TBIAAI Special Events Permit Application
This Application is for parties seeking permission from the Thunder Bay International Airports Authority (TBIAAI, or the “Authority”) to host an event on the Thunder Bay International Airport lands (the “Airport Lands”). All Applicants, as defined below, must seek and obtain permission from the Authority before hosting any event on Airport Lands (the “Permit”). By completing and submitting this Application, the Applicant agrees to the terms and conditions herein contained with respect to the Application process, the Event set up, the Event, and post Event clean up.
NOTE: Flying of unmanned air vehicles (UAVs) or drones are NOT PERMITTED within 5.6 km of the airport without express written permission from the TBIAAI in accordance with the TBIAAI RPAS Management Plan.
APPLICANT INFORMATION (the "Applicant")
Name of Applicant: *
*Must be considered an “Authorized Representative” of the organization in which they represent.
Mailing Address: *
Must include City, Prov, Postal Code.
Phone Number of applicant *
10 digit phone number of applicant, no spaces or commas.
Email Address of applicant *
This is the email address that will be used to communicate with the TBIAAI. You will receive a notification once this application is submitted.
Name of alternate contact person *
Provide an alternate contact person that we may communicate with if necessary
Phone number of alternate contact person *
10 digit phone number of applicant, no spaces or commas.
Email address of alternate contact person *
This email address will be included in communications by the TBIAAI. It will receive a notification once this application is submitted.
EVENT INFORMATION (the “Event”)
Type of Event *
Select the most appropriate event type below
Briefly describe the purpose of the event *
Limit response to 1 or 2 sentences to provide us with a high level understanding of the event.
Proposed fixed location, total area, or route of event *
Use the map function below to provide one of the following:
- A single location indicating the location of a fixed event
- Multiple locations to provide an outline of the area of the event
Double click on the map to select one or more locations. Double click a marker to remove it.
Approximate number of participants/attendees *
Reply with a numerical response.
Describe all activities planned during this event: *
Be as descriptive as possible.
Event History *
Has this event been held previously? If so, when? Are there any changes from previously held events?
Event Cleanup *
Will cleanup occur immediately following the event? If so, describe the logistics involved. If not, when will cleanup take place, and how will that be coordinated?
Will you be preparing, selling, or providing food services? *
IF THERE WILL BE ANY TYPE OF FOOD PREPARED AND/OR SOLD DURING YOUR EVENT, YOU ARE REQUIRED TO APPLY FOR A PRE-APPROVAL FROM THE THUNDER BAY HEALTH INSPECTOR. A COPY OF THE APPROVAL MUST BE SUBMITTED TO THE AUTHORITY BEFORE THE EVENT.
> > CLICK HERE for more information about the Thunder Bay District Health Unit Special Events Organizer.
Provide a description of the food being provided. Is service provided indoor or outdoor, is it prepared on site or catered, and how will FOD (Foreign Object Debris) be controlled on the airport property? *
In your response, keep in mind the Airport Authority has a zero tolerance policy regarding wildlife attractants and FOD (garbage) creation.
Event Fees and proceeds *
Is there an event fee being charged for participants?
Fees and Proceeds information *
As you've responded yes to this question, provide information regarding how much each participant will be paying, how the fee structure works, and the expected revenue generation.
How will your event be promoted or advertised? *
Check all boxes that may apply
SPECIAL SET-UPS
CHECK THE APPROPRIATE CATEGORY BELOW AND FILL IN DETAILS ON NUMBERS, SIZE AND TYPE, IF APPLICABLE.
Animals *
Is this event planning to involve, include, or otherwise permit the admission of any animals onto the "airside" of the airport?
Description of animals being permitted *
Provide a brief description of how many animals are anticipated & what species.
Animal Control Measures *
Provide what control measures, if any, will be incorporated into the plan to admit any animals onto the "airside" of the airport.
Booths *
Will there be booths set up for this event?
Description of booths *
Describe what type of booths will be set up at the event, how many are planned, and what is the setup/tear down plan?
Booth site setup map (Zoom in for location accuracy) *
Place markers on the areas on the map below to show where the booths will be placed on the airport property.
Double click on the map to select one or more locations. Double click a marker to remove it.
Signage *
Will there be signs used for this event, whether for advertising, direction, or any other purpose?
Size of signs *
What are the dimensions of these signs?
Sign Locations *
Select the areas in the map below the locations where signage will be posted. Zoom in to be as accurate as possible.
Double click on the map to select one or more locations. Double click a marker to remove it.
Electricity demands *
Does this event require the provision of electricity (whether fed by an existing facility or by use of a generator)?
Electrical sources *
Describe where and how the power will be provided for the event and for what purpose. The amount of power required should be provided where known (i.e. voltage or amperage requirements).
