Event Planning Guidelines

Planning Events in Miramichi: Build Something Meaningful

Welcome to the City of Miramichi’s Event Planning Guidelines—a comprehensive resource designed to help you create events that are inclusive, sustainable, respectful, and accessible for all.

Whether you’re organizing a riverside concert, a vibrant cultural celebration, a community fundraiser, or a major festival, your event has the power to shape memories and strengthen community pride. With that power comes responsibility—to our environment, our diverse cultural roots, and the people who call this city home.

Sustainability Guidelines

Sustainability is more than a buzzword — it’s a commitment to our community, environment, and future. In Miramichi, we believe that every event, big or small, has the power to make a positive impact. Whether you're planning a riverside music festival, a community BBQ, or a sporting event, these guidelines will help you design an experience that is both memorable and environmentally responsible.

We encourage all event organizers to incorporate eco-conscious practices throughout their planning process. Here's how:

 

Waste Management & Reduction

Smart waste planning can significantly cut your event’s environmental impact.

  • Provide well-labelled sorting stations for recycling, compost, and landfill waste. Signage should include images and simple language.

  • Avoid single-use plastics — opt for compostable or reusable materials (e.g. cups, plates, cutlery).

  • Offer water refill stations instead of bottled water.

  • Develop and promote a Waste Diversion Plan to track how much waste you prevent from going to landfill. Celebrate your success post-event!

Tip: Partner with local waste management companies who offer composting services or zero-waste event support.

 

Energy Efficiency

Reducing energy consumption = reducing costs and carbon emissions.

  • Choose LED lighting, energy-efficient AV equipment, and consider solar-powered gear where possible.

  • Power down equipment when not in use.

  • Schedule events during daylight hours when feasible to reduce the need for artificial lighting.

Tip: Collaborate with local green tech providers or explore funding opportunities for sustainable upgrades.

Sustainable Transportation

Help your attendees arrive sustainably.

  • Promote carpooling apps, bike parking zones, and walking maps to and from your venue.

  • Offer shuttle buses or rideshare discounts for major events.

  • Highlight public transit options in all your promotional material.

Tip: Include a “How to Get Here Sustainably” section on your event website or posters.

 

Local & Sustainable Sourcing

Support local = support sustainability.

  • Work with local farmers, artisans, and suppliers for food, décor, and services.

  • Prioritize seasonal menus and ingredients grown or made nearby.

  • Avoid over-ordering and donate surplus food to local shelters or community organizations.

Tip: Create a "Local Heroes" vendor spotlight section on your event materials.

 

Eco-Friendly Merchandise

Giveaways and swag don’t have to harm the planet.

  • Choose items that are practical, reusable, and biodegradable, such as tote bags, beeswax wraps, or plantable seed paper.

  • Avoid items with excess packaging or short lifespans.

  • When printing T-shirts or materials, use non-toxic inks and organic or recycled materials.

Tip: Source products from Miramichi-based or Canadian eco-friendly businesses.

 

Sustainable Partnerships & Education

Lead by example and bring others along for the ride.

  • Collaborate with local environmental organizations for volunteer support, educational booths, or workshops at your event.

  • Share your sustainability goals publicly — on social media, your website, or at the event itself — to encourage community buy-in.

  • Include eco-education elements like guided nature walks, recycling games for kids, or green trivia contests.

Tip: Use your platform to inspire change—highlight your eco-efforts and tag #SustainableMiramichi.

 

Final Checklist for Sustainable Events:

  • Waste sorting stations with clear signage

  • No single-use plastics

  • Local, seasonal food sourcing

  • Energy-efficient and/or solar equipment

  • Sustainable transportation plan

  • Eco-friendly merchandise

  • Partnerships with green organizations

  • Public sustainability messaging

 

By adopting these guidelines, you’re helping shape a greener, cleaner, and more vibrant Miramichi — one event at a time.

Cultural and Indigenous Considerations

Miramichi’s story is woven from many threads—Mi’kmaq, Acadian, Irish, Scottish, and beyond. Hosting inclusive events means recognizing, respecting, and celebrating these diverse cultural voices.

We encourage all event organizers to design events that are welcoming, educational, and respectful, while uplifting the cultures that make Miramichi truly unique.

 

Land Acknowledgement

Before you begin your event, it is customary — and meaningful — to acknowledge the Indigenous territory on which we gather.

