Getting Started

As a City-owned public space, all applicants wishing hold an event or activity in Jim Deva Plaza must apply to the City of Vancouver. The City of Vancouver is responsible for processing and approving all event applications. Once approved, the Jim Deva Plaza Coordinator is available to help your event run smoothly.

Download the Low Complexity Event Permit for the detailed event application procedure.

Step 1: Contact the Jim Deva Plaza Coordinator with the preferred date of your event. The coordinator will let you know whether the date you want is available and if your event can be accommodated in the plaza.
Contact Charlotte Taylor at c.taylor@westendbia.com
604-696-0144

Step 2: Fill out an online application for your event and submit it to the City of Vancouver for review and approval. Your City liaison will let you know if you need additional permits and can help you work through that process.

Step 3: Your City liaison will review the application and contact you. The liaison will let you know if your event is conditionally approved, if more information is needed, or if their partners need to review the event.

Step 4: Wait for the reviews, if required, and provide any additional information needed. The more complex your event is, the more lead time will be required by the City office.

Note: Please do not advertise or promote your event until you get preliminary approval from City.

The Jim Deva Plaza Coordinator is available to help make your event a success. Once your event has been conditionally approved by the City, the coordinator will work with you to assist in planning a successful day.

Once Approved

  1. Please review the site map diagram for details regarding site setup and electrical outlet information
  1. Create a listing for your event for the Jim Deva Plaza website if desired and submit to westendbiayvr@gmail.com. Include event name, hours, and brief description.
  2. If you need access to power for your event, please email westendbiayvr@gmail.com with the primary contact’s name and phone number and set up time.
  1. If you wish to promote your event, please create any social media posts you would like shared on the Jim Deva Plaza Facebook, Twitter, and Instagram accounts and send to westendbiayvr@gmail.com

 

Reference Documents

  1. Site Map
  2. Event Application Guide and Costs
  3. Event Checklist

 

Please Respect the Plaza

Jim Deva Plaza is intended to be a safe, clean and welcoming community space, open and respectful to all. These values should be upheld in all events held at the plaza.

FAQ

Can I apply for funding to help offset the cost of my event?

Have a great idea for an event in Jim Deva Plaza? Does your organization need financial assistance? Apply for event sponsorship and make your idea happen! Deadline is April 30, 2017.

The City of Vancouver also provides some grants or subsidies to offset the costs of running an event. A list of the grants and subsidies which are currently available are on their website here.

How do I know if the date I want is available?

Please see the plaza’s event listing, email the Plaza Coordinator (westendbiayvr@gmail.com) or call the City of Vancouver Film and Special Events Office (604-257-8850). Events awaiting approval will not be shown on our events calendar.

When should I fill out an application form? I do not know all the details of my event yet.
As soon as you have the glimmer of an idea that you would like to even hold an event, please contact the Jim Deva Plaza Coordinator (westendbiayvr@gmail.com) so they can check the availability and get you the information you will need. They will let you know if you should fill out the application form and submit it to the Film and Special Events Office.

It’s almost time for my event and I have not received my permit yet. How do I know if I am approved?

You should be in contact with your event liaison from the Film and Special Events Office throughout the planning process. Conditional approval can be granted prior to permit issuance.

Can I film/photograph the plaza?

As this is a public plaza, personal photography and film are fair game. However, if the images are to be used for commercial purposes or if it will require exclusive use of the plaza, you will need to obtain a permit for the photo shoot. Please see the filming application for more information.

Who can I contact with questions about my event?

For event applications and to find out whether your event has been approved, please go to the City of Vancouver’s Special Events and Permitting website or contact the office at:

Phone: 604-257-8850
Email: specialevents@vancouver.ca

The plaza coordinator is here to answer any questions you may have about planning your event and as a resource during the initial phase of the plaza.

Phone: 604-696-0144 ext. 300
Email: westendbiayvr@gmail.com