Special event support

Special event services provide opportunities for Londoners to come together to participate in a safe, respectful and engaging manner. The City provides and facilitates unique opportunities for Londoners and visitors to enjoy the experiences that special events can bring to individuals, families and groups.  Londoners can enjoy over 140 special events and activities per year hosted at a number of well known sites, such as Victoria Park, Springbank Park, and the revitalized Springbank Gardens. 

The types of events the City can provide support with include:

• Major events
  • A largescale festival, concert or fundraiser/charity run.
• Marches, parades and walks or runs
  • A one-off or recurring march, parade, walk or run that does not use City of London property as the start or finish of the event.
• Bandshell rentals 
  • A bandshell is an open-air venue perfect for small- or medium-scale concerts and performances. With bandshell rentals available at Harris Park, Springbank Gardens and Victoria Park, enjoy fresh-air and park views at your next outdoor event.
• Neighbourhood park events 
  • These events are intended for neighbourhood groups and resident-led projects located in a local park. Neighbourhood parks are the perfect location for your next neighbourhood barbeque, outdoor movie night, free carnival or fair, art show and small-scale concert or performance. Please visit our supports for neighbourhood events page for more information on neighbourhood park events.
• Neighbourhood street closure events
  • A neighbourhood street closure event, where residents on a street plan an event for their street and neighbours. Neighbourhood street closures are the perfect location for your next neighbourhood barbeque, bike rally, free carnival or fair, art show and small-scale concert or performance. This does not include public street events where attendees from across London are invited to attend. Please visit our supports for neighbourhood events page for more information on neighbourhood street events.
• Dundas Place and Market Lane rentals
  • Dundas Place has a variety of rental options for large events and smaller activities or programming, including pop-up markets and activations, concerts and performances, festivals, bike rallies and outdoor movie nights. To learn more, please visit our Dundas Place web page.

We are happy to connect you with relevant community partners, including Electrical Safety Authority (ESA), Technical Safety Authority (TSSA), Middlesex-London Health Unit, City of London Building Division, London Police Services, London Fire Services, Alcohol & Gaming Commission, SOCAN, Smoke Free Ontario, London Arts Council, Dundas Place Manger, London Music Officer, Tourism London.

Please email SpecialEvents@london.ca or call 519-661-2489, extension 2379 to begin planning your event.

Located at 580 Clarence Street, Victoria Park is an ideal location for festivals and concerts, and bookings are available all year long. The capacity at Victoria Park is 20,000 people. Locates are required for the staking of tents. 

Looking to include a beer garden? Compliance with the Provincial Liquor Licence and the City of London Alcohol Policy is required.

Other amenities include the following: 

• Hydro/water outlets available
• Washrooms (wheelchair accessible)
• Picnic tables throughout park
• Band shell
  • Electrical outlets and sound system
  • Greenroom attached to band shell
  • All events with amplified sound and/or pre-recorded sound will not exceed a sound decibel pressure 90 decibels beyond 30 metres (100 feet) from the stage
  • Sound shall not start before 9 a.m. and shall end by 11 p.m. nightly
  • Accessible elevator lift (35 inches wide x 48 inches deep)

Located at 530 Ridout Street North, Harris Park is an ideal location for festivals and concerts, and bookings are available all year long. The capacity at Harris Park is 20,000 people. This park may be used for not-for-profit gated events. Locates are required for the staking of tents. 

Looking to include a beer garden? Compliance with the Provincial Liquor Licence and the City of London Alcohol Policy is required.

Other amenities include the following: 

• Hydro/water outlets 
• No washrooms available
• No parking lot
• Picnic tables available throughout park
• Gazebo
  • No sound system
  • All events with amplified sound and/or pre-recorded sound will not exceed a sound decibel pressure 90 decibels beyond 30 metres (100 feet) from the stage
  • sound shall not start before 9 a.m. and shall end by 11 p.m. nightly

Located at 285 Wonderland Road South, the Springbank Gardens Complex is an ideal location for walk-or run-a-thons and concerts. This facility is closed from Thanksgiving to April (washrooms winterized). The capacity at the Springbank Gardens Complex is 540 people standing and 150 people sitting. No staking for tents.

