Special Event Permits
Host an event in the City of Woodstock
Special events bring people together in shared experiences. They allow us to connect with others and feel part of a community, contributing to the vitality of the city.
Planning an event or festival on public property requires information from and collaboration with several city divisions. Resources are available to assist event organizers during the planning process.
What is considered a special event?
- A special event is any organized activity held outdoors on city property (e.g., parks, trails, roads, sidewalks, etc.) with a large number of people in attendance. Special events include runs and walkathons, sports tournaments, parades, festivals, outdoor concerts, picnics and events that require a road closure.
- If you wish to book an event that is considered a Special Event, please complete the below application or contact Special Events staff at 519-539-2382 x 4104 or by email.
Hosting a small outdoor gathering, picnic, etc.?
- If you wish to book an event that does not fit within the description of a special event, please complete the below application or contact the Parks Department at 519 539 1291 x 4110 or by email.
Special Event Request Application
Questions? We can help! Contact Special Events staff at 519-539-1291 x 4104 or by email.
Organizing a Sports Team for the season?
Our arenas, baseball diamonds, soccer fields and swimming pools are some of our most frequently rented recreation facilities. If you are looking to rent a sports facility for your sports team to use for the summer season, please fill out the Sports Facility Application Request form.
Recreation and Sports Facilities Rental Request Form
Public Spaces Available for Special Events and Outdoor Gatherings
Below is a list of locations suitable for various types of events. If the location you were thinking of is not on the list below, please contact our events team to discuss at 519-539-1291 x 4110 or by email.
| Southside Park |
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Southside Park is the largest park within Woodstock at nearly 65 acres. It's located at 192 Old Wellington St. S. Bookable spaces include: |
| Cowan Fields |
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Cowan Fields is located at 1495 Devonshire Ave. This nearly 25 acre park is home to three class A baseball diamonds, a play structure and splash pad. Bookable spaces include: |
| Museum Square |
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Located in the heart of Downtown at 472 Dundas St., Museum Square is Woodstock's Civic Square and hosts many community events. Bookable spaces include: |
| Pittock |
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Part of the Pittock Conservation Area, there is green space available on both the north and south shore of the reservoir. Bookable spaces include: |
| Victoria Park |
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Located at 413 Buller St., Victoria Park is one of Woodstock's oldest parks with lots of green space and surrounded by mature trees. This five acre park is also home to the Cenotaph. Bookable spaces include: |
Rental Fees
| Park Space Rentals |
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Park Area (under 100 people): $45.20/full day Fitness Class (under 30 people): $12/1-hour Pavilion or Gazebo (under 100 people) Fees include HST |
Large Park Events (over 100 people) |
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Park Space (includes pavilion where applicable): $350.30 Beverage Garden (per additional 10 sq. ft. larger than 3,200 sq. ft. holds up to 100 people, example: 40'x80') minimum charge per event: $452 Beverage Garden (per additional 10 sq. ft. larger than 3,200 sq. ft.): $90.40/per event Garbage Collection/Event Assistance (includes labour & vehicle): $67.80/per hour Excess Garbage Removal (tipping fee): $135.60/per 8 yard bin Labour Rate (includes vehicle): $67.80/per hour Fees include HST |
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Road Closure Fees |
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Road Closure for Events: $250/per event Additional fees will be added at the City of Woodstock's discretion for damage or missing materials Fees include HST |
Other Resources
We've included some additional information below you may find helpful when planning your event.
| Advertise your Event |
| If your event is open to the public, you can promote it for free on the City of Woodstock Events Calendar. You may also be interested in advertising in our What's on Woodstock magazine. |
| Special Event Road Closures |
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A special event road closure permit is required for anyone wanting to hold a small parade/procession, street block party, a race/walk/bike-a-thon, demonstration or any similar event that requires a lane or road closure or may interfere with the normal flow of traffic on any city road. The Special Event Request application includes details if a road closure is needed for your event. |
| Special Event Food Regulations |
| Anyone offering food to the public at a special event is should review the requirements enforced by Southwestern Public Health. Vendor notification forms, requirements and regulations can be found on Southwestern Public Health's website. |
