Recreation and Community
In My Community
Organization Recognition

Organization Recognition

The Town of Hawkesbury has an Organization Recognition Policy. Obtaining recognition makes organizations eligible for various services offered by the Town.

The Town of Hawkesbury believes that the strength of a community lies in the health and well-being of its members. Recognition is an act by the Town of Hawkesbury to formalize a relationship with an organization that provides services to its citizens.  Recognition entitles the organization to certain services and support from the Town. 

Eligibility criteria for the recognition of an organization

Applicant organizations must adhere to the following principles in order to qualify for the benefits available to an organization.

 An organization must :

  • Offer community, cultural, educational, environmental, humanitarian, recreational or sports services in the Town of Hawkesbury; 
  • Have an open membership, meaning that anyone can become a member or participate in the organization's activities in keeping with its mission; 
  • Not duplicate the services already provided by existing organizations recognized by the Town; 
  • Operate within the territory of the Town of Hawkesbury; 
  • Be governed by a democratically elected volunteer Board of Directors; 
  • Rely on a majority participation of Hawkesbury citizens on the Board of Directors, in the membership and the clientele; 
  • Comply with current Town policies and procedures;
  • Be able to submit an activity report and a financial report following receipt of support from the Town.

Note: The recognition of an organization must be renewed every year. The renewal process is much less demanding, as every year the organization is only required to submit any changes affecting the recognized organization (board of directors, mandates and mission, financial statements, etc.).

Apply to be recognized by the Town

Available support for a recognized organization

Various forms of support are available to assist recognized organizations in delivering their services, such as financial support, physical support, and administrative support.

Financial support

Since 2021, Council has been committed to supporting various community organizations offering initiatives and services that enrich civic vitality and experience. Organizations already recognized by the Town may submit a request for financial support. Each year, Council proposes a budget for requests to support organizations offering their services in Hawkesbury.

Requests must be submitted during a defined registration period, starting in early February and ending no later than March 31 of the year of the event or services for which support is requested. These applications are then reviewed by a committee, and recipients are notified of the decision.

Please note:

  • Organizations can apply for support between the beginning of February and March 31 each year.  
  • Any event for which an application is accepted must comply with the Event Organization Guide. 
  • All requests for support must be submitted at least 60 days prior to the event.  
  • The Town cannot be the main contributor to any initiative presented under this program.  
  • Applicants must demonstrate the independent viability of their project.
  • The organization may make only one application for financial support, but may make several requests for physical and/or administrative support.

Physical support

Physical event support refers to on-site assistance to ensure the smooth running of an event. This may include :

  1. Set-up and dismantling: Helping to set up and dismantle structures (tents, stages, stands, lighting, etc.) and technical equipment (sound systems, screens, chairs).
  2. Managing the flow of people: Helping to orient participants, managing queues, organizing reception, and ensuring the smooth flow of people on the site.
  3. Municipal infrastructure rental: Support the organization by providing a place to hold its event, which includes facilities, the arena, parks, rooms, etc.
  4. Technical assistance: Be available to quickly resolve any technical problems relating to equipment or installations (electricity, sound, lighting, etc.).
  5. Security support: Help set up security arrangements, monitor the event, manage emergencies or provide assistance when needed (first aid, incident management).
  6. Distribution and logistics: Assist with the distribution of materials (badges, goodies, documents) and help manage supplies and equipment on site.
  7. Equipment storage and loan: Borrow basic equipment such as chairs, tables, barricades, microphones, speakers and more (subject to availability). For certain organizations, storage of certain equipment can be offered (depending on available space).

Administrative support

Administrative support takes different forms:

Stationery: Offer support in the distribution of stationery by providing a photocopying service only.  
Insurance: To provide insurance coverage when events occur on municipal premises. However, all events have varying insurance obligations, which can be found in the Town's Event Organization Guide.
Visibility/marketing: Recognized organizations may request a certain amount of visibility in connection with the Town's media. Organizations wishing to apply for this type of support must discuss the matter with the Communications Department.