Looking to include a beer garden? Compliance with the Provincial Liquor Licence and the City of London Alcohol Policy is required.

Other amenities include the following: 

• Hydro/water outlets available
• Features: kitchen with fridge and room for bar or registration
• Washrooms (wheelchair accessible) - 3 each female/male
• Parking lot
• Band shell
  • Electrical outlets and sound system
  • Greenroom attached to band shell providing wheelchair access to stage
  • All events with amplified sound and/or pre-recorded sound will not exceed a sound decibel pressure 90 decibels beyond 30 metres (100 feet) from the stage
  • Sound shall not start before 9 a.m. and shall end by 11 p.m. nightly
  • No picnic tables but tables and chairs are available for rent

Located at 1085 Commissioners Road West, Springbank Park is an ideal location for walk- or run-a-thons. No special events will be approved from June to Labour Day. The capacity at the Springbank Park is 20,000 people. No staking for tents. No beer garden permitted.

Amenities include: 

• No hydro/water outlets
• Washrooms located throughout park  (wheelchair accessible)
• Parking at various lots throughout park (not exclusive)
• Picnic tables available throughout park.  To book a pavilion or picnic site, please call 519-661-5575.
• No band shell, but showmobile may be available. No amplified concerts are allowed.

Greenway Park (50 Greenside Avenue) and Gibbons Park (2A Grosvenor Street) are ideal for community walk- or run-a-thons. There are no events held at these locations between Thanksgiving to April (washrooms winterized). The capacity at these parks is 20,000. No staking for tents without locates.

Looking to include a beer garden? Compliance with the Provincial Liquor Licence and the City of London Alcohol Policy is required.

Amenities include: 

• No hydro/water outlets
• Washrooms (wheelchair accessible)
• Parking lot available - non-exclusive
• Picnic tables available throughout park.  To book a pavilion/picnic site call 519-661-5575
• No band shell but showmobile may be available.
• All events with amplified sound and/or pre-recorded sound will not exceed a sound decibel pressure 90 decibels beyond 30 metres (100 feet) from the stage
• Sound shall not start before 9 a.m. and shall end by 11 p.m. nightly

Located at 99 Dundas Street, Budweiser Gardens parking lot is a great location to host festivals and concerts. Bookings are available all year long, and the capacity is 10,000 people. No staking for tents

Looking to include a beer garden? Compliance with the Provincial Liquor Licence and the City of London Alcohol Policy is required.

Amenities include: 

• Hydro outlet.  No water.
• No washroom facilities
• Parking on site
• No band shell but showmobile may be available
• All events with amplified sound and/or pre-recorded sound will not exceed a sound decibel pressure 90 decibels beyond 30 metres (100 feet) from the stage
• Sound shall not start before 9 a.m. and shall end by 11 p.m. nightly

The process for booking a City property for the usage of an outdoor special event is as follows:

1. Fill out our special event request form. 

Special event request form

2. If your request is approved, a contract will be generated with a condition that the insurance form for $5,000,000 is filled out by your broker. Only the below form will be accepted by the City of London and it must show the same organization name as on the contract. 

Certificate of Insurance Form

3. The contract will need to be signed and fees paid in full prior to your event. The administration fee is non-refundable for cancelled contract. Please contact our Manager of Special Events and Community Rentals by emailing  or by calling 519-661-2489, extension 2379 to receive the administration fees for special event operator form. 

4.  If it is your intention as the organizer of the event to serve/provide food or have an outside group (not for profit) provide this service on your behalf, please forward the form below to the Middlesex-London Health Unit.  Please notify our office if you are having various food vendors (for profit) as part of your event.

Middlesex-London Health Unit Special Events Form

The process for booking a parade, march, walk, road race or similar event in conjunction with a special event:

1. Contact the London Police Station by calling 519-661-5682 to receive their special events application form. Once completed, return the form to the London Police Station, located at 601 Dundas Street. Attention should be provided to Constable D'Arcy Bruce. 

