Are you organizing a local festival, sporting event or other community event? Make Event Services your FIRST call!
For sporting events contact:
Trisha Heino, Sport Development Coordinator
(807)631-6135 | trisha.heino@thunderbay.ca
For all other events contact:
Catherine Wilson, Community & Event Development Coordinator
(807)629-7098 | catherine.wilson@thunderbay.ca
Our team will guide you through municipal requirements and let you know all about the services available from various City departments.
Licence and permit applications
Note: Special Event Applications should be submitted to Event Services at least 8 weeks prior to the event.
- Special Event Application 2023 is available for all event organizers. Please call Event Services at 629-7098 for all inquiries about a special events licence, temporary street closure and/or park use - large events.
- Application to book a City Park for small events (under 500 people) and/or without road closures - email the Facility Booking Coordinator, Michelle.Giordano@thunderbay.ca, or call 625-2941
- Burning permits, fireworks and pyrotechnic display permits
- Thunder Bay District Health Unit requirements for food handling at events
- Liquor licences are available from the Alcohol and Gaming Commission of Ontario.
Multi-Sport Games Administrative Advisory Committee
The Multi-Sport Games Administrative Advisory Committee provides advice and input to the Recreation & Culture Division regarding the analysis of multi-sport Games hosting opportunities. The committee has been selected and will serve a two-year term.
Questions? Contact Paul Burke at paul.burke@thunderbay.ca or 807-625-2305
Terms of Reference |
Multi-Sport Games Administrative Advisory Committee (MSGAC) Terms of Reference Mandate
The Multi-Sport Games Administrative Advisory Committee provides advice and input to Recreation & Culture regarding the review and analysis of multi-sport Games hosting opportunities as per the Sports Tourism Events & Activities Policy approved by Council in 2008. The MSGAC shall be an advisory committee of Recreation & Culture reporting through the Event Services unit. It shall function in an advisory, rather than an operational capacity.
Context The Sports Tourism Events & Activities Policy guides the work of Event Services and MSGAC. Scope of Work The Multi-Sport Games Advisory Committee shall be tasked with the following duties:
Membership Selection and Committee Composition City Administration shall recruit potential candidates through an application process. The recruitment and selection for MSGAC shall involve Recreation & Culture staff along with two current and/or past MSGAC members who will review applicants and select the member representatives. All voting members of the MSGAC shall reside, work, or own property in the City of Thunder Bay. Individuals who do not meet these requirements may be non-voting members of the committee.
The MSGAC shall consist of 8-12 voting members recruited as follows:
- experience bidding for and/or organizing multi-sport Games - experience bidding for and/or organizing winter sport events - experience bidding for and/or organizing summer sport events - experience providing sport opportunities for people with disabilities - experience providing sport programs and events for indigenous peoples
Recreation & Culture and Tourism Thunder Bay staff shall sit on the MSGAC in an ex-officio capacity (non-voting members). Staff from other departments may be invited to attend meetings as required. Unassigned or vacated seats can be filled throughout the year. The person appointed to fill a seat shall retain the seat for the remainder of the term and seats shall be filled as part of the outlined selection process and term of appointment.
Appointment and Term Members In May 2020, up to seven “At-Large” members will be appointed for a two-year term. Up to five representatives will be appointed by organizations invited to participate.
Chair Members shall elect a Chair from among the members. Beginning in March 2014, the term of this position shall be two years. A Chair may not serve more than three consecutive terms. In the event of the Chair’s absence at any given meeting, the Vice-Chair or an Acting Chair shall assume this role through a pre-set schedule of meeting rotations as determined by the Committee.
The Chair shall preside at all meetings of the Committee and provide instructions to all Sub-Committee Chairs. The Chair shall set meeting agendas in consultation with Recreation & Culture Division staff. The Chair shall act in an ambassador capacity for the MSGAC as requested by the Recreation & Culture Division for local sport events, meetings or forums.
Conflict of Interest The Committee will be governed by the Municipal Conflict of Interest Act. Copies of the Act will be provided to the Committee members at the inaugural meeting of the Committee along with a brief overview.
Meetings A schedule of meetings shall be determined between Recreation & Culture and the Chair. At least one meeting will be held per year. Additional special meetings may be called on an as required basis.
Sub-Committees The Committee may create such Sub-Committees as the business of the Committee may require on an as-needed basis, each of which shall be in place and perform duties as directed by MSGAC.
The Chair of a Sub-Committee shall be a member of the MSGAC and at least one other Committee member is required to sit on each Sub-Committee. Recruitment and selection of additional Sub-Committee members is at the discretion of the Committee.
Orientation/Training New members shall receive an orientation to the practices of the Committee, facilitated by a Recreation & Culture staff member. Each member shall receive a package consisting of the Sports Tourism Events & Activities Policy, the MSGAC Terms of Reference, evaluation templates, and any other materials that may be deemed pertinent.
