Getting a Permit for an Organized Trail Event

Planning an organized ATV or UTV ride in Newfoundland involves more than choosing a route and setting a date. You may need approval from the trail operator, land manager, municipality or other authority, depending on where the event goes and what it includes. This article explains how to identify the right contacts, prepare a useful request and avoid treating one permit as permission for everything.

Start by defining the event and its route

There may not be one permit that covers every organized trail event in Newfoundland. The approvals you need depend on the route, the land involved, the size of the group and whether you plan to use facilities, advertise commercially or close or alter access. Start by describing the event clearly, then identify who manages each part of the route.

Write down:

• The event date, operating hours and backup date
• The expected number of machines and participants
• Whether the ride is open to the public, limited to members or invitation-only
• The start and finish locations, parking and unloading arrangements
• The planned route, including trails, roads and any crossings
• Whether the ride is guided, timed, competitive or simply a group outing
• Any planned food stops, overnight stays, signs, checkpoints or temporary facilities
• How you will handle emergencies, cancellations and trail damage

A route that looks continuous on a map may cross land managed in different ways. A managed trail, a municipal road, private property and Crown land may each have a different decision-maker. If your route crosses a restricted area, do not assume that general event approval will allow you to use every trail within it. Check the rules for that specific area; Newfoundland Restricted Area Permissions can help clarify why permission may be limited to designated routes.

It is also worth separating an organized ride from a race or a commercial tour. A casual club ride, a fundraising event, a timed competition and a paid guided trip can raise different questions about land use, traffic control, insurance and permits. Describe what you are actually planning, rather than relying on a broad label such as “club ride.”

Event detail	Why it matters	What to prepare
Route and land manager	Different sections may require separate approvals	A map with trail names, access points and crossings
Group size	A large group can affect trail access, safety and other users	Expected attendance and a maximum number
Event format	Racing, guiding or public access may involve extra conditions	A short description of activities and schedule
Parking and gathering areas	The trail operator may not manage the parking site	Site location, vehicle count and permission contact
Insurance and emergency planning	Organizers need to understand how risks will be handled	Coverage details, safety plan and emergency contacts
Signs or temporary structures	Installation can affect land, access and public safety	Locations, materials and removal plan

Before you settle on a route, check whether the land is open to the type of riding you propose. Newfoundland Crown Land Access Rules explains why access cannot be inferred simply from seeing an existing track or road. For a route near a town, confirm local requirements separately; Newfoundland Municipalities With ORV Bylaws is a useful starting point for understanding that municipal rules can affect where machines may travel.

Find the right authority and ask early

Once you have a draft route, identify who controls or manages each location. A trail operator may be the first contact for a managed trail, but it may not control a nearby road, parking area or private parcel. If you are unsure, ask the operator who handles event requests and whether other approvals are likely to be needed. The contact information in Newfoundland Trail Operator Contacts can help you identify a starting point.

A clear first inquiry saves time. Include the event description, tentative date, group size and a route map. Ask specific questions rather than simply asking, “Do we need a permit?” For example:

1. Is this route available for an organized event on the proposed date?
2. Does the operator issue an event permit or require written approval?
3. Are there limits on group size, timing, staging or parking?
4. Does the route cross land that requires a separate permission?
5. What insurance documentation or safety plan must organizers provide?
6. Are there seasonal closures, maintenance periods or other events to avoid?
7. Are there restrictions on signs, checkpoints, food stops or temporary facilities?
8. What is the process for cancelling or changing the route?

Make the request well before you announce the event publicly. Approval can take time, and the responsible organization may need to review the route, consult another land manager or ask for more information. Do not promise participants access until you have written confirmation that the planned use is acceptable.

When a route uses more than one managed section, contact each relevant manager. Approval from one does not necessarily extend to another. The same principle applies to municipal streets and private land: being allowed to ride on one portion of a route does not establish permission for the next portion.

Keep a record of every response, including the name and role of the person who replied, the date, the approved route and any conditions. If an approval is given by phone, ask for it in writing. Written confirmation helps the organizing team share consistent instructions and makes it easier to show what was authorized if plans change.

