Public Square

To be considered for a permit, community festivals and events must provide a meaningful benefit to the community. They must have a direct impact on one or more of the following areas:
• arts and culture;
• education;
• health and wellness;
• physical fitness;
• enrich the character and identity of the Town;
• create unique or innovative experiences;
• extend the overall range and mix of programming in the Town;
• bring visitors from outside of the area
• be openly accepting and inclusive of all multicultural community members

The following types of events are permitted in Public Square are:
Community/Not for Profit Event (under 2,000 people) - Not-for-profit community events, including, but not limited to walks/runs or cultural/educational. Community events that are operated for a collective, public or social benefit, in contrast with an entity that operates as a business aiming to generate a profit for its owners

Private/Commercial Event (under 2,000 people) - For-profit events, including but not limited to food/beverage, artisans/crafts, events with alcohol and events that don’t meet the community event criteria.

Applications must be received a minimum of 60 business days (approximately 3 months) before the event date to be considered.

Applications are subject to a non-refundable $100.00 fee, which will be deducted from your rental fee upon approval.

2026 Event applications
Applications for returning event organizers will be accepted beginning December 1, 2025.
Applications for new events will be accepted beginning January 5, 2026.

Step 1: Application Submission
The Event Organizer must submit a Public Square Rental Application along with the application fee. Applications must be received a minimum of 60 business days before the event date.

Step 2: Application Review
Upon receipt, the Events & Marketing Coordinator will circulate the application to appropriate Town departments and Emergency Services for review, comments, and/or approval.
This review process may take two to four weeks. A confirmation email acknowledging receipt of the application will be sent to the Event Organizer. If additional information is needed from the application, the Coordinator will reach out.

Step 3: Staff Review Meeting
An in-person meeting will be scheduled between the Event Organizer and Town staff to review the application in detail and provide feedback.
If revisions are required, the Event Organizer is responsible for making all necessary changes and resubmitting the updated application to the Events & Marketing Coordinator.

Step 4: Application Approval
Once all required changes have been completed and no further revisions are necessary, the application will be reviewed for final approval by the Director of Recreation and Cultural Services.
At this stage, the Event Organizer will be issued a Permit for the event.

Note: Applications that involve the sale or service of alcohol or unprecedented events are subject to Council approval. A formal Event Plan Presentation will be submitted to Council, and the Event Organizer will be required to attend the Council meeting to respond to questions.

Step 5: Agreement & Deposit
A Permit will be officially issued upon completion of a signed agreement between the Event Organizer and the Town. This agreement is required to secure the requested event date.
A 25% non-refundable deposit is required for all Public Square bookings.
The balance of payment must be made in full no later than 60 days prior to the event date.

Application Requirements

The online application does not save progress. All information must be entered and submitted in one session. Please describe in as much detail as possible the following when submitting your application:

Event Overview

• Event name
• Event date
• Alternate date
• Event start time
• Event end time
• Set up start time
• Cleanup end time
• Estimated attendance of attendees
• Estimated number of volunteers
• Estimated number of staff
• Estimated number of performers

Event Schedule / Programming

• Detailed description of all event programming
• Entertainment schedule (performers, speakers, demonstrations)
• Indicate if alcohol will be served and if food vendors or food trucks will be present
• Indicate use of tents, inflatables, amplified sound and the stage
• Indicate if hydro access or generators will be required
• Indicate if security personnel or paid duty police will be hired

In addition to the Event Application Form, organizers must submit the following supporting documents to ensure a safe and well-organized event:

Site Map
A site map provides Town staff, emergency services, and vendors with a clear understanding of your event layout. This ensures safety, accessibility, and efficient placement of resources. Your map must be legible and identify the location of key elements such as:

• Food/beverage/retail/merchant vendors
• Tents or covered structures
• First Aid stations
• Portable toilets and handwashing stations
• Security
• Garbage
• Fencing, barricades, or restricted access areas

Emergency Response
An Emergency Response Plan ensures that event organizers are prepared to respond effectively in case of incidents, weather events, or emergencies. It provides Town staff and emergency services with evacuation details, communication procedures, and site safety measures to protect attendees and staff.

Traffic Mitigation (over 1,000 people)
Large events can create traffic congestion, impact nearby residents, and increase safety risks for pedestrians and drivers. Organizers must provide a traffic mitigation plan outlining parking arrangements, road closures, detours, and safety measures. Collaboration with Town staff, police, and emergency services may be required to ensure smooth and safe operations.

Washroom Guidelines (over 1,000 people)
All events must provide adequate washrooms and handwashing facilities for attendees, vendors, and staff. The Simcoe Muskoka District Health Unit requires details of these facilities to be included in the event application. Within the BWG Public Library there are 3 female stalls, 1 male stall and 2 male urinals.
Events with over 1,000 people in attendance will require an additional 2 portable washrooms. Events with over 1,000 people and alcohol served will require an additional 3 portable washrooms.

