Quebec Event Permits for a Ride

Planning a group ATV or side-by-side ride in Quebec involves more than choosing a route and asking riders to buy trail passes. The permissions depend on where the event goes, how many people take part, and whether it uses public roads, club trails or private land. Here’s how to sort out the approvals before you advertise a date or collect registrations.

Is a permit required for every organized ride?

There is no single permit that automatically covers every organized off-highway vehicle event in Quebec. A small ride on an authorized club trail may call for different arrangements from a large event that crosses municipal roads, uses private property or brings participants onto public land.

The first step is to define what “organized” means for your ride. A few friends travelling together may simply need to follow the rules that apply to every rider. A promoted event with a set route, registration, marshals, timing, spectators or a large group can create additional responsibilities. The organizer should not assume that buying a trail pass, getting permission from one landowner or filing an event notice covers every part of the route.

Think of approval as a route-by-route check:

• Federated trails: Confirm that the relevant trail club permits the event and that the route will be open on the event date.
• Private land: Obtain permission from the person or organization with authority over the property, including permission for the event’s planned use.
• Municipal roads: Ask the municipality whether the proposed road use is allowed and whether it requires written authorization or traffic arrangements.
• Provincial roads or other public land: Check with the authority responsible for the specific location before including it in the route.
• Event activities: Ask whether a start area, parking, spectators, food service, signage, temporary structures or amplified sound triggers separate approvals.

These categories can overlap. For example, an event might use a club trail, cross a road and stage its start on private land. Approval for the trail portion does not necessarily authorize the crossing or the staging area.

Route or activity	Who to contact first	What to confirm
Federated club trail	The local trail club or relevant network contact	Permission for the date, route, group size, closures and any event conditions
Private property	The landowner or authorized manager	Written permission, route limits, access times and any restrictions
Municipal road	The municipality	Whether the road may be used and what authorization or safety measures apply
Provincial road or public land	The authority responsible for that location	Whether the activity is allowed and what approval process applies
Start, finish or spectator area	The property owner and relevant local authority	Site permission, parking, access, noise and temporary-use requirements

Start these conversations early. Clubs, landowners and public authorities may need time to review a route, check for conflicts or coordinate with other users. If one section cannot be approved, redesign the route before registrations open.

A trail pass is not an event permit. It gives an eligible rider access under the pass and trail rules, but it does not by itself authorize a special gathering, guarantee a trail will be open, or give an organizer permission to use land or roads. Review Quebec Registration and Club Membership and Quebec Trail Passes Cover Every Club to understand how individual rider requirements differ from event approval.

How to get permission for the route and event site

A reliable permit plan starts with a precise route, not a general idea such as “we’ll ride the local trails.” Map the planned route and mark every trail segment, road crossing, access point, staging area and property boundary you can identify. Then contact the people responsible for each segment.

Contact trail clubs before publishing the event

If your ride uses federated trails, contact the club responsible for the relevant section. Explain that the ride is an organized event, rather than asking only whether riders can use the trail. Share the proposed date, expected number of machines, approximate group size, start and finish locations, timing, direction of travel and any planned stops.

Ask the club to confirm:

• Whether the event is acceptable on that route and date.
• Whether the trail is expected to be open, subject to changing conditions.
• Whether the group needs to follow a particular sequence or use specific access points.
• Whether the club has limits or conditions for group size, staging, signs or event activity.
• Who to contact if the route changes or a closure is announced.

Permission should be specific enough that both sides understand what was approved. Keep written confirmation, including any conditions, and share those conditions with ride leaders. A club’s approval for one route or date should not be treated as blanket permission for future events. For help with group logistics on the network, see Quebec Group Size on Club Trails.

Get landowner consent for private property

Some routes, parking areas or event sites may depend on private land. Get permission from the person who has authority to grant it, and describe the actual event: expected attendance, machine types, hours, access routes, support vehicles, parking and any equipment or signs.

Do not rely on an old informal arrangement or assume that permission for an individual ride covers a publicized event. A property owner may agree to occasional passage but not to a gathering, repeated vehicle traffic, spectators or overnight parking. If the route crosses multiple properties, permission from one owner does not cover the others.

Put the agreement in writing where possible. It can be a clear email or other written record, but it should identify the property or route, approved date and use, and any restrictions. Follow the owner’s conditions and do not leave the marked route. Quebec Private Land Permission covers the separate issue of getting access to private land as a rider.

Check every road crossing or road segment

ATVs and side-by-sides do not have general permission to travel on public roads simply because an event is organized. Road access depends on the applicable rules, signs and local permissions. If the proposed route uses a municipal road or includes a crossing, ask the municipality directly what is permitted and whether event-specific authorization is needed.

Do not treat a trail’s connection to a road as proof that the road is open to the event. Confirm where vehicles may travel, whether the route is restricted to a marked section, and what safety measures the municipality expects. An event organizer should also check whether road use affects traffic, parking or emergency access.

Quebec road access rules and local by-laws can differ by road and municipality. Review Quebec ATV Road Rules Under the LVHR and Quebec Municipal By-Laws on Riding Hours, then verify the event’s exact route with the municipality. If signage is part of the approved road access, make sure the responsible authority confirms what signs are required and who may install them. See Quebec Road Signage for Quad Routes.

