How to put on an Event in Whistler

Whistler’s a great place to put on an event. At the Resort Municipality of Whistler (RMOW), our goal is to make the process easy.

The event guidelines, take into account that while events and festivals need flexibility, Whistler citizens’ rights, safety and privacy must be protected. These guidelines for putting an event on Whistler have been developed to make the process as painless as possible.

To ensure success, it is key that producers not get ahead of themselves and end up going off in a direction that might not work for Whistler. To avoid disappointment and wasting time, the RMOW has designed a simple guide to putting on an event in Whistler. In general, the RMOW and its partners on the Whistler Events Working Committee (WEWC) advise that producers contact the municipality 10 to 12 months before proposed events.

Any questions can be directed to cvandeberg@whistler.ca.

Click on the following links for more information:

• Guidelines
• Supporting Documents
• Other Paperwork
• Fees and Rates
• Resources
• Whistler's fibre-optic line
• Volunteers

Guidelines

The Resort Municipality of Whistler (RMOW) regularly combines forces with various community partners to bring events to life in Whistler. Among our partners are Whistler Blackcomb, Tourism Whistler, The Chamber of Commerce and the Whistler Arts Council. Representatives from these groups sit on the Whistler Events Working Committee: an 18-member group that meets regular to assess current and future events.

Whistler is a different kind of community and we do things differently, as is often the case with resort municipalities. Depending on the type and size of an event they are planning, producers can find themselves working with two or more of Whistler’s principal stakeholders when creating an event. To streamline this process, we’ve created these guidelines to help producers navigate what can sometimes feel like logistical labyrinth.

These guidelines have been established to make the process easier on everyone, from first-time producers to staff. Anyone in interested in putting an event on in Whistler should first spend some time with the Tourism Whistler's Event Toolkit, a website clearly outlining the step-by-step process to putting on event on in Whistler.

STEP ONE: Event Toolkit

Within the online Event Toolkit, producers will find everything they need for moving an idea from the page to the stage. Starting with identifying the key bodies responsible or events, the Event Toolkit takes prospective producers though a five-page on-line event application process while supplying all the necessary information, from capacities of local venues to detailed event protocols for the RMOW and Whistler Blackcomb. There’s also a terrific list of production resources in this innovative toolkit.

STEP TWO

Producers should familiarize themselves with the event protocols for the RMOW or Whistler Blackcomb, depending on where the event is being held, to ensure that their proposed event is a good fit for both the resort and the producer. This may sound like stating the obvious, but producers should take a list of Whistler’s current event and festival calendar before pitching a new event.

STEP THREE: First Point of Contact

Connect with Lynn Chappell at Tourism Whistler (TW) by filling out a short online form. As the first point of contact regarding events in Whistler, TW will provide information required to start the event planning process and help plan a winning event in Whistler.

STEP FOUR

The next step for event and festivals producers is filling out the Whistler Event Application. The information submitted by the producers is used by the Whistler Events Working Committee (WEWC) to evaluate the application.

Once the application have been received by WEWC, the producer will be contacted and discussions with the appropriate partners will begin

STEP FIVE

Getting the proper paperwork in order is essential at this part, which is where advice and support can really come in handy! This is where the solid panning begins. Questions regarding the RMOW’s protocols and permit requirements for events can be directed to:

Supporting Documents

Producers can expect to deliver the following paperwork on the way to staging their event:

1. Village Facility Use Application

This online form allows event producers to request a specific location within Whistler Village for their events. The form acts as an event template to ensure that the event complies will municipal bylaws. The form asks producers estimate the time for set-up and tear-down in addition to the actual event time, detail their production needs and provide proof of a valid Certificate of Insurance.

Once the Village Facility Use Permit is approved, the event or festival producer will be provided with a Village Permit detailing the terms and condition of the facility’s use.

Click here to download the Village Facility Use Application form.

2. Parks and Fields Permit Application

This online form allows event producers to request the use of a playing field, park or trail for their events. The form acts as an event template to ensure that the event complies will municipal bylaws. The form asks producers estimate the time for set-up and tear-down in addition to the actual event time, detail their production needs and provide proof of a valid Certificate of Insurance.

Once the Village Parks an Permit is approved, the event or festival producer will be provided with a Parks and Fields Permit detailing the terms and condition of the facility’s use.

Click here to download the Fields Permit Application form.

3. Certificate of Insurance

All events on municipal property require insurance. Insurance can be purchased through the RMOW or by a producer’s choice of carrier. In the event a producer is purchasing his or her own insurance, a copy of the Certificate of Insurance must be put on file with RMOW.

