SALMON ARM SANCTIONED EVENTS
If the event meets all 6 Pillars, the event becomes a Salmon Arm Sanctioned Event and adopted as an official and sanctioned Small City, Big Event.
If the event meets the parameters then it will be considered a Salmon Arm Centre Stage Sanctioned Event and the event organizer will receive many additional resources, potential grants and many more benefits to plan an event in Salmon Arm.
*SAEDS retains exclusive authority on determining approval based on assessment of applications in relation to community interest.
#1SAFETY:
Is it safe and respectful for all ages and demographics?
(*except alcoholic functions)
(*except alcoholic functions)
#2AWARENESS:
Will it bring people to the community and help leverage positive awareness for Salmon Arm and the Shuswap Region?
#3ECONOMIC IMPACT:
Will it incur increased occupancy at area accommodators and will the event leverage and increase economic impact to other businesses in the shoulder and off-season markets?
#4IMPRESSION:
Do the benefits outweigh any potential negative consequences to the community? Does the event fit within our brand parameters?
#5TIMING:
Is it planned at a time of year not conflicting with other events and when the weather will align with the event logistics?
#6LOGISTICS:
Have you confirmed all city logistics and any required permit requirements? This could be traffic flow, parking, health permits, and any sound and event.
Event Application Form
Complete the application form to help us determine what approvals or requirements are needed for your event.
We will review your application and contact you with the requirements related to your event, which could include:
- Agency approvals (from the RCMP, Alcohol and Gaming Commission, Health Authority, Parking Commissions, and other agencies)
- Building permit (if your event has structures such as tents or stages)
- Event route map
- Event room or space layout
- Event site plan
- Proof of insurance (minimum $2 million in commercial
general liability insurance) - Parking arrangements
general liability insurance)
- Special licenses and/or permits
- Traffic management plan
- Emergency Management Plan
- Food permits
- …. And more.
Please fill out this Event Outline Form and submit for event approval as a sanctioned event. Once received we will contact you with further details.
Changes and Cancellations
If you wish to add additional activities after the issuance of your permit, you must do so more than two months prior to your event to ensure sufficient time to process additional approvals. Activities can be cancelled in writing up to two months prior to your event.
EVENT RESOURCES
Event Welcome Packages
Welcome packages are available. Depending on the size of your event, the timeline, and the economic impact the event will have on the community, will determine if the welcome packages can be provided and what they will consist of.
We also have VIP packages. Please let us know if you are hosting a main decision maker and or someone who we can help you to leverage their decision making towards Salmon Arm.
Welcome & VIP package collateral & merchandise:
Please contact us for a list of Welcome and VIP collateral & merchandise. Not all merchandise may be available and will be sourced and provided respectively to event size and overall economic impact to the community.
If you would like to request Welcome Packages, please email events@saeds.ca at least 1 month prior to the event.
The event Welcome Package will be evaluated based on volume and availability of merchandise.
Accommodation
One of the very first factors to consider when you are planning your event is to plan it when the hotels have the best vacancy for your group. Due to Salmon Arms limited accommodators it is best to check with them on availability. Planning in the shoulder season will also offer you better rates.
For a full list of accommodators, please fill out our Event Outline Form and if you qualify as a sanctioned event we will give you access to “Small City, Big Bonus” planning resources. These resources will provide contact information for each accommodator, and tips and tricks to ask for a reduced rate based on event needs and length of stay.
If you are not a sanctioned event, please visit www.shuswaptourism.ca for a complete listing of accommodators in the region or visit the Salmon Arm Visitor Centre.
Maps
The Community of Salmon Arm and Shuswap Region has many resources available for maps. If you prefer maps on paper – the good ol’ fashion way, please visit the Salmon Arm Visitor Centre. They have many maps and wonderful resources to help navigate you to your choice of FUN. We also offer many trail guides to explore our amazing trails leading you on all kinds of adventure.
You can also find many maps available here: https://shuswaptourism.ca/plan/guides
GUIDELINES & REGULATIONS
•Health Permit Application Process
Health Permit Application Process
The following information is available on the Interior Health website. Health approval and permits are required for any event that is providing food (consumption, supplied, handled, packaged or displayed). The process can take up to 4 weeks, so be sure you plan the application process in time.
Health Approval & Permits
•Municipal & Regional Event Permit
Municipal & Regional Event Permit
Check back soon
Coming Soon
•Signage Permit Process
Signage Permit Process
Check back soon
Coming Soon
•Trail Permit Process
Trail Permit Process
Check back soon
Coming Soon
•Food Premises
Food Premises
Any place where food intended for public consumption is sold, offered for sale, supplied, handled, prepared, packaged, displayed, served, processed, stored, transported or dispensed. This includes restaurants, tasting rooms, mobiles, food stores, food manufacturing/processing, etc.
Note: Preparation of foods for the public must be done in an approved kitchen. Home kitchens are generally not allowed. Some exceptions apply, contact your local Environmental Health Officer for further details.
To apply for approval or a permit follow the steps below.
Step 1: Review the information in The Guide – Applying for Food Premises Approval.
The Guide will help you determine what documentation you need to provide with your application. For information specific to Mobile Units also review the Mobile Food Premises Guidelines.
