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Special events for organizers and vendors

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What is a special event?

Special events are events that are open to the general public, such as:

  • Fairs
  • Festivals
  • Carnivals
  • Public markets

Event organizers are responsible for collecting all special event vendor applications and submitting them to KFL&A Public Health fourteen (14) days before the event. 

All inspected and approved vendors will be given a temporary vendor permit to post at the time of the event. 

Information for event organizers 

  • Special event organizer information page
  • Special event organizer application 

Information for event vendors 

  • Special event vendor information page
  • Special event food vendor application - online form 
  • Special event food vendor application - PDF
  • Special event personal service setting application - online form
  • Temporary hand wash station for special events
  • Special event checklist for vendors

Events exempt from special event requirements

KFL&A Public Health does not require notice of the following events:

  • Events that are not open to the public (requires a personal invitation to attend)
  • Events organized by an organization (or member) for its members only (e.g., employee barbeques or staff events)
  • Farmers market where the majority of the vendors (more than 50%) are producers of farm products who are primarily selling or offering for sale their own products. 
  • Religious organizations, service clubs, or fraternal organizations who prepare and serve a meal as part of a special event to which the public has been invited. In this case the event organizers must:
    • Notify attendees in writing if the food premise where food for the event will be prepared has NOT been inspected by KFL&A Public Health. The notice must be visible at the entrance to the event.
    • Keep a list of all persons who donate potentially hazardous food for the meal, and must provide a copy of that list to a public health inspector upon request. The list must contain each donor's name, address, and telephone number.  

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

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