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 Special Event Request application or contact Special Events staff at 519-539-2382 x 4104.

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 Special Events Request application or contact the Parks Department at 519 539 1291 x 4110.

Organizing a Sports Team

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 submit a Recreation and Sports Facility 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.

Southside Park is the largest park within Woodstock at nearly 65 acres. It's located at 192 Old Wellington St. S. 

Bookable spaces include:

  • Entire Park
  • Bandshell Pavilion (near playground)
  • Boathouse Pavilion (near water)
  • Gazebo

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:

  • Pavilion
  • Open Space

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:

  • Open Space

Part of the Pittock Conservation Area, there is green space available on both the north and south shore of the reservoir. 

Bookable spaces include:

  • North Shore
  • South Shore (Roth Park)

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:

  • Entire Park

Rental Fees

Park Area (under 100 people)

  • $45.20/full day 

Fitness Class (under 30 people)

  • $12/1-hour

Pavilion or Gazebo (under 100 people)

  • 4-hour block (preferably 9 a.m.-1 p.m. or 3 p.m.-7 p.m.): $56.50
  • Full Day: $113

Fees include HST

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

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.

Please review City of Woodstock's External Special Events Policy, which provides comprehensive guidelines for event organizers. 

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. 

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.

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. 

Contact Us

City of Woodstock

P.O. Box 1539, 500 Dundas Street
Woodstock, ON N4S 0A7
Phone: 519-539-1291

 

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