Special Events Bookings for Museum Square
How to Apply
Complete the application form which is available from the Woodstock Museum at 466 Dundas St. or online. The application form must then be approved by the Manager of Cultural Services. The City of Woodstock may require additional information, forms, licenses or permits for events. Once all of this is completed along with all payments the permit will be issued.
Forward your application to the Museum Clerk by email to
, by fax 519-537-7235 or in person to 466 Dundas St.
Museum Square Rental Form
All applications must be received by the Woodstock Museum no later than 4 weeks prior to your event date.
Fees and Payment
Payment must be received when the application is approved for any applicable fee(s) related to the application.
No permit shall be issued without the payment of the applicable fee(s). An administration charge will be levied for any payments returned as non-sufficient funds.
A proposed site plan detailing event layout must be included in the application form for all special events and must be adhered to once the permit has been issued. The site plan must include location of any vehicles, accesses and routes, tents, food operating areas additional washrooms, use of elevated stages or other temporary structures (i.e. bleachers, platforms) that are built on site, live entertainment, electrical requirements or other amenities that will be on site during the event. All site plans are subject to approval by the City of Woodstock.
Air Supported Structures, Amusement Devices, animal operating areas and Alcohol Sale/Service are not allowed in Museum Square.
The City of Woodstock may attach such terms and conditions to a permit as deemed necessary to ensure public safety, protect City property or maintain the enjoyment of the Park for the public, which shall include identification of:
a) Permit Holder whether an individual, individuals or corporation
b) Permitted use
c) Applicable fee (s)
d) Confirmation of payment of applicable insurance
e) Time and date of permitted use
f) Place of permitted use
Additional Information Required
Before the final permit will be issued the following information must be submitted with the application:
a) Insurance Certificate: minimum $2,000,000 of general liability coverage
b) The full amount of any outstanding amounts owed to the City as a result of a previously permitted special event
d) Applicable licenses/permits and related fee(s)
e) Site plan
Cancellations and Refunds
The City of Woodstock reserves the right to cancel any scheduled Special Event and revoke any permit:
a) In order to ensure public safety
b) If in the sole opinion of the City, the Permit Holder fails to comply with the requirements of the permit or any other provision for any other reason that the City deems appropriate
If the permit holder needs to cancel the event they must let the Museum Clerk know 48 hours in advance of the event date.
Programming Criteria for Eligibility Status
A Special Event application submitted to the City for approval must meet certain criteria to be eligible for a permit, including compatibility with the provisions of municipal, provincial and federal laws as well as in accordance with rules and regulations administered by the Woodstock Police, Woodstock Fire Department and Oxford Public Health. As well as adhering to the following by-laws:
Events must comply with all City by-laws and policies, including, but not limited to:
- Municipal Code Chapter 591: Business Operated on a Temporary Basis
- Municipal Code Chapter 666: Parks – Regulation
- Municipal Code Chapter 825: Noise – Unnecessary Unusual
- Municipal Code Chapter 835: Smoke Free Workplaces and Public Places
Museum Square may be used by community groups or individuals to hold events that are of a benefit to Woodstock. All events must foster social inclusion and be open to the public. Events that pose a threat to public safety, the physical integrity of the park or surrounding area, or foster social exclusion may be denied.
An application to City Hall must be submitted and approved for the sale and distribution of any food items on municipal property in addition to the Special Events permit. The Permit Holder will ensure that the food vendor application is completed. Any refreshment vehicles contracted for the provision of food must be licensed. A copy of the license needs to be submitted to the Museum Clerk before your permit can be processed.
Sale of Goods and Services
Anyone wanting to sell any goods or services will need to complete an application at City Hall and will need to give a copy of permission to the Museum Clerk before your permit can be processed.
City property is to be protected from vandalism, crowd damage or excessive use during events. Organizations or individuals shall be responsible for any damages caused to the physical environment of Museum Square or adjacent properties that result from an event. Any damages will be assessed by the Parks and Engineering Departments and the applicant will be responsible for all associated costs.
In order to minimize risk all Permit Holders and participants are reminded that it is prohibited to:
a) Allow a pet to run free
b) Foul or pollute the fountain
Every owner and other person who is in charge of a dog shall immediately remove any feces left by his or her dog.
Rice, glitter, confetti, artificial flower petals or any other substance that litters the ground is prohibited.
Open Flame /Fireworks
By-law prohibits setting off fireworks or pyrotechnics in City parks without prior approval from the Fire Prevention Officer. A copy of permission needs to be handed in to the Museum Clerk before your permit can be processed.
Fencing, Digging or Staking
Any object that penetrates the ground including fence posts, tent poles/pegs, and sign installation is prohibited.
Parking during Special Events
The Permit Holder is responsible for:
a) Ensuring there is sufficient parking for event attendees
b) Arranging off-site parking if there is no available parking on site
c) Arranging shuttle service for off-site parking if required
d) Advising attendees of parking arrangements and enforcement for the event
Road closure requests can be submitted to the Museum Clerk who will make appropriate arrangements. A fee is required for this service.
Parking During A Road Closure
If the event requires a road closure, all vehicles will be required to be off the road before the event starts. This may result in vehicles being ticketed and towed from the road, at the vehicle owner's expense. Signage shall be posted in advance of the road closure advising when the closure will take effect; that no parking will be allowed after the road is closed, and that vehicles may be ticketed and/or towed. Road barricades will be placed at the access point to the road in accordance with the road closure permit.
Emergency access to parks, driveways, walkways and thoroughfares as well as parking lots must be maintained at all times.
Garbage and Waste Disposal
The Permit Holder is responsible for litter control and waste disposal. The City can assist in providing resources in this regard such as supplying extra garbage cans. Additional fees will apply.
The Square must be left in its original condition. The City may impose additional fees to clean up the Square if it is not left in a state that is satisfactory to the City.
The City reserves the right to impose additional restrictions and fees for waste removal depending on the size and nature of the Special Event.
The Permit Holder is responsible for any additional fee related to waste removal or clean up in the square.
Anyone needing to rent equipment owned by the city will need to talk to the Museum Clerk so that appropriate arrangements and payments can be made.
Anyone needing to see City Council will need permission from the City Clerk. Two (2) weeks' notice is required.
Anyone needing a proclamation will need to talk to the Senior Administrative Assistant to the Mayor and CAO at City Hall.
Anyone needing one of the flags changed needs permission from the Manager of Cultural Services. Please let the Museum Clerk know if this is required.