Producing an event

Event Guidelines

The following are guidelines for producing an event or festival in Whistler.

Visit Tourism Whistler's Event Toolkit website to find everything you need to take your event from the page to the stage.

The Event Toolkit takes prospective producers though an online 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.

Contact Events at Tourism Whistler. This is the first point of contact for events in Whistler. You will receive what you need to begin the event planning process.
Producers should familiarize themselves with 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.

In addition, producers should review Whistler’s current event and festival calendar before pitching a new event.

Complete and submit the Whistler Event Application Form.

The information submitted by the producers is used by the Whistler Events Working Committee to evaluate the application. Once the application is received, the producer will be contacted and discussions with appropriate partners will begin.

Getting the proper paperwork in order is essential at this stage. Questions regarding the RMOW’s protocols and permit requirements for events can be directed to Christa Vandeberg at 604-935-8417 or cvandeberg@whistler.ca.

Supporting Documents

The following paperwork is required for staging events in Whistler:

1. Village Facility Use Application

Allows event producers to request a specific location in Whistler Village for their events
Acts as an event template to ensure that the event complies will municipal bylaws
Asks producers to detail their production needs, estimate the time for set-up and tear-down in addition to the actual event time, 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.

Village Facility Use Application

2. Parks and Fields Permit Application

The Parks and Fields Permit Application:

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

Once the application 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.

Please contact outdoorfacilities@whistler.ca for a copy of the application form.

3. Certificate of Insurance

All events on RMOW property require insurance, which can be purchased through the RMOW or the producer’s choice of carrier.

If a producer is purchasing his/her own insurance, a copy of the Certificate of Insurance must be provided to the RMOW to be kept on file.

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 Co Ltd. (Whistler Village events only)
Tourism Whistler (Whistler Village events only)
School District 48 (events on school property)
“Owners of property of Strata Plan LMS 1847” (Whistler Village events using Village Common)
Jaffsons Properties Ltd (Whistler Village events using Village Common)
LARCO Investments Ltd. (Whistler Village events using Village Common)

4. Whistler Business Licence

A business licence is required for all events-related businesses, including:

Events with vendors
Events with no vendors
Festivals
Recurring events

1. Confirm the number of vendors participating in your event, if any. You will be required to provide this number as part of the online application process. There is an additional cost per vendor on top of the licence fee.

2. Apply online for a special events business licence.

4. Other paperwork

Depending on the event, other permits and licences (e.g. a Liquor Licence) may also be required. For events that will have any food service or generate waste a Special Event Solid Waste Management Plan will be required.

Special Event Solid Waste Management Plan

Fees

All fees for venue rentals, deposits and permits can be made to the RMOW by cheque, cash, debit, VISA or MasterCard. Payments can be made in person or over the phone.

Business licence fees
A one-time, non-refundable application fee of $25 applies to all new applications. Learn more about licence fees and payment options.The special event business licence fee is $100 per event. There is an additional cost of $25 per vendor, service provider or exhibitor.

Special Event Parking

Summer festivals and events bring Whistler to life. Occasionally parking is impacted for the operational needs of special events. Crankworx and GranFondo Whistler require special parking considerations.

More Special Event Parking information

Fibre Optic Network

Fibre optic cabling throughout the RMOW allows instant transmission of high definition (HD) signals to any location at any time.

What this means is that broadcasters can tape live broadcasts from 14 different locations (including Village Square, Skiers Plaza, and Whistler Olympic Plaza) directly to their studios without the need for a satellite truck.

Fibre Optic Network