Special Events

Please be advised that Southwestern Public Health may not approve Special Events or Vendors that submit forms after the respective deadline. Special Event organizers must submit their forms no later than 20 days prior to the event. Vendors must submit their forms no later than 14 days prior to the event. Any late submissions may result in vendors/organizers not being approved by the Health Unit to operate.

Special Events

It is important that health and safety is maintained during special events. Please read the information below.

What is a special event?

A special event is an event where services are sold, given, or offered to the general public, whether it is a charitable or commercial event. It is a temporary event or special occasion rather than an ongoing or long-term operation.

Services may include, but are not limited to:

Food
Personal Services
Animal Exhibits

Special Event Notification Forms

Event organizers and event vendors MUST complete the appropriate online notification form below:

Special Event Organizer Notification Form- required to be submitted 20 days prior to the event
Special Event Vendor Notification Forms - required to be submitted 14 days prior to the event

Requirements

Food Requirements

When food is offered to the public, it must be prepared safely, and the requirements of the Food Premises Regulation (O. Reg. 493/17) must be met. Food vendors are required to submit their Vendor Form Southwestern Public Health no later than (14 days prior) to the event. Food vendors are responsible for making sure that all requirements are met, including requirements from other agencies (e.g., Fire Department, Municipality, AGCO).

See Guidelines for Organizers and Workers at Special Events

Events operated by religious organizations, service clubs or fraternal organizations are exempt from the Food Premises Regulation (O. Reg. 493/17). Exempt organizations must post a sign if the food was prepared in an uninspected kitchen, and they must keep a log of all food items that have been donated with the donators name and contact information (i.e., phone number and address).

Exempt organizations can still be inspected by Public Health Inspectors to ensure that a health hazard does not exist under the Health Protection and Promotion Act. Exempt organizations are still required to submit the applicable special event notification form(s).

Personal Service Setting Requirements

Personal Service Settings (PSS) that participate in special events are required to submit their Vendor Form Southwestern Public Health no later than (14 days prior) to the event. Examples of Personal Service Settings are the following services, but are not limited to:

Tattoo
Piercing
Face Painting
Hair Dressing and Barbering

PSS vendors must adhere to the requirements under the Personal Service Settings Regulation (O. Reg. 136/18). Southwestern Public Health ensures that PSS vendors take necessary infection prevention and control measures to protect the public during special events. Visit SWPH’s Personal Service Settings for more information.

Animal Exhibit Requirements

Animal exhibitors participating in special events are required to contact Southwestern Public Health no later than 14 days prior to the event.

Southwestern Public Health ensures that animal exhibitors take necessary precautions to protect the public from illnesses and injury. Visit Ministry of Health and Long-Term Care’s Recommendations to Prevent Disease and Injury Associated with Petting Zoos in Ontario for information on infection prevention and control measures.

Animal exhibitors are required to have their animals immunized against rabies in accordance with Section 2 of the Rabies Immunization Regulation (O. Reg. 567).

Southwestern Public health must be notified of animal bites or scratches that occur to humans. Visit SWPH’s Animal Bites and Rabies for more information.

Safe Water (Recreational and Drinking Water) Requirements

Special Events that involve dunk tanks, wading pools and other temporary recreational water facilities must be disclosed within the Special Event Organizer Form no later than 20 days prior to the event. Special events that have recreational facilities are required to be compliant to the Public Pools Regulation (O. Reg. 565).

Southwestern Public Health ensures that necessary precautions are made by the Special Event Organizers that water accessible to the public is considered safe. Visit SWPH’s Recreational Water webpage for more information.

If drinking water is accessible to the public at the special event, it is the Special Event Organizer’s responsibility to ensure that the drinking water is considered safe. Use of water haulage must be disclosed to Southwestern Public Health to confirm compliance in accordance with the Safe Drinking Water Act, 2002. Visit SWPH’s Drinking Water webpage and the Ministry of Long-Term Care’s Drinking Water Haulage Guidance Document. for more information.

Smoke-Free Ontario Act Requirements

Special Event Organizer shall ensure that all staff, volunteers, patrons adhere to the requirements under the Smoke-Free Ontario Act, 2017. Visit SWPH’s Enforcement of Smoke-Free Spaces for more information.