Online Forms

2. EVENTS - COMMUNITY SPECIAL EVENTS CHECKLIST

4. Below is the ‘EVENTS - COMMUNITY SPECIAL EVENTS" Checklist, which will assure that you are receiving all required information to hold a successful event on municipal property. Please complete the following form on your own, or arrange a meeting with the Events Coordinator, Don Engerdahl, for assistance - events@hinton.ca or 780 865-6055. The information provided will assist in determining the requirements necessary for the event to proceed. Based on this information, we will provide all necessary contact information and direction to appropriate resources relating to the event.

6. Events REQUIRING completion of this Checklist

   Larger-scaled events and activities held in our facilities, fields and parks require more details and resources to be successful. These events may include: Indoor: Dance Recitals/Festivals*, Theatre Performances*, Music Concerts*, Trade Shows. Outdoor:  Special Events, Music Festivals, and Community Fundraisers. Please complete the form below.

   * All bookings requiring the Performing Arts Theatre must be arranged with the Theatre booking agent.  

8. General Facility bookings NOT REQUIRING completion of this Checklist
   It is not required to complete the Events Checklist for programs or activities requiring a general booking or room rental space at the Recreation Centre These types of events/activities may include: Birthday Parties, School Fun Days, AGM's, and registration nights. Please contact the Recreation Centre Customer Service Desk at 780 865-4412 to speak with a customer service representative to assist you with booking and availability.
10. Today's Date*
    Today's Date
11. Event or Activity Name:*
13. ORGANIZATION INFORMATION
15. Organization Name*
16. Are you a registered Non-profit?*

    1. Yes
    2. No
18. Event Organizer Contact Name*
19. Contact Telephone*
20. Contact Mobile
22. Contact Email Address*
24. Organization Mailing Address*
26. City*
27. Province*
28. Postal Code*
30. EVENT INFORMATION
32. Type of Event (select one)*
    -- Select One --Live Performance (Dance, Music, Theatre)ConferencesFundraisersFestivalsOther Events (Sport, Cultural, Social)Aquatics EventPublic Presentation
33. Location of Event*
    -- Select One --Bill Thompson ArenaSteve Hotchkiss ArenaPeople's CentreRec. Centre Board RoomYouth CentreGordon Moore ParkJessie Turgeon ParkKinsmen ParkLions ParkMary Reimer ParkGreen Square
35. Event Description
    Give us a brief overview of your event and the activities you are doing.
37. Start & End Date of Event*
    Start & End Date of Event Start Date

    Start & End Date of Event Start Time

    —

    Start & End Date of Event End Date

    Start & End Date of Event End Time

    Note: These are the ACTUAL DATE(S) of your event

38. # of Attendees*

    Please include volunteer numbers.

39. Setup/Teardown/Decorating Time

    Do you require time prior to or after your event for setting up, decorating and tearing down? If so, please indicate in the EVENT TIMES section below.

    1. Yes
    2. No
41. Event Times (Below)
    Please fill out the start and end times FOR EACH DAY of your event including when the public is given access (or doors open) until they leave the facility. INCLUDE ALL tech, dress or practice rehearsals prior to your event.
43. Event - Day 1*
    Event - Day 1 Start Date

    Event - Day 1 Start Time

    —

    Event - Day 1 End Date

    Event - Day 1 End Time
44. Event - Day 2
    Event - Day 2 Start Date

    Event - Day 2 Start Time

    —

    Event - Day 2 End Date

    Event - Day 2 End Time
45. Event - Day 3
    Event - Day 3 Start Date

    Event - Day 3 Start Time

    —

    Event - Day 3 End Date

    Event - Day 3 End Time
46. Event - Day 4
    Event - Day 4 Start Date

    Event - Day 4 Start Time

    —

    Event - Day 4 End Date

    Event - Day 4 End Time
48. Set-up Time - Day 1
    Set-up Time - Day 1 Start Date

    Set-up Time - Day 1 Start Time

    —

    Set-up Time - Day 1 End Date

    Set-up Time - Day 1 End Time
49. Set-Up Time - Day 2
    Set-Up Time - Day 2 Start Date

    Set-Up Time - Day 2 Start Time

    —

    Set-Up Time - Day 2 End Date

    Set-Up Time - Day 2 End Time
50. Set-Up Time - Day 3
    Set-Up Time - Day 3 Start Date

