Local Events

• Completed and signed event application form
• Complete site layout plan (site setup / route plan, as applicable)
• Written authorization from the site owner/manager
• Proof of liability insurance endorsement (minimum $2,000,000; City as additional insured)
• Balanced forecast budget using the City’s template (for financial support requests)

• Applicant’s head office (parent company or subsidiary) must be located within Québec City.
• Applicant must have adequate experience organizing events or special activities.
• Event must be held on Québec City territory and be primarily outdoors, for a limited duration.
• Event access must be free of charge and aimed mainly at local residents.
• Event must be publicly promoted and inclusive, and comply with applicable Québec laws and regulations.

Who is eligible?

• Registered non-profit legal entities (with a board of directors)
• Educational institutions (for event authorization only)

Who is not eligible

• Individuals
• Private businesses or private clubs
• Institutional, public or parapublic bodies (e.g., SAAQ, AMF, National Assembly, Courts)
• Professional orders or unions whose sole mission is to support/regulate/protect member interests
• Political organizations and cooperatives that may pay patronage refunds to members

Eligible expenses

• Professional fees or project manager salary
• Programming and animation (including temporary/ephemeral materials)
• Logistics, site setup and event delivery
• Promotion and communications
• Management fees (up to 10% of total budget)

Ineligible Costs and Activities

• Organization operating/regular activity costs (e.g., regular salaries and benefits, rent, insurance, equipment maintenance)
• Purchase of capital assets or durable event equipment (including permanent event material) and purchase of IT equipment/software for the organization’s operations
• Expenses incurred before the application is submitted
• Charitable donations or goods/services given free to a third party as part of an exchange of services
• Costs related to event activities that are exclusively indoors

Eligible geographic areas

• Québec City (Ville de Québec) territory

• Step 1: Review guidance documents
  • Consult the City’s reference documents for event organization (e.g., event vision, visibility guide, accessibility guide).
• Step 2: Secure site authorization
  • Obtain written agreement from the owner or site manager for each proposed location.
• Step 3: Prepare required documentation
  • Complete and sign the event application form.
  • Prepare a complete site layout plan.
  • Gather board resolution naming an authorized representative/signatory (and alternates).
  • Obtain required liability insurance endorsement (minimum $2M; City added as additional insured).
  • Prepare an emergency measures plan when the event expects 100+ people at the same time.
  • If requesting financial support, complete the financial support request sections and provide a balanced forecast budget using the required template.
• Step 4: Submit the application
  • Email the form and supporting documents to the City.
  • Send the form and all supporting documents in a single email.
  • Submit at least 3 months before the event date.

• File processing starts once the application is complete; processing time varies depending on the event’s scope and impacts on the public domain.
• If the project is eligible, it is analyzed objectively using defined criteria, and a recommendation may be sent to the appropriate City authority, subject to available funds and resources.
• Submitting an application does not guarantee approval; the promoter agrees to accept the decision rendered.
• The municipal support is confirmed through a City resolution (e.g., executive committee, agglomeration council, or borough council, depending on jurisdiction).
• Once a final resolution is issued, the organization must use the financial contribution only for expenses related to delivering the event.

• Applications are accepted on a rolling basis year-round, subject to available municipal budgets and resources.
• Applications must be submitted at least 3 months before the event; late submissions are automatically refused.
• After the event, an event report and financial statement must be submitted within 60 days; missing reporting may affect future funding.
• The City may reduce the requested amount and may recover funds if the event is cancelled or laws/regulations are not respected.