Find out who can apply, how to apply, fees, processing times and more for the City Clerk’s Office permits and licences.
Cenotaph use requests
Groups who intend to gather at the Cenotaph in Victoria Park must first obtain approval from the City Clerk.
Erected originally in 1934 and restored in 2017, London's cenotaph is an exact replica of the cenotaph in Whitehall, London, UK, which was designed in 1919 by Sir Edwin Lutyens.
London Ontario's Remembrance Day Observance is held at the cenotaph. Organized and hosted by a private volunteer committee of the Royal Canadian Legion, this annual ceremony takes place on November 11 at 10:45 a.m., with two minutes of silence observed at 11:00 a.m.
Commissioner of oaths
Commissioner of oath services are available by walk-in at City Hall. If you have any inquiries prior to your visit, please call 519-661-4530.
A commissioner is a person authorized by the Province of Ontario to take oaths or declarations when you sign an affidavit or statutory declaration. A commissioner does not certify that the statements being made in the affidavit or statutory declaration are true, but only certifies that an oath or solemn affirmation has been administered properly. This authority is conferred to the City Clerk and designated by the Commissioners for taking Affidavits Act.
The City Clerk’s Office does not provide notary public services and cannot notarize documents. A list of notary public or lawyers can be found in your local phone directory or online.
Find a notary public or commissioner of oaths for taking affidavits
The City Clerk’s Office does not provide services related to affidavits to be filed in court proceedings. These may be sworn before a court official authorized to take affidavits where the documents are to be filed. Often a fee is required.
Since the nature of documents varies greatly, it is strongly recommended that you contact the City Clerk’s Office prior to your visit to confirm that your documents can be commissioned at City Hall.
Responsibility
If you are signing a legal document that requires your oath, the content of that document is your sole responsibility. When you are making an oath, you must understand the details in the document to which you are attesting – and you must understand that, by swearing an oath, you are attesting that those details are correct.
If a commissioner of oaths is unsure about the identity of the individual or the content of the document, the commissioner of oaths may refuse to sign the document. It is at the sole discretion of the individual commissioner of oaths whether they choose to sign any document or declaration.
Process
The request for the commissioner of oaths service must be made by the same individual(s) taking the oath and signing the document. You must present one original and valid government issued piece of photo identification with a signature on it (a driver's licence, a government issued identity card, a passport, for example). If your identification is in a language other than English or French, an official translation of the document may be required.
Your signature must be witnessed in front of the commissioner.
Fees
$30.00 plus applicable taxes per commissioner of oath signature
$45.00 plus applicable taxes per statutory declaration and signature
Drop down: Hours and places of service
Commissioner of oaths services are offered at the lobby counter on the first floor of City Hall and in the City Clerk’s Office on the third floor of City Hall, Monday to Friday from 8:30 a.m. to 4:15 p.m.
List of documents the City Clerk’s Office can commission
- City of London generated documents
- Domestic and Foreign Pension documents (Proof of Life documents will specify which individuals are authorized to certify/confirm the document)
- Immunization exemptions
- Statutory Declaration of Apprenticeship Hours
- Canadian Citizenship forms
- Delayed Statement of Live Birth
- Legal Name Change forms
- Affidavit of Lost Cheques
- Statutory Declaration of a Lost/Stolen/Counterfeit Bank Card
- Sworn Statement for the Transfer of a Used Motor Vehicle in the Province of Ontario
- Statutory Declaration for OSAP – Statement of Common Law Status/Supporting Children
- Travel Affidavit
- Statutory Declaration of Theft of GST or Federal Cheques
- Affidavit of Unregistered Vehicle (boats, motorcycles, snowmobiles, trailers etc.)
- Affidavit of Proof of Residency
- Affidavit for Lost/Stolen or Damaged Passport
- Affidavit of Proof of Loss of Motor Vehicle/boat (from an Insurance Company)
- Amendment to Birth/Death/Marriage Certificate forms
- Statutory Declaration by a person for a change of sex designation
- Passport in Lieu of Guarantor (specific Federal Government form only)
- Statutory Declaration by contractor regarding holdbacks/security deposit
- Statutory Declaration of Progress Payment Distribution – subcontractor
- RRSP withdrawal due to financial hardship
- Travel Industry Council of Ontario – Affidavit of Customer Claimant
List of documents the City Clerk’s Office cannot commission
- Certified True Copies
- Wills, “Living Wills”, Codicils to Wills or Estate Settlement documents
- Real Estate documents
- Court, Legal, or Civil issue related documents
- Power of Attorney
- Divorce, Separation, Marriage or Cohabitation documents and/or agreements
- Custody documents
- Documents related to debt
- Declaration of Claimant and Indemnity
- Declaration for Replacement of Shares
- Statutory Declaration of Progress Payment Distribution – Holdback Security Deposits
- Tender documents
- Declaration of a Translator
- BYID Card Application (Age of Majority Card)
- Ontario Mortgage Corporation documents
- Affidavits required for Landlord and Tenant Board
- Land Transfer documents
- Mining Claim Forms/Transfers/Duplicate Prospector Licence Applications
- Statutory Declaration of Lost Identification
Community flag pole requests
Requests to utilize the community flagpole are governed by the Flags at City Hall Council Policy, and administered by the City Clerk.
Community Flag Pole Request Form
Blackout dates for requests
The community flagpole will be utilized on the following occasions:
- June 6: “Our London Family” flag to be flown
- September 30: “Every Child Matters” flag to be flown to recognize National Day for Truth and Reconciliation (National Orange Shirt Day).
