Special Events Co-ordinator s Requirements

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2 HEALTH DEPARTMENT HEALTH PROTECTION SERVICES Tel: Fax: Toll free: HALTON ( ) Special Events Co-ordinator s Requirements April 2008 Dear Event Co-ordinator: The Health Department has been notified that you will be running an event in Halton Region. As the co-ordinator of the event, you need to ensure the following activities are carried out: Submit the Co-ordinator s Application (Appendix A), Vendor Registration List (Appendix B) and Site Plan (Appendix C) at least eight weeks before the event. Ensure vendors submit the Food Vendor s Application and proposed food menu to the Health Department at least four weeks before the event. This application is found in the Special Events Food Vendor Requirements Package. If you are also responsible for preparing and/or serving food for the event, please note it is necessary to also fill out the Food Vendor Application. If applicable, ensure operators of animal attractions submit the Animal Exhibit Information form at least four weeks before the event. A Public Health Inspector will be reviewing all applications and will follow up with you prior to the event, to confirm if your event has been approved. Halton Region Health Department offers Special Event Seminars highlighting safe food handling practices and a detailed review of the application process for both Co-ordinators and Vendors. Please check the Halton website for Seminar dates or call the number below. There is no fee for attending the Special Event Seminars. A more intensive Food Handler Certification course is also provided by the Halton Region Health Department. For more information and upcoming dates for the Food Handler Certification course, you can contact the Halton Region Health Department or your local Public Health Inspector. If the water supply for the event is from a private source i.e. well or cistern, it is necessary that the supply is proven to be safe. See page five of this document for the process in determining whether the water supply is safe. For more information, please contact the Halton Region Health Department at (905) , toll free , TTY , and Fax (905) , We look forward to working with you and wish you all the best with your event. Sincerely, Halton Region Health Department

3 Table of Contents Recommended Washroom Fixtures (Permanent and/or Portable)... 4 Sanitation and Maintenance of Washrooms and Hand wash stations (fixed or portable)... 4 Determining if a Private Water Supply is Safe... 5 Cistern supplied with municipally delivered water... 5 Treated or Untreated Well... 5 Handling of Garbage and Wastewater... 5 Petting Zoos, Animal Rides, Animal Exhibits and Open Farms... 5 Completion Check List... 6 APPENDIX A: Co-ordinator s Application... 7 APPENDIX B: Vendor Registration List... 8 APPENDIX C: Site Plan

4 Recommended Washroom Fixtures (Permanent and/or Portable) Peak Times Gender Attendance Toilets Urinals Hand Wash Station Males Females Males Females Additional Fixtures for Males: 1 toilet for each 300 additional persons 1 hand wash station for each 600 additional persons Urinals may be substituted up to 2/3 for toilets Additional Fixtures for Females: 1 toilet for each 300 additional persons 1 hand wash station for each 600 additional persons We recommend contacting the local municipal building department to confirm the number of washroom fixtures needed. Sanitation and Maintenance of Washrooms and Hand wash stations (fixed or portable) Ensure washrooms are kept in a clean and sanitary manner at all times. Portable washrooms shall be pumped out as often as necessary by a licensed sewage hauler. Be sure to obtain an emergency contact number for the waste removal company. Portable hand wash stations shall be supplied with potable water, liquid hand soap and paper towels at all times. The hand wash stations shall be located in a convenient location close to washrooms. Washrooms shall be thoroughly cleaned at the end of each day. It is necessary to locate a hand wash station at each petting zoo exit. Wash hands frequently to prevent spreading germs. 4

