Special Event Application Form (COVID-19)

In light of COVID-19, the Province of New Brunswick has prohibited large public gatherings (including festivals and events) for the remainder of 2020.

For municipal updates on COVID-19, please visit: https://sussex.ca/covid-19/

If you are considering offering programming that would respect existing Provincial regulations, we encourage you to complete the application form below to begin the review process.

Before beginning you are encouraged to read the Special Event Policy and Town of Sussex Operational Plan – Appendix B to familiarize yourself with the requirements.

IMPORTANT: Applications must be submitted at least 30 days before the event to allow for processing and approval by Sussex Town Council.

Please note that this form uses conditional formatting. Based on your responses, the form below will be modified to ensure that you are only presented with questions or fields relevant to your event.

Special Event Application (COVID-19)

Section 1 – Basic Event Information

Name of Event: *

Type of Event(s):

Gathering (50 or public gathering capacity permitted as per the current Mandatory Order by the Province of NB)

Preferred Location(s) of Event(s):

Rotary Amphitheatre

Leonard’s Gate

Princess Louise Park

Sussex Nature Walkway

Other

OtherOther

Event Set-up

Please add details for each set-up day you require in advance of your event.

Date:

Time From:

Time To:

Add Set-up Date Remove

Event Operation

Please add details for each day of your event. List hours event is open to the public.

Date: *

Time From: *

Time To: *

Add Event Date Remove

Event Clean-up

Please add details for each clean-up day you require following your event.

Date:

Time From:

Time To:

Add Clean-up Date Remove

IS THIS A RECURRING EVENT? *

Yes

If yes, date(s) your event was last held

Anticipated date(s) for next year

Note: These dates are NOT being submitted for approval. An application needs to be filled out.

Projected Attendance: *

Volunteer #: *

List of Volunteer Roles

Tentative Program of Activities:

Attach Program (if applicable)

Maximum upload size: 516MB

Registration, admission or other participation fees:

Section 2 – Request for Support

(General event support includes but is not limited to the provision of Town-owned Special Event Zones, the delivery and installation of event equipment [picnic tables, garbage cans, fencing], street closure support, inclusion of key events in marketing channels and general event planning guidance.)

PLEASE IDENTIFY IN WHICH OF THE FOLLOWING WAYS YOUR EVENT BENEFITS OUR COMMUNITY:

The event is operated by or for a non-profit/ charitable organization.

The event is a fundraiser for a local cause

The event is intended to attract visitors to the Sussex Region

The event is inclusive, accessible and available to the community at large.

The event occurs in the downtown core.

The event occurs mostly in Sussex (i.e. festivals with extensive programming).

The event contributes to enhanced quality of life in Sussex.

OtherOther

What type(s) of support are you requesting?

Refer to Special Event Policy 3.0 for more information.

Event Support Services

Event Support Services (venues, barricades, bleachers, etc)

Funding

Funding (sponsorship)

What is your specific request for EVENT SUPPORT SERVICES?

Town-owned Special Event Zone Town-owned Special Event Zone

Picnic Tables

Wood construction. Seats 6

Crowd Control Fencing

Steel. 6ft high x 10ft long

Pylons

Bleachers

Aluminum. Seat 50

Barricades

Wooden. Saw-horse style. Orange.

Garbage Cans

Street Closure Support

What is your specific request for FUNDING?

Funding (amount)

Proposed Recognition of Town of Sussex Support:

Any other information important to your event application:

Section 3 – Event Plan

Will your event include any of the following?

Check all that apply. Full and complete disclosure is required.

Street Closure

Street closure requests are reviewed by the Events Management Committee (EMC). If approved, EMC will submit the request and the recommendation to Sussex Town Council, on behalf of the event organizer. If necessary, the Town will also seek the required approvals for the use of Provincially Designated Highways from the New Brunswick Department of Transportation and Infrastructure on behalf of the event organizer.

Attach completed copy of Street Closure Request Template (Appendix G)

Maximum upload size: 516MB

Excessive Sound (past 10pm or before 7am)

Excessive Sound

A Noise By-law exemption request must be included in the application for any event that will create excessive noise past 10 p.m. or before 7 a.m., (Town of Sussex By-Law # 750-09).

