The Town of Peace River supports community events as an important part of Peace River’s community and recognizes that Special Events enhance tourism, culture, recreation, education and provide economic benefits to businesses operating in the Town.
This information is applicable to all events and activities occurring in the Town of Peace River on any public property or as deemed necessary by the Town of Peace River. Please contact the Community Services department (or appropriate department) if you have any questions or concerns regarding your Special Event.
Here are a few guidelines to consider in your planning process.
NOISE BYLAW
Under Bylaw No.1939 a Special Event Permit may be required for outdoor venues, to address the potential noise implications of the event.
If events are within 9:00am and 11:00pm on weekends – a permit would not be required.
https://peaceriver.civicweb.net/filepro/documents/92032/
FOOD
Anyone who provides prepared food to the public must inform Environmental Public Health, through Alberta Health Services. There is an application for food services that must be submitted, in addition to safety information for our group/organization to follow.
Local contact for the Peace River Health Centre – Environmental Public Health office: 780-624-7500
https://www.albertahealthservices.ca/assets/wf/eph/wf-eh-special-events-faq.pdf
https://www.albertahealthservices.ca/eph/Page13999.aspx
FACEPAINTS/TEMPORARY TATOOS
If you are providing face painting or temporary tattoos at your event, there are Public Health requirements for these services. Alberta Heath Services provides guidelines for groups to follow for the safety of participants. In addition, a Temporary Personal Services (Vendor) Notification form must be completed and submitted to Environmental Public Health.
https://www.albertahealthservices.ca/eph/Page13999.aspx
PORTABLE TOILETS AND HANDWASHING STATIONS
Event organizers are responsible for the provision of sanitary services for their event. There are ratio requirements under Alberta Health Services, Environmental Public Health (EPH).
The requirements of Alberta Health Services, Environmental Public Health (EPH) for the safe operation of personal services at temporary events and trade shows are described within the “Requirements for Personal Services at Temporary Events and Trade Shows” document. Please refer to the Personal Services Regulation for a complete list of requirements.
The Organizer of any Temporary Personal Services Event or Trade Show must notify EPH at least thirty (30) days prior to the event. You may be required to complete a Temporary Personal Services (Organizer) Notification.
More information, regulations and forms are available at https://www.albertahealthservices.ca/eph/Page13999.aspx
ROAD CLOSURES
Road closures or special road use of municipal roads requires approval.
Did you know that main street is a Provincial highway? For highway use, an application must be submitted to Alberta Transportation. An online permit application must be completed on the Alberta Transportation website.
For municipal roads an application for Road Closure must be completed and submitted to https://www.peaceriver.ca/roads-infrastructure/road-closure-request
ALCOHOL
Are you planning to host any alcohol at your event? There are very clear and strict guidelines set out by the Alberta Gaming and Liquor Commission. Ensure you have the correct permits, license and insurance prior to your event.
BUSINESS LICENCES
Are you selling merchandise, having vendors for food or merchandise at your event? If this is the case, you will be required to obtain a Business license for the event.
TENTS/STAGES/TEMPORARY STRUCTURES
Stages, tents and other festival-type structures are buildings as defined by the Alberta Building Code, and as such, owners and event organizers are required to apply for a building permit any time a stage, tent or other festival-type structure is constructed, installed or erected, regardless of the duration or timing of the event. Any tent or structure over 10m sq.
(100 ft sq.) requires a permit, providing nothing smaller has no cooking equipment. Peace River Fire Department re-quires inspections of temporary structures in the interest of public safety. In particular, stages, tents and other festival type structures of a larger size; that are adjacent to other structures; have a high occupant load; or involve activities that carry a fire or explosive risk, such as housing commercial cooking equipment; require a permit and must be inspected. Building Permit Applications are available at the Town Office and through the Town website: https://www.peaceriver.ca/Development%20Applications%20%26%20Permits
For more information, please contact the Town of Peace River Development Officer :780-624-2574 or development@peaceriver.ca
FIRE CODE
There are Fire Code implications for event organizers, especially when an event is utilizing tents, and there are portable food preparations on site. The following brochure provides the event organizer with further information to assist in a plan for a safe event.
Tents & Air-Supported Structures
· Tents and air-supported structures, bleachers and raised platforms shall be constructed in conformance with the Alberta Building Code.
· Tents shall adhere to the requirements of CAN/ULCS109 Flame Tests of Flame-Resistant of Textiles & Films”.
· Flame retardant treatments shall be renewed as often as required to ensure that the material will pass the match flame test in NFPA 705.
Electrical Systems
· Electrical systems and equipment in a tent or air supported structure shall be maintained and operated in accordance with the electrical regulations made pursuant to the Safety Codes Act. All electrical equipment shall be inaccessible to the public.
Fire Watch
· A person shall be employed for no other duties than for fire watch when a tent or air-supported structure is occupied by more than 1000 persons.
Fire Department Access
· Fire department access to buildings and laneways must be always maintained for fire department vehicles.
Fire Extinguisher
· All tents and air-supported structures shall be equipped with fire extinguishers meeting the requirements of NFPA 10 “Standard for Portable Fire Extinguishers”.
· All fire extinguishers shall be serviced and tagged annually by a certified fire extinguisher company.
Exits
· A maximum travel distance of 30m to an exit shall be provided.
· Where only one exit is provided from a tent or airsupported structure, a maximum occupant load of 60 persons and a maximum travel distance of an exit of 15m shall be adhered to.
· Exit and exit doors must be clearly visible at all times and free of storage accumulation. Open Floor
Areas
· Open floor areas intended for the gathering of occupants during a special event in the following arrangements: non -fixed seats, non-fixed seats and tables, standing space and spaces intended for the sale of alcohol, shall have floor plans reviewed and approved by the Fire Prevention Officer with the Peace River Fire Department. These areas are subject to maximum occupant load requirements and certificate issuance.
· Seating and table arrangements shall be in accordance with the Alberta Fire Code—Section 2.7 Safety to Life. Contact the PR Fire Department for further info.
Open Flames and Smoking
· Open flame devices and smoking shall not be permitted in a tent or air-supported structure while it is occupied by the public. Fire performance acts are prohibited in all Town of Peace River owned/operated facilities. Portable Food Preparations
· Any natural gas and propane system installations in portable food-service units must comply with the requirements of the Gas Code Regulation.
· Additional requirements may apply involving fire protection, air supply, exhaust or ventilation systems that may require additional permits within the building or electrical disciplines.
· If equipped with Commercial cooking equipment such installations shall comply with NFPA 96-2004 “Standard for Ventilation Control and fire Protection of Commercial Cooking Operations”.
Contact the Peace River Fire Department for more information or with questions: 780-624-2993
EMERGENCY PLANNING
When planning an event, its important to plan for emergencies;
- First Aid Events
- Natural weather occurrences, such as high winds, rain, and lightning.
- Fires
- Lost children
Organizers planning special events held within or outside buildings which deviate from regular operations of the space or building should prepare a fire safety plan (FSP) specific to the event itself.
What to include in an Emergency Plan?
1. Emergency contact numbers for all parties involved (organizers) in the event.
2. What to do in case of an emergency (fire, medical, lost child, weather event) complete with contingency plans.
3. Detailed site plans and layout of the special event.
4. Identify First aid stations and first aiders for the event.