Special Events & Special Use Permits

A Special Event Permit is required for any proposed event that is to be held at a CVRD park or trail that falls into any of the following categories:

• will have attendance of 40 or more people;
• is being hosted by a club, organization or business (no commercial activity);
• requires set-up (e.g. chairs, tables, tents); or
• is open to the public.

Once received, CVRD Staff will:

• review your application to ensure there are no conflicts with other groups, events or closures/maintenance, and to determine suitability of your event for the park/trail;
• once reviewed, CVRD staff will be in touch via email;
• if approved, a special event permit will be issued.

Important Information

Updated Application Deadlines

Please contact the Parks & Trails Division as far in advance as possible to determine the submission deadline for your proposed event so that staff have sufficient time to process your request. In 2025 special event applications that do not meet the submission deadlines will NOT be approved*.

Special Event/Use Permit Application Submission Deadlines

• Smaller Events (100 people or less, minimal impact to park/trail): Applications must be submitted a minimum of 45 days prior to the start of the proposed event.
• Large Events (100 people or more, higher impact to park/trail): Applications must be submitted no less than 90 days prior to the start of the proposed event.
• All required additional documentation must be submitted a minimum of 21 days prior to the start of the proposed event.

Depending on the location of your proposed event, applicants may need to acquire additional approvals from other jurisdictions including BC Parks, and the BC Ministry of Transportation and Transit. A Vancouver Island Health Authority permit may be required if your event involves food service to the public.

A security deposit or key deposit may be required.

Our staff can provide you with assistance as you go through the process of determining suitability of your special event at a CVRD park or trail.

Please note: A CVRD Parks & Trails Special Event Policy is under development.

*Under special circumstances application deadlines may be extended with the approval of the Senior Manager, Parks & Trails Division.

Other Special Use of a Park or Trail

If you need access to a CVRD park or trail for a special use such as scientific research or filming, please contact us using the information below. Currently these activities are permitted through the special event permit process. Above application deadlines apply.

Research and other special uses: Contact the Parks & Trails Division by email so that we can assist you through the process of getting approval for your activity.

Filming requests: Contact Film Cowichan at 250.732.1419.

Insurance

If required, a certificate of insurance naming the Cowichan Valley Regional District and any other applicable land managers as additional insured must be provided before an event can be approved. Insurance limit requirements are listed below.

• If required the special event permit holder, as well as any sub-contractor providing event services, must obtain comprehensive general liability insurance protecting the Cowichan Valley Regional District against liability for bodily injury, death or property damage, arising out of the event.
• Minimum limit of $2,000,000 commercial general liability insurance against third party claims for bodily injury, death, property and loss of use (Note: a higher limit of liability insurance might be required depending on event details).
• Maximum deductible $5,000 per occurrence, with a cross liability clause.
• A certificate of insurance naming the Cowichan Valley Regional District as additional insured must be received before final approval of an event.
• CVRD retains the right to cancel an event if a certificate of insurance is not received before the event date.
• By accepting this permit, the special event permit holder acknowledges sole responsibility for obtaining whatever coverage the CVRD deems necessary.
• Insurance can be obtained through any insurance agent.
• Events that include the use of lands or facilities not owned by the CVRD may be required to provide additional insurance coverage for the third parties.