Event Hosting

Are you organizing a local festival, sporting event or other community event? Make Event Services your FIRST call!

Event Services Representatives:

For Sporting Events Only

Trisha Heino, Sport Development Coordinator

Phone: (807) 631-6135

Email: trisha.heino@thunderbay.ca

For Festivals and Community Events including Charity Walks

Catherine Wilson, Community and Event Development Coordinator

Phone: (807) 629-7098

Email: catherine.wilson@thunderbay.ca

Your Event Services Representative will guide you through municipal requirements and let you know all about the services available from various City departments.

First Step. Do you require a Park Permit or a Special Event License?

Special Event License (SEL)

500+ attendees per event day, held on City property
may include a road closure request on City property
3000+ attendees per event day, held on private property

Park Permit

500 or less attendees per event day, held in a City park
does not include a road closure request
For Park Permit submissions and reservations, contact the Parks Facility Coordinator at (807) 625-2941 or email: parkbookings@thunderbay.ca

(Scroll down for Permits and Equipment Loan Program)

Special Event License Applications

Download PDF fillable printable forms:

City of Thunder Bay Event Insurance form

NEW 2026 Updates:

"Schedule C - Thunder Bay Police Service Paid Duty Form" has moved to an online portal format and will no longer appear on the SEL Application. To request Paid Duty, as part of your SEL Application, please click here.
Special Event License Application 2026 template is not available yet. Check back in mid January 2026.

Submission Deadlines:

Applications should be submitted at least 10 weeks prior to the event date in order to guarantee it will be processed in time.
If your application is submitted less than 10 weeks, contact Event Services. We will always try to get it fast tracked if possible.
Recommended: We encourage applicants to book either an in-person or online meeting with us, in order to review your application before submitting. This way, we can catch errors or fill in any missing information, to avoid any processing delays.

Submission options for your SEL Application

Email: Send PDF copies to your Event Services Representative directly. See email contact info. at the top of the page.

Mail: City of Thunder Bay, Att: Event Services, Pool 6, Box #800, Thunder Bay ON P7C 5K4 (single sided copies)

Fax: (807) 684-9240 (Important: provide prior notice to Event Services when faxing any documents.)

Drop off in-person:

Community Services Administration Building, Pool 6, 2445 Sleeping Giant Pkwy, Prince Arthur's Landing. Att: Event Services (single sided copies preferred)
Drop off applications between 9am-4pm, Monday through Friday.
Reminder: Do not drop off any applications at our Victoriaville location

Payment options over the phone

Credit cards accepted only. Call Reception @ (807) 625-3836 between 9am-12pm & 2-4pm, Monday through Friday.

Payment options in person

Upper Level Reception, Community Services Administration Building, Pool 6, Prince Arthur's Landing, 2445 Sleeping Giant Pkwy, between 9am-12pm & 2pm-4pm, Monday through Friday. Cheque, debit and credit cards accepted.

Payment options for City mobile stage or concert equipment rentals

Contact Event Services for more info..

Permits

Burning permits, fireworks and pyrotechnic display permits
Thunder Bay District Health Unit requirements for food handling at events
Licensing & Enforcement for food vendors. All food vendors must be licensed to serve food at public events taking place in the City of Thunder Bay. Please ensure your food vendors have a valid City license and forward copies to your Event Services Representative. Food Vendors can operate with a Refreshment Vehicle License (RV) or Eating Establishment, Catering and/or Food Shop License (EE).
Liquor licences are available from the Alcohol and Gaming Commission of Ontario (AGCO) Event organizers applying for a Special Occasion Permit must adhere to the AGCO provincial legislation and the City of Thunder Bay Municipal Alcohol Policy.
A building permit is required for tents and stages larger than 20'x30'. Please contact the Building Division at (807) 625- 2574 or visit in-person at the Development Services Office, Victoriaville Civic Centre, 2nd floor, 111 Syndicate Ave. South, Thunder Bay, ON.

Park Permit Application and Park Reservations

To book a City Park for small events and/or to request a Park Permit Application, contact the Parks Facility Booking Coordinator at (807) 625-2941 or email: parkbookings@thunderbay.ca

Equipment Loans and Rentals

Organizing a not-for-profit event? You can borrow various equipment items from Event Services. We are located at the South end of Prince Arthur's Landing in the Community Services Administration Building, Pool 6, 2445 Sleeping Giant Pkwy. Event Services, including equipment loading area is at the lower level side doors.

Some important info. when borrowing or renting equipment is:

Book your equipment at least 3 months in advance. Email your Event Services Representative and they will get back to you shortly. Equipment availability is subject to first come, first serve. Rentals fees must be paid in full before equipment can be picked up.
Book your pick-up and drop off times 2 weeks in advance so we can ensure someone is here to assist you. Equipment appts. are scheduled between 9am and 4pm, Monday through Friday.
Event organizers must arrange for:

Transportation. Your vehicle must be the appropriate size, to transport the equipment safely, including having tarps and/or ratchet straps, to properly secure equipment load.
Equipment Movers and Loaders. Ensure your staff or volunteers arrive with proper footwear and work gloves in order to load in and out of your own vehicle safely. City employees cannot load equipment in and out of personal vehicles.

