Special Event Vendor Package

This package provides guidance and instructions for exempt and non-exempt special events like fundraisers, barbecues, markets, and food booths open to the public.

This form must be submitted at least 10 business days prior to the event

Dear Vendor:This package has been designed to assist special event vendors to operate in compliance with the Ontario Food Premises Regulation 493/17 and the Health Protection and Promotion Act. It is your responsibility to review, complete, and submit this form to the Northwestern Health Unit.

Exempt and Non-Exempt Special Events

There are some exemptions for special events from the Food Premises regulation. If you are planning to claim exemption status please review the following information to see if you fit the definition.

Special events hosted by religious organizations, service clubs and fraternal organizations that meet the following criteria can be considered exempt from inspection:

1. Inform the Northwestern Health Unit by filling out the Special Event Vendor Form and submit to the health unit.

2. Post a notice in a conspicuous location stating that the food premise has not been inspected in accordance with the Food Premises Regulation.

3. Keep a list of names, addresses and telephone number of the people who donate food and be able to provide that list to a public health inspector if requested.

A special event will only be considered exempt if the food premises is owned, operated, or leased by a religious organization, service club or fraternal organization. All other special events must meet all standard requirements of the Food Premises regulation.

Exempt and Non-Exempt Special Events

At a market that is not considered exempt, all food vendors must meet the requirements of Ontario Food Premises Regulation 493/17. This means that any food that will be sold at the event must be prepared in a kitchen space that is inspected by the Northwestern Health Unit or another health authority. A copy of the approved vendor permit issued by the Northwestern Health Unit must be posted on site at each market. Please note that the Northwestern Health Unit will grant annual vendor permits to operators of inspected premises providing that; food items, booth set up and processes remain the same for each event. Annual vendor permits will expire at the end of each calendar year. Vendors must initiate a permit application or renewal at least 10 business days prior to market attendance.

At a market that is considered to be exempt, the only products that are required to come from an inspected facility are products that are provincially inspected such as meat, milk, and eggs. Food prepared from uninspected kitchens may be sold at these events but will receive a health hazard assessment by a public health inspector. Permits are not issued for exempt markets.

Please speak with your market coordinator to determine the exemption status of the market you plan to attend.

Definitions

Single Event Permits are issued to one-time, non-recurring event operators that serve food available to the general public. A food vendor permit will be issued to operators of single events if they are in compliance with the food regulations. Single event permits will expire on the date of the event.

Annual Vendor Permits are issued to inspected food premise operators that plan to attend multiple markets and events throughout the calendar year. Annual vendor permits will be issued providing that food items, booth set up and processes remain the same for each event. Annual event permits will expire at the end of the calendar year.

Religious Organization is defined as an organization, other than a registered charity, of which a congregation is a constituent part, that adheres to beliefs, evidenced by the religious and philosophical tenets of the organization, that include a belief in the existence of a supreme being.

Fraternal Organization is defined as any organized body of persons who are banded together, not for pecuniary profit, but for mutual assistance, and to promote moral, intellectual or social benefits among the members. Examples of fraternal organizations include, but are not limited to: Knights of Columbus, Masonic Lodge, Moose Lodge, Sisterhoods and Brotherhoods, etc.

Service Club is defined as any organizations dedicated to the growth and general welfare of its members and the community. Examples of service clubs include, but are not limited to: Lions Club, Rotary Club, Optimist Club, Royal Canadian Legion, Boy Scouts, Girl Guides, Community Sports Association (e.g. hockey, baseball).

Special Events is defined as food service events or occurrences that are open to the public and held by religious organizations, service clubs, or fraternal organizations and that are considered to be outside the normal scope of the organization’s regular activities. To differentiate from a “regular event”, these special events operate for approximately two weeks per year or less. For example:• A pancake breakfast held by the church the second Sunday of the month would be exempt.• A weekly potluck for members of the congregation only, not advertised to the public is exempt.• A weekly soup kitchen would not be exempt.

Special Event Notification FormThis form must be submitted at least 10 days prior to the event

Business Name: Prep Location:

Caterer/Contact Name: Phone: Fax:

Email Address:

Concession/Booth Name if different than business name:

For One-Time Events Only:

Event Location: Event Address:

Event Date & Time: Event Organizer Name:

Menu Items:

Approved Food Suppliers:

Vendor Questionnaire

Please indicate the purpose of your application below:

Seeking single event food vendor permit

Seeking annual event food vendor permit

Exempt event notification

1. Are you claiming exemption from the Food Premises regulation? (See page 1 for details):

Yes No

a. If yes, please specify which exemption applies to your event:

Religious Service Service Club Fraternal Organization

Exempt Farmers Market

2. Type of set-up:

Tent Hot Dog Cart Mobile Food Truck Indoor Facility

Other:

3. Where will the majority of the food preparation occur?:

On-site at the event

Off site, at:

If off site, how will hazardous food items be transported to the event?

4. What type of water supply will be used?:

Municipal or hauled water

Non-municipal (attach most recent copy of water results)

Not applicable

5. Will there be a separate hand wash basin in the food preparation/serving area?:

Yes - Plumbed or portable hand wash sink

Yes - Jug/coffee urn with spigot

Yes - Other:

Hand sanitizer

No - A hand wash basin is not applicable to this type of food booth

6. If a hand wash basin is present, will you have a supply of liquid hand soap and paper towels available to use?:

Yes No N/A

7. Wastewater disposal method:

8. Will there be cooking performed on-site at the event?:

Yes - type of equipment used (e.g. BBQ):

No

9. If applicable, how will you keep cold hazardous food items below 4ºC?:

Fully bury items in ice in a cooler with a thermometer

Refrigeration unit with a thermometer

Other:

10. If applicable, how will you keep warm hazardous food items above 60ºC?:

Chafing dish with thermometer

Electric warmer with thermometer

Crock pot with thermometer

Other:

11. If applicable to your operation, do you have a probe thermometer to monitor the internal temperature?:

Yes No

12. How will you be disposing of any garbage produced during the event?:

13. Please name the certified food handlers you will have on site?: (minimum 1 person for non-exempted events)

14. How will you protect the food items that you will store or display at the event? (e.g., sneeze guard, closed containers, etc.):

I would like information about how to create healthy menu options for my event

Please submit by email to envhealth@nwhu.on.ca or by fax to 807-468-3914 or your local health unit office.

Adapted with permission from Southwestern Public Health Unit

Personal information is collected under the authority of the Health Protection and Promotion Act and related legislation and in accordance with the Personal Health Information Protection Act and/or the (Municipal) Freedom of Information and Protection of Privacy Act. We collect only the personal information needed to provide public health programs and to plan and evaluate our services. Your information may be shared with others as required or permitted by law. For more information contact the health unit at 800-830-5978 or see the privacy statement on our web-site at www.nwhu.on.ca

15. Will there be a need for dishwashing on-site?:

Yes - the on-site sink set up will be:

No - all utensils used are single-use and will be disposed of

No - dishes will be washed off-site in an inspected kitchen

16. What method of disinfection do you plan to use for equipment and utensils?:

Bleach solution

Quat. solution

Other:

Not applicable