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Oakville Wedding Site Inspection Checklist

This procedure inspects the noise, scenery, wildlife, physical environment and amenities of the wedding site.

MaintainX

07/22/2022

Oakville Wedding Site Inspection Checklist

This procedure inspects the noise, scenery, wildlife, physical environment and amenities of the wedding site.

Natural Environment

Noise

Stand quietly and listen; take note of what you hear (birds chirping vs. traffic)

Consider the day/month/season you are visiting the site; if you are planning to hold your ceremony mid-day on a Saturday, visit the site at a similar day/time/month to ensure the noise levels are representative.

Scenery

Consider the location of the gardens, trees, permanent fixtures (fences, fountains, etc.).

Consider the ground – grass, pavement, concrete.

Look at what is in the distance/background of the key focal points in the space; this is what will be in the background of your pictures

Observe the overall aesthetic of the area to ensure the space fits with your vision.

Wildlife

Canada Geese are a natural feature in many Oakville parks; in these environments there is the inevitability of some goose poop.

Physical Environment

Construction

Consider that construction may occur on weekends and may result in additional noise or disruption to a site.

Identify any existing construction at or near your prospective wedding site; in the park, on the roads, on adjacent properties.

Visit the site regularly to identify any new construction over time.

When booking your permit, the town will make best-efforts to advise you of any neighbouring town-managed construction of which they are aware.

Parking

Consider access to designated accessible parking for guests, as required.

There is limited parking at all wedding locations; identify available parking and observe parking space availability.

Tour the surrounding area and identify alternative parking spaces or parking lots.

Road Closures/Service Disruptions

Visit the Town of Oakville’s Service Disruption webpage regularly to review notices of upcoming road closures or changes to facility availability.

Review the service disruption’s historical archives to identify any annual disruptions that may affect your chosen date(s).

Traffic

Consider the day/month/season you are visiting the site; if you are planning to hold your ceremony mid-day on a Saturday, visit the site at a similar day and time to ensure traffic/related noise levels/possible congestion are representative.

Consider how your guests will access the space with their cars; identify possible bottle-necks and plan to advise guests of what to expect when arriving.

Transit

Locate nearby transit routes and bus stops; not only for guest use, but to understand the flow of pedestrians around/near your wedding site.

Amenities

Electrical

A selection of town parks offer access to onsite electrical services; additional fees will apply. When conducting a site visit of your prospective wedding location, identify any onsite power sources.

Features

A selection of town parks offer additional specialty features and structures such as picnic areas, water features, gardens, bandstands, etc. When conducting a site visit, identify all additional onsite features.

Unless otherwise indicated, your event permit will not provide for the exclusive use of any specialty features at your event site.

Washrooms

A selection of town parks offer onsite washroom facilities. When conducting a site visit, identify if washroom facilities are present and operational.

Change rooms or dressing rooms are not available for wedding use.

If permanent washroom facilities are not available, portable washrooms can be rented as part of your event permit, for an additional fee.

Washroom facilities are not available at Gairloch Gardens and Erchless Estate.

Logistics

Access/egress

Identify the arrival and departure points available at the event site.

Determine primary and secondary access and egress points if necessary

Consider the suitability of each access point for: vehicular traffic, pedestrian traffic, emergency access, deliveries, privacy and parking.

Accessibility

Consider your accessibility needs and the needs of your guests (i.e. grassy areas can be difficult to navigate in high heels, for strollers and wheelchairs).

Identify primary and secondary plans for using walkways, seating areas and seating arrangements.

Deliveries

All deliveries are to be received and removed during designed permit times. If additional delivery/set up time is required, please ensure these times are indicated on the booking request form.

Delivery vehicles are not permitted on the grass or pedestrian pathways. Consider designating suitable delivery, set-up and pick-up areas.

Inclement weather

Unless otherwise indicated, permits issued for the use of outdoor space do not include alternative rain locations.

Plan for inclement weather (rain, wind, extreme heat).

Consider your options for obtaining cover from or protecting against inclement weather on short notice > a “back-up plan”.

If your “back-up plan” involves installing a tent or shelter at the event site, ensure necessary approvals are received from the town in advance.

Pick-up gate keys from Town Hall

Some town facilities have features (electrical boxes, vehicle gates) that require keys to unlock. Identify if your prospective site requires any specialty access.

Keys are available for pick up from the Recreation and Culture department at Town Hall; Monday – Friday, 8:30 a.m. – 4:30 p.m.

A $75 cash deposit is required to retain keys. The deposit will be refunded when the keys are returned.

Vehicles

All requests for vehicle access on park grounds for the purpose of event set up and take down only can be submitted in writing with the Special Event Application Form

Unauthorized vehicles will not be allowed on municipal property except in designated parking areas.

Vehicles are not allowed on the grass.

Reference: https://www.oakville.ca/assets/general%20-%20culture%20recreation/FBWeddingSiteChecklist.pdf

Source: MaintainX (Community Member)

Please note that any procedure, checklist, or other document available in the MaintainX Procedure Hub is provided for general education and information only and does not constitute legal, medical, or financial advice. MaintainX makes the materials available AS IS and AS PROVIDED, without warranties of any kind. By downloading or using any such materials, you assume the risk that they may not be appropriate for your specific situation and agree that you are solely responsible for any such use, including compliance with applicable law and with meeting any conditions of product warranties.

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