Attach completed copy of Noise By-law Exemption Request Template (Appendix H)

Maximum upload size: 516MB

Tents, Inflatables (bouncy castles, etc), and Temporary Structures

All tents, inflatables, and/or temporary structures must be properly anchored. Under no circumstances are event organizers permitted to anchor these items into asphalt or other permanent surfaces.

List any tents, inflatables and temporary structures (include quantity, size, ownership, location and type of anchorage, and supervision provided):

Items that penetrate the ground more than 6 inches (15 cm), such as temporary fencing, signage posts or tent pegs, could potentially damage underground infrastructure (water, power and phone lines). Event organizers must obtain underground locates from the utilities listed below in order to have permission to install these items. I acknowledge that at least two weeks prior to the event, I will submit to submit all appropriate confirmation numbers to Sussex for final approval.

Yes

Food Vendors

List of Vendors:

It is the event organizers responsibility to contact the New Brunswick Department of Public Health (Health Protection Branch – South Region) to confirm that all food vendors are licensed. For more information, please call 432-2104. I acknowledge that not less than 14 days prior to the event, I will submit Public Health permits for ALL food vendors.

Yes

Alcohol/ Beer Garden

Have you applied or your liquor license through Service New Brunswick?

Yes

Please note that if the facility/ space to be licensed is owed by the Town, additional information will be required for your license.

Lottery/ Fundraiser/ Raffles

Have you applied for your lottery license through Service New Brunswick?

Yes

Electrical Access

List of Electrical Needs (include quantity and amperage of circuits, and required connection types):

Fireworks/ Pyrotechnics

A person may with the approval of the Council and under the supervision of the Fire Chief or his designate, set off or use fireworks within the Town.

Indicate the name and contact information of the Certified Fireworks Operator (or company) who will conduct the fireworks display:

Carnival Rides

Indicate the name and contact information of the carnival company who will be operating:

Compressed Gas (helium, propane)

SITE PLAN (required for all festival applications):

Maximum upload size: 516MB

Please print one of the pre-made site plans from the side menu. Mark this up with as much detail as possible. Scan, and attach here.

Describe event route (required for all parade, walk, run and/or roll applications):

OR, attach event route:

Maximum upload size: 516MB

Please include a list of all floats and vehicles:

OR, attach parade line-up:

Maximum upload size: 516MB

Section 4 – Financial Information

Attach a Budget Here:

Maximum upload size: 516MB

OR, you may complete the following: (See Appendix J for a sample budget)

Event Budget Details:

See Appendix J for a sample budget

List of confirmed sponsors and amounts:

List of targeted sponsors:

How do you plan to promote your event:

Section 5- Safety Plan

Have you hired a professional security company?

Yes

Name of company:

Details of Security Company engagement (Number of guards hired, hours, etc):

Have you requested RCMP assistance?

Yes

Details of RCMP request:

Will you have first aid on site?

Yes

Details of first aid provider engagement (Number of providers/volunteers, hours, etc):

Copy of Insurance

Maximum upload size: 516MB

Proof of insurance is only required after the event is approved. Event organizers must carry no less than $2 million in general liability coverage for the event and designate the Town of Sussex as additional insured with respect to the event.)

Section 6 – Contact Information

Name of Organization: *

Address: *

Address:

City

Province

Postal Code

Primary Contact Name: *

Email: *

Phone: *

Secondary Contact Name:

Email:

Phone:

I have read and understand the Event Policy prior to completing my application: *

Yes

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Special Event Application Form (COVID-19)

Section 1 – Basic Event Information

Type of Event(s):

Preferred Location(s) of Event(s):

Event Set-up

Event Operation

Event Clean-up

Section 2 – Request for Support

What type(s) of support are you requesting?

What is your specific request for EVENT SUPPORT SERVICES?

What is your specific request for FUNDING?

Section 3 – Event Plan

Will your event include any of the following?

Section 4 – Financial Information

Section 5- Safety Plan

Section 6 – Contact Information

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