Looking to host a special event? The Waterloo Region District School Board welcomes celebrations and special events that support community, arts, culture, heritage, sporting and recreation activities. Special events reflect our Regions diversity and contribute to the well-being of our community.
Special Event Planning
Thorough event planning will help ensure your event is fun, safe and memorable for your guests and the community.
Before you submit a request
Choose your desired location, date and times (approval will depend upon the availability and suitability of the location). Also determine what spaces within the school you will require. If you are unsure of what location will work for your event, please contact us and we can help determine an appropriate site and/or spaces within a school, based on your event needs.
Additional Event Considerations
In addition to your online request, we will require a special event form completed. This document outlines additional event considerations that require careful thought and planning. Topics to review include:
- Set up and clean up times
- Include these times in your online request
- Equipment
- What are you bringing onsite
- Do you need tables and chairs
- Food
- Events with food may require additional custodial support
- Events open to the public and where food is provided or sold will require a special event permit through Region of Waterloo Public Health
- Attendance & security management
- Limiting attendance
- Security of the building
- Contingency planning
- Parking management
Non-Permitted use of Board Property and Facilities
The following are not permitted on Board property:
- Smoking, alcoholic beverages, games of chance, illegal activities, lotteries or gambling in any form
- Inflatable jumpers, slides, houses, castles, dunk tanks, climbing walls, food trucks and generators
- Reptiles and animal shows (with the exception of support animals)
- Nuts, nut products, shellfish, fragrances, and latex may pose significant health risks to students and community members
- NO OPEN FLAMES. Open flames, including but not limited to, BBQ’s and other cooking devices, incense candles, lanterns, open flame burners, steno burners, pyrotechnics, fog or mist machines, dry ice, lighted candles and open flames of any kind (including cake candles) pose a serious threat to Board property and are therefore prohibited at all Board facilities and properties.
Special Event Planning Timelines
Special event application timelines depend on the complexity of your event. We suggest the following timelines in order to ensure staff have appropriate time to review your application.
Please note that timelines may be shorter depending upon the size and nature of your event.
Time Frame (prior to event) |
|
| 3 months |
Online Permit Request is submitted & reviewed Special Event Request form is submitted & reviewed |
| 2 months | Site visit |
| 1 month | Approval of permit and Event Plan |
| 1 week prior |
Certificate of insurance due to rentals office Pre-payment of permit |
Insurance
Insurance requirements are the same for special events as our regular rental permits. Information on our guidelines can be found by clicking here.
Ready to submit your request?
Rentals requests can be submitted through our online request system. No charges are processed until the permit is approved. Please submit your request early to secure your space. More information on how to book a school can be found by clicking here.
