Hosting a Festival or Special Event

Interested in holding your festival or special event in Port Moody? We're here to help you through the event permit application process.

Before you apply

Prior to planning your event, please review the documents below to ensure that it meets our guidelines.

New event permit application intake periods

The City accepts applications during two intake periods per year during spring and fall.

Season of the event	Application period
Fall (for events taking place from April to the end of September)	September 14 – October 12
Spring (for events taking place from October 1 to March 1)	January 18 – March 15

Please note: Late or incomplete applications will not be accepted, and dates cannot be confirmed.

Apply to host a festival or event

There are two separate event applications, one for hosting an event or festival for the first time and one for existing events. If we receive multiple applications for the same dates, priority will be given on a first-come-first-serve basis (based on the submission of a fully complete application) unless the date is already held.

There is no event permit fee.

All event permit applications must include:

a detailed explanation of the proposed event
a full event description including information about the event coordinator and host organization
an initial site plan (pdf or jpg) that includes all event elements
confirmation that you have read the event handbook

New festival or event application

For existing festivals and events, we must receive your application at least three months prior to the requested event date. First-time events must apply during the intake period that occurs before their event date. For first-time events of over 500 attendees, please apply one year in advance.

You need to complete an application for a new festival or special event if you are:

proposing a new event for Port Moody
a new organizer taking over an existing event
bringing a past event back to the city after taking a break
making significant changes to a returning event

Please submit your completed application form by email to the community events coordinator.

Existing festival or event application

If you have previously held a permit for an event, you will still need to apply during the intake period for the upcoming year.

You will need to provide contact information for the event organizer as well as a description of the event. Please submit your completed application form by email to the community events coordinator.

Submit an application for an existing festival or special event.

Event permit application review process

The first phase of the process involves review by multiple departments. Following the initial review by staff, the event date may be held until all departments have completed their reviews.

In the second phase of the review applicants must provide:

liability insurance
alcohol licences
zero waste plan
final site plan
safety plan

Our event coordinator will work with applicants to ensure that the final submission meets safety and operational requirements as provided in the handbook.

Please note that your event is not considered confirmed until you receive the final permit.

Scheduling and permit considerations

If applicants require more notice than the intake window provides, applicants may be allowed to apply in an earlier intake period. Full event details must be provided.
On long weekends, public use of the park is prioritized, and requested dates are not guaranteed.
Depending on the size, location, and type of event, you may need to apply for additional permits.

Marketing support

Once your event permit has been approved, our team can support you with the advertising opportunities below.

Promote your community event by adding it to the City's online events calendar.
Display your community event on the Newport digital sign located at the corner of Ioco Road and Newport Drive.
Display your community event on the three TVs located in the Civic Centre Galleria. Your event graphic should be a 16:9 PowerPoint slide (ppt). Other acceptable formats for event graphics include jpg, jpeg, or png. Email your graphic to the Cultural Services division.
Display banners on the Moody Street Overpass by completing the Moody Street Overpass Banner Permit Application.
Display outdoor event signs throughout the city by completing a Cultural Event Sign Permit Application.
Drop off up to two posters and/or 50 rack cards at City Hall reception (Attn: Cultural Services) to be displayed in the Civic Centre, Recreation Complex, and Kyle Centre.

The two digital billboards, located on the south side of Barnet Highway and at Barnet Highway at Ioco Road (near Inlet Centre Station), are operated by Pattison Outdoor Advertising. Port Moody businesses, non-profits, and community groups receive a 20% discount on advertising.

Additional event permits and resources

Depending on the size, location, and type of event, you may need to apply for additional permits.

Building permits (tents and stages)

You will need a building permit If you are planning to set up a tent and/or stage at your event.

Food permits

If you are planning to serve food at your event, you should contact Fraser Health to find out what food permits you may need.

Gaming permits (raffles and gambling)

You will need a gambling and gaming permit in order to hold raffles or gambling games at your event.

Highway use permit

If your event disrupts the normal flow of pedestrian or vehicle movement or interferes with parking, sidewalks or bike path access you will need to complete a highway use permit application.

Liquor permits – special events

You will need a special event permit from the BC Liquor and Cannabis Licensing office if you want to serve liquor at your event.

Music licences

SOCAN ensures that you have the proper licence needed to play music in Canada and worldwide.

Technical Safety BC

If your event has rides or requires an electrical hook-up, you will need to review the guidelines of Technical Safety BC to make sure you follow all of their licences and regulations.

Port of Vancouver

Organized activities on the water within the Vancouver Fraser Port Authority's jurisdiction will require a marine event permit.

Waste management

View our special event waste management planning tool to help you manage garbage, recycling, and waste at your event. Our tool will help you meet our event sustainability requirements.