 1Z3Ph: 416.646.8640http://www.640toronto.com/

Q107.1 FMAttn: Promotions Department

One Dundas Street West Suite 1600Toronto, Ontario , M5G 1Z3Ph: 416.221.0107Fax: 416.847.3300http://www.q107.com/

CBC Radio TorontoAttn: Assignment DirectorPO Box 500, Station AToronto, ON M5W 1E6Ph: 416.205.3311

Fax: 416.205.7166http://www.cbc.ca

CFRB 1010Attn: Scott Johns, Sales Manager2 St. Clair Ave. W.Toronto, ON M4V 1L6Ph: 416.924.5711Fax: [email protected]://www.cfrb.com/

Z103.5 FMAttn: Connie Tete5312 Dundas St. West,Toronto, ON, M9B 1B3Ph: 416.213.1035Fax: [email protected]://www.z1035.com/

FM93 BarrieAttn: Dave Pinder, PromotionsManager1125 Bayfield, Street North,P.0. B0X 937,

Barrie Ontario L4M 4Y6Ph: 705.737.3511Fax: 705.737.0603http://www.fm93.ca

B101 FM BarrieAttn: Dave Pinder, PromotionsManager1125 Bayfield, Street North,P.0. B0X 101,Barrie Ontario L4M 4S9

Ph: 705.726.1011Fax: 705.726.0022http://www.b101fm.com/

88.5 The Jewel CKDX-FMAttn: Paul Scott, CJIQ Coordinator5312 Dundas Street WestToronto, Ontario , M9B 1B3Ph: 416.213.1035Fax: [email protected]

http://www.jewelradio.com/885/


31/73

31


MUNICIPAL EVENTS

SECTION 3

E.VOLUNTEERSOVERVIEW: Volunteer management is not a simple process. In the past, volunteer management has often beenoverlooked and disregarded. Yet, research points to the fact that a volunteer program requires thesame type of managerial effort if not more than any other program operation would require.

YOUR RESPONSIBILITY: Strive to achieve an effective volunteer management program for yourspecial event by following the steps to obtaining and retaining volunteers

Have each event volunteer complete a Town of Bradford West Gwillimbury VolunteerAgreement / Release and Waiver Form

STEPS TO OBTAINING AND RETAINING VOLUNTEERS:The VolunteerManagement Process suggests an eight-step course of action thatcan be used to blossom volunteers. It includes1. Plan Your Special Event2. Develop & Design Your Jobs3. Recruit Volunteers4. Screen & Interview Volunteers

5. Orient & Train Your Volunteers

6. Supervise Your Volunteers7. Motivate & Recognize Your Volunteers8. Evaluate Your VolunteersThis attainable process allows for an effective volunteer program to be implemented. Attempting todeal with the later steps before completing the earlier steps and rushing to recruit volunteers beforedeveloping jobs for them to perform will only confuse the volunteers and the organization. The sectionbelow provides a brief summary of the components to the process.

1. Plan Your Special EventTo retain volunteers, plan the concept of your special event first. After you have planned the conceptof your special event, you can begin developing and designing the volunteer jobs.

2. Develop and Design Your JobsOnce the program has been formed, determine the job responsibilities and decide upon the skills,attitudes and knowledge needed for the position.The Job Development and Design Process includes: A job description that outlines each of the volunteers responsibilities, including a job title, theduration of the commitment, tasks and approximate time commitment each month. Please feel free touse the Volunteer Job Description Template. A written overview of the organization Policies and procedures manual


32/73


33/73

33

Police criminal records checks, confidentiality forms etc.Sometimes your volunteers will not suit the position that you have screened and interviewed them for.In this case, you should not offer them the position but instead, refer them to another volunteerposition or opportunity. Remember to always follow-up with them as it helps maintain your repertoire.

5. Orient & Train Your VolunteersRegardless of the assignment, it is essential to develop an orientation and training program for theselected volunteers. If the volunteers understand your systems, operations and procedures, they will

be able to contribute productivelyOrientation and Training Topics Include: Basic information about the organizational structure of your committee policies and procedures andan overview of your special event. Staff and volunteer introductions, a facility tour, a review of the volunteer job description, recordkeeping instructions, contact numbers, a schedule, a volunteer manual etc. Specific position training prior to the special event so that volunteers have time to understand andclarify their responsibilities. This will help your volunteer to feel prepared before the day of the event. Signing the Waiver of Liability and Assumption of Risk. All volunteers, including the core committeemembers should sign and date the waiver of liability and Assumption of Risk. Each of these formsshould be submitted back to the Town of Bradford West Gwillimbury for documentation and filing.