Portable Toilets *
Will the event require or plan to have portable toilets?
(If there are no toilets or insufficient toilets available at the event staging area to accommodate the number of people, the permit holder may be requested to provide additional portable toilet facilities. TBIAAI staff will advise you whether this will be required.)
Staging / Scaffolding *
Will this event require the installation of any staging or scaffolding?
Staging or scaffolding requirements *
Provide a description of what the permit applicant wishes to have in place, including size (dimensions), set up and tear down plans, and location.
Concessions *
Will there be concessions in place (food / beverage services)?
Concessions description *
Describe the type of concessions, number of concessions, and any health unit (food service) information or plans that are in place.
Concession stand locations *
Create pin markers on the map below to identify the area(s) in which concession stands will be placed. Zoom in to the map to be as accurate as possible.
Double click on the map to select one or more locations. Double click a marker to remove it.
Tents or Canopies *
Will there be any tents or canopies installed for this event?
Description of tents or canopies *
Provide a description of what type of tents or canopies will be in place, as well as the number being planned for set up. Also provide a set up and tear down plan.
Locations of tents or canopies *
Create a pin marker for each location in which a tent or canopy will be installed. Zoom in to the map to ensure location accuracy.
Double click on the map to select one or more locations. Double click a marker to remove it.
Vehicle Access *
Will vehicles be permitted to access the "airside" of the airport property? (i.e. through a fence or gate).
Number of vehicles *
How many vehicles are anticipated?
Vehicle size/type *
What are the size and types of the vehicles being permitted?
Vehicle access plan *
Provide a description of the controls that will be in place to permit vehicles to enter the event.
Sound System *
Will there be a sound system in place for this event?
Purpose of Sound System *
Describe the primary function of the sound system, including what types of sound will be broadcast.
Duration and time *
What time(s) will the sound system be used during the event?
Location of sound system *
Create a pin to show the intended location of the sound system in the map below. Be sure to zoom in to ensure accuracy of the location.
Double click on the map to select one or more locations. Double click a marker to remove it.
OTHER TYPES OF SITE PREPARATION PLANNED *
PLEASE DESCRIBE IN DETAIL any other information not yet covered in this application.
Event related items *
Will there be event-related items sold at this event?
Sale of event related items *
LIST ALL EVENT RELATED ITEMS (I.E.: T-SHIRTS, ITEMS WHICH INCLUDE THE EVENT NAME) TO BE SOLD AT THIS EVENT:
(NOTE: Sales of non-event related items are prohibited)
Route map *
Using the map below, create a route map with pins to show roadway routes to / from the event. Zoom in to the map in order to ensure the locations are as accurate as possible.
Double click on the map to select one or more locations. Double click a marker to remove it.
What are your plans for on-site security/marshalling and route controls? *
Provide a response that is as detailed as possible.
Medical Assistance *
What are your plans for addressing medical assistance?
LIST ANY ADDITIONAL INFORMATION THAT THE AUTHORITY MAY FIND REASONABLY NECESSARY FOR DETERMINATION OF PERMIT APPROVAL:
TERMS & CONDITIONS *
Terms and Conditions
- The Applicant shall not advertise the Event nor make any financial commitments with respect to the Event before first seeking and obtaining Permit approval from the Authority.
- The person signing this Application must be an authorized representative of the Applicant, and shall be responsible for ensuring that all terms and conditions hereunder are met.
- The Applicant contact person identified above shall be the main contact for this event, and is expected to be on site and available for the duration of the event.
- The Applicant shall not conduct or cause to be conducted any act or bring any equipment onto Airport Lands that may cause electronic interference or hazard to the navigation of aircraft.
- No goods of an explosive, dangerous, inflammable or noxious nature shall be brought onto the Airport Lands without the prior written consent of the Authority.
- The Applicant will not:
- commit or suffer to be committed any waste upon the Airport Lands;
- use or allow the Airport Lands to be used for any improper or unlawful purpose;
- do or permit to be done anything in any way tending to injure the Airport Lands or the reputation of the Authority or its board of directors;
- do anything or otherwise permit anything to be done, that might in the opinion of the Authority, acting reasonably, interfere with the drainage, sewerage, fire hydrant, heating, air conditioning, electrical, domestic water, gas, fire suppression, fire alarm, or plumbing on the Airport Lands; or
- do, cause or permit anything to be done in, upon or about the Airport Lands anything which might in the opinion of the Authority, be or create a nuisance, or a safety hazard, or which might cause annoyance to any other users of the Airport.
- The Applicant accepts the event site in an “as is” condition, and agrees that neither has the Authority made, nor has the Applicant relied upon any representation, express or implied, concerning the site.
