Holding your special event in Life’s Great Outdoors may elevate an everyday gathering into a brilliant success. If you are interested in reserving an area in Manitoba Provincial Parks as the setting for your special event, please read the following information.
WHAT IS A SPECIAL EVENT?
A special event is any activity out of the ordinary routine of a provincial park which is carried out by an individual or incorporated organization. Examples may include weddings, gatherings, community events, or sporting events. The nature and scope of the activity requires a level of understanding between Manitoba Conservation and the event coordinator/sponsor.
GENERAL GUIDELINES FOR ALL SPECIAL EVENTS
Regardless of the level of authorization required, all special events must adhere to the following general guidelines. Park staff will work with the Event Coordinator to ensure that these responsibilities are fulfilled.
The staging of a special event must be compatible with existing or available park services and facilities such as maintenance programming, staffing levels, parking area capacities, washroom facilities, etc.
The staging must not result in any significant, lasting environmental impact on the park.
The Event Coordinator will work with park staff to ensure that there is minimal conflict with normal public use of the park in terms of area, capacity of facilities and commercial operators during the event.
The Event Coordinator must show, to the satisfaction of park staff, that they are capable of managing the special event.
The Event Coordinator shall be responsible to local park staff while the event is taking place.
Any event activity can be terminated due to non-compliance with the agreed terms of the event (as described in the permit and special conditions).
Park staff shall be the sole judge in the acceptance of works and quality of restoration, final clean-up and repair, should this be required due to the management of a special event.
The Event Coordinator must submit proposed signage and advertising to park staff upon request. Posting or use of signage is subject to approval.
HOW DO I GET APPROVAL TO STAGE A SPECIAL EVENT IN PROVINCIAL PARKS?
Depending on an event’s characteristics, the event coordinator may need to obtain a special event permit to hold the event in a park. The coordinator will follow these steps when applying for a permit:
The Event Coordinator contacts the district office to discuss the event at least 30 days in advance. Once the District Park Supervisor or Natural Resource Officer (NRO) has been provided with general event information, he/she will evaluate if the event is appropriate for the park and if a permit is needed.
Depending on the characteristics of the event, the Coordinator may be requested to complete the application package and send it to the local park office.
Park staff review the application to determine if the event should be approved. The Coordinator may be required to fulfill special conditions (i.e. hire staff for traffic control) in order to obtain the permit.
During the approval process, the Event Coordinator will ensure that the following checklist items are fulfilled.
Part 2 “Responsibilities of the Applicant”, signed and dated
Part 3, including additional paperwork like maps, promotional materials, risk management plan, etc.
IF APPLICATION APPROVED
$10.50 permit fee
Certificate of Insurance
Must be submitted to the District Park Supervisor or NRO at least ten (10) days before the event start date. A certificate of insurance for $2,000,000 liability coverage is required, which indemnifies and saves harmless the Province of Manitoba from all manner of claims and ensures the sponsor(s) for public and third party liabilities.
ARE THERE ANY ADDITIONAL FEES FOR STAGING A SPECIAL EVENT?
Any costs incurred by park staff to assist in event staging may be charged to the Event Coordinator/Sponsor.
