Request Event Records in Toronto - Municipal FOI

Events and Special Uses Ontario 4 Minutes Read · published February 11, 2026 Flag of Ontario

In Toronto, Ontario you can request city event records—such as permits, event applications, site plans, correspondence and cancellation notices—through the City of Toronto Access and Privacy process. Requests for records held by the City are governed by Ontario's access-to-information rules and are processed by the City Clerk's Access and Privacy office. The basic steps are to identify the records you need, submit a written request using the City's procedure, pay the standard application fee, and await the City's response. Some records may be partially or fully withheld under statutory exemptions; timelines, fees and appeal routes are set out by the City and provincial authorities.

What counts as event records

Event records commonly include permit applications, event site plans, traffic or road-closure approvals, agreements with vendors or permits for City parks and public spaces. Different City divisions may hold different parts of an event file, including Transportation Services, Parks, Municipal Licensing and Standards, and Toronto Public Health.

How to make a request

  • Identify the event, date range, and specific document types you want.
  • Provide your contact details and preferred delivery method (email or post).
  • Pay the application fee and any subsequent fees if assessed.
  • Submit the request in writing via the City's Access and Privacy request page [1].
Be as specific as possible about dates, locations and event names to speed processing.

Penalties & Enforcement

The City Clerk's Access and Privacy office administers requests for City records and enforces compliance with the access rules for City-held records. The City charges a $5 application fee for access requests under municipal rules; further fees for searching and preparing records may apply according to City procedures. The City aims to respond within the statutory timeline set out under the access regime.

  • Application fee: $5 (payable to the City of Toronto as part of the request).
  • Response timeline: statutory timelines apply; see City guidance and provincial statute for specifics.
  • Non-monetary remedies: orders to disclose, directions, or redactions under the access rules may be issued by the provincial regulator.
  • Appeals: decisions may be appealed to the provincial Information and Privacy Commissioner; see the Commissioner's process for time limits and procedure.
Fees beyond the $5 application fee may be assessed for search and preparation time.

Applications & Forms

  • Freedom of Information request page and form — use the online instructions to submit a written request and learn how to pay the $5 application fee [1].
  • Contact the City Clerk's Access and Privacy office for help identifying records or the correct division to search [2].
  • If the City issues a fee estimate you will be informed how to pay; if no estimate is published, fee assessment details are not specified on the cited page.

Action steps

  • Step 1: List exact records and date ranges you need.
  • Step 2: Complete the City's written request using the Access and Privacy guidance and submit the $5 fee [1].
  • Step 3: If unsure which division holds the records, contact the Access and Privacy office for direction [2].
  • Step 4: If you receive a refusal or partial disclosure, file an appeal with the Information and Privacy Commissioner of Ontario within the Commissioner’s stated time limit [3].
Keep a copy of your submitted request and payment receipt for any appeal.

FAQ

How long will the City take to respond?
The City follows statutory timelines for access requests; specific response timeframes are set out in the access rules and City guidance. If the City needs more time it will notify you of any extension.
How much does it cost to request event records?
There is a $5 application fee payable to the City; additional fees for search and preparation may apply and will be communicated by the City if assessed.
Can I get records held by other agencies, like the police?
Records held by other public bodies follow their own access process; for police-held records consult the relevant public body for their access procedures.

How-To

  1. Identify the event and specific records you want, with dates and locations.
  2. Use the City of Toronto Access and Privacy request guidance and complete a written request with your contact details [1].
  3. Pay the $5 application fee and submit the request to the City Clerk's Access and Privacy office [2].
  4. Wait for the City's response; if a fee estimate or exemption is applied you will be notified.
  5. If unhappy with the decision, file an appeal with the Information and Privacy Commissioner of Ontario [3].

Key Takeaways

  • Start with a clear, specific written request to speed processing.
  • There is a $5 application fee; additional fees may be charged for search and preparation.
  • If the City refuses all or part of your request, you may appeal to the provincial commissioner.

Help and Support / Resources

  1. [1] City of Toronto - Make a freedom of information request
  2. [2] City of Toronto - Access and Privacy office
  3. [3] Information and Privacy Commissioner of Ontario

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