Events - Sports & Tournaments Checklist

2. EVENTS - TOURNAMENT CHECKLIST

4. Below is the ‘Events - Tournament 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.

   Below is the ‘Events - Tournament 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 sporting events and activities held in our facilities, fields and parks require more details and resources to be successful. These events may include: Baseball Tournaments, Hockey Tournaments, Soccer Tournaments & Wrap Parties, Figure Skating Shows, Ringette Tournaments, Gear swaps and Sports Camps.

   Larger-scaled sporting events and activities held in our facilities, fields and parks require more details and resources to be successful. These events may include: Baseball Tournaments, Hockey Tournaments, Soccer Tournaments & Wrap Parties, Figure Skating Shows, Ringette Tournaments, Gear swaps and Sports Camps.

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.

   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: 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.

    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.

    Check either YES or NO.

60. Parking*

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

    1. Yes
    2. No
61. Event Signage*

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

    1. Yes
    2. No
62. Revenue Generation*

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

    1. Yes
    2. No
63. Tent or Portable Structure*

    Will you be installing any portable structures such as tents, canopies, or shelters?

    1. Yes
    2. No
65. 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
66. 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
67. Electronic Sign *

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

    1. Yes
    2. No
68. Electronic Sign Message

    You will get 3 lines with 15 characters on each line. Will run for one week prior to event.

70. Camping*

    1. Yes
    2. No

71. Use of Firepit*

    Have you obtained a Fire permit?

    1. Yes
    2. No
72. Live Entertainment*

    1. Yes
    2. No

73. Liquor Licensing / Service*

    Licensed Area

    1. Yes
    2. No

75. ADDITIONAL ROOMS, EQUIPMENT & SERVICES

77. 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
78. Equipment

    Some items may have rental charges.

    1. Tables
    2. Chairs
    3. Microphone and Cable
    4. Wireless Microphone System
    5. Tablecloths
    6. Coffee Urns
79. Please provide quantities for every equipment item you have checked and any other details*

Leave This Blank:


81. 1. Receive an email copy of this form.
82. Email address

    This field is not part of the form submission.

83. Submit

* indicates a required field