Further training and skill development so to maintain and build their confidence and abilities, or toallow a person to move to a new position.If you or your special event committee is interested in a specific training, you can request it to yourTown Staff Liaison.

6. Supervise Your VolunteersEach volunteer should have a supervisor or contact person to report to. This provides the volunteerwith a resource to ask questions, receive guidance and feedback, give advice or ideas, someone tonotify in case they will be absent and someone to ask for additional training.VolunteerSupervision Includes: Delegating jobs

Maintaining communication with the volunteers Offering and obtaining feedback on the job Recognizing and evaluating the volunteerVolunteer Burnout:It is sometimes easy to overwork your volunteers without knowing it, causing you to lose valuablevolunteers. Losing volunteers results in: Losing the persons knowledge and experience The frustration caused by a new committee trying to change the basicfoundation that has worked in the past

You can easilyavoid volunteer burnout by:

Move people around to different assignments Make sure volunteers share the workload to avoid one person taking on too much Obtain feedback on the job requirements from your volunteer

7. Motivate & Recognize Your VolunteersAll behaviour is motivated by something. Some individuals strive to achieverecognition while others seek achievement, control, variety, growth, affiliation,power, fun and/or uniqueness. Recognition of volunteers becomes an easy task when theorganization understands what motivates the volunteers. When a volunteers motivating needs arerecognized, they are stimulated and encouraged to work harder within the organization. For an


34/73

34

example, if a volunteers motivating need is control, recognize the volunteer by giving them aleadership role at your special event.Examples of Volunteer Recognition Include: Nominating a volunteer of the year Offering them discounts Writing a thank you card Placing their picture and a write-up in the local newspaper Serving a banquet

Awarding volunteers Certificates and/or gifts Mentioning your volunteer contributions in a newsletter Taking them out for coffee Giving them a phone call Always making sure to thank your volunteers because they are giving their own time!

8. Evaluate Your VolunteersQuality evaluations occur when both the volunteer manager and the volunteer are given time toevaluate the work performed. It is not a one-time event, but rather an ongoing process that needs tobe fair, honest and objective. When evaluating your volunteers, use a formal evaluation form or touchbase with them on a regular basis so that they know their strengths and their weaknesses.


35/73

35

Appendix 5

Carrot FestVolunteer Application

Have you volunteered with Carrot Fest before? Yes No

Name: ______________________________________________________________Address: _______________________________________ Postal Code: ___________Telephone: (H) ________________________ (Cell or Work) ___________________Email: ______________________________________________________________

I want to volunteer at the following event(s): (check all that apply) Mayors Soap Box Derby: Sat Aug 21, 10:00am-12:00pm Willams St. Pro Wrestling Event: Sat Aug 21, 3:30 5pm, Downtown Bradford

I want to volunteer in the following areas: (check all that apply)

Entertainment / Childrens Areas Stage / Site / Rides / Parking Info Booth Set up/Clean up Promotion

Volunteer and Work experience: Place, duties, dates you were there____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Will you be reporting your volunteer hours for your 40 Community Involvement hours? Yes No

References Please list at least 2 references i.e. employer, volunteer supervisor, teacher.

Name: ______________________ Relationship _____________ Phone Number ___________

Name: ______________________ Relationship _____________ Phone Number ___________

I authorize investigation of statements herein. I hereby certify that the facts set forth in this application are true and complete tothe best of my knowledge. Personal information contained on this form, collected pursuant to the Municipal Act, will be used for therecruitment of Special Event volunteers. Questions about the collection of personal information should be directed to the PublicAccess and Council Services Department at 740-4680 ext. 4079.