Here is a Land Acknowledgement Template for events taking place in the Miramichi Region:

“We would like to acknowledge that the Miramichi Region is situated in Mi’kma’ki, the ancestral and unceded territory of the Mi’kmaq People. This territory is covered by the ‘Treaties of Peace and Friendship’ first signed with the British Crown in 1726. The treaties did not deal with surrender of lands and resources but in fact recognized an ongoing relationship between nations.

We are all Treaty People.”

You are encouraged to:

  • Deliver this message at the beginning of your event, preferably by a non-Indigenous Representative.

  • Include representatives from local First Nations communities to participate in the Opening Ceremonies.

  • Include it on your event website, posters, or programs.

  • Practice proper pronunciation of Mi’kma’ki (mee-gmah-gee) when spoken aloud.

Tip: If you’d like to customize the acknowledgement further, consider consulting with local Mi’kmaq leaders to co-develop one that aligns with the event’s tone and audience.

 

Meaningful Collaboration with Indigenous & Cultural Communities

True inclusion begins with listening and relationship-building.

  • Engage early with representatives from the Mi’kmaq Community during event planning.

  • Invite local Elders, artists, drummers, dancers, storytellers, and historians to participate or co-create cultural programming.

  • Ensure fair compensation and recognition for cultural contributors.

 

Cultural Education & Awareness

Events are opportunities to learn and share stories that matter.

  • Incorporate interpretive signage, storytelling sessions, heritage displays, or cultural booths.

  • Host mini “Cultural Corners” where attendees can experience Mi’kmaq, Acadian, Irish, Scottish, Filipino, and many more, in accordance with food, language, art, or music.

  • Use visuals and symbols to honour identity and place.

 

Cultural Sensitivity Training

Empower your team with the tools to lead with respect.

  • Offer pre-event cultural awareness training for all staff and volunteers, covering:

    • Proper terminology and respectful greetings

    • Sacred customs and event etiquette

    • The significance of land acknowledgements

  • Collaborate with local facilitators to lead interactive sessions or virtual workshops.

 

Respecting Sacred Sites & Traditions

Events should never come at the cost of cultural harm.

  • Avoid hosting events near sacred Indigenous sites, burial grounds, or culturally sensitive locations without proper consultation.

  • Respect dates of spiritual significance, ceremonies, or memorials for Indigenous communities.

  • Use land-based knowledge to inform decisions—some places carry stories that should be preserved in silence, not amplified by loudspeakers.

 

Storytelling, Language & Representation

Language is culture. Let it echo throughout your event.

  • Incorporate Mi’kmaq and French translations in signage, announcements, and programs.

  • Invite Elders and cultural leaders to deliver land acknowledgements, blessings, or origin stories.

  • Feature traditional songs, dances, and oral histories in your programming lineup.

 

Inclusive Events Reflect Community Pride

By honouring our shared and distinct cultural heritage, we create events that are more meaningful, magnetic, and memorable for all.

Final Planning Checklist:

  • Have you consulted with local Indigenous and/or cultural community leaders?

  • Are sacred spaces being respected?

  • Does your team understand cultural protocols?

  • Is cultural education woven into your event?

  • Are traditional languages and stories included?

  • Have all cultural contributors been credited and compensated?

 

Miramichi thrives when all voices are heard and honoured.
Let your event be a platform for cultural pride, reconciliation, and deeper connection!

2SLGBTQ+ Inclusion & Safer Spaces

Everyone deserves to feel welcome, respected, and safe at public events.
Miramichi is proud to support our vibrant 2SLGBTQ+ community, and Events Miramichi encourages all organizers to create environments that are inclusive, accessible, and affirming for people of all gender identities, gender expressions, and sexual orientations.

Here are ways to build inclusion into your event:

 

Representation Matters

  • Feature 2SLGBTQ+ performers, speakers, artists, and vendors in your lineup.

  • Promote inclusive imagery and language in your marketing materials — diversity should be visible and intentional.

  • Consider hosting a Queer-led activity or space (like a Pride art booth, zine-making table, or drag story time).

Tip: Collaborate with local LGBTQ+ organizations to co-develop inclusive programming or provide feedback on your plans.

 

Safer Spaces & Anti-Discrimination

  • Adopt and clearly communicate a Code of Conduct or Safer Spaces Policy that prohibits harassment, hate speech, or discrimination based on gender identity, gender expression, or sexual orientation.

