Your Guide to Safe and Successful Event Planning

The City of Thunder Bay Community Services Department, Victoriaville Civic Centre 111 Syndicate Avenue, South Thunder Bay, Ontario P7E 6S4 Telephone: 625-2351 A copy of the City of Thunder Bay Municipal Alcohol Policy can be obtained by contacting: City Hall City Clerk s office 500 Donald Street, East Thunder Bay, Ontario P7E 5V3 Telephone: 625-2270 Your Guide to Safe and Successful Event Planning The Municipal Alcohol Policy was approved by Thunder Bay City Council June 20, 2000.

Table of Contents Introduction.......................... page 1 Step 1.................................. 2 Identify the Type of Event Receptions, Fundraisers or Private Events Significant Events Community Festivals Step 2.................................. 3 Decide on a Venue Licensed Facilities Temporary Extension...................... 4 Campgrouds Step 3................................... 4 Complete The Paperwork Community Centres Other Listed Venues Insurance.............................. 5 Other Permits Step 4................................... 5 Ensuring Your Event Has Qualified Workers Designate Replacement Bartenders and Servers Door Supervisors Floor Monitors and Ticket Sellers............. 6 Step 5................................... 6 Understanding The Serving Of Alcohol Purchasing alcohol Ticket Sales Standard Drinks Safer Serving Practices..................... 7 Minors................................ 8 Step 6................................... 8 Managing Your Event Event Signage Event Worker Management Guest Management....................... 9 Safe Transportation Step 7.................................. 10 Learn The Consequences Policy Violations Final Words City of Thunder Bay Special Occasion Event Planning Guide (the MAP) for Municipal Facilities Introduction Holding an event in the City of Thunder Bay is a huge responsibility. By law, as the organizer of an event that includes alcohol, you are accountable for the actions of all attendees and event staff, and have to ensure their safety, not only during the event but also until they are home safely. The following booklet has been designed as a guide to implementing a safe and successful event on City property based on the City of Thunder Bay Municipal Alcohol Policy. The City of Thunder Bay Municipal Alcohol Policy, or the MAP, is a step-by-step guide to planning and implementing an event that includes alcohol. Following the guidelines of the MAP will assist you in avoiding violations of the law and dangerous situations involving alcohol. You can also help protect yourself from liability, promote low-risk drinking and address the safety and enjoyment of attendees. You must abide by the MAP, as well as the Liquor Licence Act of Ontario. If you choose to offer an event with alcohol, this booklet will offer you a step-by-step approach to planning. The Municipal Alcohol Policy outlines how to: Identify the type of event Select an appropriate venue Ensure that the required forms are completed Staff your event Serve and sell alcohol safely and legally Supervise your event to promote everyone s safety Step 1 Identify the Type of Event You are allowed to sell or serve alcohol on municipally owned or leased property, or other approved public or private venues only under the prior recommendation of the City of Thunder Bay. Only after your event has been designated under one of the following categories can application be made to the Alcohol and Gaming Commission of Ontario (AGCO) for a Special Occasion Permit (SOP). All events and event organizers must meet specific criteria as outlined in the LLBO Special Occasion Permit Guide. Receptions, Fundraisers or Private Events If you want to hold an event at a Community Centre or other City-owned or leased facility (ie. weddings, shags) contact the city facility directly for information on availability and requirements. You require the written permission of the designate of its Board of Directors or the facility supervisor to run an event at these facilities. Sporting events may be approved to serve alcohol if professional teams or players are performing before a live audience (ie. Bordercats at Port Arthur Stadium). The event must be held in a stadium or arena that has fixed-tier seating. City Council must make the recommendation to the Alcohol and Gaming Commission of Ontario (AGCO) in order for alcohol to be served at the event. The AGCO will then determine the eligibility of the sporting event for an alcohol licence. Contact the Community Services office for more information. Significant Events Events of municipal, provincial or national importance may be recognized as significant (ie. The Brier, National Conferences). They may take place indoors or outdoors, on City-owned or other public or private property. Only City Council has the authority to designate an event as a significant event in order for an applicant to apply to the AGCO for a permit or licence for alcohol use. Contact the Community Services Office for more information. Community Festivals An important celebration in which the public participates in athletic, social, religious, cultural, recreational, educational or other activity for the benefit of the community may be recognized as a community festival (ie. Dragonboat races, Blues Festival). It may take place indoors or outdoors, on City-owned or other public or private property. Contact the Office of the City Clerk to apply for designation as a community festival. City Council delegates to the City Clerk and/or designate the authority to designate an event as a community festival. 1 2