Prepare the permit request and supporting documents

The exact application process depends on the authority, so follow its instructions rather than assuming that one standard form applies. Even where there is no formal application, a concise written request with supporting details makes it easier for the decision-maker to assess the event.

A useful request usually includes:

• Organizer details: The club, association or individual responsible, plus a reliable contact person.
• Event information: Date, start and finish times, format, expected attendance and any fee charged to participants.
• Route information: A legible map, access points, staging locations and any road crossings.
• Traffic and parking plan: Where participants will unload, where support vehicles will park and how congestion will be avoided.
• Safety plan: How the organizer will communicate with participants, respond to an incident and manage a participant who becomes separated from the group.
• Insurance information: The coverage requested by the authority and documentation from the insurer, if required.
• Site plan: Locations and plans for signs, checkpoints, refreshments or temporary equipment.
• Cleanup plan: How litter, temporary signs and event materials will be removed.
• Contingency plan: What will happen if weather, trail conditions, a closure or another event makes the route unsuitable.

Insurance deserves particular attention. Ask the land manager what coverage it requires, whether the organizer must name another party on the policy and whether proof must arrive before approval. Do not guess at acceptable coverage or rely on a participant’s personal policy to satisfy an organizer’s obligation. The requirements may differ by event and location. See Insurance an Event Organizer Has to Carry for questions to raise while arranging coverage.

A permit can also come with practical conditions: an attendance cap, a designated route, approved hours, a requirement to use a particular staging area or a rule against placing signs in certain locations. Read the conditions carefully and pass them to everyone helping run the event. If a condition is unclear, ask before the event rather than interpreting it on the day.

For events using managed trails, make sure your plans account for the rules that still apply to individual riders. Newfoundland Managed Trail Rules covers the distinction between event approval and the requirements riders must meet on a managed trail. Depending on the route and participants, safety training requirements may also matter; Newfoundland Safety Training Is Mandatory explains a separate obligation that event organizers should not mistake for a group permit.

Confirm conditions, brief participants and protect the route

After approval, compare the written conditions with your final plan. If the date, route, group size or activities change, ask the authority whether the approval still applies. A small route adjustment can cross into land with a different manager, so do not treat a permit for the original route as blanket permission to improvise.

Before the event, send participants practical instructions: where to meet, where they may unload, what route is approved, what documents and equipment they need, and what to do if the ride is delayed or cancelled. Explain that approval for the organized event does not exempt riders from ordinary legal requirements. Riders may still need the appropriate registration, insurance, safety training or trail authorization for their circumstances. A managed trail sticker, for example, is not the same thing as an event permit; see Managed Trails Require a Sticker on Your Machine for that separate requirement.

During the ride, use the plan you submitted. Keep the group within the approved route and any attendance limit. Do not block a trail, create an unapproved checkpoint or divert onto a nearby road because it seems convenient. If conditions become unsafe, pause, turn back or use a pre-approved alternative rather than sending riders onto an unapproved route.

Have a named event lead who can contact the trail operator or emergency services if needed. If the group is large, appoint responsible ride leaders and sweep riders so the front and back of the group are accounted for. Consider how participants will receive instructions where mobile coverage is unreliable, and set a simple procedure for regrouping if the group separates.

Respect other trail users and leave the route as you found it. Remove event signs and materials promptly, collect litter and report any damage or hazard to the relevant manager. For a large group, the physical capacity of a narrow or busy trail matters as much as the event’s paperwork; How Big a Group a Narrow Trail Can Take offers a useful reminder to plan around the space available.

The safest approach is to treat event approval as one part of a broader checklist: confirm land access, meet the operator’s conditions, arrange appropriate insurance, communicate rider requirements and keep the event within the approved plan. When a contact cannot confirm that a location is open to your event, pause and get clarification before publishing the route or taking registrations.

Disclaimer

This article is for general informational purposes only and does not constitute professional advice. Laws, prices and regulations vary by location and change over time. Consult a qualified professional for guidance on your specific situation.