Event Planning and Setup in Burnaby, BC

Choose the work you want to hand over

For an office celebration, you might choose the caterer and guest list yourself, then hire help to receive rentals, place tables and remove decorations. For a gathering with several suppliers, ask a coordinator to prepare the arrival schedule and supervise deliveries. Describe the outcome you need rather than relying on a package name.

Ask who will move furniture, install décor, greet suppliers and stay through cleanup. If the planner uses a separate crew, request its staffing and hours in the proposal. Name one contact from your business to approve changes and extra spending. Give suppliers that person's contact details before setup.

Confirm the site before ordering equipment

Burnaby offers designated group picnic reservations from May to September and gives booked groups priority use from 8 am to 8 pm. Small-group picnic areas operate on a first-come basis without advance booking. If your event needs a reserved location, confirm a group booking before committing to suppliers. [1]

The City lists no power or vehicle access at Central Park picnic sites. At Confederation Park, tell Parks Administration during booking if you need power or vehicle access for drop-off. Ask your setup provider to describe the carrying route, unloading plan and equipment needs after you confirm the approved access. [1]

The City's picnic-sites page displays a hazard-tree closure notice for Fraser Foreshore, lists original sites 1 and 2 as closed and identifies a temporary picnic location along the river at the foot of Tillicum Street. It also lists no power or vehicle access. The notice's reference to closure until fall does not confirm reopening. Contact Allotments and Bookings at 604-294-7222 to confirm the current location and reopening status before arranging deliveries. [1]

For an indoor venue, ask the venue contact for delivery hours, loading arrangements, lift access, storage space and the final departure time. Walk the route from unloading to the event room. Assign someone to receive supplies if deliveries arrive before the setup crew, and give each bidder the same access information.

Assign equipment and food approvals

For City picnic bookings, Burnaby requires approval for loud amplified sound and special equipment such as tents, stages and bouncy castles. Mention food concessions and food trucks in your application. For a food concession, the City requires evidence of Fraser Health approval or a health operating permit before the event. Name the person who will obtain and provide each document. [1]

Fraser Health defines temporary food businesses as short-term food preparation or serving operations, including charity and fundraising events. Operators must submit their temporary food premises application to the local environmental health officer at least 14 days before the event. Fraser Health warns that it may not process late applications. [3]

Temporary food markets follow a different process. Fraser Health asks higher-risk food sellers to apply at least 30 days before the event and says lower-risk food sellers do not need approval under that market guidance. Ask the environmental health officer which category covers your proposed service. Have the food operator identify its approval, applicant and deadline before you finalize the event schedule. [3]

Resolve street-event duties and insurance

For a street event, confirm the event category with Burnaby's Transportation Division at 604-294-7944. Block parties must take place on a low-volume local street. First-time applicants need a petition supporting the closure from 75% of affected residents. Organizers must arrange City-provided barricades and remain present. Include these duties in the coordinator's scope if you want help with them. [2]

Burnaby requires commercial general liability insurance for City facility rentals and directs renters to confirm the facility's specific requirements. Its special-events page contains conflicting insurance statements: the block-party section says there are no fees or insurance requirements, while the insurance section says all events need at least $5 million liability coverage and must name the City as co-insured. Confirm the applicable block-party terms with Transportation before relying on an exemption. [1] [2]

Compare itemized proposals and agree on cleanup

Build your budget from itemized written proposals. Request planning hours, crew hours, transport, rentals, décor installation and takedown as separate items. Ask bidders to identify supplier charges, taxes, deposits, overtime rates and cancellation terms. Compare proposals using the same guest count, equipment list and access window.

Before the event, approve a floor plan, supplier contact list and arrival schedule. For an outdoor gathering, agree on an alternative arrangement and name the person who can authorize it. Assign waste removal, rental packing, décor collection and the final venue walkthrough. Ask the crew to report missing or damaged items before leaving.

Published group picnic-site capacities

Match your arrangement to the work required

Your hiring checklist

1. Write the event date, exact venue, guest count and budget.
2. List the planning, coordination, setup and takedown tasks you want to hire out.
3. Confirm the current site, delivery route, power and departure time.
4. Assign applications, insurance confirmation and document submission to named people.
5. Ask food operators to confirm their service category and applicable approval.
6. Compare itemized proposals with staffing, overtime and cancellation terms.
7. Approve the supplier schedule, outdoor alternative and cleanup responsibilities.

Frequently Asked Questions

Does hiring a planner include physical setup?

Ask for a written task list. Specify who will move tables, install decorations, receive rentals and pack up. If the planner uses another crew, request its hours and charges before accepting the proposal.

Can I add a tent or amplified music to a park picnic?

Burnaby requires approval for special equipment such as tents and stages, and for loud amplified sound. Describe your plans during booking and confirm approval before ordering equipment. [1]

Can I reserve a group picnic site for October?

Burnaby lists designated group picnic reservations from May to September. For an October event, ask the City about a suitable venue or approved arrangement before hiring a setup crew. [1]

Can I rely on the block-party insurance exemption?

Confirm it with Transportation at 604-294-7944. The City's page says block parties have no insurance requirements, but its insurance section says all events need at least $5 million liability coverage. Ask for the applicable terms before arranging coverage or relying on an exemption. [2]