Step 2 Decide on a Venue To hold an event on City-owned property, you need to have a liquor licence or obtain a Special Occasion Permit, which is a short-term, one-time only permit for community festivals, significant or social events. The following facilities and parks are unlicensed; therefore, you need to obtain a Special Occasion Permit. Limits as to the dates and times, location and number of alcohol-related events per year may be imposed. Canada Games Complex Arenas (ice surface area only) Current River Delaney Neebing Community Centres Current River Jackpine Jumbo Gardens North End North Neebing Oliver Road South Neebing Grandview Port Arthur Vale Volunteer Pool Vickers Heights West Arthur West Thunder Westfort Parks Boulevard Lake Park (limited to Dragon Boat Festival only, provided that area is fenced or has a tent) Chippewa Park Lodge (limited to no sale events only) Marina Park (provided that area is fenced or has a tent) Thunder Bay Community Tennis Centre Licensed Facilities The following facilities are already licensed, but may restrict alcohol to specified events or conditions. If you wish to hold alcohol-related events in these facilities you may still need a Special Occasion Permit. Arenas Fort William Gardens Thunder Bay Tournament Centre North McIntyre Community Centre Fort William Curling Club Golf Course Clubhouses (including outdoor deck and patio, but not playing surfaces) Chapples Municipal Strathcona Older Adult Centres Herb Carroll Thunder Bay 55 Plus (including outdoor deck and patio) Stadia Legion Sports Complex at the Fort William Stadium Port Arthur Stadium Kinsmen Northwood Centre CN Station (including attached deck) Temporary Extension If you are the holder of a liquor licence for any of these facilities, you can apply for a temporary extension that allows you to serve and sell alcohol beyond the conditions of your licence. An outdoor event requires a City Council recommendation to the AGCO for a temporary extension. You may apply directly to the AGCO after your event is designated if it is being held indoors. Campgrounds Alcohol is permitted at Chippewa Park and Trowbridge Falls Campgrounds without a Special Occasion Permit, provided that it is limited to your rental property only and is not sold. Step 3 Complete The Paperwork Community Centres: If you want to hold your event at a Community Centre you must contact the Community Centre directly. Once the date has been agreed upon with the Community Centre representative you must fill out and sign: the Community Centre Agreement form to rent the facility a Community Centre Special Occasion Permit (SOP) Event application, including the City Alcohol Management Checklist on the reverse of the form. The Checklist states the terms under which your guests are allowed to enter and use alcohol. The application and Checklist must be signed by you, a Community Centre representative and the Municipal official at the Community Recreation Division. These forms are available at each Community Centre. The Special Occasion Permit application is available at any LCBO location. Bring the pink copy of the Community Centre Special Occasion Permit (SOP) Event application with you if you are applying for an indoor SOP. Other Listed Venues: If you are planning to hold an event at one of the other identified City parks or facilities, you must contact the manager of those facilities to determine availability, rental fee and to discuss terms and conditions that would apply for renting that facility and for the serving of alcohol. For more information call the Community Services Department at 625-2351. 3 4

Insurance If your event is occurring at a venue other than a Community Centre, you must arrange liability insurance ($2,000,000) that names the City of Thunder Bay as the additional insured. Proof of Insurance and of the additional insured must be given to the City official at least two weeks prior to your event. Other Permits Prior to its recommendation to the AGCO, the City will contact all relevant City departments to request in writing a Letter of Non-Objection to the event. These departments or other organizations may require special permits or inspections of the event site to survey the concession or food service areas, temporary electrical hookups, stages or temporary structures such as tents or canopies. You are responsible for all fees or costs incurred. Step 4 Ensuring Your Event Has Qualified Workers You are responsible for arranging the following reliable and qualified individuals to work the event: Designate Replacement As the permit holder your attendance is mandatory at the event. However, in case you must leave at some point, you must appoint a responsible designate replacement. He or she must also sign the Special Occasion Permit and a consent form provided by the AGCO. All responsibilities and legal requirements that apply to you also apply to him or her. As the permit holder, you must ensure that the designate is informed of and fully aware of all responsibilities and legal implications. Bartenders and Servers All bartenders and servers must be of legal age and have completed either the Server Intervention Program (SIP), the Smart Serve Ontario program or another course approved by AGCO, as well as all necessary refresher courses. The list of names of those working the event and their S.I.P./Smart Serve