Ask about the staging area separately

The event’s start or finish can require its own permission even if the ride route is approved. A parking lot, field, trailhead or roadside pull-off may have different rules from the trail itself. Confirm that the site can handle the expected number of vehicles and trailers, and ask about hours, traffic flow, washroom facilities, waste, noise and emergency vehicle access.

If the site is on public property, contact the authority responsible for that property. If it is on private property, get the owner’s agreement. Do not assume that participants can park along a road or use a public lot for an event without checking.

What organizers should verify before ride day

Getting permission is only one part of event planning. Organizers also need to make sure participants can legally ride, the route remains open and the event has a workable safety plan.

Set clear rider and vehicle requirements

Tell participants what they are responsible for bringing and checking before arrival. Depending on the route and rider, this can include valid registration, required insurance, a licence or training document, a trail pass and required safety equipment. Do not assume that one document substitutes for another.

For example, registration, insurance and trail access are separate matters. Quebec’s Liability Insurance Rule explains the insurance requirement, while Quebec Insurance Proof on the Trail covers carrying proof during a ride. Check the pass arrangements for the event rather than promising that organizer approval replaces a rider’s own requirements. If participants are unfamiliar with the distinction, Quebec Registration and Trail Pass Together can help clarify it.

Be especially careful with age and vehicle-type rules. A route suitable for adult ATV riders may not be appropriate for a participant on a side-by-side, or for a younger rider. Confirm the relevant rules for everyone taking part and state any event eligibility requirements clearly. If participants are visiting from outside Quebec, do not assume their home province’s documents or trail sticker provide access here. They should verify the requirements that apply in Quebec.

Confirm insurance and responsibility

Ask the club, property owner, municipality or other authority what insurance documentation or coverage conditions they require for the event. Requirements can depend on the location, the organizer and the kind of activity, so do not rely on a general policy statement or a participant’s personal coverage as proof that the event is adequately covered.

If the event is organized through a club, business or association, check with the responsible organization about its own insurance process. If it is an independent event, speak with a qualified insurance professional about the proposed activities, route and responsibilities. Make sure any required certificate or written confirmation is obtained before the event, and follow the provider’s instructions for submitting it.

Build a practical safety plan

A safety plan should match the route and the group, not just exist as paperwork. Decide who leads and sweeps the ride, how participants will be grouped, where the group will regroup, and what happens if a machine breaks down or a rider leaves the route. Share emergency contacts and make sure ride leaders know how to report an incident.

At minimum, consider:

• A check-in process and a reliable participant list.
• A route plan that ride leaders can access, including agreed stops and exit points.
• Clear rules for spacing, passing, speed, overtaking and staying with the group.
• A plan for a mechanical problem, injury, severe weather or trail closure.
• A way to communicate with participants who fall behind or need assistance.
• A procedure for reporting accidents or damage to the appropriate contact.

The size and remoteness of the event affect what is reasonable. A short local ride and a multi-hour route far from services do not need identical plans. Avoid promising that cell coverage will be available throughout the route. On a remote ride, plan for communication gaps and make sure participants understand how the group will respond.

Recheck the route close to the event

An approved route can still become unsuitable because of weather, a closure, trail damage, a landowner’s changed conditions or a conflict with another activity. Check with the relevant club or authority shortly before departure. Tell participants how you will communicate a cancellation, delay or route change.

Never reroute the group onto an unapproved road or property simply to avoid a closure. If a change affects a permission or safety condition, get the necessary confirmation before using the alternative. A trail pass cannot override a closure, and an earlier approval does not guarantee access if conditions change. For the rider-side distinction, see Quebec Trail Pass Proof on the Trail.

Common mistakes and a simple planning sequence

Many event problems come from treating the route as one continuous permission rather than a chain of separate permissions. A club may approve its trail, while a road crossing, parking area or private connector remains unapproved. Other common mistakes include advertising before approvals are confirmed, assuming every participant has the right pass and documents, and failing to notify riders when a closure changes the route.

Use this sequence to keep the process manageable:

1. Define the event. Estimate participants and machines, identify the format, and set the likely date and hours.
2. Map the full route. Mark trails, roads, crossings, property boundaries, staging areas and planned stops.
3. Identify each authority. List the club, landowner, municipality and other responsible contact for every segment or site.
4. Request event-specific approval. Provide the route, date, group size, activities and safety arrangements. Ask for conditions in writing.
5. Confirm participant requirements. Tell riders what documents, insurance proof, passes and equipment they need.
6. Prepare the safety and communication plan. Assign ride leaders, set regroup points and decide how changes will reach participants.
7. Recheck access before departure. Confirm there is no closure or new condition, and cancel or revise the event if approvals no longer fit the route.

If an authority says approval is required but does not explain the process, ask what information it needs, who makes the decision and whether written confirmation is available. Keep records of requests, responses and conditions. That paper trail helps the organizer brief volunteers and resolve misunderstandings on event day.

The practical rule is simple: get permission from the authority responsible for each part of the event, and do not confuse rider access with event authorization. A careful route review may take longer than choosing a trail, but it reduces the chance of a last-minute cancellation, an unsafe road segment or a dispute over land access.

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.