2. If accepted, you will work along with the traffic management unit to ensure a safe and effective plan is in place for your event.

3. The event organizer will work with the traffic management unit, special events coordinator, to ensure a safe and effective plan is in place for their event (paid duties in place, persons in charge, contact numbers).

4. A site plan, prepared to scale and showing the road closure. The site plan will indicate the required 6 metre (20 feet) accessible lane for the fire, police and emergency services vehicles and will remain non-obstructed during the event unless approved otherwise.

The process for booking a City of London Street (closed from point A to B) for the usage of an outdoor special event, is as follows:

1. Fill out and return the form below for consideration.

Special event request form

2.  Please contact our Manager of Special Events and Community Rentals by emailing SpecialEvents@london.ca or by calling 519-661-2489, extension 2379 to receive the temporary street closure procedures form. Fill out and return the form for consideration. 

3. To request a temporary street closure, please contact our Manager of Special Events and Community Rentals by emailing SpecialEvents@london.ca or by calling 519-661-2489, extension 2379 to receive the temporary road closure request form. The applicant will be asked to submit a petition, using the form, signed and approved by:

• 66 percent of the residents, and/or by 66 percent of the business owners, and/or by 66 percent of the property owners on the street(s) or blocks(s) proposed to be closed; and/or
• 66 percent of the residents, and/or by 66 percent of the business owners, and/or by 66 percent or the property owners located in adjacent blocks that may be affected by the temporary street closure

4. A site plan, prepared to scale, showing the road closure . The site plan will indicate the required 6 metre (20 feet) accessible lane for the fire, police and emergency vehicles and the location of the fire hydrants.  Note: the emergency lane will remain non-obstructed during the event unless approved.

If the street you are requesting has meters, please contact our Manager of Special Events and Community Rentals by emailing SpecialEvents@london.ca or by calling 519-661-2489, extension 2379 to receive the meter bagging request form. Applicable fees will be applied. 

5. If your request is approved, a contract will be generated with a condition that the insurance form for $5,000,000 is filled out by your broker. Only the below form will be accepted by the City of London and it must show the same organization name as on the contract. 

Certificate of Insurance Form

6. The contract will need to be signed and fees paid in full prior to your event. The administration fee is non-refundable for cancelled contract. Please contact our Manager of Special Events and Community Rentals by emailing SpecialEvents@london.ca or by calling 519-661-2489, extension 2379 to receive the administration fees for special event operator form. 

7.  If it is your intention as the organizer of the event to serve/provide food or have an outside group (not for profit) provide this service on your behalf, please forward the form below to the Middlesex-London Health Unit.  Please notify our office if you are having various food vendors (for profit) as part of your event.

Middlesex-London Health Unit Special Events Form

Note: Barricades will be dropped off and left on City property for you to place on the road at the start of your event and to take down at the end of your event (as per your contract).

A neighbourhood street closure is an event where members of a single street(s) congregate, either to observe an event of some importance or simply for mutual enjoyment.  Members of the general public are not invited to attend.

The process for booking a neighbourhood street (closed from point A to B) for the usage of an outdoor neighbourhood event, is as follows:

1. Fill out and return the form below for consideration.

Special event request form

2. Please contact our Manager of Special Events and Community Rentals by emailing SpecialEvents@london.ca or by calling 519-661-2489, extension 2379 to receive the neighbourhood street closure event policies form. The applicant will be asked to submit a petition, using the form, signed and approved by:Fill out and return the form below for consideration. 

3. To request a temporary street closure, please contact our Manager of Special Events and Community Rentals by emailing SpecialEvents@london.ca or by calling 519-661-2489, extension 2379 to receive the temporary road closure request form. The applicant will be asked to submit a petition, using the form, signed and approved by:

• 66 percent of the residents, and/or by 66 percent of the business owners, and/or by 66 percent of the property owners on the street(s) or blocks(s) proposed to be closed; and/or
• 66 percent of the residents, and/or by 66 percent of the business owners, and/or by 66 percent or the property owners located in adjacent blocks that may be affected by the temporary street closure

4. A site plan, prepared to scale, showing the road closure . The site plan will indicate the required 6 metre (20 feet) accessible lane for the fire, police and emergency vehicles and the location of the fire hydrants.  Note: the emergency lane will remain non-obstructed during the event unless approved.