qualifications must be provided to the Facility Manager two weeks prior to the event. It is your responsibility to ensure that only those staff members listed serve alcohol. Door Supervisors Door supervisors monitor entrances and exits to help ensure that intoxicated or unruly individuals, persons possessing alcohol and those previously turned away from the event are not admitted. The City may require a professional security service at the event. Number of Attendees Floor Monitors and Ticket Sellers Floor monitors help ensure that guests follow all the rules and do not hurt themselves or others. Ticket sellers help ensure responsible alcohol consumption by limiting the number of drink tickets sold per person. Floor monitors and ticket sellers should be rotated during the evening. You must have sufficient staff to effectively monitor entrances and exits, alcohol consumption and the behaviour of guests. Your numbers may need to be increased above the minimum requirements illustrated in the chart below, depending on the nature of the event: Over 700 601-700 501-600 401-500 301-400 201-300 100-200 Under 100 Consult AGCO Ticket Seller Door Supervisor Floor Monitor Bartender Step 5 Understanding The Serving Of Alcohol Purchasing alcohol All spirits, beer and wine must be purchased with the Special Occasion Permit at the LCBO, the Beer Store or a licensed Ontario winery, brewery or distillery store. A variety of alcohol brands must be made available. At least one-third of the liquor purchased must be low in alcohol content. No extra strength beer over 5% is allowed. Ticket Sales Ticket sales are limited to a maximum of four per purchase per person until one hour before closing, and two per purchase per person during the last hour. Ticket sales must end by 12:30 am, or as stipulated on your liquor licence, temporary extension or Special Occasion Permit. Any unused alcohol tickets can be returned for refunds. No last call should be announced. Standard Drinks Serve standard-sized drinks only. Different types of alcohol vary in strength, so the stronger the alcohol content, the smaller the drink should be. The three drinks below all contain the same amount of alcohol: 12 oz (341 ml) bottle of regular beer 5 oz (143 ml) glass of wine 1 1/2 oz (43 ml) shot of spirits 1 2 3 4 5 6 7 8 9 10 11 Number of Staff 5 6

Safer Serving Practices Beer and coolers must be poured into plastic cups at the bar area. No materials or advertising promoting alcohol are allowed, except at sporting events. No liquor raffles or contests that involve buying, drinking or winning liquor are allowed. No serving or marketing practices that encourage the over-consumption of alcohol are allowed, including oversized drinks, doubling shots, beer pitchers, drinking contests or volume discounts. Non-alcoholic drinks must be available at no charge or at a significantly lower price than alcohol. A non-alcoholic substitute for wine, such as ginger ale or sparkling fruit juice, should be offered to minors or abstainers at events that serve wine with meals. Encourage guests to eat before and while drinking. Food such as sandwiches must be available throughout the event. Chips, peanuts or other snacks are not enough to offset the effects of alcohol. Alcohol service must stop no later than 1 am, or as stipulated on liquor licence, temporary extension or Special Occasion Permit. All alcohol must be removed from the premises within 45 minutes after the bar closes. It is against the law to serve or consume alcohol past the time stipulated by the Special Occasion Permit. The same rules and conditions apply when serving alcohol at a sporting event, with some notable exceptions: Materials that advertise or promote alcohol are allowed at a sporting event, provided that they are confined to the bar service area and have been approved by the Municipal Official responsible for the facility. Ticket sales are limited to a maximum of two purchases per person at one time. Alcohol may not be sold earlier than 90 minutes prior to the start of the event. Alcohol may be served in the tiered seats. However, an alcohol-free area must be designated within the seating and clearly identified. Orders for alcohol must be placed with the server prior to being brought into the stands. They must be poured into containers at the service area before being given to patrons. Only wine containing 12% or less alcohol by volume and beer or wine coolers containing 5% or less alcohol by volume may be sold. Alcohol must be served in containers with lids. These containers must be plastic and no larger than 170 ml in size for wine and 400 ml for beer and wine coolers. Containers for alcohol must be distinct in appearance from those for non-alcoholic beverages. The concession area for food must be established separately from the one serving alcohol. Food can be ordered by and provided to patrons by servers in the stands. Depending on the type of sporting event, you must stop selling alcohol no later than the following times: Baseball: the end of the eighth inning, or the second inning of a double header. Football: the beginning of the fourth quarter. Hockey: the beginning of the third period. Soccer and other sporting events: 15 minutes prior to the anticipated end of the game. Minors Persons under the age of 19 are allowed to attend certain events that have Special Occasion Permits: private or by invitation only events, such as weddings and anniversaries, significant events and community festivals. However, they