Are you organizing a local festival, sporting event or other community event? Make Event Services your FIRST call!

For Sporting events contact: Trisha Heino, Sport Development Coordinator  

(807) 631-6135 | trisha.heino@thunderbay.ca

For Festivals, Charity Walks and all other events contact: Catherine Wilson, Community & Event Development Coordinator

(807) 629-7098 | catherine.wilson@thunderbay.ca

Your Event Services Representative will guide you through municipal requirements and let you know all about the services available from various City departments.

Do you know if you require a Park Permit or a Special Event License Application? 

A Special Event License Application is for Events that are:

    • 500+ attendees per event day, held on City property 
    • may include a road closure request on City property
    • 3000+ attendees per event day, held on private property

A Park Permit Application is for Events that are:

    • 500 or less attendees per event day, held in a City park
    • does not include a road closure request

Licenses and Permit Applications

CLICK HERE for the latest version of the 2025 Special Event License (SEL) Application PDF fillable and printable form.

2025 SEL Applications, along with supporting documents, should be submitted to your Event Services Representative at least 10 weeks prior to the event. 

Ways to submit your 2025 SEL application are: 

  • Email your Event Services Representative (see above)
  • Drop off single-sided printed copies at the Community Services Administration Building, Pool 6 (South end of Prince Arthur's Landing)  
  • Mail to: Box 800, Thunder Bay, ON P7C 5K4  Att: Event Services Representative, Pool 6

Should you require additional blank forms, such as the City Insurance Form, please contact your Event Services Representative.

To book a City Park for small events and/or to request a Park Permit Application, email the Facility Booking Coordinator at: parkbookings@thunderbay.ca or call (807) 625-2941

Equipment

Organizing a not-for-profit event? You can borrow various equipment items from Event Services. Borrowers must pick-up and drop off items at the Community Services Administration Building, (Pool 6) located at the South end of Prince Arthur's Landing. Please book ahead with your Event Services Representative. We are open for scheduling equipment appts., between the hours of 9am-4pm Monday through Friday. First come, first serve!

Items Rented for a Fee (charges apply for event dates only)
  • Sound System - JBL powered Eon Speakers (3 masters, 2 drones) (suitable for making announcements, playing recorded music. Comes with cables, adaptors, speaker stands, mic stands, microphone, wireless microphone) - $12.00 + HST each
  • Crowd Control Barriers (58) (steel, 10' section) - $12.00 + HST each 
  • Tent Weights (12) - $6.00 + HST each
  • Jersey barriers (5) (plastic, water filled) - $12.00 + HST each
  • Mobile Stages (SL320 large, SL75 small) (Contact Event Services for rates)

Free Items
  • Ballot Box (2)
  • Barricades (wood, orange "CTB Events") (127)
  • Blue Recycling Barrels (12)  
  • Bunting (nylon fabric, colour options: Yellow & Blue and Red & Orange available)
  • Cash Box (4 with tray, 2 without tray)
  • Flags (City, Provincial, Canada and other countries)
  • Flag pole stand (holds 17 flags)
  • Lap Counter (1)
  • Loud Hailer (Megaphone) (5)
  • Microphone Stands (floor, 1 flex, 2 non-flex) (3)
  • Microphone Stands (table) (3)
  • Portable Voice Amp (1)
  • Pylons - 28" (190)
  • Sandwich boards for signs, white (18)
  • Score Board (Electronic for baseball)
  • Projection Screens (tripod, old style, white) (1)
  • Hi Viz Vests (55)
  • Signs - Coroplast, Blue (First Aid (4), Information (4), Lost & Found (8), Registration (2) 
  • Signs - Aluminum, with metal tripod stands, Road Closed (9), Road Closed Ahead (2) and Race in Progress (2)
  • Signs - Aluminum, "No Parking" on wooden stands (9)
  • Stanchions (38) (Black Short, 15) (Black Tall, 10) (Chrome (12)
  • Stopwatches (7)
  • Tally Counter Clickers (12)
  • Tug-of-War Rope (1) (organizer must supply work gloves to participants)
  • 2-Way Radios with Chargers, Kenwood (32) Motorola Mag One (4) Motorola DTR 650 (7)

Workshops and networking events

"Volunteer Management" Workshop 

Learn how the Volunteer Management Cycle can benefit your event's volunteer recruitment. Stay tuned for more info..

Project SoundCheck Training for Festival Organizers

Project SoundCheck™ is a sexual assault prevention project first introduced in Ottawa in 2015. Research found that approximately 25% of sexual assault cases in Ottawa in 2013 occurred at large events. The Crime Prevention Council, Sexual Abuse Centre Thunder Bay and the City of Thunder Bay have teamed up to bring Project SoundCheck to our community.  Sexual Abuse Centre Thunder Bay staff are offering Project SoundCheck training for festival and event organizers, board members, staff and volunteers. Interested in a special training session just for your group? Call the Sexual Abuse Centre Thunder Bay at (807) 345-0894.

Sport Event Networking Evenings

A Sport Event Networking Evening is held annually. Watch for details for upcoming events.

Thunder Bay Festivals Network Meetings

The Recreation & Culture Division brings together the organizers of Thunder Bay's major festivals once or twice a year to discuss issues and look at ways to collaborate. Next meeting to be held in the Fall of 2025. Please contact (807) 629-7098 for more info..

Event support and services

Funding

The Event Development Grant provides funding for groups hosting championships, first-time tournaments and festivals. Bidding expenses are also eligible. The Street Event Grant assists community groups staging sport tourism events taking place on City streets. Contact Event Services to ensure your group's eligibility or to answer any questions.

Event Calendar

List your event in the City's comprehensive listing of sports championships, festivals and other major events. Selected events also appear in other publications.

Consultation

Recreation & Culture Division staff will meet with your not-for-profit group to provide advice on various aspects of event planning and bid preparation. Call (807) 629-7098 for assistance.

Bid Assistance

Considering a bid for a provincial, national or world championship? Email our Tourism Development Officer or call (807) 621-4257 for information on how Tourism Thunder Bay can assist.

Recycling Services and Green Events

The City of Thunder Bay, through GFL Environmental will provide events with a portable recycling depot trailer or bins (4 foot square). A total of 10 bins are available at no charge. Contact GFL Environmental at (807) 577-0411 to reserve the trailer and/or bins a minimum of two weeks in advance.

If you are booking 5 bins or less through the Special License Application process, please note, you must pick up / drop off the bins at Events Services, Community Services Administration Building, South End of Prince Arthur's Landing. Please book ahead with your Event Services Representative.

EcoSuperior's Green Events Guide is now available, for your copy click here 

 

Please call the ReThinking Waste Coordinator at (807) 624-2142 or email rethinkingwaste@ecosuperior.org for more info. or questions you may have about your event needs.

 

Bus Charters

Thunder Bay Transit offers bus charters/tours within the City of Thunder Bay for groups and special events. It is recommended to make arrangements at least one month in advance.

Note: Charters are temporarily suspended, due to staffing shortages. 

Planning Guide

Under construction. A Planning Guide specific to planning an event in Thunder Bay will be available soon.

Information Packages for Visitors from outside of town

For welcome bags from Tourism Thunder Bay, contact your Event Services Representative. You will need to book in advance. Subject to availability.

Invite the Mayor 

Invite the Mayor to your event using our online request form.

Souvenirs

City of Thunder Bay souvenirs are available for purchase at the Office of the City Clerk (3rd Floor - City Hall). Items include: lapel pins, mugs, flags and stickers. Please note: City plates are a presentation item to mark significant milestones and are not available for purchase. Email the Office of the City Clerk or call (807) 625-2230 for more details.

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