Event Organizer Insurance
All Event Organizers are required to provide the Town of Bradford West Gwillimbury with a valid Certificate of Insurance as follows:
Commercial General Liability coverage with a minimum of $2 million.
Events that have inflatable games (must receive approval) or alcohol (must have SOP) will require a minimum of 5$ Million Commercial General Liability coverage.
The Corporation of the Town of Bradford West Gwillimbury must be named as an Additional Insured.
The Certificate of Insurance must be submitted to the Town no later than 20 business days prior to the event date.

Vendor Insurance
All vendors, including any community group/organization setting up a booth or participating in the event must also provide the Town of Bradford West Gwillimbury with a valid Certificate of Insurance:
Commercial General Liability coverage with a minimum of $2 million.
The Corporation of Town of Bradford West Gwillimbury must be named as an Additional Insured.
Vendor Certificates of Insurance must be submitted no later than 15 business days prior to the event date.

Food Trucks/Refreshment Vehicles (Business Licensing)

(Town of Bradford West Gwillimbury – By-law 2014-70)
Applicability
As per the Town’s Business Licensing By-law 2014-70, all food vendors classified as a Refreshment Vehicle or Refreshment Cart are required to obtain a Temporary Business License from the Town of Bradford West Gwillimbury.
Definitions (By-law 2014-70)
Refreshment Vehicle: A vehicle used or designed for the sale of refreshments, including Motorized Refreshment Vehicles and Refreshment Carts.
Refreshment Cart: A non-motorized device or conveyance used or designed for the sale, transportation, storage, or cooking of refreshments to the public.

Temporary Business License Application Requirements
To obtain a Temporary Business License, the applicant must submit the following to the Town’s Licensing Officer no later than 20 business days prior to the event:

• Completed Business License Application Form
• Photo Identification (valid government-issued)
• Simcoe Muskoka District Health Unit (SMDHU) Approval
• List of all Operators who will be working the refreshment vehicle/cart
• Certificate of Insurance (minimum $2 million liability, listing the Town as an Additional Insured)
• Prescribed Application Fee: $75.00
• Approval/inspection from Bradford West Gwillimbury Fire Services for use of cooking arrangements that require fire suppression systems (e.g., fryers/grills) and for use of applicable fuels
• Approval/inspection from Licensing Officer/By-law prior to the event

Submission & Inquiries
Completed applications and documentation must be submitted to:
licensing@townofbwg.com
For additional information or questions regarding licensing requirements, vendors are encouraged to contact the Licensing Officer directly.

Important Note:
Failure to obtain a valid Temporary Business License may result in prohibition from participating in the event.

Fire and Emergency Services 

Cooking Within Tents - BWG Fire & Emergency Services

All vendors with cooking equipment will be subject to an inspection from a Bradford Fire and Emergency Services Fire Prevention Inspector.

• All tent materials must be certified fire-retardant (NFPA 701, 705 or CAN/ULC-S109-M).
• No cooking in enclosed tents—cooking tents must be fully open on all sides.
• Tents must be placed at least 3 metres from any structure, fence, or obstruction.
• Outdoor cooking that produces sparks, flame or grease-laden vapours must be at least 3 metres from any non-fire-retardant tent or canopy.
• A Class ABC fire extinguisher must be within 10 metres of all cooking appliances.
• Fuel-fired cooking appliances may require approval from TSSA.
• All electrical equipment must meet Electrical Safety Authority requirements.

For fire safety questions, contact BWG Fire Prevention: 905-775-7311 or fireprevention@townofbwg.com

Food Vendor/SMDHU Requirements

Any event involving food preparation, handling, or distribution must comply with the Simcoe Muskoka District Health Unit (SMDHU) regulations.
Coordinator Application (Event Organizer Responsibility)
Event Organizers must submit a “Coordinator Application for Special Event” form to the SMDHU.
This application outlines the overall event details, including the list of participating food vendors. The form and further information can be accessed on the SMDHU website: Coordinator Application – SMDHU (Insert direct link to the form when ready).
Vendor Application (Vendor Responsibility)
Each food vendor must individually complete and submit a “Vendor Application for Special Event Permit” to the SMDHU. Vendors must comply with all Public Health food safety regulations and inspection requirements.
Proof of Submission to the Town
Both the Event Organizer and each participating food vendor are required to provide proof of their application submission to the Town of Bradford West Gwillimbury. Proof of submission must be

1. Placed no sooner than 21 days prior to event and removed within 48 hours of the event
2. Not placed within 10 metres of another posted sign
3. Not placed within 10 metres of a driveway or intersection
4. Written permission of property owner, if placed on private property
5. If placed on boulevards, placed adjacent to sidewalk not adjacent to the road to protect driver sightlines

Please submit a digital copy of your sign design to events@townofbwg.com a minimum of 60 days prior to your event in order to obtain approval.