Community suite
Budweiser Gardens community suite
The City of London provides community organizations use of a community suite and ten free tickets to regular season and playoff London Knights games at the Budweiser Gardens. In addition to London Knights games, the community suite is also available for other entertainment events, but community groups are responsible for purchasing tickets to these events. The Community Suite Policy offers a simplified application process to make it easy for eligible applicants to access use of the community suite.
What is available with the community suite?
The Community Suite at the Budweiser Gardens provides the following amenities:
- 14 comfortable seats
- Host/hostess service
- Private suite-level washrooms
- Catering available
- Cable television
- 3 VIP parking passes
Budweiser Gardens offers catering to the Community Suite (at the cost to user groups). Menus, details, contact information and ordering forms can be found by visiting the Budweiser Gardens website.
Who is eligible for use of the community suite?
Access to the community suite is limited to registered charities, incorporated non-profits, minor sports associations’ administration, and neighbourhood associations. These groups who are involved in fundraising for projects related to City-owned facilities or City-operated or supported program activity and service clubs are eligible to apply for use of the Community Suite.
How do eligible groups apply for use of the community suite?
The Community Suite Policy offers a simplified application process to make it easy for eligible applicants to access use of the Community Suite. Community groups can apply to the City Clerk’s Office using our Community Suite Application form. These can be submitted to the following location:
City of London
City Clerk’s Office
300 Dufferin Ave, Room 308
London ON N6A 4L9
lottery@london.ca
City of London Community Suite Policy
Once staff have reviewed the application, we will notify your group with respect to the review. If approved, you will receive notice of any upcoming draws for events.
When do community suite draws occur?
Due to the limited number of home games, the City Clerk’s Office holds the draw in late August and early September for regular season home games. Applicants will then have their names entered in a random draw to receive the date of their home game.
Rules of the draw:
- Each group must have a representative present to win a date
- A representative can only represent one group per draw event
- Once a group has been awarded a date for the community suite, they will not be eligible for re-use of the community suite until all other eligible groups present have been offered a chance to win.
London Knights play-off games and other entertainment events are also determined by draw at different times throughout the year. Groups will be notified by email of various times and dates for different draws.
Requirements of the user group for use of the community suite:
- The user groups will be responsible for the behaviour of their users and will be required to abide by the same rules as other Suite holders. Information on these rules and policies can be found on the Budweiser Gardens website.
- Each group will be responsible for all food and beverage costs, ticket costs (except regular season London Knights hockey games) and damages associated with the use of the suite.
- For information on food and beverages, please visit the Budweiser Gardens website or contact Chrystal Ferguson at 519 667-5737.
- For information on ticket costs for entertainment events, please visit the Budweiser Gardens website or contact Chrystal Ferguson at 519 667-5737.
- For information on food and beverages, please visit the Budweiser Gardens website or contact Chrystal Ferguson at 519 667-5737.
- Each group will be required to submit the following to the City Clerk’s Office along with a $250 refundable cheque (made out to “City Treasurer”) to be used as security for the use of the Suite:
- provide proof of insurance
- the City of London’s Standard Certificate of Insurance Form completed and signed by your insurer
- OR purchase “game day” insurance from the City Clerk’s Office prior to your event.
- Where tickets are required to be purchased for an event, groups will be required to purchase those tickets 10 business days prior to the event. For information on ticket costs for entertainment events, information will be provided to groups by the City Clerk’s Office as it becomes available. Please email lottery@london.ca or call 519 661-4530.
Lighting requests for City of London buildings
Requests to illuminate City of London buildings and display the official colour associated with a charitable or non-profit organization are governed by the Illumination of City of London Buildings and Amenities Council Policy, and administered by the City Clerk.
Exterior Building Lighting Request Form
Blackout dates for requests
City of London buildings and amenities with multi-colour capable LED lighting installations shall be illuminated on the following occasions:
- June 6: purple and green for Our London Family;
- the remainder of June: rainbow for national Pride month (noting that individual lighting requests will also be accommodated);
- July 1: red and white for Canada Day;
- September 30: orange for National Day for Truth and Reconciliation (National Orange Shirt Day);
- November 10 and 11: red for Remembrance Day;
- Rest of November: purple for Shine the Light on Woman Abuse;
- December: red and green for the holidays.
Lottery licensing
Visit our lottery licensing page for more information.
Marriage services
Visit our marriage and oaths page for more information.
Municipal notification – Alcohol
Complete the form below to obtain proof of notification, a requirement as part of your Special Occasion Permit (SOP) application to the Alcohol and Gaming Commission of Ontario (AGCO). It is recommended you review the Special Occasion Permits page on the Alcohol and Gaming Commission of Ontario website for more information before proceeding.
You are required to upload a detailed site map showing the location and dimensions of the licensed area in section 4 (example from the AGCO). Submissions without a site plan included will not be reviewed, and you will be notified to resubmit the entire application by city staff.
Tents for Outdoor Events - a tent or group of tents is exempt from the requirement to obtain a building permit and comply with the OBC 2012 provided that the tent or group of tents:
- Have an combined ground area of not more than 60 sq.m.
- Are not attached to a building.
- Are constructed more than 3m from other structures.
Municipally significant event designation
If you are a public event organizer seeking designation of your public event as a “municipally significant event” for the purpose of applying to acquire a Special Occasion Permit under the Liquor License Act, please complete this form in its entirety (ensuring you select yes for the question in section 5).
Public events must meet the following criteria, to be considered by the City of London for designation as a municipally significant event:
- Fall within the definition of municipally significant event;
- Serve the public interest by upholding the by-laws and policies of The Corporation of the City of London, and any other applicable legislation; and
- Host no less than 100 members of the general public.