How to Plan and Apply

The Village of Kaslo welcomes festivals and special events that enhance community life, tourism, arts, culture, recreation, and education. Whether you are planning a community gathering, market, run, parade, or festival, all special events held on Village property or affecting public spaces require approval.

This page explains how to plan your event, what’s required, and how to submit a Special Event Application.

What Is a Special Event?

A special event is a gathering of people for purposes such as celebrating, selling, performing, displaying, or sharing experiences. Examples include festivals, markets, concerts, fun runs, parades, exhibitions, and community celebrations.

No special event may take place unless it has been approved by the Village of Kaslo.

Before You Apply

Organizing a successful event takes careful planning. As the event organizer, you are responsible for:

• All aspects of planning, organization, and operation
• Ensuring compliance with provincial laws, Village bylaws, permits, and policies
• Coordinating vendors, volunteers, contractors, and event logistics
• Being available onsite and acting as the primary contact during the event

Before applying, we strongly recommend that you review the Special Event Handbook, which outlines requirements, timelines, and responsibilities in detail.

Application Types

There are two types of Special Events:

• New Special Events
  First‑time events or events held fewer than three times

• Existing Special Events
  Events that have been held in Kaslo three or more times

During the Application process, you will be asked to choose the type that best fits your event.

When to Apply

To allow enough time for review and approvals:

• Applications must be submitted at least three (3) months before your event
• Large or complex events are encouraged to apply up to one year in advance

Applications are not considered complete until all required information has been received. Once a complete application is submitted, requested dates are placed on hold while the Village reviews your proposal.

The Application Review Process

Once your application is submitted:

1. Village staff review your application details
2. Relevant departments may be consulted (Fire, RCMP, Operations, Finance, etc.)
3. You may be asked to provide additional information (site plans, permits, insurance)
4. If approved, you will enter into a formal Special Event Agreement with the Village

Approval is valid only for the dates listed in the agreement and is subject to all conditions outlined in the Special Event Handbook.

What You May Need to Provide

Depending on the type and size of your event, you may be required to submit some or all of the following:

• Draft and final site plans
• Operational plan, including:
  • Production schedule
  • Safety plan
  • Emergency response plan
  • Security plan
  • Waste management plan
• Insurance certificate naming the Village of Kaslo as additional insured
• Permits and licences, such as:
  • Special Event Permit (alcohol)
  • Food permits (Interior Health)
  • Business licence
  • Highway Use Permit (Ministry of Transportation)
  • Temporary street closure permit
  • Temporary building permits (RDCK)
  • SOCAN licence for music
• Confirmation of neighbourhood notification (where required)

Detailed requirements and timelines are outlined in the Special Event Handbook.

Parks, Streets, and Public Spaces

If your event uses Village parks, streets, sidewalks, or facilities, additional requirements apply, including:

• Protection of turf, trees, and infrastructure
• Restrictions on vehicles in parks
• Washroom and waste management planning
• Noise, amplified sound, and curfew limits
• Traffic control and public safety measures

These requirements are clearly explained in the handbook and should be considered early in your planning.

Fees & Village Services

Most events are subject to:

• Facility rental fees
• Security deposits
• Cost‑recovery fees for Village services (e.g. waste bins, staff support)

Fee details are outlined in the Village’s Fees & Charges Bylaw.

Marketing & Promotion Support

Where possible, the Village may help promote approved public events by:

• Sharing event listings on the Village website calendar
• Reposting event information on Village social media
• Displaying posters or rack cards in Village facilities
• Allowing banner placement (by application)

Support is provided at the Village’s discretion and does not replace organizer‑led promotion.