County Forest Special Events Permit

The following form must be completely filled out prior to approval. All appropriate course maps and details must be provided.

Proof of comprehensive or commercial general liability insurance coverage in the minimum amount of $2,000,000 with Northumberland County designated as an additional insured must be included with this application.

Please note that acceptance of your application is in no way approval or confirmation of your request.

Non-profit community organizations are not subject to the fees. Fees are based on the number of participants at the event and are as follows:

# of participants	Fee
1-50	$100/day
51-149	$300/day
150-249	$500/day
250+	$750/day

Organization

Applicant's Name

Position

Mailing Address

Organization Address (if different from mailing)

Telephone Number

Please enter your email address

Please enter the name of your event

Expected number of event participants

Please enter the date of your event - applications must be at least submitted at least two weeks prior to the event

Event start time

Event finish time

Expected number of participants for set up and take down

Take down date

Take down start time

Take down finish time

Describe Route

Attach route including direction, north arrow, road names, trail names, any feed water stations

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Describe any infrastructure, beyond the trails that will be used for this special event

Describe parking (location, expected number and type of vehicles, number of attendants, control measures, outhouse, wash stations

Describe any electrical devices (ie generatiors) you will be using and their locations

Describe any incendiary devices, their use and locations. Note - if Northumberland County has any concerns about forest fire, risk, we reserve the right to prohibit the use of these items with little or not advance.

Does this event require road/trail closing? Note - TRAILS WILL ONLY BE CLOSED FOR AN EVENT UNDER VERY SPECIAL CIRCUMSTANCES, GENERALLY ALL TRAILS WILL REMAIN OPEN

Yes

Many forest roads are owned by the township of Alnwick/Haldimand. Permission to use those roads for a special event must be granted by the township. It is the responsibility of the event organizer to acquire those approvals.

Does the event require Road Crossing

Yes

Please describe traffic control and signage. Note - IN SOME CASES A TRAFFIC CONTROL PLAN MAYBE REQUIRED

Describe the Emergency Services and First Aid plan for event staff, volunteers, spectators and participants

I/We HEREBY AGREE TO THE FOLLOWING CONDITIONS:

To indemnify and save harmless the Corporation of the County of Northumberland, the municipality(ies) in which the event is held, the Northumberland O.P.P. and it relevant police services board(s) their officials, officers, employees and agents from any and all claims, lawsuit, liability, debt, demand, loss or judgment (including costs, defence expense and interest) whatsoever and howsoever arising directly or indirectly as a result of the granting of the permit or the use of Northumberland County property or facilities.
You also agree to waive all rights of subrogation or recourse against Northumberland County, the township(s) in which the event was held and any relevant police services board as a result of the granting of the permit or the use of Northumberland County property or facilities.
To be responsible for any and all costs to provide and maintain sufficient traffic control measures and emergency services to ensure safety for the traveling public and participants.

Additional Terms and Conditions

For the purposes of these Terms and Conditions, the special event applicant and associated organization will be considered the event organizer. The event organizer must check the appropriate boxes to show that they have read and understood the following terms and conditions.

This permit does not allow for the exclusive use of any area, or permit the obstruction of any other forest user.

Yes

The event organizer is not permitted to assign this Agreement, allow any unauthorized use of the approved area, or sublet the approved area without the prior written consent of the Corporation.

Yes

Many forest roads are open road allowances owned by the township of Alnwick/Haldimand. Approval for use of these road allowances by the Township must be obtained by the event organizer.

Yes

The use of any municipal roads by the event must be approved by the municipality. The County of Northumberland is not responsible for obtaining those permissions.

Yes

The use of County Road 45 must be approved by Northumberland County’s roads department. Use of this road must be clearly detailed on the application, so that County Forest staff can review the application with that department.

Yes

Event organizers must also contact the Northumberland County O.P.P. and adhere to any recommendations made by the Northumberland O.P.P. or County Staff. Event organizers must communicate with County staff about O.P.P. recommendations prior to the event.

Yes

Trail Markings will not be installed more than 1 week prior to the event and must be removed within 1 week following the event.

Yes

After 1 week, special event markings will be removed by Northumberland County Staff. The special event applicant will be billed for staff time and disposal costs

Yes

Trails may not be marked with any permanent or semi-permanent markings such as paint.