SEL Application Picnic Table requests and Park deliveries:
- Follow up with your Event Services, regarding all equipment bookings indicated on your SEL Application.
- Picnic Tables are delivery only. Cost for one flatbed trailer is $286.00 + HST. Max. load is 8 picnic tables, 8 garbage cans (or 4 garbage cans and 4 green Parks use barricades). (2025 prices provided here. 2026 Parks fees and terms are not currently available)
- For Parks delivery payments, contact Parks Facility Coordinator at (807) 625-2941 or email parkbookings@thunderbay.ca

Items Rented for a Fee

(charged per event date, 2025 prices listed below)

Powered Speakers (JBL Eon) Master (2) Drone (2) (suitable for making announcements, playing recorded music Comes with cables, adaptors, speaker stands, mic stands, microphones) $12.46 + HST each
Crowd Control Barriers (steel, 10' section) (57) $12.46 + HST each
Tent Weights (98) $6.23 + HST each
Jersey water barriers for street closures (14) summer use only (plastic, orange, 42"x72"x24") $12.46 + HST each
Mobile Stages or Concert Equipment Rentals: Contact Event Services for assistance

Free Items

Ballot Box (blue, wooden) (2)
Barricades (wood, orange) (150)
Recycling Barrels (blue, plastic) (12)
Bunting (nylon fabric, colour options: yellow & blue and red & orange available)
Cash Box - with tray (4) without tray (2)
Flags (City, Provincial, Canada and other countries)
Flag pole stand (holds 17 flags)
Grip 'n' Grabbers / Garbage Pickers (blue / silver) (4)
Lap Counter (1)
Loud Hailer / Megaphone (4)
Microphone Stands (floor, 1 flex, 2 non-flex) (3)
Microphone Stands (table) (3)
Portable Voice Amp (1)
Pylons (orange, large, 28" (196)
Sandwich Boards (white, Coroplast sign size 2'x3') (31)
Score Board (Electronic for baseball) (1)
Projection Screen (white, tripod) (1)
Hi Viz Vests (yellow, mesh material with orange reflective) (50)
Signs (Coroplast, blue) "First Aid" (4), "Information" (4), "Lost & Found" (8), "Registration" (2)
Signs (aluminum, reflective) "Road Closed" (9), "Road Closed Ahead" (2) and "Race in Progress" (2)
Road Closure Stands (steel, heavy) (6)
Signs - (aluminum, reflective, wooden stands) "No Parking" (8)
Stanchions (black, chrome, various heights) (20)
Counter Clickers (10)
Tug-of-War Rope (1) (organizer must supply work gloves to participants)
2-Way Radios (black, 2 channel, comes with chargers) Kenwood (25) Motorola Mag One (4) Motorola DTR 650 (7)

Workshops and networking events

"Volunteer Management" Workshop

Learn how the Volunteer Management Cycle can benefit your event's volunteer recruitment. Stay tuned for more info..

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 a year to discuss issues and look at ways to collaborate. Next meeting to be held Fall 2026. Please contact (807) 629-7098 for more 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 City's Street Event Grant assists not-for-profit organizations with paid duty policing costs to host sport tourism events and annual parades on City streets.
The Thunder Bay Community Economic Development Commission (CEDC) has two funding streams:
- CEDC Tourism Event Fund
- CEDC Tourism Product Development Fund

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 (807) 629-7098 for assistance.

Bid Assistance

Considering a bid for a provincial, national or world championship? Email our Tourism Development Officer or call (807) 621-4257 for information on how Tourism Thunder Bay can assist.

Recycling Services and Green Events

The City of Thunder Bay, through GFL Environmental will provide 55 gallon blue barrels to your event site free of charge, when 6 or more are requested on your Special Events License Application. A total of max. 16 can be reserved per event. The event organizer must line the barrels with their own recycling blue bags, and remove all recycling before GFL pick up time.

If you are booking 5 bins or less through the Special License Application process, please note, you must pick up / drop off the bins at Events Services, located in the lower level of the Community Services Administration Building, Pool 6, South End of Prince Arthur's Landing. Please confirm all equipment loan orders including pick up and drop off times, with your Event Services Representative at least one month before event date. Equipment is subject to availability, and is first come, first serve.

EcoSuperior's Green Events Guide is now available, for your copy click here

Please call the ReThinking Waste Coordinator at (807) 624-2142 or email rethinkingwaste@ecosuperior.org for more info. or questions you may have about your event needs.

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.

Note: Charters can be temporarily suspended, due to staffing shortages. Contact Transit for details.

Information Packages for Visitors from outside of town

For welcome bags from Tourism Thunder Bay, contact your Event Services Representative. You will need to book in advance. Subject to availability.

Invite the Mayor

Invite the Mayor to your event using our online request form.

Souvenirs

City of Thunder Bay souvenirs are available for purchase from the Office of the City Clerk manned desk, which is located at the back of the lobby at City Hall. Items include: medallions, lapel pins, mugs, and stickers. Email the Office of the City Clerk or call 807-625-2230 (ext. 9) for more details.