  • Ensure volunteers and staff are trained to respond to discrimination or inappropriate behavior on-site.

  • Make your event bathroom facilities gender-inclusive or offer signage that welcomes people of all genders.

Tip: Post visible signs or stickers that declare your event a "Safer Space for All."

 

Inclusive Language & Signage

  • Use gender-inclusive language across your event materials (e.g. “Welcome everyone” instead of “Ladies and gentlemen”).

  • Offer pronoun buttons or stickers for attendees and staff who’d like to wear them.

  • Encourage emcees and performers to introduce themselves with pronouns to normalize inclusive introductions.

Tip: If collecting registration info, offer space for people to write their pronouns (optional).

 

Show Your Support

  • Fly a Pride flag, include a land and inclusion acknowledgement, or hold a moment of recognition for local 2SLGBTQ+ history or progress.

  • Include 2SLGBTQ+ content in your social media promotion leading up to and during your event.

 

LGBTQ+ Inclusion Checklist:

  • Code of Conduct includes anti-discrimination for sexual orientation & gender identity

  • Gender-inclusive bathrooms or signage

  • 2SLGBTQ+ talent, partners, or vendors included

  • Inclusive language in signage and promotions

  • Pronoun visibility and training for staff/volunteers

  • Visual signs of support (Pride flag, rainbow iconography, safer space signage)

 

Let’s make Miramichi a place where everyone can celebrate, create, and connect — without fear or barriers!

Accessibility Guidelines

Everyone deserves to fully participate in the magic of Miramichi’s events — regardless of ability.
Creating accessible experiences means thinking ahead, asking the right questions, and removing barriers before they become problems.

Whether someone is using a wheelchair, navigating sensory sensitivities, or accessing content through a screen reader — your choices as an organizer can make all the difference.

 

Accessible Venues

  • Choose venues that are physically accessible from start to finish: ramps, elevators, door widths, seating options, and ground surfaces all matter.

  • Ensure washrooms are accessible and clearly signed.

  • Reserve accessible parking spots close to entrances and mark them visibly.

  • Use paved, smooth, and level ground for outdoor events whenever possible.

  • If your event is on uneven ground (like a park or historic site), provide access mats or alternate routes.

Tip: Walk the route yourself or with someone with mobility needs to catch obstacles you may overlook.

 

Communication Accessibility

  • Provide American Sign Language (ASL) or LSQ (Langue des signes québécoise) interpreters for main stages, speeches, and public programming.

  • Offer event programs and signage in:

    • Large print

    • High contrast text

    • Braille (if applicable)

    • Screen-reader-friendly PDFs for digital access

  • Use visual aids and plain language in presentations or instructions to assist people with cognitive disabilities.

Tip: Add alt text to all online event images and avoid text-heavy graphics.

 

Sensory-Friendly Environments

Some attendees may experience sensory overload in crowded, noisy, or bright environments—particularly autistic individuals or those with PTSD, ADHD, or sensory processing disorders.

  • Provide low-stimulation zones or sensory tents where guests can retreat and reset.

  • Avoid excessive flashing lights or strobe effects. If used, provide advance notice and warnings.

  • Designate quiet hours or early-access windows for people who prefer smaller crowds and a calmer environment.

Tip: Offer earplugs or noise-cancelling headphones at info booths or sensory spaces.

 

Staff & Volunteer Training

An inclusive event starts with an empowered team.

  • Train staff and volunteers on:

    • Disability etiquette (never touch mobility devices without consent, offer help before assuming, etc.)

    • Communication tips for interacting with individuals who are deaf, blind, or neurodiverse.

    • How to locate and explain accessible routes, washrooms, and services.

  • Create a Designated Accessibility Lead on your team for quick issue resolution.

Tip: Use accessibility badges or identifiers so trained team members are easy to spot.

 

Accessible Transportation

  • Partner with local transit providers to ensure wheelchair-accessible shuttles and taxis are available.

  • Post clear drop-off zones and accessible routes from parking to venues.

  • Include accessibility info in travel directions on your event website (e.g., “This venue is accessible via Route X with a low-floor bus.”)

 

Let People Know What to Expect

  • Create an Accessibility Information page on your event website detailing:

    • What accessibility features are provided

    • How to request specific accommodations

    • Who to contact with questions or feedback

  • Invite feedback before, during, and after the event to keep improving!

