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You can contact the Cultural Office at 604-467-7325 or by email for any questions during your Special Event Application and Planning.
The City of Maple Ridge supports special events and festival activities that benefit its residents, businesses, and visitors. These events foster community spirit, pride, and make Maple Ridge a wonderful place by supplying opportunities for social, economic, and cultural development. Apply online.
a. Grassroots Grants: available for emerging, small, or new festivals that have been public presented less than three years. Apply year-round until available funds are distributed.
b. Festival Support Grants: For established special events/festivals that have taken place for three or more years. There are two intake deadlines – March (for festivals taking place between May – September) and September (for festivals taking place between November – April)
After you submit your Special Event Application, you will receive a confirmation email or phone call that your application was received. Your application will be reviewed by the Festival and Event Safety Team consisting of representatives from Engineering, Parks, RCMP, Fire and Festivals. Please allow up to three weeks for your application to be processed, as well as additional time to follow up on feedback for changes and revisions before a permit can be granted. We recognize everyone’s time is valuable and limited and appreciate your cooperation to work with us.
You must notify the City of Maple Ridge of any material changes to your application by contacting the Culture Team.
The City of Maple Ridge issues Special Event Permits for festivals and events taking place on City Property including parks, streets, sidewalks, and civic facilities.
For events taking place on private property ensure to check applicable Maple Ridge Bylaws regarding your activities including but not limited to:
Zoning Bylaw No.76000-2019 - Permitted use of property.
Noise Bylaw No. 5122-1994 - “No owner or occupier of property shall allow that property to be used so that a noise or sound which originates from that property disturbs or tends to disturb the quiet, peace, rest, enjoyment, comfort or convenience of the neighbourhood or of persons in the vicinity."
Once you have received Preliminary Approval for your Special Event Application, you can proceed with making the final arrangements for your event.
The City of Maple Ridge requires that the organizer have a five million dollar ($5,000,000) general liability insurance policy in place, naming the City of Maple Ridge and School District 42 as additional insured. The policy must cover all activities taking place at the event and may not list any exclusions relating to activities being presented as part of the event. The policy must be in place from the first day of set-up to the last day of clean-up. Detailed requirements will be listed on your facility use/special event agreement. Work with your insurance provider to ensure that your event is appropriately insured.
If any alcohol is being served at the event (such as a beer garden or vendor tasting), the insurance policy must include host liquor liability.
The City of Maple Ridge reserves the right, solely at its discretion, to set higher insurance limits based on best practices or risk management recommendation. This may be required depending on the type of activity planned during the event (e.g., fireworks display, amusement rides, etc.).
We recommend connecting with a local insurance broker, such as a broker who supplies your home insurance or business insurance. Basic events with limited scope and risk may qualify for subsidized insurance through the Municipal Insurance Association of BC’s Event Policy Portal. Please assess all activities at your event and ensure you have the correct insurance coverage.
Send a copy of your insurance certificate to the Culture Team at least 2 weeks prior to your event.
Fees will vary depending on the type of organization booking the event and what facility space is required, as per the most recent City of Maple Ridge Fees & Charges Bylaw No. 7575. Contact the Culture Team for more details on your specific situation.
A deposit of $200 or more may be charged by the City of Maple Ridge to your account for each park booking and/or equipment rental. If equipment and park services are in good working condition after your event, the deposit will be returned by the original form of payment. Alternatively, the deposit can remain on your account if you host an annual event.
Please refer to the Parks Regulations Bylaw 7085-2014 (PDF) which outlines the use of City parks for festivals and events. Check out our Special Events Manual for helpful details.
Washroom facilities are limited, and you may need to arrange for portable toilets at your expense. When portable toilets are required, please discuss placement, drop-off, and pick-up with the Culture Team during the application process.
Parks are for the enjoyment of everyone; posting bills is not permitted in any park, facility, or grounds. The City of Maple Ridge promotes community festivals through various marketing efforts, such as the Online Calendar.
If an inflatable device(s) is being used at a public event, such as a school fair or community block party, an operating permit from Technical Safety BC will be required, as well as a licensed contractor to operate it. A list of certified contractors is available online. Inflatable devices are subject to specific parks guidelines.
Spiking is not permitted in any park, facility, or grounds in Maple Ridge. Tents and equipment must be secured to the ground with weights or a similar securing mechanism. As there are water and electrical services underground, any spiking creates a safety and maintenance issue. Damage to park surfaces will be reviewed and may be billed back to the event responsible for damaging them.
