Community Event Planning
Community Event Planning
Planning a special event in Aylmer? Whether you are organizing a festival, parade, fundraiser, community gathering, race, or other public event, the Town of Aylmer is here to help guide you through the requirements and approvals process.
This page provides information for event organizers on permits, applications, road closures, insurance, health and safety considerations, and other requirements that may apply when hosting an event within the Town. Organizers are encouraged to contact the Town early in the planning process to help ensure a safe, successful, and well-coordinated event for everyone involved.
How to Plan an Event in Aylmer
This manual is designed to help event organizers plan and host safe, successful, and compliant events within the Town of Aylmer. A Town representative will be assigned to assist organizers throughout the planning process.
Special Event Permit
A Special Event Permit is required for outdoor events expected to have 25 or more attendees at any one time. Special events may include fairs, festivals, parades, marches, races, community celebrations, educational events, recreational activities, and similar gatherings held on municipal, public, or private property.
Special Event Permits help the Town coordinate important event details such as road closures, parking, emergency access, public safety, waste collection, noise, and other municipal services. This process helps ensure events are safe, organized, and enjoyable for participants, residents, and visitors.
The Town of Aylmer strongly recommends contacting the municipality early when planning a large event so staff can help coordinate all aspects of the event and identify any approvals or requirements that may apply.
Serving Food & Beverage to the Public
If your event involves providing food and/or beverage to the public regardless of whether it is free or there is a fee charged, the event organizer is responsible to make application to the Southwestern Public Health and adhere to their requirements for preparation, storage and handling of food and/or beverage.
Special Occasion Permit (AGCO)
Special Occasion Permits (Alcohol at Events)
The sale and service of alcohol at events in Ontario is regulated by the Alcohol and Gaming Commission of Ontario (AGCO).
In some cases, you must get a Special Occasion Permit (SOP) to serve or sell alcohol. This applies when alcohol is being offered outside of a licensed bar or restaurant.
You may need a permit for:
- Events where alcohol is sold in a private place (unless the location already has a catering endorsement)
- Events of municipal significance or events raising money for a registered charity that benefit the public
- “Bring-your-own-alcohol” (BYOB) events linked to a nearby eligible sporting event or a municipally designated cultural or community event.
Events of Municipal Significance
Before you can apply for a Special Occasion Permit, the Town of Aylmer must first decide if your event is “municipally significant.”
An event may be considered municipally significant if it is:
- Open to the public
- One-time, annual, or does not happen often
- Has a set start and end date
- Has cultural, historical, or community importance, or
- Supports charities or raises funds that benefit the community
If approved, the Town provides a letter or resolution confirming the designation.
How the Process Works
- Apply to the Town first
Submit a request to have your event reviewed and designated as municipally significant. - Town review
The request is reviewed and shared with relevant departments for input. - Apply for your SOP
If approved, the event organizer uses the Town’s designation letter to apply to the Alcohol and Gaming Commission of Ontario for a Special Occasion Permit.
Important Note: The Town of Aylmer does not issue alcohol permits directly. The Town only designates whether an event is municipally significant. The final permit is issued by the AGCO.
Contact Town of Aylmer Staff
Community Recreation & Culture Programmer
531 Talbot Street West Aylmer, ON N5H 2T9
519-773-3164 Ext. 4933
Email