Tip: Add an accessibility statement to all promotional materials showing your commitment.

 

Accessibility Checklist for Events

  • Venue is physically accessible (entrances, washrooms, seating, signage)

  • Communication supports available (ASL/LSQ, large print, alt text, screen-reader formats)

  • Sensory-friendly options provided (quiet spaces, low stimulation hours)

  • Staff and volunteers are trained in accessibility and respectful interaction

  • Transportation and parking options are accessible

  • Accessibility info is visible online and at the event

  • Accommodations can be requested in advance

 

Inclusive events are better events.
By building accessibility into your planning from day one, you’ll create experiences that more people can enjoy—fully and confidently!

Food Vendor Guidelines

Food is more than fuel — it's culture, comfort, and connection. Miramichi's events are known for their warm hospitality and rich local flavour, and our food vendors are at the heart of that experience.

To keep quality high and experiences inclusive, we ask all vendors to follow these guidelines:

 

1. Health, Safety & Compliance

  • All food vendors must:

    • Comply with provincial and municipal food safety regulations

    • Obtain the appropriate permits from Public Health NB and City of Miramichi authorities

    • Be available for inspections before and during events

  • Vendors should maintain:

    • Clean prep areas and food storage

    • Temperature controls for hot/cold items

    • Hand-washing stations and appropriate sanitation supplies on-site

Tip: Review NB Public Health's Food Safety Resources before the event.

 

2. Sustainability & Waste Reduction

We’re committed to reducing our environmental footprint — your choices can help!

  • Use biodegradable or compostable containers, cutlery, and napkins

  • Say no to:

    • Styrofoam

    • Plastic straws and bags (offer paper or reusable alternatives)

  • Offer reusable dishware options when possible (especially at sit-down or festival-style events)

  • Manage waste:

    • Separate compost, recycling, and landfill items

    • Encourage customers to sort their waste at clearly marked stations

    • Donate leftovers to local shelters or food banks if safe and allowed

Tip: Ask us about Miramichi’s local composting programs or green event partners.

 

3. Dietary Needs & Inclusive Options

Food brings people together — but only if everyone can eat!

  • Provide a variety of menu options that accommodate:

    • Vegetarian

    • Vegan

    • Gluten-free

    • Nut-free

    • Dairy-free

  • Label all menu items with:

    • Common allergens (e.g., nuts, shellfish, soy, dairy)

    • Clear icons for vegan/vegetarian/gluten-free choices

  • Consider low-sodium and low-sugar options for dietary-restricted guests

Tip: Offer one “build-your-own” item (like bowls or tacos) for flexibility.

 

4. Cultural Sensitivity & Representation

We value food as a bridge between cultures and generations.

  • Support and invite vendors offering:

    • Indigenous cuisines (especially from local Mi’kmaq community members)

    • Global flavours that reflect the diversity of Miramichi's residents and visitors

  • Respect dietary laws:

    • If offering halal or kosher food, ensure appropriate certification

    • Consider incorporating traditional food stories into signage to celebrate heritage

Tip: Partner with cultural organizations to spotlight authentic vendors.

 

5. Vendor Diversity & Local Economy

Let’s keep our event ecosystem thriving by supporting:

  • Local chefs, bakers, and food trucks

  • Women-, Indigenous-, and newcomer-owned businesses

  • Vendors who align with values like:

    • Sustainable sourcing

    • Farm-to-table operations

    • Culinary innovation and education

Tip: Include a short vendor spotlight in your promotions or maps to tell their stories.

 

Food Vendor Checklist

  • Proper permits and licenses obtained

  • Food prep and service meet health & safety standards

  • Eco-friendly packaging and waste strategies in place

  • Menu includes options for dietary needs and clearly labeled allergens

  • Cultural dietary practices respected (e.g., halal, kosher, Indigenous traditions)

  • Vendor supports diversity and/or sources ingredients locally

 

Great food is memorable — make it meaningful too. Whether it’s Luskini’kin from a local Mi’kmaq chef, a twist on a classic Acadian Poutine Râpée, Scottish Haggis, or an Irish Stew, every bite is an opportunity to showcase what makes Miramichi vibrant and unique!

Need help with your event plans?

If you have questions or need guidance on how to follow the event planning guidelines, we’re here to help! Feel free to send us a message or contact our department directly—we’ll be happy to assist you.