As well, over the past two years, government has co-ordinated drafting of a set of guidelines and toolkit for major planned events. This process has engaged 28 stakeholder groups, with representatives from health, fire, police, ambulance, local authorities, regional districts, event organizations, rural and urban communities and others. When finalized (expected later this year), these guidelines will appear on Emergency Management BC's website for use by local authorities, event organizations and other stakeholders.

In the interim, the Province recommends that parties interested in planning a festival or major public event consider the following and begin preparing at least 12 months in advance. This will help to ensure sufficient time to secure any permits, approvals and other essentials - and to deal with any unforeseen circumstances along the way.

What is a Major Planned Event?

• Any planned event whose nature, expected attendee level, duration or location challenges the normal response capacity of local first responders and/or jurisdictions, and requires special planning by one or more agencies to mitigate impacts on public health and safety.

General Guidelines for Organizers:

• Know your crowd capacity.
• Contract reputable vendors and service suppliers early.
• Work with your local authority and provincial ministries/agencies.
• Budget appropriately.
• Have liability insurance.

Policing and Site Security:

• The Province has a number of initiatives in place to protect public safety and works closely with the RCMP, security firms and organizers during the planning process for large events.
• Government ensures that all security firms and workers meet all licensing requirements of the Security Services Act, including training and experience standards and background checks. The Act also requires that all security firms maintain a minimum level of liability insurance. 
• Before events, Ministry of Justice staff work with security firms and event organizers to ensure they understand all requirements of the Act.
• The Province does invoice organizers for policing costs associated with a number of major public events each year. Usually, event organizers enter into an agreement with the Province for the provision of policing in advance of the event taking place. 
• Ministry staff works with organizers and local RCMP to draft the terms of the agreement. Organizers who do not enter into such an agreement in advance may be held liable for costs the Province incurs to ensure public safety at their event. In some cases - particularly where the event location is remote - these costs may include transportation, accommodation and meals for officers brought in from other jurisdictions to assist.
• In B.C., regional districts have been empowered to regulate music festivals, as per the Local Government Act and Community Charter. If the event occurs within municipal borders, local bylaws apply.
• A council may, by bylaw, "prohibit the operation of a public show, exhibition, carnival or performance of any kind or in any particular location," or "prohibit the operation of places of amusement to which the public has access, including halls and other buildings where public events are held."

Medical Aid and Health Considerations (including sanitation, water and environmental considerations):

• Some communities do not have the required medical, police and physical infrastructure to maintain public health and safety when a major public event brings a large influx of people. 
• The Ministry of Health is aware of related concerns and has initiated work on provincial guidelines for safe gatherings that will provide festival and event organizers, local governments, health authorities, police services and the public with information on how to prevent and manage various health-related risks during gatherings.
• These guidelines will take a public health and risk management approach that provides promoters with the planning tools to help them prevent public health hazards and respond effectively and efficiently to any incidents that occur, to minimize their impacts.
• Topics considered for inclusion include: drinking water, sanitation, waste management, food safety, weather and shelter, venue logistics, harm reduction and education (alcohol and other substance use), and medical and paramedic services.  
• This work is being done in collaboration with the Ministry of Justice and other relevant ministries. Local government consultation will be undertaken in the coming months.

Liquor Control:

• If event organizers wish to serve liquor, a liquor licence must be obtained. 
• All liquor licence applicants for large-scale events of more than 500 people need to include a site security plan with their application that demonstrates the event organizers will be able to maintain a safe, secure environment with controls in place to ensure responsible liquor service, prevent intoxication and keep liquor out of minors' hands.
• A number of factors are considered, including the nature of the event (i.e., family-friendly music versus a rock concert), the demographic, size, duration, crowd density, security presence, lighting, site visibility and the licensee's compliance history.
• For more complex events, the Liquor Control and Licensing Branch (LCLB) generally begins working closely with organizers, local police and community stakeholders well in advance to mitigate any potential safety concerns. 
• The LCLB needs to see evidence of a robust safety plan and considers input from local stakeholders (police, local government, emergency medical services) prior to approval. Once the security plan is finalized, the LCLB generally requires up to four weeks to process an application.
• In terms of approval for a liquor licence, the LCLB generally requires three to six months for more complex events, allowing enough time to review the safety plan and work with organizers to mitigate any potential concerns. 
• Whole-site licensing is permitted provided there are no potential public safety issues.
• Requests for whole-site licensing are dealt with on a case-by-case basis, with a number of factors taken into consideration.

Fire Protection and Other Emergency Preparedness:

• Your risk assessment should guide your event plans, and note hazards and possible impacts.
• It should take note of potential hazards in the area, including those specific to the event, as well as your event demographics and type, attendee level, location and proximity to emergency services.
• You should refer your risk assessment to the local authority emergency manager for comment and approval.

Media Contact:

Government Communications and Public Engagement
Ministry of Justice
250 213-3602