Compensation Membership on the MSGAC is voluntary and without compensation. However, members shall be reimbursed for expenses that are a result of carrying out the duties of the Committee provided that such expenditures have received pre-approval at the discretion of the Recreation & Culture Division staff ex-officio member. Such expenses shall be funded through the Recreation & Culture Division or Tourism Division budget.
Termination Any MSGAC member who is absent from three (3) consecutive regular meetings without leave of absence from the Committee or without reason satisfactory to the Committee may be asked to forfeit their membership. MSGAC members may resign at any time with one month’s written notice submitted to Recreation & Culture through the Special Events Developer.
Decision-Making
A quorum of one-half plus one members shall be required for carrying out business.
The objective is to reach consensus when possible. Members of the Committee shall verify their positions through a voting process. Each Committee member shall be entitled to one vote, with the exception of non-voting ex-officio members.
Prior to presentation to the Recreation & Culture Division, any decisions and recommendations of the Committee must be adopted by Committee resolution with a majority affirmative vote from members present at that time.
Staff Support The City shall provide staff support to the Committee as follows: a) The ex-officio City staff member(s) of the Committee will facilitate the implementation of the Sports Tourism Events & Activities Policy functioning as Administration liaison to the Committee. b) Administrative support provided for:
MSGAC shall not have the authority to assign tasks to designated City staff; however staff will work cooperatively with the MSGAC and assume related duties as directed by the Recreation & Culture Division. Amendment of Terms of Reference These terms of reference shall be reviewed by the Committee as necessary and may be amended at any time by the MSGAC with the endorsement of the Recreation & Culture Division provided that the amendments are limited to implementation process or clarification of intent. |
Equipment
Organizing a not-for-profit event? You can borrow various equipment items from Event Services.
Email Event Services to book items. Note: Borrowers must transport the items.
Items Rented for a Fee |
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Free Items |
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Workshops and networking events
"Going for Gold" Sponsorship Training |
At the Going for Gold - Sponsorship Workshop you will learn proven techniques to attract and retain sponsorship dollars for your event, festival, sport organization or campaign. Presented by: Paul Burke, Sport & Community Development Supervisor.
Please watch for the next dates for the "Going for Gold" Sponsorship Training.
For more information, contact email Event Services or call 807-629-7098. |
Project SoundCheck Training for Festival Organizers |
Project SoundCheck™ is a sexual assault prevention project first introduced in Ottawa in 2015. Research found that approximately 25% of sexual assault cases in Ottawa in 2013 occurred at large events. The Crime Prevention Council, Sexual Abuse Centre Thunder Bay and the City of Thunder Bay have teamed up to bring Project SoundCheck to our community. Sexual Abuse Centre Thunder Bay staff are offering Project SoundCheck training for festival and event organizers, board members, staff and volunteers. Interested in a special training session just for your group? Call the Sexual Abuse Centre Thunder Bay at 807-345-0894. |
Sport Event Networking Evenings |
A Sport Event Networking Evening is held annually. Watch for details for upcoming events. |
Thunder Bay Festivals Network Meetings |
The Recreation & Culture Division brings together the organizers of Thunder Bay's major festivals once or twice a year to discuss issues and look at ways to collaborate. Email Event Services or call 629-7098 for info. |
Event support and services
Funding |
The Event Development Grant provides funding for groups hosting championships, first-time tournaments and festivals. Bidding expenses are also eligible. The Street Event Grant assists community groups staging sport tourism events taking place on City streets. Contact Event Services to ensure your group's eligibility or to answer any questions. |
Event Calendar |
List your event in the City's comprehensive listing of sports championships, festivals and other major events. Selected events also appear in other publications. |
Consultation |
Recreation & Culture Division staff will meet with your not-for-profit group to provide advice on various aspects of event planning and bid preparation. Call 629-7098 for assistance. |
Bid Assistance |
Considering a bid for a provincial, national or world championship? Email our Tourism Development Officer or call 625-3231 for information on how Tourism Thunder Bay can assist. |
Recycling Services and Green Events |
The City of Thunder Bay, through GFL Environmental will provide events with a portable recycling depot trailer or bins (4 foot square). A total of 10 bins are available at no charge. Contact GFL Environmental at 577-0411 to reserve the trailer and/or bins a minimum of two weeks in advance. |
Bus Charters |
Thunder Bay Transit offers bus charters/tours within the City of Thunder Bay for groups and special events. It is recommended to make arrangements at least one month in advance. |
Planning Guide |
Under construction. A Planning Guide specific to planning an event in Thunder Bay will be available soon. |
Information Packages for Visitors from outside of town |
For welcome bags from Tourism Thunder Bay call 625-2305. You will need to book in advance. |
Invite the Mayor
Invite the Mayor to your event using our online request form.
Souvenirs
City of Thunder Bay souvenirs are available for purchase at the Office of the City Clerk (3rd Floor - City Hall). Items include: lapel pins, mugs, flags and stickers. Please note: City plates are a presentation item to mark significant milestones and are not available for purchase. Email the Office of the City Clerk or call 625-2230 for more details.
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