are not allowed to consume alcohol or enter outdoor tented or fenced areas set up for alcohol service. You cannot obtain a Special Occasion Permit for youth events if the majority of patrons will be under 19. It is against the law to serve alcohol to persons under the age of 19. Only picture identification is acceptable. Step 6 Managing Your Event Event Signage The following must be posted prominently at the event: Special Occasion Permit or liquor licence and/or temporary extension Liquor levy receipt A copy of the Alcohol Management Checklist, signed by you Beverage prices at the ticket sale counter Signs clearly indicating where alcohol is not permitted. The MAP signs supplied by the City: Municipal Alcohol Policy Identification Municipal Alcohol Policy Sales Limits Municipal Alcohol Policy Intoxication Municipal Alcohol Policy Safe Transportation Municipal Alcohol Policy Accountability Municipal Alcohol Policy Minors Signage is available at the Community Centres for events taking place there. For larger events call Community Services (625-2351) to arrange for signage. Event Worker Management A meeting for event workers must be held one half-hour prior to event time. During this meeting you must: Clearly outline event worker obligations, roles and responsibilities Verify the levy receipts with the liquor stock 7 8

Set up a safe transportation program Distribute Event Worker buttons supplied by the City which must be worn by all event workers. No event worker, including you and your designated replacement, can consume alcohol while on the premises or be under the influence of alcohol during the event. Guest Management You are responsible for taking all reasonable steps to minimize any safety risks. Make sure you and your event workers follow these steps: Monitor conditions and activities carefully. Make sure all entrances and exits are supervised at all times. Deny entry to intoxicated or unruly individuals, persons in possession of alcohol and those previously turned away from the event. Ensure Smart Serve practices or those of an equivalent program are implemented. Watch out for intoxicated patrons, minors consuming alcohol and violent, unlawful or unsafe activities occurring on the premises. If, despite following these procedures, an intoxicated person is admitted or a person becomes intoxicated, you must take all reasonable steps to prevent harm to that individual or other people. If necessary, call the Police to remove that person. You cannot simply eject the individual. Safe Transportation procedures must be followed. Safe Transportation You must make every effort to ensure an intoxicated individual does not drive. You are also responsible for arranging safe transportation home. Examples of safe transportation are: allowing those accompanying the individual who have not consumed alcohol to drive the person home phoning the individual s relatives and asking that they come and drive him or her home, provided they haven t consumed alcohol providing a pre-designated non-drinking driver to drive the individual home providing a taxi or bus If the individual insists on driving, you or your staff must attempt to delay the person from leaving without physical restraints so as to give others time to notify Police. If this proves impossible, the impaired driving number, 623-TIPS (8477) must be called immediately. Step 7 Learn The Consequences Policy Violations A violation occurs when a section of the Liquor Licence Act of Ontario or the Municipal Alcohol Policy is contravened by anyone. You must report the violation to both the City Community Services Department and an AGCO liquor inspector within 24 hours if: an individual is injured by a failure by you, your staff or guests to comply with The Occupier s Liability Act provision an individual is ejected Police are called an AGCO liquor inspector has issued a violation notice These penalties apply for Municipal Alcohol Policy violations: 1. Immediate suspension of permits and licences for serious infractions such as: Consumption of alcohol by minors Occurrence of physical harm to a guest or staff member 2. For all other infractions, you will be sent a registered letter advising you of the violation and indicating that no further violations will be tolerated. 3. For the second infraction, a six-month suspension will be imposed. You will not be permitted to access any City-owned facility for a licensed event for that time period. Reinstatement may be considered if it has been clearly demonstrated to the City official that efforts have been made to prevent a reccurrence. 4. For the third infraction, a one-year suspension will be imposed. The same conditions for reinstatement apply. When a violation of the Municipal Alcohol Policy occurs, you may first warn the offender. If this does not work, you must end the event immediately. Your event may also be terminated by the City official who has authorized your event, Police, the AGCO liquor inspector, facility representatives and City staff. It is your responsibility to document complaints and incidents and send them to the Community Services Department within seven days. Keep a detailed incident report for future reference. Final Words The Municipal Alcohol Policy is designed to assist you with the steps required to run a safe and enjoyable event. If you have any questions or concerns please contact the Municipal official responsible for the management of the facility where your event is being held. 9 10