____________________________________________ ______________________________Applicants signature Date

If under 16, Parent/ Guardians Name and Signature

_______________________ _____________________ ____________ _____________Print name Signature Date Phone #

Applications can be returned to, or mailed to: Town of Bradford West Gwillimbury,Leisure Services Department, 125 Simcoe Rd., P.O. Box 251,

Bradford, ON L3Z 2A8 Attention: Recreation & Events Programmer, VolunteersFax: 905.775.6873 Phone: 905.775.5359 ext. 5102


36/73

36

Appendix 6

The Town of Bradford West Gwillimbury

Volunteer Agreement/Release and Waiver Form(If you are under 18 years of age, a parent/ guardian signature is required)

Attention: please read the following very carefully as it affects your legal rights.

Event Name: ____________________________________

Date(s): _________________________________

I, by signing below, in participating in volunteer activities with the Corporation of the Town ofBradford West Gwillimbury (the Town) at the event listed above, and in consideration for theTown allowing me to participate in the event, fully understand and agree to the following:

1. No pay, payment, salary, wage or employee benefits (such as accident/ disability/ medical/ dental or other insurancecoverage) whatsoever will be paid to me and I will not be covered by Workplace and Safety Insurance Board coverage.

2. I acknowledge that performing volunteer activities may involve certain elements of risk or the chance of an accident andI hereby release the Town and its elected officials, officers, employees and agents and their respective successors,assigns, heirs, and executors from all claims for loss, damage, or injury, except for that which is caused solely by thenegligence of the Town, its employees, or its agents.3. I will abide by all applicable Town policies and rules, as may be amended from time to time, and will follow allinstructions of the appropriate Town management staff person in carrying out the volunteer activities.4. I will not use facilities, equipment and property owned by the Town without the approval of a Town staff person, and willnot use them for personal purposes.5. I will immediately notify the appropriate Town supervisor of any incident that involves property damage or personalinjury during my volunteer duties.

By signing this form:

I acknowledge that I have read and understood the preceding conditions, release, and waiver; and I agree to the preceding conditions, release, and waiver.If the volunteer is under the age of 18, by signing this form as a parent or guardian: I acknowledge that I have read and understood the preceding conditions, release, and waiver; and I agree to the preceding conditions, release, and waiver as they apply to my child.

I have given permission for my child to participate as a volunteer in the event listed above.

Name of Volunteer: _________________________________________

Date:_______________________________________

Signatures: _____________________________________________

________________________________________Volunteer or Parent/Guardian Witness

Emergency Contact for Volunteer while he/she is at the event:Name: ___________________________________________

Contact Number: __________________________________________

NOTE: This form must be completed and signed by the volunteer or, if the volunteer is under 18 years of age, by their parent or

guardian before being accepted by the City for volunteer activities.Personal information contained on this form, collected pursuant to the Municipal Act, will be used for the management of Leisure Services Department volunteers.


37/73

37

Appendix 7

VOLUNTEER JOB DESCRIPTION TEMPLATE

Position Title: _____________________________________________________________________(Volunteers identification give as much prestige as possible)

Location of Activity: _______________________________________________________________Function: _________________________________________________________________________

(General statement that identifies what the job is and why it is necessary)______________________________________________________________________________

Reports To:Title: _________________________Name: ______________________

Phone: _______________Responsibilities (list duties, be specific): ________________________________________________

____________________________________________________

____________________________________________________

________________________________________________________________________________________________________

____________________________________________________

____________________________________________________________

____________________________________________Time Commitment (specific days & hours if possible): _____________________________________

____________________________________________________Qualifications (skills, knowledge, attitude): ______________________________________________

________________________________________________________________________________________________________

____________________________________________________________

____________________________________________Benefits of the Volunteer Experience: __________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________Volunteer Risk Level (circle): 1A 1B 2 3 4 5 (see pg. 6 of Volunteer Policy)Date: _____________________________________


38/73

38

Appendix 8

VOLUNTEER RECRUITMENT PLANNING EXERCISE

VOLUNTEER POSITION:

What are the skills/ attitudes/traits needed to do this job?(i.e. if we draw a picture of the type of person who could do this job, what would they look like?Cover age, sex, hobbies, possible occupations, related interests, and whatever else bettersillustrates the picture.)

1. ________________________________________________________________2. ________________________________________________________________3. ________________________________________________________________4. ________________________________________________________________

5. ________________________________________________________________6. ________________________________________________________________

Based on this picture, where can we find these types of people?(Think about work setting, educational institutions, leisure time organizations and activities,

publications, theymight read, parts of town in which theyare likely to live, etc.)

