SPECIAL EVENTS IN PARKS

A Special Event Permit is required for any proposed event that is to be held at a CVRD park or trail that falls into any of the following categories:

• will have attendance of 40 or more people;
• is being hosted by a club, organization or business;
• requires any set-up (e.g. chairs, tables, tents); or
• is open to the public.

Examples include: sporting events, concerts and larger weddings.

HOW TO SUBMIT A SPECIAL EVENT PERMIT APPLICATION

• submit a Parks & Trails Special Event Permit Application Form to the CVRD Parks & Trails Division (by email, mail or in-person at 175 Ingram Street, Duncan, BC, V9L 1N8), along with map(s), safety plan(s), approval(s) from other land owners (if applicable), event insurance and any other relevant application details;
• CVRD staff will review your application to ensure there are no conflicts with other groups or events, and to determine suitability of your event at the park/trail;
• once reviewed, CVRD staff will confirm whether your event has been approved;
• if approved, a special event permit will be issued.

ADDITIONAL INFORMATION

Please contact the Parks & Trails Division early for advice on the required application submission lead time for your proposed event to avoid disappointment. A minimum of 30 days is required for smaller events and no less than 90 days for larger, more complicated events.

Depending on the location of your proposed event, approval may need to be acquired from other jurisdictions including BC Parks, and the BC Ministry of Transportation and Infrastructure. A Vancouver Island Health Authority permit may be required if your event involves food service to the public.

A security deposit or key deposit may be required.

Our staff can provide you with assistance as you go through the process of determining suitability of approval for your special event at a CVRD park or trail.

INSURANCE

Public events and events held by organizations need to provide proof of insurance for their event. A certificate of insurance naming the Cowichan Valley Regional District and any other applicable land managers as additional insured must be provided before an event can be approved. Insurance limit requirements are listed on page 4 of the Special Event Permit Application form. Some private events may be required to hold event insurance depending on the size of the event and the planned activities.  

OTHER SPECIAL USE OF A PARK OR TRAIL

If you need access to a CVRD park or trail for a special use such as scientific research or filming, please see contacts below:

Research and other special uses: Contact the Parks & Trails Division by email so that we can assist you through the process of getting approval for your activity.

Filming requests: Contact Laura Jennifer Leppard, Location Scout/Filming Coordinator with Film Cowichan at 250.732.1419.