Hosting a park picnic could involve a lot more paperwork for anyone planning to invite 10 or more people.

A proposed revised city policy around parks use would require city park and/or paved trail space to be booked for organized events.

It’s proposed the policy be renamed as the “Use of city parks and paved trails policy”.

The rules would require bookings for parks and paved trails to be made for any commercial events; anyone looking for temporary exclusive use for under 10 people or any organized event involving 10 or more people.

While that stands to include informal social events with more than 10 people, the city’s director of community and recreation services says the intent is more about managing city park space for all users.

Linda Rapp explained Wednesday the new policy comes in light of increased use of public spaces by larger organized groups.

It’s great to see group of, say, 30 people doing yoga in a public park, Rapp said.

But such a group can take up a large amount of space, she added. The city wants to ensure there is space available for other users who come to the park.

“That’s the kind of thing we want to manage,” Rapp said.

The challenge is deciding what numbers for a gathering would warrant booking requirements, she said.

Officials looked at policies that are being adopted in other communities, often in response to a “burgeoning personal fitness industry,” parks supervisor Marc Boulerice stated in a report to council.

“The City of Kelowna, B.C., for example, has responded to this trend by issuing ‘outdoor fitness activities in parks’ permits. The permit’s rationale is to address the growing volume of organized fitness activities in city parks during peak season.”

The permits grant approval for fitness businesses to use city parks, but don’t provide exclusive use.

Port Coquitlam, B.C. has a similar approach targeted to boot camps often hosted in public parks. Other municipalities across the country, in the U.S. and Australia, are moving in the same direction.

“The common rationale is that with increasing rates of obesity and diabetes, greater importance is being placed on parks and other public open spaces as a way to promote and provide opportunities for people to engage in physical exercise and adopt an active lifestyle,” notes the report to council.

“Such policy measures are designed to establish a fair and reasonable framework that allows commercial operators to be an integral part of the local community through the sustainable use of parks and public open spaces while promoting the benefits of physical activity.”

In Whitehorse, it’s proposed that all park and trail bookings be considered on a case-by-case basis.

The process would include a pre-event site meeting with parks staff to determine the group members’ need and precise location that would then be marked for their event.

Commercial operations using public parks would be responsible for liability insurance and naming the city under the insurance policy.

All groups would be responsible for getting any licences, permits or other paperwork they may need at their own expense.

Competing events could not book for the same area unless authorized by the manager of parks.

As Rapp pointed out, for example, if there were three groups looking to do a bike ride in the same area of the Millenium Trail, the large number of people could take away from the enjoyment of individuals out on the trail.

Under the new booking system, the city could potentially arrange different times for each group, thereby helping to ensure everyone looking to use the trail can do so without a lot of conflict.

Rapp emphasized the city isn’t looking to make hosting a simple picnic or party in its parks an onerous procedure but rather ensure the space is managed for everyone’s enjoyment.

As for how long a park or paved trail would have to be booked in advance, Rapp said, it’s expected that provided no one else has already reserved the location being sought, it would be a simple matter of calling the city even on the day of the event, meeting parks staff at the site and having it reserved the day of the event.

As for enforcement if the policy is adopted, she expects it would become somewhat “self-regulating” in time as more people become aware of it.

She doesn’t expect bylaw officers to be patrolling parks at all times to ensure the policy is adhered to, but rather parks staff who are already working in the area would inform any groups they encounter of the policy.

Word-of-mouth would also likely play a role in making sure residents are informed of the need to book space for certain events, Rapp pointed out.

Council will vote on whether to adopt the policy next week.