To host an event, the host organization must be a registered legal entity in good standing; as a not-for-profit, charitable organization, business improvement area or commercial organization. The entity must ensure that all financial obligations to The City of Calgary have been met. In this manual, the host organization is also referred to as the event organizer or organizer.

A Service Standard Agreement (SSA) is required for all festivals or events on top of all necessary permits. This agreement, which is the formal contract between the hosting organization and The City of Calgary, will contain comprehensive clauses detailing the requirements of the event organizer to indemnify The City of Calgary. The SSA will also include the cost estimate for City services, special conditions, post event template/form and advisory comments along with all applicable permits.

Before final permit approvals, the event organizer is required to, at their sole expense, obtain from an insurer licensed in Alberta under the laws of the Province of Alberta and Commercial General Liability an insurance policy for bodily injury (including death) and property damage in an amount not less than $2,000,000 inclusive limit for any one occurrence that shall include the following:

• The City of Calgary as an additional insured
• A cross liability clause
• Broad form contractual liability coverage
• Non-owned automobile liability coverage
• No participant’s exclusion endorsement
• A 30-day cancellation clause

The insurance coverage must be maintained for the duration of the event, including setup and takedown dates. Final permit approval will not be given until the Certificate of Insurance is submitted to your Event Liaison, in a form satisfactory to The City Solicitor, 30 days prior to your event set up day.

Additional insurance requirements may be required:

• Where alcohol is served or sold, the event organizer needs to obtain an extension to normal general liability insurance to include Host Liquor Liability
• Where fireworks are used, the event organizer must provide a second Certificate of Insurance for $5,000,000 (per occurrence) liability. The company supplying the fireworks may supply this second certificate provided that The City of Calgary and the organization are specifically named as additional insured.
• Where vehicles are to be used on City Parks property, a minimum $2,000,000 (per occurrence) third party automobile “PLPD” insurance may be required
• Events on Stephen Avenue, as per Calgary Downtown Association the event organizer is required to provide a comprehensive general liability insurance policy for bodily injury (including death) and property damage in an amount of not less than five million dollars ($5,000,000) inclusive limit for any occurrences which happen on the Downtown Pedestrian Malls. The Insurance Policy shall include: The City of Calgary and Calgary Downtown Association named as additional insureds.
• The City of Calgary encourages event organizers to obtain cancellation insurance

No City of Calgary logos, graphics or images may be used on event promotion without express written consent of The City of Calgary. If you received City funding, speak with your Event Liaison about logo use guidelines.

Advertising/promotion of your event prior to city approval or receipt of event permit is at the sole discretion of event organizers. A tentative space booking does not guarantee approval. Event organizers who promote their events prior permit approval do so at their own risk. The City assumes no responsibility for promoted events that are not approved.

Each event completing the Festival and Events application process is required to submit a post event report within 60 days of the end of their event. Data collected works to track impact to Calgarians.

Post event reviews use an evaluation tool to determine event compliance. Event organizers who do not comply with City process may have consequences to subsidy funding levels where applicable. Post event reviews look at:

1. Late documents: May include, but are not limited to: Site map, event application package, Emergency Response Plan, building permits, Parks power plan, Event Technical Services request form, post event report
2. Site impacts: May include, but are not limited to: Site not cleaned up post event, damage to site caused by negligence or carelessness, deliberate disrespect of City property. No consequences will be incurred if accidental damage to site and any associated costs were paid in full and on time.
3. Safety concerns and non‑compliance: Examples include, but are not limited to, major insurance delays, deliberate ignoring of direction from City Business Units, discrimination, harassment and/or disrespect of City staff from event organizer or event staff, in contradiction with the Service Standard Agreement, incorrectly completed ERP, etc.
4. Repeat occurrences of any of the above

A post event letter will be issued to the event organizer after a complete post event review takes place internally.

Please note: Post event letters are issued the same time an event is invoiced, although events that experience issues with the items above some times take considerably longer.

Event organizers must ensure full compliance with the Service Standards Agreement.

If an event is found to pose risks to public safety, damage to property, or contravene applicable laws or permit conditions, The City of Calgary may immediately modify or cancel the event. This can seriously impact the profitability of an event for event organizers.

In serious cases, the Public Safety Task Force — a coordinated team that includes Safety Codes Officers, Calgary Fire Department, Calgary Police Service, and Alberta Gaming, Liquor and Cannabis (AGLC) representatives — may issue a Cease Operations Order. Such orders are legally binding and require the event to shut down until all deficiencies are corrected and verified.

Examples of non-compliance include unsafe occupant loads, blocked or unsecured exits, inadequate security, or failure to implement event safety planning.

Organizers who fail to comply may lose eligibility for future permissions or City support and may be subject to additional enforcement actions under the Safety Codes Act. Maintaining good standing, submitting accurate documentation, and adhering to all operational safety requirements are essential to avoid these consequences and ensure the safe and successful delivery of your event.

The City of Calgary’s Credit and Collections team is responsible for the collection of outstanding receivables and will adhere to credit and collection policies and procedures as deemed necessary to reduce risk to The City of Calgary.

Payment is due 30 days from invoice date. Interest of 1.5% will be charged on all past due balances.

Late payments will result in a deposit being required for any future events. Payments for previous events must be paid in full prior to 90 days from a future iteration of that same event.

If a payment plan is required, the event organizer must discuss with City of Calgary’s Credit and Collections department.

For events identified as requiring a deposit, payment is required 45 days prior to the event start date.

Permits will not be released until the deposit is paid.

The City of Calgary’s ability to perform organizational searches may impact the level of deposit required. Deposits required due to late payments or payment plans for prior event invoices vary in amount based on the severity of late payments.

To appeal a decision made by The City of Calgary, rationale behind your appeal must be submitted in writing within 60 days of the decision to eventservices@calgary.ca.

Each appeal is then reviewed by two members of the Corporate Event Steering Committee. The decision will then be communicated to you by the Manager of Arts & Culture.