Neighbourhood events

The Neighbourhood Events program will help you take your idea for a neighbourhood event to the next level! Plan and implement your neighbourhood event with the support of our Community Development Coordinators.

So you want to plan a block party
A few helpful things to consider when planning your block party.

Resources
Including templates for invitations and posters.

Application, guidelines & deadlines

Applications will be accepted anytime, however, event approvals will not begin until April 1st, 2019. Events must be between April 15 and October 15, 2019.

Online neighbourhood application

Neighbourhood event application

Neighbourhood Event Application Guidelines

MINI EVENT TOOLKIT APPLICATION

One of the ways the Strong Neighbourhoods program supports neighbours in connecting to each other is through the Neighbourhood Events program. This program is for residents of Kelowna who want to host a get-together with their neighbours and would like a little help along the way. The following resources will be provided to successful applicants:

  • support from a Community Development Coordinator throughout the planning process;
  • access to the Event Mini Toolkit (games and resources only) OR the Mobile Event Trailer (includes tables, chairs, tents, garbage/recycling bins, portable sound system and games);
  • five hours of on-site event day support included with the Mobile Event Trailer (includes one hour setup and one hour take down);
  • financial support with up to $100 to help cover event expenses (amount based on applicant's budget and receipts must be submitted with the final evaluation report).
Eligibility

Any resident of Kelowna interested in hosting a neighbourhood event. Event planning experience is not required.

Supported event types

Examples of the types of events we can support: 

  • block parties/BBQ/picnics
  • condo festivity
  • porch concert/backyard theatre
  • scavenger hunt
  • picnics
  • free-cycling events
  • neighbourhood clean-ups
  • neighbourhood sport tournaments
  • skill, book, toy, plant/seed exchanges

In all cases, the events must be:

  • Free
  • Inclusive
  • Neighbourhood driven and neighbourhood based.
Other considerations

Depending on the event, other considerations may need to be taken into account and additional permits or permissions may be required including:

  • Road closures: if a street closure is required, a Road Usage Permit from Strong Neighbourhoods is required. You will need to discuss your plan with a Community Development Coordinator for next steps including obtaining signatures from the affected residents.
  • Food service: if the event involves serving food, a permit from Interior Health may be required
  • Access to power: if the event is in a park and requires power, please discuss the options with a Community Development Coordinator
  • Waste Removal: event organizers are responsible for removing and disposing any resulting garbage and/or recyclables
  • Strong Neighbourhoods recommends that attendance is under 100 people, to ensure your guests are getting to know each other and fostering neighbourhood connections. Any event where attendance is expected to exceed 350 guests, will be required to contact the City of Kelowna, Outdoor Events team for approval, two months prior to event date, and will not be supported through the Strong Neighbourhoods team.
  • Music/noise must be kept at a respectable level for the consideration of your neighbours (i.e. quiet time 10pm).
  • All promotions for your event must be neighbourhood based, with no event announcements on channels that would reach a city wide audience.

Permits and permissions do not need to be in place prior to applying, staff will assist applicants in obtaining the necessary requirements.

Timelines

It is highly recommended that applications be submitted a minimum of four weeks prior to the event date in order to ensure ample time for review and to address any potential concerns. Applications that are submitted two weeks or less from the proposed event date cannot be considered. The last possible date for an event is October 15, 2019.

*A maximum of twenty events will be supported during 2019.

Decision-making process

Applications will be reviewed by the Neighbourhood Development Coordinators who will: 

  • Review and evaluate applications on an ongoing basis to determine eligibility
  • Consult with applicable City departments depending on the nature of the proposed event
  • A maximum of one event per day will be supported
  • Applicants will be notified of the final decision within two weeks of submitting an application, beginning on April 1st. In some cases, applicants may be asked to provide additional information before a final decision can be made
Working together

Once an event has been approved:

  • A Community Development Coordinator will be available to work with the organizer through planning and implementation of event
  • The event organizer will be required to sign a letter of agreement that will clearly outline the roles and responsibilities of the organizer and the City of Kelowna
  • City of Kelowna staff will support your event for a maximum of five hours, which includes one hour for setup and one hour for take down
  • The event organizer will need to provide proof of any applicable insurance coverage and permits two weeks prior to the event
  • The event organizer will need to provide a site map two weeks prior to event date for approval
  • All event promotions and communications will need to recognize the contribution of the City of Kelowna and be approved by the Community Development Coordinator prior to distribution
  • The event organizer will be required to provide photos from the event and a story that can be shared on the Strong Neighbourhoods webpage. We will provide photo release forms for the day of the event as well as a short guest survey to be handed out at the event for guest feedback.
  • The event organizer will be required to complete a short event evaluation form to provide details such as the event’s impact on the neighbourhood
Non-support event types

An event cannot be supported if:

  • It is a fundraiser
  • It is a political or religious activity
  • The presence, sale or consumption of alcohol is involved
  • It violates any City of Kelowna bylaws
  • It is a private or closed function, e.g., a birthday party
  • If it is hosted by a for-profit business or group
  • If attendance is expected to be more than 350 (refer to the City of Kelowna Outdoor Events team)

Why plan a neighbourhood event?

  • Get to know who is in your neighbourhood
  • Encourage neighbourliness and have fun with your neighbours
  • Neighbourhood gatherings provide opportunities for neighbours to meet and strengthen existing relationships
  • Increasing the number of neighbourhood events in your community creates more opportunities for people to connect

Check out photos and descriptions of past Neighbourhood Grants and Events.