The policy must have inclusive liability of $2 million minimum in Canadian funds (certain events will require higher coverage) The document must include a cross liability clause naming:

• Resort Municipality of Whistler (all events)
• Whistler Village Land Company (for Whistler Village events only)
• Tourism Whistler (for Whistler Village events only)
• School District 48 (for events on school property)
• “Owners of property of Strata Plan LMS 1847” (for Whistler Village events using Village Common)
• Jaffsons Properties Ltd (for Whistler Village events using Village Common)
• LARCO Investments Ltd. (for Whistler Village events using Village Common)
• “Her Majesty the Queen in Right of the Province of British Columbia”
• “Ministry of Agriculture and Land”

Other Paperwork

Depending on the event, other permits and licenses (i.e. Liquor License and Whistler Business License) may also be required.

Fees & Rates

All fees for venue rentals, deposits and permits can be in the form of a cheque, cash, debit, Visa or MasterCard at the RMOW. Payments can be made in person or over the phone.

Resources

From complimentary accommodations to survey tools, the Event Toolkit suggests a number of great resources for event producers. This page also features solid information on local and regional marketing. It also has hints on how to best utilize unique Whistler resources, like the members of the Village Host program, to get the word out about an event or festival.

Also, after years of collaborating on events, the RMOW has acquired a stock of excellent event-related equipment. From cable covers to garbage bins, risers and crowd barricades, the RMOW has a list of rentals designed to make event’s a little easier for third-party producers. These items are available for a nominal fee when a third-party producer or group books an RMOW venue. However, a damage deposit specific to each item must be paid before picking up the equipment.

Extra crew and equipment can also be arranged through one of the several companies in town involved in event production. Please direct any RMOW queries to the Supervisor of Village Animation.

Whistler's fibre-optic line

Following the 2010 Olympic and Paralymic Games, the completed 286 kilometres of fibre-optic cable from Vancouver to Whistler ensured the legacy of improved telephone, TV and digital services for Whistler residents.

Additional fibre-optic cable was also installed in the Village to add permanent capacity for broadcast and event services, making Whistler one of the most wired communities in the world.

The relay facilities are now open to all media and were available for bookings starting in November 2011.  Broadcasters can either request one feed at a time from Whistler or additional simultaneous feeds can be installed. A number of broadcasters have already taken advantage of this service including the Today Show Australia hosted by Tourism Whistler.

The RMOW manages the various locations where fibre-optic feeds are available. While the broadcaster is responsible for making arrangements with Bell to reserve the facilities from Whistler to Vancouver or another destination, the RMOW handles the connection in Whistler. For more information and details regarding Whistler’s fibre-optic line, contact the RMOW IT department by email or telephone at (604) 935-8255.

Click here for more information on the line.

Volunteers

Whistler has a long and rich tradition of volunteerism. From the legendary Weasel Workers who pack the snow on ski racing courses by hand to the seasonal worker who’s more than happy to schlep festival gear in exchange for free concert tickets, Whistler volunteers are a valued community resource.

Utilizing volunteers — or volllies, as they’re known locally — is essential to the smooth operation of many events. Whistler volunteers are known for their enthusiasm and community commitment. A volunteer often brings more to an event that just a specific skill; they are great sources of local information. In addition, because Whistler has so many evens that utilize volunteers, the skill level of this potential adjunct labour force is quite high.

Volunteers give freely of their time and knowledge. They need to be respected, supported and recognized for what they bring to a festival or event. Producers often recognize vollies with perks including free event passes, merchandise and swag. In addition to receiving a few perks, many Whistlerites volunteer to gain experience in an area that might translate into a career option. A producer who treats vollies well will have no problem filling their volunteer quotient when the event returns. However, Whistler’s a town that talks, and producers who treat local volunteers — or businesses— poorly will get the reputation they deserve.

When putting a call out for volunteers, producers are advised to give as many details about their event as possible, such as describing the scope of work, specific skills needed and expected volunteer time commitment. The more information, the better. Producers should also consider the training time when deciding the best time to bring vollies in to the mix and the need to have a designated volunteer coordinator.

Ultimately, the most important thing for producers to remember when incorporating vollies into their events is simple: Take care of the volunteers and the volunteers will take care of the event.

Related

Files: 

RMOW Village Use Application

RMOW Outside Facility Use Application

Contacts: 

Christa Vandeberg

Supervisor, Village Animation

Resort Municipality of Whistler

604-935-8417

cvandeberg@whistler.ca