Hosting a Special Event

Public Health inspects vendors at special events who provide food to the public, and non-regulated health professionals who offer a personal service to the public (including tattooing, body piercing, nail services, etc.). We also support special event organizers and vendors to help them meet requirements in the Ontario Food Premises Regulation 562, and the Infection Prevention and Control Best Practices for Personal Services Settings Document (as current).

This page includes forms and guidelines for special event organizers and vendors.  

Event organizers have the following responsibilities:

At least 60 days before the event

If food will be served:

  1. Complete and return the Special Event Organizer Application (PDF, 2 pages, 175 KB).
  2. Give a copy of the Special Event Vendor Application (PDF, 3 pages, 382 KB) to each of your vendors providing food to the public. Each vendor is responsible for returning a completed form to Public Health at least 30 days before the event.

If vendors will be offering a personal service to the public (including tattooing, body piercing, nail services, etc.):

  1. Review the Personal Service Setting (PSS) Checklist for Event Organizers (PDF, 2 pages, 213 KB).
  2. Give a copy of the Personal Service Temporary Application Form (PDF, 2 pages, 915 KB) and Personal Service Setting (PSS) Checklist for Events Vendors (PDF, 2 pages, 312 KB) to each of your personal service vendors. Each personal service vendor is responsible for returning a completed form to Public Health at least 30 days before the event. All personal service vendors must have Public Health approval before participating in the event.

Event organizers must ensure that all food and personal service vendors are aware of their responsibilities outlined below.

Event food vendors have the following responsibilities:

  1. At least 30 days before the event, review, complete, and submit the Special Event Vendor Application (PDF, 3 pages, 382 KB).
  2. Review the Special Event Food Vendor Requirement Package (PDF, 14 pages, 730 KB).
  3. Follow the instructions in the fact sheets Food Safety Standards for Special Events (PDF, xx pages, xx KB) or Barbecue Food Safety (PDF, 2 pages, 323 KB), depending on the type of event. All foods served, displayed, or offered for sale must come from an inspected facility.
  4. Call 1-800-265-7293 ext. 4753 if you need more information.

Public Health recommends that all food handlers become food safety certified.

Exempt food vendors

Vendors affiliated with a church, service club, or fraternal organization are exempt from Ontario Food Premises Regulation 562; however, they are not exempt from the Health Protection and Promotion Act. Exempt vendors must still complete and submit the Special Event Vendor Application (PDF, 3 pages, 382 KB), as well as the Food Donor List for Exempt Special Events Form (PDF, 1 page, 136 KB), and display the Notice to Patrons sign, which can be found in the Special Event Food Vendor Requirements Package (PDF, 14 pages, 730 KB).

Event personal service vendors (tattooing, body piercing, nail services, etc.) who are NOT regulated health professionals have the following responsibilities:

  1. At least 30 days before the event, review, complete, and submit the Personal Service Temporary Application Form (PDF, 2 pages, 915 KB).
  2. Review the Personal Service Setting Checklist for Temporary Events – for Vendors (PDF, 2 pages, 312 KB)
  3. Refer to the Infection Prevention and Control Best Practices for Personal Services Settings document (PDF, 74 pages, 1.2 MB).
  4. Call 1-800-265-7293 ext. 4752 if you need more information or to obtain fact sheets summarizing infection control requirements for the service(s) you intend to offer.

All personal services vendors must have approval from Public Health before participating in an event.