1. ________________________________________________________________2. ________________________________________________________________3. ________________________________________________________________4. ________________________________________________________________5. ________________________________________________________________6. ________________________________________________________________

What motivations of this person can we appeal to in our recruitment effort?(Self-help, job enhancement, socialization, learning new skills, career exploration, leadershiptesting, giving back to the community, keeping productively involved, meeting new people, etc.)

1. ________________________________________________________________2. ________________________________________________________________3. ________________________________________________________________4. ________________________________________________________________5. ________________________________________________________________6. ________________________________________________________________McCurley 1988: Volunteer Management Series


39/73

39


MUNICIPAL EVENTS

SECTION 3

F.SPONSORSHIPOVERVIEW: Sponsorship is an excellent way to help cover the costs of your event. In fact, many companies andorganizations have set aside money in their yearly budget for sponsorship and community events.Hence, companies and organizations have money to give away for events such as yours.

YOUR RESPONSIBILITY: Carefully select potential sponsors (companies) for the different activities of your event. Use the Steps to Seeking Out a Potential Sponsor as a guideline for your event.

Cover the costs of your event using sponsorship, grants, fundraisers and revenue.

STEPS TO SEEKING OUT A POTENTIAL SPONSOR:1. Identify and list items or services that you need money for.2. Form a list of companies or organizations that would be interested in sponsoring theseactivities/items. For example if you need money for a childrens storyteller, approach relatedbusinesses such as a bookstore, a publishing company or local childrens organization.3. Develop sponsorship package with levels of sponsorship and a list of benefits to the companies.For an example of sponsorship levels, please refer to the appendix of this section.4. Contact these companies or organizations in person or over the phone to inform them of the eventand your request for sponsorship.

5. Write a letter to the potential sponsor. It is important to get letters out early as marketing dollars areallocated quickly. For an example, please refer to the appendix of this section. Your sponsorshipletter should outline: Goals and objectives of the event. What the donated money will be used for. Emphasize that the potential donors will be acknowledged for their contributions. Your contact information (name & phone number)6. Two weeks after you have sent your letter of request for sponsorship contact the company ororganization and confirm whether they will sponsor your event.


40/73


41/73

41


MUNICIPAL EVENTS

SECTION 3

G. FIRSTAIDSERVICESContact Information: St. Johns Ambulance

Attn: Macia Gooding, Volunteer Coordinator80 Bradford Street, Suite 400Barrie, Ontario L4N 6S7705.726.0991 [email protected] Date:Two months prior to your event

OVERVIEW: Due to the nature of special events, it is wise to have designated first aid personnel onsite.

Although some of your committee members may already be certified in first aid, it is notrecommended that they act as the first aid personnel since they will have otherresponsibilities on the day of the event. Therefore, it is strongly encouraged to havedesignated first aid personnel (i.e. Red Cross, St. Johns Ambulance, etc.)

YOUR RESPONSIBILITY: Designate First Aid Services for your special event.

Cover the costs of the first aid services. Ensure the first aid personnel have a portable radio and are able to be in contact withthe organizing committee at all time. Ensure that the first aid personnel roam through your entire site and make themselves visible. For an example of a First Aid Safety Plan, please refer to the appendix of this section.

STEPS TO BOOKING FIRST AID SERVICES FOR YOUR SPECIAL EVENT:1. Contact St. Johns Ambulance or Red Cross and book them for the duration of your special event.2. Receive confirmation of the booking.3. Post First Aid Safety Plans around site on the day of your event.

ST. JOHNS AMBULANCE AND RED CROSS: The Recreation & Events Programmer should provide these groups with their contact informationat the event (the special events cell phone number). The Recreation & Events Programmer needs to ensure that there is a way to communicate with thefirst aid at the event.


