Producing an Event

The RMOW works with resort partners to coordinate events in Whistler through the Whistler Events Working Committee. This 18-member committee meets regularly to assess current and future events, and includes representatives from the RMOW, Whistler Blackcomb, Tourism Whistler, the Whistler Chamber of Commerce, Whistler Sport Legacies and the Whistler Arts Council.

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

Whistler Olympic Plaza 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.

Parks and Fields Permit Application

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)
“Her Majesty the Queen in Right of the Province of British Columbia”
“Ministry of Agriculture and Land”

4. Other Paperwork

Depending on the event, other permits and licenses (e.g. a Liquor License or Whistler Business License) 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.

Volunteers

Volunteers are essential for 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 events that utilize volunteers, the skill level of this potential adjunct labour force is quite high.

Volunteers give freely their time and knowledge. They need to be respected, supported and recognized for what they bring to a festival or event. Producers often recognize volunteers with perks such as free event passes, merchandise and swag.

When putting a call out for volunteers, producers are advised to provide as many details as possible, describing:

The scope of work
Specific skills required
Anticipated time commitment

Producers should also consider the amount of training time required and if possible, designate a volunteer coordinator.

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

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