5 Determining if a Private Water Supply is Safe There are a number of organisms which can be transmitted through water, including bacteria, viruses and parasites. These organisms have the potential to make people sick. It is necessary to ensure the water is safe when used to prepare food, drinks, for hand washing and for cleaning food contact equipment. Cistern supplied with municipally delivered water o One water sample taken to determine whether supply is safe. o A cistern which is used to collect rain water is not to be used as a water supply. Treated or Untreated Well o Three consecutive samples, taken 1-3 weeks apart are needed to determine the stability of the water supply. All water samples must be taken by a Public Health Inspector. Please contact the Halton Region at (905) , in a timely manner, to set up an appointment for samples to be taken. For general information on water testing and water results please contact the Halton Region Health Department at (905) or visit Handling of Garbage and Wastewater o Garbage and waste water shall be removed from the site as often as necessary to maintain the site in a clean and sanitary manner. o Ensure vendors are aware of garbage and wastewater disposal locations throughout the event site. o Ensure garbage and waste water are disposed of in an appropriate manner so as to not contaminate the environment. Petting Zoos, Animal Rides, Animal Exhibits and Open Farms If the event includes an animal attraction (i.e., petting zoo), it is required to have a hand wash station located at each exit of the attraction. If the co-ordinator will be supplying the hand stations, please indicate the proposed location of hand wash stations on the site map. The Halton Region Health Department Special Events Guidelines for Operators of Petting Zoos, Animal Rides, Animal Exhibits and Open Farms must be reviewed and Animal Exhibit Information must be submitted. 5

6 Completion Check List Prior to sending your information, please ensure the following have been completed: Review Complete Co-ordinator Application (Appendix A) Complete Vendor Registration List (Appendix B) Include Site Plan (Appendix C) If applicable review the Special Events Food Vendor Requirements and complete the Food Vendor Application If applicable, review the Special Events Guidelines for Operators of Petting Zoos, Animal Rides, Animal Exhibits and Open Farms and complete the Animal Exhibit Information form. For more information on food safety, please call Halton Region Toll free: HALTON ( ) TTY:

7 APPENDIX A: Co-ordinator s Application Co-ordinator s Information Contact Organization Phone Fax Street Address City/Town Postal Code Event Information Name of Event: Yearly Event? Y N Indoor Outdoor (Specify Address) Location(s) of Event Date of Event Expected Daily Attendance Daily Operating Hours If more than one day, indicate event hours for each day of the event Number of Food Vendors Number of Animal Attractions: Start: D M Y Finish: D M Y AM/PM to AM/PM Supplying Hand wash basins? Y N Water Supply Safe Water Supplied Source Municipal Bottled Water Truck Other (Specify) Food Storage Dry Storage (Specify) Refrigerated Truck Supplied (Specify) Freezer/Other Refrigerated Storage (Specify) Power Supply Hydro Portable Generator Washrooms Portable Toilets F M Urinals (Indicate Numbers) Portable Hand Sinks F M (Indicate Numbers) Permanent Toilets F M Urinals (Indicate Numbers) Permanent Hand Sinks F M (Indicate Numbers) Waste Disposal Container for Garbage Container for Grease Container for Waste Water For Office Use Only Reviewed by: Date of Approval: Notice with Respect to the Collection of Personal Information (Municipal Freedom of Information & Protection of Privacy Act) Personal information on this form is collected under the authority of the Health Protection and Promotion Act, R.S.O c.h.7, s.5. To administer Halton Region's Food Safety Inspection program and facilitate inspection of food premises. Questions about this collection may be addressed to the Halton Region Health Department, Environmental Health, 1151 Bronte Rd., Oakville, Ontario L6M 3L1 Tel: Toll Free:

8 APPENDIX B: Vendor Registration List Name of Vendor Mailing Address (street address and city) Phone Number(s) For Office Use Only Reviewed by: Date of Approval: Notice with Respect to the Collection of Personal Information (Municipal Freedom of Information & Protection of Privacy Act) Personal information on this form is collected under the authority of the Health Protection and Promotion Act, R.S.O c.h.7, s.5. To administer Halton Region's Food Safety Inspection program and facilitate inspection of food premises. Questions about this collection may be addressed to the Halton Region Health Department, 8

9 APPENDIX C: Site Plan Include location of food vendors, water sources, power sources, washroom/hand wash facilities, waste disposal, septic systems, topographical characteristics (i.e. ponds, streams, roads) and any other details that may be necessary to properly assess the site. You may provide a copy of your own site plan. 9