42/73

42

Appendix 10


43/73

43


MUNICIPAL EVENTS

SECTION 3

H. SECURITYContact Information: South Simcoe PoliceSouth Division81 Melbourne DriveBradford, Ontario L3Z 1M2

Attn: Lewis DaSilva

[email protected]: 905.775.3311 ext. 1459Fax: 905.775.9896www.southsimcoepolice.on.caOn average - $55.00/hour

Due Date:Two months prior to the event

OVERVIEW: The need for security depends upon the nature of your event. Events requiring security include:o Events involving alcohol (All Special Occasions Permits must haveone door/floor supervisor per200 patrons)o Large youth Events

o Events with large amounts of money on site

o Events with large crowds (i.e. concerts) The more risk involved in an event, the higher the security needs. Security levels include:1) Using your own staff/volunteers to act as security2) Hiring licensed security3) Hiring a police officer, and/or auxiliaries

o A high-risk event (i.e. beer gardens, concert, and over 3000attendees) may require two police officers, a security team, andstaff members on duty. Discuss your potential security needs with South Simcoe Police The Recreation & Events Programmer will contact the South Simcoe Police to discuss and developa security plan.

YOUR RESPONSIBILITY: If security is deemed necessary for your special event, you must comply.It is the responsibility of the committee to book the security and topay for any security costs.


44/73


45/73

45

Appendix 11

Volunteer Security Guidelines

Security may be working at the gates, in concerts, at facilities with alcohol, or in some

other designated area assigned by the volunteer coordinator, or security manager. Ifyou are volunteering as security for an event with alcohol please also refer to yourSmart Serve training book. All security should be familiar with the event rules. If a guest breaks a rule, wemust explain to the guest what the rule is. If it was a minor infraction of therules a warning may do, otherwise notify the manager. All security needs to be visibly identified as an event Volunteer. All security needs to be working in a designated area so that the securitymanager knows where they are at all times. If a security personnel needs tomove, for any reason, the security manager needs to be notified immediately. All security must know how to communicate with their supervisors. Radios are

very common at special events. If you dont have a radio, you must knowwhere the closest one is. Security volunteers commonly overstep their bounds, or get in over their head.Volunteer security must make every reasonable effort to avoid physicalconfrontation. The security manager needs to be notified of any situation thatcould likely lead to physical conflict. For guests who are under the influence of alcohol because of a facility servingalcohol on site, please notify the security manager. We own the patron a duty ofcare. For events without alcohol, if a guest is clearly under the influence of alcoholor drugs, notify the security manager immediately.

For Events With Alcohol House policies need to be posted in the facility. If a rule is broken we will showthe patron our house policy and inform them that they have broken one of ourrules. We need to be patient with all patrons. If somebody appears to be intoxicatedor under the influence, notify the security manager and Town staff. Themanager and staff will decide if, and how that patron should be ejected. No patron shall be forced to leave without taking down their information first,including information on who is taking them home. We owe a duty of care to all patrons, and for this reason we have to make a

reasonable effort to ensure that intoxicated patrons arrive home safely, withoutcompromising the safety of others.o Ensure that they have a ride with family, friends, or a cab.

o Every reasonable effort must be made to prevent them from drivinghome.o If all reasonable efforts are exhausted, notify the police.


46/73


47/73

47


MUNICIPAL EVENTS

SECTION 3

I.ON-SITEMEETINGDue Date:Three weeks prior to the event

OVERVIEW: The purpose of an on-site meeting is to familiarize the Leisure Services Department ParksDivision with the special event by walking through the park and discussing thelocation and setup of the different venues. The Parks Division has park equipment that is available for special events. The on -site meeting willhelp determine what specific equipment is required (picnic tables, garbage cans, etc.), if it can beprovided and where it should be dropped off and left for pick -up. A list of the park equipment that isavailable can be found below. An on-site meeting will also identify possible park keys that may be needed for your event (storageareas, washrooms, power, garbage and water supply etc.). The Recreation & Events Programmer and the Supervisor of Facilities & Parks, attend on -sitemeetings.

YOUR RESPONSIBILITY: Follow the proper steps to an on-site meeting Return all park equipment in the same condition and location as found

STEPS TO AN ON-SITE MEETING:1. Three weeks, prior to your event, book an on-site meeting for your special event.2. Before attending your on-site meeting, compile the information listed below. Examples of thisinformation can be found in the appendix of this section. List of park equipment requests (item and quantity needed) A labeled site map that outlines the different venues Date, time and location for the park supplies to be delivered and picked up3. Attend the on-site meeting and discuss site set-up plan and requirements4. Submit a finalized list of your equipment and park requests and site map to the Supervisor ofFacilities & Parks at least one week prior to your event.5. Obtain and return the necessary keys for your special event.

