Application for Using the Grounds

Instructions :

All mandatory fields marked with an asterisk must be filled out.

If you need more space, use an appendix sheet to complete your answer.

If you expect the event in question to be partly held in the streets of Québec City, you must send us the authorization issued by Québec City.

Be sure to provide all the mandatory information as well as the required vouchers and permits, if applicable.

The form can be forwarded online or by mail, fax or e-mail.

National Battlefields Commission

835 Wilfrid-Laurier Avenue Québec, Québec G1R 2L3

Telephone : 418 648-7289

Fax : 418 648-3638

E-mail: vanessa.fecteau@ccbn-nbc.gc.ca

Name of organization* :

Address* :

Is this a non-profit organization?* (If so, you must forward a copy of the charitable or non-profit organization status)

E-mail* :

Name of event* :

Type of event (cultural, educational and civic, citizens' movement, film and photo shoots, sports) :

Desired location for holding the event in the park :

Date set for the mobilization of the infrastructures (date of arrival of one or more equipments) :

Date set for the demobilization of the equipment (total removal of equipments) :

Target population :

Number of people expected :

Description of event :

Stage yes no    Dimensions :    Purpose :

Sound system yes no

Hours of use :    Location :    Sound testing :    Number and duration :

Description :

Tents – Big Tops – Booths yes no

Location :

Dimensions :

Activities inside the tents (description) :

Booths yes no

Number of booths :    Dimensions :

Content :    Location :

Alcohol yes no

Please provide detailed information :

Food yes no

Description :

Electricity yes no

Generators yes no

Location :

Total number :    Purpose :

Water yes no

Purpose :

Toilets yes no

Location :

Total number :

Street closing yes no

Pyrotechnics yes no

Location :

Parking yes no

Description of needs :

Posters and Banners yes no

Description of any posting, signage, or sponsor project, etc. :

Measures to ensure sustainable development

The National Battlefields Commission requires from organizers that they minimize the environmental impact of the event they plan to hold and that, to this end, set up strategies aimed at enhancing environmental protection. That they supply a detailed plan showing that your organization has set up measures to reduce waste, ensure recycling, energy efficiency, set up parking restrictions, ensure the proper use and conservation of water, promote public transit and reduce greenhouse gas emissions.

Sustainable development measures :

Site maps :

Please provide a site map with caption. The map must specify the dimensions and location of the infrastructures for the event, including the following :

• Fences
• Tents, big tops, booths
• Stages
• Posters and banners
• Sound system and loudspeakers
• Light towers
• Emergency evacuation zones
• Portable toilets and sinks
• Trash cans and recycling bins
• Points of entry / exit
• Volunteers / security agents' location and assigned tasks

Site map caption :

User fee for the grounds and third-party liability insurance :

Please note that licence holders must provide evidence of third-party liability insurance for a minimum of $2,000,000 according to the type of event. A higher amount may be required. The National Battlefields Commission and Her Majesty the Queen in right of Canada must be named as additional insured. Your certificate must be provided at least two weeks before the event is held.

Once we have received the application, the event will be assessed. If it is accepted, the price determined by our Policy for Using the Grounds will apply. (http://www.ccbn-nbc.gc.ca/en/about-us/reports-and-policies/)

This duly completed form must be forwarded at least 30 days before the desired date for holding an event involving minor activities and 90 days before the desired date for important and major activities. Once we have analysed your request according to our Policy for Using the Grounds, we will inform you of our decision regarding the preliminary approval.

At that time you will also be informed of the requirements relevant to the event. These may include without being limited to : occupancy expenses, visits of the premises by the surveillance team and plans of the event.

A detailed plan includes the following :

• Traffic management
• Noise management
• Temporary structures
• First aid and public health
• Health-care facilities, toilets and installations
• Safety and emergency situation management
• Electricity and lighting, including energy performance measures
• Site management plan
• Site map approved by our monitoring team
• Waste management, including waste reduction and recycling

Privacy statement and protection of personal information :

Reason for collecting information : For purposes of event management on NBC grounds.

Documents required : The request for authorization to hold an event is voluntary. However, a duly completed request form is required to hold an event on NBC grounds.

Statement of applicant

I attest that, to my knowledge, all the information provided in this form is true and accurate. I understand that an incomplete form could delay the processing of my request for authorization or cause it to be rejected. I also acknowledge that additional information could be requested of me. I understand that this application in no way constitutes an approval of the event or a guarantee that the premises are available.

Our contact information :

National Battlefields Commission

835 Wilfrid-Laurier Avenue

Québec, Québec G1R 2L3