With spring and summer just around the corner, many Bow Valley businesses are starting to plan outdoor events. But before you set up tents or book vendors, there are a few important things to consider.
Canmore-based lawyer Austin Ward sat down with Anthony Burden and Jill Bishop to discuss what business owners should know before hosting an outdoor event.
What’s the first thing business owners should think about when planning an outdoor event?
Start with where the event is taking place. If you’re using public land, you may need permits or approvals from the municipality. Even on private property, there may still be bylaws that apply, including occupancy limits, noise restrictions and fire safety requirements.
What kinds of permits are typically required?
It depends on the event, but common examples include special event permits, road use or closure permits, and approvals for things like tents, stages or amplified sound. If alcohol is involved, there are additional licensing requirements. It’s always a good idea to check early, as timelines and requirements can vary.
How does liability come into play at the permitting stage?
Most municipalities require proof of insurance as part of the application process. That often includes a minimum coverage amount and naming the municipality as an additional insured. This is where liability starts to come into focus, because it forces you to think about the risks associated with your event and how they are being managed. Even if municipalities don’t require it, it’s best to ensure that either homeowners insurance, commercial general liability insurance, or event insurance is in place.
What are some common risks business owners might overlook?
Things like uneven ground, concealed holes/sprinkler heads, temporary structures, crowd flow and weather conditions can all create issues if they are not properly planned for. If you have food vendors, entertainers or equipment providers, it is important to be clear about who is responsible for what, and ensuring these vendors have the appropriate insurance coverage in place.
Are waivers enough to protect a business?
Waivers can help, but they are not a complete solution. They need to be properly drafted and used in the right circumstances. More importantly, they do not replace the need for good planning, appropriate insurance and compliance with local requirements. Signage advising of known, unavoidable risks is a best practice, but is not a complete solution.
Any final advice for business owners?
Give yourself enough time. Many issues can be avoided by starting the planning process early, understanding what approvals are needed and making sure the right pieces are in place. A well-run event is not just about the experience on the day, it is also about what happens behind the scenes to keep everyone safe.
Contact Anthony Burden(aburden@fieldlaw.com) or Jill Bishop (jbishop@fieldlaw.com) or reach out to Austin Ward at award@fieldlaw.com or 587-956-2754.