Yes

Affixing markings to trees using nails is not permitted as their removal may damage the tree.

Yes

Markings should be installed on non-permanent, standalone posts such as wire frames provided and installed by the event organizer. Other suitable options include markings held in place by clothes pins or flagging tape tied to branches/trees.
Note: Flagging Tape is used by Northumberland County Staff and contractors for management of the Northumberland County Forest. Existing flagging tape, not installed for the event must remain in place before and after the event.

No event shall involve more than 200 participants unless explicit pre-approval has been granted by the County of Northumberland.

Yes

Parking on any municipal or County road is not permitted. Suitable parking or transportation to the event must be arranged by the event organizer.

Yes

Northumberland County is not responsible for providing adequate parking. Parking areas must remain open to the general public during an event and the event must not hinder this in any way.

Yes

Adequate facilities must be provided by the event organizers. This includes an appropriate number of portable washrooms and any washing and watering stations needed.

Yes

There is no potable water, electricity or large garbage facilities available in the Northumberland County Forest and the County of Northumberland is not responsible for providing these services.

Yes

The consumption of alcohol is strictly prohibited in the Northumberland County Forest.

Yes

Camping is strictly prohibited in the Northumberland County Forest.

Yes

Fires are strictly prohibited in the Northumberland County Forest. The use of any incendiary device such as barbecues must be pre-approved by the County of Northumberland.

Yes

If any devices capable of starting a fire, such as a barbecue or generator are to be used, an appropriate and properly maintained fire extinguisher must be located with that device.

Yes

Financial responsibility for any damage to county owned or rented infrastructure by event organizers or participants is borne by the event organizer.

Yes

Any infrastructure used by the event must be approved by the County of Northumberland prior to the event.

Yes

Infrastructure may not be permanently altered or damaged in any way.

Yes

Any County owned/rented washroom facilities used by the event must be pumped out at the expense of the organizer within 2 days of the event, regardless of the amount of use

Yes

The pumping of outhouses after this deadline will be billed to the organizer. The County of Northumberland will not be responsible for infrastructure preparations for the event.

Yes

Any County owned/rented refuse containers used by the event must be emptied with bags replaced within 1 day of the event, regardless of the amount of use.

Yes

The emptying of refuse after this deadline will be billed to the organizer. The County of Northumberland will not be responsible for infrastructure preparations for the event.

Yes

The emptying of refuse after this deadline will be billed to the organizer. The County of Northumberland will not be responsible for infrastructure preparations for the event.

Yes

All trails must be restored to their pre-event conditions within 1 week of the event. Any safety concerns resulting from the event must be addressed within 1 day.

Yes

The event organizers are to inspect and ensure that the course, gathering and staging areas are prepared and safe and clear from harm prior to and during the event. The County is not responsible for safety concerns on the event course or staging area

Yes

Natural obstacles are generally considered normal and part of a forest trail experience and are thus should be considered expected in such an environment.

Yes

Event organizers are responsible for communicating any concerns with Northumberland County Forest staff prior to the event and will be responsible for clearing, removing or altering obstacles deemed inappropriate or unsafe by staff.

Yes

Event organizers will not place or install any obstacles on the course.

Yes

It is the responsibility of the organizers to ensure that participants are aware of the course conditions, obstacles, risks and hazards of the event.

Yes

Event organizers will not place or install any obstacles on the course.

Yes

Event organizers are responsible for obtaining any permission to use lands not owned by the County of Northumberland. The County of Northumberland will not be responsible in any way for facilitating those agreements.

Yes

I have read, understand and agree to the above indemnity agreement

Yes

THE COUNTY OF NORTHUMBERLAND RESERVES THE RIGHT TO ADD ANY CONDITIONS AS REQUIRED. IF CONDITIONS OF THE PERMIT ARE NOT BEING ADHERED TO, THE COUNTY OF NORTHUMBERLAND MAY STOP, SUSPEND OR CANCEL THE EVENT.

Attach the Liability Insurance (A minimum of 2 million coverage, loss payable to Northumberland County as an additional insured.

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As organizer and person responsible for the special event, I have read, understand and agree to abide by the rules and the conditions set forth by terms and conditions. The information i have provided is correct and complete.

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County Forest Special Events Permit