EXTRA INFORMATION:Available Park Equipment: Picnic Tables Garbage cans Pylons Garbage bags Barricades Metal barriers Snow fencing Recycling Bins


48/73

48

Stakes for snow fencing

LocatesDepending upon the nature of your event, locates maybe required. Locates helpidentify if hydro wires run under the ground and whether they will interfere withyour special event. If you are not sure whether you will require locates for yourevent, speak to your park manager at the on-site meeting to determine if this is necessary.


49/73

49

DEPARTMENTOF LEISURESERVICES

COMMUNITY ASSISTED/FACILITATEDEVENTS

SECTION 4

Includessubsections A-I fromabove, plus;

J.SITE:Due Date:Six months prior to the event

OVERVIEW: Each special event committee is free to book any of the following facilities fortheir special events, fundraisers or meetings.o Soccer fields & Baseball Diamonds

o Parkso Facilities and halls

EXTRA INFORMATION:

GENERAL RULES AND REGULATIONS

1. Sign all copies of this permit and if a deposit is indicated, return one copy with payment to:Town of Bradford West Gwillimbury Department of Leisure Services, 125 Simcoe Road, P.O.Box #251, Bradford, ON L3Z 2A8, 905-775-2162 Fax 905-778-2012.

2. Cheques should be made payable to the Town of Bradford West Gwillimbury. A $25.00administration fee will apply to all NSF cheques. Refunds or adjustments for Flat Rate chargesdo no apply. Please quote invoice number with your payment. Interest at 1.25% per monthwill be charged on overdue accounts, if payment is not received by due date on RentalContract/Permit

3. The Bradford West Gwillimbury Department of Leisure Services reserves the right to cancel

this permit for any infraction or any other reason.

4. The Bradford West Gwillimbury Department of Leisure Services does not permit the sale offood in Town Facilities. Please call for details.

5. The Renter shall strictly adhere to the direction and instructions of the Towns FacilityPersonnel.

6. The applicant must pay for all damages to premises or furnishings arising from use of thepremises by the applicant or any person using facilities under the sponsorship of the applicant.There will be a fee of up to $250.00 charged if any damages and/or hall(s) is left in an


50/73

50

unacceptable condition. The Bradford West Gwillimbury Department of Leisure Servicesreserve the right to impose a liability deposit. Any damage to facility property will result incancellation of future rentals plus expenses for repairs to damaged property.

7. The Bradford West Gwillimbury Department of Leisure Services does not assume anyresponsibility for any accidents or injuries sustained by participants in any program in thebuildings or on the grounds so designated or the loss of personal or organization effects storedor left in the buildings or on the grounds, unless arising out of the negligence of the Bradford

West Gwillimbury Department of Leisure Services.

8. The applicant and/or organization using the facilities agrees to indemnify and save harmlessthe Town of Bradford West Gwillimbury or its agents from all claims as a result of bodily injuryor death to any person(s) or for the damage arising out of the applicants use or any personusing the facilities under the sponsorship of the applicant of the facility as aforesaid, unlesssuch damage or injury arises out of the negligence of the Bradford West GwillimburyDepartment of Leisure Services.

BANQUET HALL RULES AND REGULATIONS

1. Permit and payment must be returned within TWO (2) WEEKS from date of issue or permit willbe cancelled.

2. Cancellations: FOURTEEN (14) DAYS notice is required for any cancellations; otherwise,privileges may be suspended until payment for cancelled time is made. Non-use of Hall/Roomwithout prior notice will be charged accordingly.

3. Deposits will be forfeited in the event of cancellation unless facility is re-rented THIRTY (30)DAYS prior to function date. At that time 50% of the deposit will be refunded. Refunds oradjustments for Flat Rate charges do not apply.

4. Permit holder is responsible to ensure that the kitchen (where applicable) has been left in aclean and orderly condition and further that permit holder will be held responsible for missingor damaged equipment.

5. Confetti, rice or special effects [ie. Smoke, Fire, Sparklers] are not permitted in or around thefacility clean up will be charged accordingly.