If the street you are requesting has meters, please contact our Manager of Special Events and Community Rentals by emailing SpecialEvents@london.ca or by calling 519-661-2489, extension 2379 to receive the meter bagging request form. Applicable fees will be applied. 

5. If your request is approved, a contract will be generated with a condition that the insurance form for $5,000,000 is filled out by your broker. Only the below form will be accepted by the City of London and it must show the same organization name as on the contract. 

Certificate of Insurance Form

6. The contract will need to be signed and fees paid in full prior to your event. The administration fee is non-refundable for cancelled contract. Please contact our Manager of Special Events and Community Rentals by emailing SpecialEvents@london.ca or by calling 519-661-2489, extension 2379 to receive the administration fees for special event operator form. 

7.  If it is your intention as the organizer of the event to serve/provide food or have an outside group (not for profit) provide this service on your behalf, please forward the form below to the Middlesex-London Health Unit.  Please notify our office if you are having various food vendors (for profit) as part of your event.

Middlesex-London Health Unit Special Events Form

Note: Barricades will be dropped off and left on City property for you to place on the road at the start of your event and to take down at the end of your event (as per your contract).

Interested in applying for a film permit? Please click the link to our guidelines and processes for filming in London.

Please note: The Showmobile is out of service until July 25

Showmobile is a mobile stage system that can be set up almost anywhere! With a push of a button the canopy and stage opens automatically. The canopy can be closed with the stage in set-up position to secure equipment between performances.

• 42 foot long by 13 foot wide (ceiling angled front to back with the front being approx. 8 ½  feet with back being 6 ½ feet high),
• includes generator, a basic PA system (no CD player, but there is a 15 amp outlet),
• 1 microphone with stand,
• Plywood flooring (fibreglass coated non-slip texture).

Fees

For more information on current fees to rent the Showmobile, please contact specialevents@london.ca 

* For out of town towing, please call Ross Towing at 519-685-1212, as they have been contracted to deliver and bill out-of-town deliveries.

Booking procedure

Complete and return the Special Events Request Form. If approved, a contract will be generated with a condition that the contract be signed and fees paid in full prior to your event (note: administration fee is non-refundable for cancelled contract). 

Special event request form

The Thirstation is a portable water station that can be used at community events during the summer months. Each unit comes equipped with a wheel-chair accessible water fountain and bottle filling area. They can be connected together in series and are a great option for events when the Thirstmobile has already been booked for smaller events that have limited space.

The Thirstations are subject to availability and can be rented from the City of London at no cost. Please note that an application may be denied if all conditions are not met.

Conditions 

The following conditions must be met for use of the Thirstation:

• Occurs between the months of May (weather dependent) through August. For the months of April and September, due to staffing, the City will consider applications on a case-by-case basis
• Non-profit event
• Event will be longer than 4 hours (not including set up and take down of event)
• Bottled water will not be sold or distributed by event organizers, attendees or vendors
• Will actively promote the tap water service (The City of London's Thirstation) to event attendees through all promotional material, not including but not limited to website, print material, social media outlets and invitations
• Water provided through the Thirstation will only be for drinking purposes
• Vendors/food providers will be responsible for providing their own water
• Thirstation will be in a predominant location, and will be within 1.5 meters (6 feet) of a City water tap outlet. If Thirstation set-up is greater than 1.5 meters from the tap the event organizer will be responsible for providing a food grade hose extension
• Application and certificate of insurance must be submitted within 6 weeks of the event

Booking procedure

Please email water@london.ca or call 519-661-2489, extension 5081 to receive the relevant applications. Complete and return the applications and a City staff member will get in touch with you to discuss further.

Disclaimers

The City of London maintains the Thirstmobile and Thirstation following its operational guidelines and public health requirements. Therefore, the City reserves the right to cancel a booking if the City deems the Thirstmobile or Thirstmobile is not safe to operate. If such a situation occurs, the City will notify the event organizer.