Step 2: Follow the process provided in The Guide and submit completed forms and documents to your local Health Protection office. For your convenience forms and documents can be accessed below.
Step 3: Once these documents are submitted, reviewed and approved, the Environmental Health Officer will conduct an inspection prior to opening to ensure the facility was constructed and functional in accordance with the Food Premises Regulation and the previously approved plans.
- The Guide – Applying for Food Premises Approval
- Requirements for Floor/Building Plan
- Application for Food Premises
- Completing the Application for Food Premises Form
- Foodsafe Certification
- Writing a Food Safety Plan
- Writing a Sanitation Plan
- Fee Schedule
- Mobile Food Premises Guidelines
- Reduction of Fees Record
Additional Food Safety Resources
•Temporary Food Service
Temporary Food Service
Any place that prepares food for immediate consumption at temporary locations, events, or markets for 14 or less days per year.
- If you are an approved food premises you are still required to apply for a Temporary Food Service for off-site food sales.
To apply for a permit follow the steps below:
Step 1: Review the Temporary Food Services Guidelines to determine whether you are applying for a Lower Risk or Higher Risk permit.
Note: some foods are Permit Exempt.
Step 2: Submit your information to the local Health Protection office at least 14 days prior to your event. Application received with less than 14 days notice may not be processed.
- For Lower Risk Foods complete the Application – Low Risk form
- For Higher Risk Foods complete the Application – High Risk form
- Provide a layout of the booth/concession/unit (for high risk)
- Complete and submit a Food Safety Plan (for high risk)
- Complete and submit a Sanitation Plan (for high risk)
- Provide copies of FOODSAFE Certificates (for high risk)
Step 3: Once these documents are submitted, reviewed and approved, a Permit to Operate will be issued.
Temporary Food Services Guidelines
•Markets
Markets
Approval is required to sell higher risk pre-packaged food not meant for immediate consumption, shell eggs, and/or frozen raw food of animal origin (meats, poultry or fish) at temporary locations such as Farmer’s Markets.
Food intended for immediate consumption at a Market requires application for a Temporary Food Service (see above).
To apply for approval follow the steps below:
Step 1: Review Guideline for the Sale of Foods at Temporary Food Markets to determine if you are selling Higher Risk food and require Approval. Lower Risk home prepared foods can be sold and do not need authorization from an Environmental Health Officer. A list of Higher Risk and Lower Risk foods can be found in the Guideline.
Step 2: For Higher Risk Food submit the application and all required information (listed on application) to your local Health Protection office.
Step 3: Once these documents are submitted, reviewed and approved, a Letter of Confirmation will be issued.
The above information is provided by:
Interior Health
•Fireworks Requirements
Fireworks Requirements
Check back soon
Coming Soon
•Municipal Alcohol Policy
Municipal Alcohol Policy
Check back soon
Coming Soon
•Parks By-Law
Parks By-Law
Check back soon
Coming Soon
•Zero Tolerance Policy
Zero Tolerance Policy
Check back soon
Coming Soon
•Smoking By-Law
Smoking By-Law
Check back soon
Coming Soon
EVENT SAFETY
SMALL CITY,
BIG ON SAFETY
EMERGENCY MANAGEMENT PLAN
The success of an event is measured in many ways however one main factor to measure success is that your event ensures safety. Event organizers are highly encouraged to provide a safe event environment and to ensure that both event workers and the guests are not exposed to risks to their health and safety.
The link below provides a sample of an emergency management plan and a checklist that will provide a guide to many of the issues to be considered when organizing your
event.
Proactive planning by event organizers means nothing should be left to chance. Using a
systematic process of identification, assessment and control, relevant safety risks can eliminate
or minimize the risk of untoward outcome for the event and the organizer.
When planning your event, it is important to remember that each event is different; from the
type and number of people attending, to the nature of the event.
Good planning means being prepared well in advance and ensuring that safety is a priority throughout the event, including initial pre-event set up and dismantle. Emergency Management Plans should include as much as you feel is required however here are a few suggestions listed below.
Emergency Management Plan Suggestions
1. Inform RCMP of your event ahead of time (non emergency phone number)
2. A plan of action if a person is hurt or sick and needs medical attention
3. If a person is not a valid or welcome participant and causing negative attention or harm
4. If there is any threat or occurrence that will harm the wellbeing of another person or the event
5. Security guidelines – what will be acceptable behavior or grounds for removal?
6. Who is your security team? What is their protocol?
7. Who is your emergency response team? What is their protocol?
8. What if there is a fire, an event threat, bomb threat, or chaos of any kind is activated, what is the protocol for crowd and security management to minimize the situation and provide safety?
9. What is your “event rule” for smoking cigarettes, marijuana and/or vaping?
SPONSORSHIP & FUNDING
WHY SPONSOR EVENTS?
Coming Soon
INTERESTED IN SPONSORING?
Coming Soon
SPONSORSHIP REQUEST LETTER (EXAMPLE)
Coming Soon
SPONSORSHIP PACKAGES
Coming Soon
PROVINCIAL & FEDERAL FUNDING INITIATIVES
Coming Soon
LOCAL MRDT FUNDING