6. Permit holders guests shall not be allowed to roam freely outside the area rented.

7. Fire Regulations, Liquor License Act Regulations and/or Public Health Act Regulations willgovern maximum attendance and all rules and regulations of those agencies must be adhered

to.

8. All goods (liquor, dishes, mix etc) brought in by the applicant must be removed at the end ofthe allotted time. The Bradford West Gwillimbury Department of Leisure Services will not beheld responsible for supplies left after the applicants time. Facilities shall be vacated no laterthan the time stipulated on the permit. Alcohol is not allowed unless authorized and anappropriate Special Occasion Permit authorized by the L.L.B.O. has been obtained. Saidpermits must be posted near the bar on the premises for which the permit is issued. Theapplicant must adhere to the Bradford West Gwillimbury Municipal Alcohol Risk ManagementPolicy. If directed by the Bradford West Gwillimbury Department of Leisure Services theapplicant shall provide security. Security to be responsible as follows: a) preventing


51/73

51

disturbances of any nature; b) removal of unsavory and unwanted guests; c) where MinorsAllowed Permit assuring no minors consume alcohol; d) where No Minors Permit assuringthat no minors gain entrance into facility; e) ensuring that rented premises are cleared at theallotted time as indicated on permit.

SITE CONTACT INFORMATION:

For more details and information on booking each location, please look at the following pages.

Field Bookings: Town of Bradford West GwillimburyLeisure Services Department

Attn: Teresa Fairbarn, Facilities Booking Clerk905.775.2162 [email protected]

Park Booking: Town of Bradford West GwillimburyLeisure Services Department


Hall/Facility Booking: Town of Bradford West GwillimburyLeisure Services Department


School Booking: Simcoe County District School BoardDon Kennedy, Permit Clerk705.734.6363 [email protected]

Simcoe Muskoka District Catholic School BoardDarlene Charlebois, Permit Officer705.722.3559 ext. [email protected]


52/73


53/73

53

insurance is valid and approved.

EXTRA INFORMATION:Type of Special Event Minimum InsuranceCoverage Walk-a-thons Fun Runs Running Events of all distances

Biathlons Triathlons Bike Races Parades Filming Sport Tournaments with alcohol Other events not otherwise classified (i.e. bus pull) Dance Street Parties Beer Gardens Toll Lanes

Other event which includes the consumption of alcohol $2,000,000 Sport Tournaments without alcohol $1, 000, 000

Liability Requirements:Whether your special event is insured under the Town of Bradford West Gwillimbury insurance oranother insurance company, a volunteer special event committee is autonomous. However, whenentering an agreement, the member(s) who sign a contract are legally responsible to uphold theterms and conditions of the agreement. All members who vote in favour of assuming any debts of theorganization are legally responsible for those debts. For any special event, the committee istherefore responsible to adhere to the following:

Organizational: Uphold the constitution, by-laws, goals and objectives of the organization. Have a full knowledge and clear understanding of board and operationspolicies, procedures and standards. Use care, diligence and skill in performing the tasks of a director. Assess the needs of membership, staff, volunteers, client group and community. Evaluation of all aspects of the operation.

Financial: Avoid making a profit at the organizations expense. Manage the organizations finances properly and be accountable for all

income and expenditures. Ensure all employee deductions and income tax remittances have beenpaid to Revenue Canada Ensure that proper and sufficient insurance is available, including contentsinsurance and liability insurance for both the directors and public.

Personal: Act honestly, in good faith and in the best interest of the organization. Utilize personal skills and experience for the benefit of the organization. Disclose to all members of the board a conflict of interest. Foresee the consequences of a course of action before taking that action.


54/73

54

Adhere to the oath of confidentiality. Do not act outside the boards area of authority. Give advice, ask questions and make decisions with regard to staffsuggestions, and Be loyal to the organization Act within the purposes of the organization.


55/73

55

DEPARTMENTOF LEISURESERVICES

COMMUNITY ASSISTED/FACILITATEDEVENTS

SECTION 4

L.ALCOHOL LICENSINGDue Date:Three months prior to the event

OVERVIEW:Special Occasions Permit: A permit is needed any time liquor is sold or served anywhere other than in a

licensed establishment or a private place. A private place is an indoor area usuallynot open to the public and not open to the public during the event (i.e. A residenceor private office). Special Occasion Permits are for occasional special events only, not for privateprofit. If you intend to serve liquor for private profit, you must obtain a liquor license.