To keep our parks in good condition and reduce maintenance, vehicles and trucks are not permitted to drive on the grass areas. Maintenance roads and vehicle access points may be available depending on the park. Please contact the Culture Team about specific parks and their access routes.
It is the responsibility of the event organizer to clean up during and after the event, and to leave the site in the original condition it was found in or better. In cases where single-use material is being sold onsite, a Waste and Recycling Plan will be required.
Any mobile food vending unit that is used outdoors for the preparation and dispensing of food and/or beverages and that has cooking appliances, will require a food permit from Fraser Health, a valid Maple Ridge Business License and a yearly inspection of equipment, fuel sources, fire extinguishers, and other safety requirements from the Greater Vancouver Fire Chiefs Association (GVFRCA).
These guidelines, along with the application and approval process, have been developed to create a regional approach to mobile food vendor inspections, helping to speed up approvals for mobile food vendors that travel throughout the Lower Mainland across multiple municipalities.
Please refer to the links below for more information from the Greater Vancouver Fire Chiefs Association and ensure that all mobile food vendors are compliant with these guidelines.
The City of Maple Ridge has event equipment available to borrow on a first come, first serve basis - we encourage you to book early. Requests for equipment are due to the Culture Team at least 20 days (about 3 weeks) in advance of your event and are subject to equipment and staff availability. A list of equipment that is available to request will be supplied once preliminary approval has been granted for your event.
A minimum deposit of $200 is required when borrowing equipment. Equipment fees will vary depending on the type of organization that is booking the event and additional fees may be charged for staff time to aid with the set-up and take-down of equipment.
Please contact the Culture Team at least one week prior to your event to arrange for key pick-up. Keys can be picked up 1-3 days prior to your event and may be subject to a deposit.
Many Maple Ridge parks and facilities have 120v power access. When booking your specific site, speak with City Staff about what power is available. Please note that some parks may require City Staff to activate power for an event, due to an increased potential for vandalism.
Electrical cables must be grounded, in good repair, and of appropriate gauge /design for intended use. Event organizers will be responsible for checking that the cables work. Cords should be covered, preferably by an industry standard cord cover, to reduce tripping hazards, especially in areas where cords are crossing a sidewalk, roadway, or other areas where pedestrian traffic exists.
Municipal roadways are subject to the City of Maple Ridge Highway and Traffic Bylaw No. 6704-2009. There are many situations where a Highway Use Permit from the municipality is required. Prohibited uses without a permit include but are not limited to:
If you are unsure whether you need a permit for your event, please connect with the Culture Team via email or phone at 604-467-7325.
Applications are available online and can be submitted to the Culture Team via email or in person by dropping off at the City Hall reception desk, “Attn: PRC – Culture." For a streamlined Highway Use Permit Application, please contact the Culture Team.
To submit a Highway Use Permit Application for construction, transportation or other commercial related activities visit our Engineering webpage.
A valuable resource in planning road safety during an event is the Traffic Management Manual for Work on Roadways (TMM). This outlines the fundamental principles and guidelines for traffic management and traffic control with the goal of protecting workers and ensuring the safe and efficient movement of road users through a work zone. When applying for a Highway Use Permit (HUP), a Traffic Management Plan describing all traffic control measures will also be needed.
A Traffic Control Person is an individual certified by the BC Construction Safety Alliance meeting the requirements under Section 18 of the Occupational Health and Safety Regulation. Depending on the role, a well-versed volunteer may be able to support a road closure, however due to the risk of some high traffic areas, City Engineering staff may determine that TCPs (Traffic Control Personnel) are a requirement for a permit. Please contact the Culture Team at 604-467-7325 to discuss these potential situations.
It is the responsibility of the event organizer to arrange and budget for traffic control personnel (TCP) based on the scope of the event. City Staff, RCMP or Bylaws will not direct or manage traffic, and their availability to attend community events is extremely limited.
Provide a Loading/ Unloading plan with your application, including a schedule, any special equipment requirements, traffic flow, etc. Be sure to communicate the final Loading/ Unloading plan with vendors, staff, and volunteers at least 5 days or more prior to your event. To decrease congestion and to ensure fire lanes (with 20’ clearance) are always kept open, please plan for a staggered set-up and take-down before and after your event. The event organizer is responsible for monitoring and keeping fire lanes clear during the event. Connect with the Culture Team to view resources, such as maps, to help identify fire lanes, loading zones, and no parking zones.