- The Applicant will purchase and maintain liability insurance covering liability for claims resulting from bodily injury (including death), personal injury, and property damage arising out of or in any way connection with the Event. Such policy will be written on an occurrence form basis and in an amount of not less than Five Million Dollars ($5,000,000.00) per occurrence, and the Licensee will furnish the Licensor with certificates or other acceptable evidence of insurance required pursuant to this clause. The policy will name the Thunder Bay Airport Authority and His Majesty the King in Right of Canada as represented by the Ministry of Transport as additional insureds.
- The Applicant shall not have any claim or demand against the Authority or His Majesty the King in Right of Canada as represented by the Ministry of Transport or any of their respective officers, servants or agents for detriment, damage, accident or injury of any nature whatsoever or howsoever caused to the Airport Lands or to any person or property brought, placed, made or being on the Airport Lands.
- By signing this Application, the Applicant agrees to indemnify and hold harmless the Thunder Bay Airport Authority and His Majesty the King in Right of Canada as represented by the Ministry of Transport from and against all claims, demands, loss, costs, damages, actions, suits, or other proceeding by whomsoever made, arising out of or resulting from the acts or omissions of the Applicant, or brought or prosecuted, for any loss, injury or damage, including death, suffered or incurred by any person including the Applicant’s contractors, employees and volunteers, and members of the general public arising out of or in any way connected with the Event. The provision of this paragraph shall remain in full force and effect notwithstanding the expiration or early termination of the Permit.
- All property at any time brought on to the Airport Lands in connection with the Event, including any equipment and supplies shall be entirely at the Applicant’s own risk and cost, and shall be the sole responsibility of the Applicant.
- If this Application is successful, the Authority shall provide a non-exclusive temporary Event Permit only and it is not a waiver of the Applicant’s requirements to obtain any further permits as may be necessary for the Event.The Applicant acknowledges and agrees that is shall procure and obtain, at its sole cost and expense, any other such licenses, permits and approvals as may be required from local municipalities, police or fire services, or any other applicable party.
- It is the responsibility of the Applicant to know of and abide by all necessary codes, bylaws and regulations which are designed to secure the health, safety, convenience and welfare of persons and property. The Applicant also agrees to comply with and conform to all applicable environmental laws, bylaws and regulations.
- At the conclusion of the Event, the Applicant must remove all event related equipment, personal property, and advertising from the Airport Lands without causing any damage or permanent disruption to the Airport Lands and any facilities thereon. The Applicant shall restore those portions of the Airport Lands used for the Event to the condition in which it was found, and to the satisfaction of the Authority, and all at the cost and expense of the Applicant and without any right on the part of Applicant to seek any compensation from the Authority for any reason whatsoever. (The requirements under this paragraph 14, shall collectively be referred to as, the“Clean Up”).
- Incomplete information may result in delays with evaluating or an outright rejection of this Application.
- The Authority reserves the right to require additional information in order to assess this Application.
- Upon approval of this Application, the Applicant shall pay to the Authority:
- a non-refundable administration fee in the amount of One Hundred ($100.00) Dollars plus GST made payable to the Thunder Bay Airport Authority; and
- a refundable Deposit of Five Hundred ($500.00) Dollars. After the conclusion of the Event the Authority shall conduct an inspection of the event site and if the Clean Up is completed to the Authority’s entire satisfaction the Deposit shall be returned forthwith to the Applicant. In the eventof failure on the part of the Applicant to perform the Clean Up to the Authority’s satisfaction, theAuthority shall have the right to use the Deposit to perform such Clean Up as may be required.Should the Authority’s cost of Clean Up exceed the amount of the Deposit the Applicant shall repay and reimburse the Authority for all costs and expenses connected therewith or incidental thereto upon receipt of a full accounting thereof; unless expressly waived by the Authority in whole or in part.
- If the Authority suffers any costs or is otherwise obligated to make any payment for which the Applicant is liable by reason of any failure of the Applicant to observe and comply with any condition or covenant of this Application, such costs will be due and payable by the Applicant to the Authority within thirty (30) days from demand thereof as a further payment due under the Permit.
- The Applicant acknowledges that the Authority may need to rescind its permission at any time and for any reason whatsoever without any compensation whatsoever accruing to or being claimable by the Applicant or any party.
Applicant's signature *
By signing this application, I agree to the Terms and Condition outlined above, and will abide by all TBIAAI rules, regulations, standards, or otherwise, as they relate to this Special Event.
Terms NOT Accepted *
Please provide an explanation of which Terms (by specific reference number) can not or will not be able to be met as a part of this special event application. This will be internally reviewed by a representative of the TBIAAI for assessment.
