Special Events | Southwestern Public Health

Planning a special event is exciting, and we are here to help you ensure it runs safely. Whether you are hosting a festival, running a food booth, or managing an animal exhibit, this guide walks you through everything you need to know. Let’s work together to protect your guests and make your event a success.

What is a special event?

A special event is any event that occurs outside of the normal scope of an organization’s regular activities and lasts less than two weeks per year (i.e., One day per month or over a two-week duration a year for fairs, etc.).

These events typically include temporary gatherings where services or activities are offered to the public, such as:

Food
Tattoo or face-painting services
Petting zoos or animal exhibits

If this sounds like your event, there are a few health and safety rules to follow. If you are unsure, please contact a member of the Environmental Health Team at Southwestern Public Health.

How to submit your notification forms

Submitting your forms on time is the first step to getting approved. Here is what you will need:

Event organizers: Complete the Special Event Organizer Notification Form at least 20 days before your event
Vendors: Submit your form at least 14 days before the event:

Quick tip: Late submissions may not be approved. Get your forms in early.

What are the health and safety requirements?

Food safety

If food is being served:

Submit your notification form at least 14 days before the event.
Comply with Ontario’s Food Premises Regulation (O. Reg. 493/17), which include:

Following food safety rules

Clean and sanitize all equipment, surfaces, and utensils
Keep hot foods hot (60°C or higher) and cold foods cold (4°C or lower)
Have a handwashing station with soap, water, single-use towels and a catch basin
Use single-use items like disposable plates and cutlery

Using an uninspected kitchen?

Food made in uninspected kitchens cannot be served at special events unless the event is operated by religious organizations, service clubs, or fraternal organizations as they can be exempt from the Food Premises Regulation (O. Reg. 49317).

To meet this exemption:

Signs must be posted stating that the food is made in an uninspected kitchen
A log with names and contact details of all food donors must be kept (PDF)

Note: Although such groups may be exempt, basic food safety standards must still be met. A Public Health Inspector will provide signs to the event organizer upon approval.

Keeping your setup safe and clean

Make sure floors, walls, and surfaces are smooth, clean, non-absorbent and easy to sanitize
Have waste bins to collect garbage regularly
Prevent pests by keeping food covered and stored off the ground

Personal service settings

If your event offers tattoos, piercings, face painting, hair-dressing or similar services:

Submit your form 14 days before the event
Follow the Personal Service Settings Regulation (O. Reg. 136/18) to prevent infection and keep guests safe, which includes:

Keeping the setting clean and safe

Make sure floors, walls, and surfaces are smooth, easy to clean, and in good repair
Provide handwashing stations with hot and cold water, soap, and single-use towels
Have waste containers, including special containers for sharps (needles, razors, etc.)

Following safety practices for services

Use new, sterilized needles for each person
Dispose of sharps immediately after use in an approved sharps container
If tools are reusable, they must be properly cleaned and sanitized between uses
If the reusable tools cannot be cleaned and sanitized on site, a labeled closed container must be available to transport dirty equipment back to the inspected facility for proper cleaning and sanitizing
Explain any risks of invasive procedures (like tattoos or piercings) to guests beforehand

Animal exhibits

If your event involves animals, follow these steps:

Submit your form 14 days before the event
Ensure animals are vaccinated against rabies in line with the Rabies Immunization Regulation (O. Reg. 567).
Notify SWPH immediately at 1-800-922-0096 if there’s an animal bite or scratch

Get tips for safe animal exhibits
Learn about animal bites and rabies

Recreational and drinking water safety

If your event includes dunk tanks, pools, or drinking water:

Disclose your water plans in the organizer notification form
Follow Ontario’s Safe Drinking Water Act, 2002 and Public Pools Regulation (O. Reg. 565) to ensure water safety

Learn about safe drinking water

Smoke-free spaces

Your event must comply with the Smoke-Free Ontario Act, 2017, which bans smoking and vaping in certain areas. Make sure everyone at your event, including staff, volunteers, and guests, follows these rules.

Learn more about the enforcement of smoke-free spaces

Frequently asked questions

What happens if I miss the submission deadline?

You may not be approved to operate at the event.

Do charity events still need to follow these rules?

Yes, all events must meet safety standards, but religious or community groups may qualify for some exemptions.

Can I use a kitchen that hasn’t been inspected?

Only if you meet the exemption criteria (i.e., the event is operated by a religious organization, service club, or fraternal organization).

If you believe this describes your event, call us to obtain a sign and a log for food that is donated/prepared in an uninspected kitchen.

Will SWPH inspect my event?

Yes, public health inspectors may visit to check that everything meets the applicable regulations.

How do I know if my water is safe?

Water must meet Ontario’s safety standards. If you’re hauling water, include that in your notification form.

What happens if there’s an animal bite at my event?

Contact us immediately at 1-800-922-0096 to report the bite. A Public Health Inspector will guide you on what to do next.