Community notification

Guidelines for festival and event organizers Community notification

Festival and event organizers are asked to communicate their event to the community as part of ensuring a positive event experience for all.

Whenever an event is held in a local neighbourhood, road closures, parking pressures, noise, garbage and public disorder are the most common concerns of nearby residents and business owners.

Effective communication is key to maintaining good relationships and ensuring your event runs smoothly. A variety of low to no-cost actions are provided below to get you started.

Early engagement

Connect with community groups

Reach out as early as possible to the community/neighbourhood association and Business Improvement Area (BIA) where your event will be held. These community leaders know the people and area best and can provide valuable advice as you plan your event. They also appreciate knowing who to contact with questions and feedback before, during or after your event.

Before the event

Determine if a good neighbour letter is required

We sometimes require that you write and deliver a letter to the surrounding residents and businesses that your event will impact.

A good neighbour letter is required when:

  • The event includes a road closure and/or has parking impacts
  • The event is loud (e.g. concert, fireworks/pyrotechnics show)
  • The event is multi-day and/or large-scale where food, alcohol and/or cannabis will be on-site
  • The event ends after 10 p.m.

A good neighbour letter is recommended when:

  • The event ends between 8 and 10 p.m.
  • The event is new
  • The event is a large festival
  • The event may impact resident and/or local business access.
Request letter template

Letter distribution

Good neighbour tip: Offer courtesy passes to residents most impacted by the event.

Letter notification area

A minimum of two-block-radius around your event is recommended, but a broader area may be needed when the impacts include road closures, parking pressures and noise. Your Event Liaison can look at your proposed notification area and give recommendations.

Letter delivery

Letters should be delivered one to two weeks before smaller or annual events and two weeks before new or large events. They can be delivered by event organizers/volunteers, a local flyer delivery service, or the Canada Post Neighbourhood Mail service.

Send letter to key contacts

Other considerations

Use multiple communication methods

Using other low-to-no-cost methods helps ensure that many community members know about your event and what they can expect. People receive information differently, so it is better to overcommunicate and use more than one method to spread the word.

  • Community signage such as bold signs, sandwich boards or similar options. Sign placement must follow The City of Calgary’s mobile community sign requirements and applicable bylaws.
  • Community association channels such as ad placements or short announcements in the community's social media accounts and physical and online newsletters. Submission deadlines can be up to a month or more before, so plan early if you want to use this option.
  • Social media posts and announcements.
  • Event website with all the details, including contact information for your event.

Reach out to event attendees

To reduce your event's impact further, include a "know before you go" section on your website that gives attendees information on how to get to the event by public transportation, parking areas, alcohol/cannabis guidelines, a map showing amenities (restrooms and waste bins), frequently asked questions and organizer contact details.

During the event

You can ensure your event positively impacts the community, is well-received by residents and businesses and runs as smoothly as possible by doing the following:

  • Informing attendees about on-site amenities.
  • Reminding attendees of good neighbour etiquette.
  • Being available to answer questions and resolve concerns during the event.

Signage you can borrow

We have large sandwich board signs available for loan to support event etiquette messaging.
Contact your Event Liaison or EventServices@calgary.ca to reserve these signs for your event.
 
event signage
undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null,undefined/null