How to Easily Plan a Music Industry Event

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Amsterdam Open Air. Gemeente Amsterdam. Plastic Promise. Powerful Thinking. Resident Advisor. Staff at maintains a comprehensive database of information. To enter information into the database regarding events, please utilize the Toronto Festivals and Events Calendar. The office does not take information directly from private organizations to place within the knowledge base except when it is pertaining to major events and events sponsored by the City. Diverse communities and groups make up the population of Toronto. The City of Toronto values the contributions made by all its people and believes that diversity among its people has strengthened Toronto.

The City of Toronto supports the goals of the Accessibility for Ontarians with Disabilities Act AODA and encourages all event planners to make their events as accessible as possible to all members of the public. Depending on the type of licence you require you may also need additional documentation from the City of Toronto to support your licence application to the AGCO.

To determine which permit your event requires, please refer to: Types of SOP. For more information regarding completing your application, please refer to the: SOP Application Guide. The goal of the MAP is to make event organizers aware of operating practices and standards and their responsibility to ensure that these are in place during events. SOP Applications for all other event types must be submitted 30 days prior to the event if estimated attendance at the event is fewer than 5, per day.

SOP Applications must be submitted at least 60 days prior to event date if estimated attendance at the event is 5, or more per day. Venues and facilities may also have restrictions and policies governing the use of Amusement Rides. Animal Services does not issue permits for events with animals. The Building Division can, if needed, assist and consult with event organizers on what permit requirements for structures such as scaffolding and stages , buildings and tents may be required.

As an event organizer you may need to retain your own engineers and professionals to advise you of proper policies, provide structural drawing and other documents. Note: most rental tent companies will guide you and provide proper documentation. Business Improvement Areas BIA are local business that have the organizational and funding capacity to be catalysts for civic improvement, enhancing the quality of life in their local neighbourhood and the City as a whole.

A Business Improvement Area BIA are an association of commercial property owners and tenants within a defined area who work in partnership with the City to create thriving, competitive, and safe business areas that attract shoppers, diners, tourists, and new businesses. By working collectively as a BIA, local business have the organizational and funding capacity to be catalysts for civic improvement, enhancing the quality of life in their local neighbourhood and the City as a whole.

BIAs also acts as a unified voice to address issues on behalf of their membership. In March , City Council approved a new process for temporary liquor licences. Municipal Endorsement Application — www. If you are an existing permanent liquor licence holder and are applying to the AGCO for a temporary extension, you may need an endorsement and a letter of non-objection from the City.

This includes applications for temporary extensions of:. If you are planning on holding a demonstration, march or rally you should fill out a Notice of Demonstration form and submit it to the Toronto Police Services for review. You do not need a permit to hold a Demonstration or Rally. Under the provisions of the Ontario Electrical Safety Code, any electrical equipment installed in Ontario, temporary or otherwise, must have an application for inspection.

This includes all Film, Television, Live Performance or Event Productions including but not limited to Live Productions regardless of site or location.

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Public safety is an important element of special event planning. Information from the online form is reviewed by City of Toronto Team, which consists of staff from Toronto Police and City divisions, in order to determine if the plan is appropriate to address public safety concerns for the event. Once you have your site, programming and logistical plans in place, you should then begin to develop your Emergency Action Plan EAP.

You will need these resources to assist you.

Your 12 Step Music Marketing Planning Cycle

Toronto Paramedic Services are experts in planning and executing medical needs for events, festivals, concerts, parades, motor races and more and will assist you to develop a specific medical services plan for your event. This will vary from a simple first aid desk or tent for a small event to on-site ambulances, field aid stations or even a full-scale field hospital for very large events. Request a Quote. City of Toronto has a by-law, , which regulates the sale and vending of fireworks and the discharge of fireworks for special occasion and theatrical purposes.

Fireworks can only be discharged under the provisions of the by-law which sets out conditions and safety regulations. Please note that many city venues, such as civic squares and parks, prohibit the use of fireworks and open flame. Public funders have the ability to offer grant programs to not-for-profit or charitable organizations. Programs, requirements and amounts available can change and vary frequently.

How to network in the music industry

The City of Toronto offers limited grant programs to the organizers of special events. In addition, the Government of Ontario and related agencies have a variety of grant programs. In general, a public funder will only fund a minority percentage of an event, so other sources of funding must be obtained and be achievable. A lottery licence from the Gaming Services Unit of the City Clerks Office will be required if you want to hold a lottery at your event including bingo or raffles i.

Gaming Services issues lottery licences to eligible charitable, religious or not for profit organizations. Solid Waste Management is committed to assisting event organizers in having a successful event which includes diverting as must waste from landfill as possible at special events.

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Solid Waste staff can provide technical advice, coordination and support for special events. As event organizers, you are responsible for the cleanup and removal of garbage and debris and restoring the public right of way to its original condition. Failure to restore the public right of way to its original condition will result in the City taking responsibility for the clean-up and the applicant held responsible for all fees incurred.

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Officially operating as a not-for-profit agency, Tourism Toronto has over 1, members and is a partnership of public and private sectors. Tourism Toronto work closely with meeting planners to assist event organizers with a variety of services such as site selection, accommodation, attendance marketing, maps, visitors guides and more.

A standard requirement of hosting a special event is obtaining insurance coverage. Insurance can cover many aspects of the event from liabilities, to cancellation, to emergencies.


Event organizers are responsible for the participants and audience members taking part in your event. The amount of insurance can also depend on your activities e.

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Insurance coverage is provided by private insurance providers. We suggest starting with your organizations or personal insurance provider. For reference we provide the following website links to these external organizations:.

Organise Music Events & Showcases | Checklist to Plan a Festival or Gig

Toronto Municipal Code, Chapter , Noise, provides noise standards and regulates amplified sound, such as music played through speakers. Some key standards include:. To request to produce amplified sound outside of the permitted times, you must apply for a Noise Exemption. If they object to the event, you have the option to appeal the decision at Community Council.

Remember, you can very rarely expect to receive without giving anything first. Show your value to a potential contact and demonstrate how you can help them, preferably without asking for anything in return at first. Then further down line, you can ask them to return the favour. Always be honest about your capabilities and experience.

Treat every new challenge as a learning experience, but don't oversell yourself. This straightforward, but invaluable piece of advice may seem obvious, but simple manners and an amiable attitude can work wonders. Once you've made an important connection and exchanged details, it's might be tempting to just sit back and wait for your new contact to get in touch with you first.

Don't be afraid to follow up with a polite email or phone call to remind them of your previous conversation, and make sure you're not forgotten. Hopefully these music industry networking tips can help you achieve more success creating new connections and building up your contact list.