Special event support

A special event is any outdoor event held at a City facility or location that is open to the public. Popular special events include outdoor concerts.

Learn more about special events and support from the City

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. 

For further details please reference the Special Events Council Policies and the Special Events Policies and Procedures Manual

Booking and application processes 

Applying for a film permit

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

Booking process for City parkland

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 kbroderi@london.ca 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

Booking process for parade, march, walk or road race (rolling stops)

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 519-661-5924 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.

Booking process for street closure (from  point A to point B)

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 kbroderi@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 kbroderi@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 kbroderi@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 kbroderi@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).

Booking process for neighbourhood street closure (from point A to B)

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 kbroderi@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 kbroderi@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 kbroderi@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 kbroderi@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).

City amenities for special events

Showmobile

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

The fee for booking the showmobile is the administration fee ($35.00 for events under 8 hours or $70.25 for event over 8 hours), plus the below cost of the showmobile:

  • Not-for-Profit - $559.40 per day (out of town usage add towing fees*)
  • Private or commercial - $623.30 per day (out of town usage add towing fees*)

* 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

Hydration stations 

Thirstmobile

The Thirstmobile is a mobile drinking water distribution system that operates at events during the summer months. Take a drink from one of the Thirstmobile's fountains or use one of the taps to refill your water bottle. The Thirstmobile has eight taps for refilling reusable water bottles or cups, eight fountains for drinking and two wheel-chair accessible fountains

The Thistmobile can be rented from the City of London at no cost this season if all of the conditions below are met.

Conditions for use of the Thirstmobile

  • Occurs between the months of May through August, weather permitting. For the month of September, due to staffing, the City will consider applications on a case-by-case basis
  • Non-profit event
  • Event will have a minimum attendance of 500 people
  • Event will be longer than 4 hours (not including set up and take down of the event)
  • A minimum 1.2 square meter area (12 sq. ft.) will be provided beside the Thirstmobile for City staff to promote water conservation
  • 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 Thirstmobile) to event attendees through all promotional material, including but not limited to website, print material, social media outlets and invitations
  • Water provided through the Thirstmobile will only be for drinking purposes
  • Vendors/food providers will be responsible for providing their own water
  • Thirstmobile will be in a predominant location, and will be within 3 meters (10 feet) of a City water tap outlet
  • Application 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 application for the Thirstmobile. Complete and return the application 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.

Thirstation

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 Thirstation can be rented from the City of London at no cost if all conditions are met.

Conditions 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.

Special event location guide

Victoria Park

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)
Harris Park

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
Springbank Gardens Complex

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
Springbank Park

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 and Gibbons Park 

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
Budweiser Gardens Parking Lot

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

Important links

Last modified:Wednesday, September 01, 2021