A permit may be revoked before the event if the AGCO has reason to believe theevent is being used for personal gain.

Alcohol Risk Management Policy: The Town of Bradford West Gwillimbury has developed a Municipal Alcohol Risk ManagementPolicy to ensure the safety and enjoyment of patrons using Town facilities/parks. All event sponsorsare required to abide by this policy. Under Town Councils Alcohol Risk Management Policy, alcoholic

beverages are not allowed on Town property unless licensed under the authority of a SpecialOccasion Permit. This is a guide to certain relevant legislation only. It does not purport to recite allapplicable statutory references. For more information on the Municipal Alcohol Risk ManagementPolicy, please refer to the appendix of this section.

YOUR RESPONSIBILITY: Be ultimately responsible for the safety and sobriety of people attending the event. Abide by the regulations set forth by the Liquor License Act. Abide by the regulations set forth in the Alcohol Risk Management Policy.

STEPS TO OBTAINING A SPECIAL OCCASIONS PERMIT:1. Three months prior to the event contact the L.C.B.O for a Special Occasions Permit

Application Form.

2. Complete the Special Occasions Permit Application Form.

3. Write a letter to the Police, Fire, Paramedics, and Health Departments (3 separateletters),requesting approval of alcohol at your Special Event. Along with each of yourletters, be sure to include the following information: A copy of your completed Special Occasion Permit Estimated attendance, security and control measures for the event


56/73

56

A sketch of the outdoor area, indicating the:o Location of event

o Location of beer tent or fenced enclosure and bar, including location ofentrances and exits to enclosure.o Location and number of washrooms

o Location of food service area and type of food being served

4. Once you have completed the above steps, return your Special Occasion PermitApplication Form to an issuing L.L.B.O. (at least two months prior to event). In your letter, be sure to include the following in your application:o A letter outlining the Special Event in detail.

o Copy of advertising

o Letters of Approval from the Board of Health, Police and Fire Departmentand the Town of Bradford West Gwillimbury.

5. The L.C.B.O. will review your Permit Application and contact you when it has beenapproved. It will be available for pick-up at the location that the L.C.B.O. specifies.

6. Send proof of the Special Occasions Permit to the Recreation & Events Programmer.

7. Send a list of your bartenders and their Smart Serve Certification Numbers to yourSpecial Events Liaison.

8. Complete the Special Occasions Permit Checklist. A copy of this checklist can befound in the appendix of this section.

9. Post your Special Occasions Permit onsite on the day of your event.

SMARTSERVECERTIFICATION

All bartenders and beverage garden security must provide proof of Smart ServeCertification two weeks before an event. All individuals are responsible to have theirSmart Serve Card with them at the event and be able to show it upon request.The course can be taken on-line, visit www.smartserve.ca, for further information.

EXTRA INFORMATION:Applicants: Applicants must be 19 years of age or older to apply for a Special Occasion Permit.You may be asked to provide acceptable identification. If the applicant is an organization, a member or representative of at least 19 yearsof age who has signing authority for the organization must sign the application.

Applicants must submit any information, records, materials, documentation orapprovals to the AGCO as requested. The permit holder or representative shall attend and be present throughout theSOP event. The permit (and levy receipt for Sale events) must be posted in anoticeable place during the event.Security: Security is required if your event includes alcohol. For more information onSecurity, please see Section 16 Security.Recommendations for your Special Event: Create the required signage to post ahead of time. Required signage are:


57/73

57

o The hours of operation

o The time that tickets are not sold any longer

o The time that drinks will not be served any longer

o The time period that tickets will be redeemable for cash

o The designated driver program

o The location of where low & non-alcoholic drinks are available Use a counting device when serving alcohol to patrons and to keep track of theamount of people entering and exiting the beer garden to ensure the legal limitoccupancy is abided by.


58/73

58

Appendix 8

Sample


59/73

59


60/73


61/73

61


62/73

62

8/8/2019 Special Events

special events manual revised april 21 2010

Documents