Special Event Organizer Information

This page was created to help organizers of a special event complete the KFL&A Public Health approval process necessary to host and organize a special event. These guidelines will guide you through the approval process and the application form. Failure to follow and complete the process may cause delays that could impact your approval for the special event. If you have any questions, contact a KFL&A Public Health Inspector for assistance. This page has been designed to print out and keep for your records. 

• Review the organizer's requirements and responsibilities. Contact other authorities like the City or Township to comply with their requirements.
• Complete the special event organizer application

• Provide all vendors (food, beverage, personal services, petting zoo, etc.) a copy of the vendor information package and vendor application. All vendors must complete the form and submit it back to the event organizer.

Submission of application forms

• Submit your completed special events organizer application, along with the full list of plans, other relevant information (vendor list, site layout), and all the completed special event vendor application e-forms in one package to KFL&A Public Health at least 14 days prior to the event.
  • The vendor application form is also available to print for food vendors who do not have internet access. 
• Special events that include personal services (hairdressing, tattoos, henna application, face painting etc.) are required to submit a Personal service settings special event form.

• No changes are permitted after this time, unless approved by the Public Health Inspector.

Vendor List

• Provide your public health inspector with a list of all the vendors: food and beverage, personal services (esthetics, tattoo, face painting, etc), or petting zoos
• Provide all vendors with vendor information package and application form(s)
• Vendors involved in the preparation and selling or offering of food or beverages may be required to have a valid food safety training certificate (will be determined by PHI)

Site Layout

• Provide a site layout indicating all vendor locations, washrooms and outdoor privies, water supply, garbage and wastewater disposal sites, and hand wash sinks.

Event and Venue Details

• The organizer or a representative must be available on-site during the event.
• Identify the equipment and or services that will be provided to the vendors (if applicable): potable water supply, wastewater collection, electricity, handwashing sink, dishwashing sinks, on-site kitchen and garbage collection.
• Identify any self-imposed restrictions based on site or venue constraints. Ensure all vendors know and understand restrictions at the event (e.g., no deep frying inside the venue or pre-packaged foods only, no generators, etc.)
• Arrange for solid waste collection removal and disposal.
• Ensure wastewater holding tanks and the disposal of liquid waste are available to the vendors, if applicable.
• While it is not a requirement to provide wastewater disposal to the food and beverage vendors, the event organizer may want to consider providing this service.
• Wastewater must be disposed of in a sanitary manner. Contact the local municipality for guidance on disposing of wastewater.
• Do not dump wastewater onto the ground surface.
• Toilet facilities or outdoor privies must be provided in sufficient numbers and locations
• Handwashing facilities must be provided at or near the toilet facilities in sufficient numbers to meet the demand of the attendees at the special event
• Toilets and handwashing facilities must be properly stocked with soap and paper towel in suitable dispensers, serviced and maintained in a clean and sanitary manner.

It is the responsibility of the organizer and vendor to comply with all requirements of the Ontario Regulation 493/17: Food Premises as well as the Health Protection and Promotion Act, R.S.O. 1990, c. H.7

If you require a print version of this information, please use the print option on this page, or contact KFL&A Public Health