If you're organizing a festival or an event on City property or a public roadway, we're here to help. The City of Cambridge has dedicated special event staff that will assist you throughout your event planning process. Our special event staff can answer your questions about food vendors, lighting, fireworks, security, tents, and alcohol at your event. 

Planning a special event in 2021?

Are you looking at planning a special event in 2021? If so, please email our special event staff or call 519-623-1340 ext 4332 prior to making any plans.  After you have spoken to a special event staff person,  please  fill out the Special Event Application Form. Once your application is submitted it will be reviewed by an event staff and they will be in touch with you to discuss your event. Due to current COVID-19 restrictions we are only accepting special event applications of 100 people or less for in-person events that are taking place after May 1, 2021. 

If you have questions about your event or have questions about how to run an event, please email our special event staff or call 519-623-1340 ext 4332. 

Special Event Application

Special Event Application Form

Please email our special event staff or call 519-623-1340 ext 4332 prior to making any plans or filling out the Special Event Application.  

Due to current COVID-19 restrictions we are only accepting Special Event Applications of 100 people or less for in-person events that are taking place after May 1, 2021. 

Provincial COVID-19 restrictions on public gatherings can change at any time and if so, could impact or cause the cancellation of your event.  When confirming agreements/bookings please be aware of cancellation policy/deposit conditions. Event modifications may be required up to and including the date of your event.

Once your application is submitted it will be reviewed by an event staff and they will be in touch with you to discuss your event. 

COVID 19 Resources

COVID Guidelines for Outdoor Special Events on City of Cambridge Property

Region of Waterloo's Reopening Special Events webpage

Province of Ontario's Reopening Framework

City of Cambridge's COVID Response

Special Event Manual
Please refer to the Special Event Manual as it has been produced to guide event organizers through the risk management items put in place by the City of Cambridge. It is specifically tailored to meet the needs of events planned in Cambridge and contains details from the City of Cambridge’s Community Development Department, other City of Cambridge departments and other agencies in Cambridge. This document is a guide if you are planning a new event or looking to expand on an existing one. It does not contain all of the information that a special event may require but it provides the essential information to complete the risk management items required to host a special event on City of Cambridge property. It is intended to identify all of the planning issues that may relate to a City policies or procedural guidelines. 
 Event Planning Resources

Below are some commonly used event resources and websites event organizers may find useful:

Guide to Accessible Festivals and Outdoor Events

Special Event Permit (for using roadways, sidewalks, parking lots)

Municipal Alcohol Policy

Event Planning with Amusement Rides (TSSA)

Special Events Co-ordinator Form (Region of Waterloo Public Health - when events have more than one food vendors)

Special Event Form for Food Vendors (Region of Waterloo Public Health)

Food Truck License Application

Transient and Charitable Event Application (food for sale at events)

Application to Serve Food to the Public at No Charge (when food is free)

Special Occasion Permits (Alcohol and Gaming Commission of Ontario)

*Please note the above resources are not the only requirements/approvals your event may be asked to obtain. 

Please refer to the Special Event Manual for more details on the above resources.  

 Looking to host your event in a park?
The City of Cambridge has over 365 hectares of parkland and green space. Many parks can be booked for your special event.  Search for a park to find out information including location and features. 

Signature parks have limited availability and must be requested by September 1st of the previous calendar year your event will take place. Confirmation of space may take time as consideration of other annual bookings may need to be considered. Events taking place in signature parks, must meet certain criteria to be approved. Preferred parks are:

  • Riverside Park
  • Churchill Park
  • Dickson Park
  • Mill Race Park

To inquire about park availability, please call (519)623-1340 to speak to a booking staff person. 

Events should not be advertised prior to booking a park. 

 Special Event Advisory Team
The City of Cambridge Special Event Advisory Team (SEAT) helps ensure events on City property are safe and enjoyable for the public. The SEAT reviews Special Event Applications and ensures event organizers have the information they need for City approval of an event. This committee consists of City of Cambridge special event staff, other City of Cambridge departments and other agencies in Cambridge (example: Waterloo Regional Police, Public Health). 
 Accessibility at Special Events

We encourage all event organizers to make their events as accessible as possible for all event attendees.  For assistance, support or for further information and resources on how to make your event accessible please contact the Accessibility and Diversity Services Division

Please refer to the Guide to Accessible Festivals and Outdoor Events during your event planning process to ensure full access to all patrons.

 Advertising Your Event

Community Event Calendar

The City of Cambridge has a community event calendar that you can submit your event to for free.