    Set-Up Time - Day 3 Start Time

    —

    Set-Up Time - Day 3 End Date

    Set-Up Time - Day 3 End Time
51. Set-Up Time - Day 4
    Set-Up Time - Day 4 Start Date

    Set-Up Time - Day 4 Start Time

    —

    Set-Up Time - Day 4 End Date

    Set-Up Time - Day 4 End Time
53. Take-Down Time - Day 1
    Take-Down Time - Day 1 Start Date

    Take-Down Time - Day 1 Start Time

    —

    Take-Down Time - Day 1 End Date

    Take-Down Time - Day 1 End Time
54. Take-Down Time - Day 2
    Take-Down Time - Day 2 Start Date

    Take-Down Time - Day 2 Start Time

    —

    Take-Down Time - Day 2 End Date

    Take-Down Time - Day 2 End Time
55. Take-Down Time - Day 3
    Take-Down Time - Day 3 Start Date

    Take-Down Time - Day 3 Start Time

    —

    Take-Down Time - Day 3 End Date

    Take-Down Time - Day 3 End Time
56. Tear-Down Time - Day 4
    Tear-Down Time - Day 4 Start Date

    Tear-Down Time - Day 4 Start Time

    —

    Tear-Down Time - Day 4 End Date

    Tear-Down Time - Day 4 End Time
58. GENERAL EVENT COMPONENTS
    Check either YES or NO.
60. Road Closures or Permits*

    Do you require any road closures?

    1. Yes
    2. No
61. Temporary Use Agreements*

    Temporary Use agreements are required for the following parks and parking lot areas (at the Recreation Centre):

    Jessie Turgeon Park, Gordon Moore Memorial Park, Riverfront Park, Lot between Curling Rink and Greenhouse, Erith Park, Kinsmen Park, Interpretive Park, Rec Centre East Parking Lot , Rec Centre North Parking Lot.

    1. Yes
    2. No
62. Tents or Portable Structures*

    Will you be installing any portable structures such as tents, canopies, or shelters? Note:  An AB First Call needs to be completed prior to staking any tents into the ground.

    1. Yes
    2. No
64. Parking*

    Do you have adequate parking? Do you have attendants or barricades ready

    1. Yes
    2. No
65. Event Signage*

    Do you have event signage (includes road signs and event signage, banners, etc.)

    1. Yes
    2. No
66. Revenue Generation*

    Is this a ticketed or non-ticketed event where an admission is charged?

    1. Yes
    2. No
67. Bouncy Castles / Inflatables*

    Will you be installing any bouncy castles or inflatables?  An Alberta First Call is required prior to staking any bouncy castles or inflatables.

    1. Yes
    2. No
69. Porta-Potties*

    Will you be bringing in porta-potties for your event. If so, Installation, delivery, setup, restocking, removing and site cleanup will be your responsibility

    1. Yes
    2. No
70. Food Service / Catering*

    Will your event involve food service of any kind? Eg. concession, catering, home prepared, bake sale items, etc

    1. Concession
    2. Catered
    3. Home prepared items
    4. Bake Sale
    5. Food Trucks
71. Electronic Sign*

    Would you like us to promote your event on our outdoor electronic sign?

    1. Yes
    2. No
73. Camping*

    1. Yes
    2. No
74. Use of Firepit*

    Have you obtained a Fire permit?

    1. Yes
    2. No
75. Live Entertainment*

    1. Yes
    2. No
76. Liquor Licensing / Service*

    Licensed Area

    1. Yes
    2. No
78. ADDITIONAL ROOMS, EQUIPMENT & SERVICES
80. ADDITIONAL ROOMS

    Check all additional rooms that your event may need.

    1. Foyer
    2. People's Centre
    3. Concession Area
    4. Dressing Rooms
    5. Meeting Room
    6. Photocopying Room
81. Equipment

    Some items may have rental charges(*).

    1. Sound System*
    2. Wireless Mic System*
    3. Projector*
    4. Tablecloths*
    5. Coffee Urns (for use in facility)
82. Please provide quantities for every equipment item you have checked and any other details*
Leave This Blank:


84. 1. Receive an email copy of this form.
85. Email address

    This field is not part of the form submission.

86. Submit

* indicates a required field