Special Events Notification

Planning to serve & sell food to the public at a special event or fundraiser BBQ

Special Events are large gatherings where several vendors prepare and serve meals or portions of meals for the general public.

If you plan to participate in such an event, submit your information online or download, fill out, and submit the form.

Please note there are separate forms if you are hosting a special event in Oxford or Elgin County.

 

Special events in Oxford County

For larger events with multiple vendors, the event organizer must notify Southwestern Public Health of the event using the Special Events Organizer Form. This form must be submitted at least 20 days prior to the event; however, the attached vendor list may be updated until three days prior to the event. Additional Vendor List Pages may be used to update the vendor list.

In addition to submitting notification with the Special Events Organizer Form, event organizers must ensure that each vendor receives a Special Events Food Vendor Form, and is made aware the form must be submitted to Southwestern Public Health at least 14 days prior to the event.

An event with a single vendor/organization preparing or selling food:

For smaller events with one single vendor/organization preparing or selling food, only the Special Event Food Vendor Form must be submitted. This form must be submitted to Southwestern Public Health Woodstock-site at least 14 days prior to the event.

All special event forms may be submitted by:

Email specialevents@swpublichealth.ca
Fax - 519-539-6206
Mail - Southwestern Public Health - Woodstock site
410 Buller St. Woodstock, ON
N4S 4N2

If you have any questions in regards to the special event application process, please call 1-800-922-0096.

If you are organizing a special event, make sure to review these important guidelines:

Special Event Vendor Information Package

Changes to the Smoke-Free Ontario Act

 

Special events in Elgin-St. Thomas

Elgin County: Download the PDF copy of the Special Events Notification Form: The completed form may be mailed to the health unit or faxed to 519-633-0468.

Please note: All vendors participating at the special event MUST complete and submit the form at least 2 weeks prior to the event.

A Public Health Inspector will review the submission, and if there are any questions or concerns, they will contact the ‘Person Responsible’ on the form. The form will not be returned to you. 

 

Elgin County Special Events Notification: Fundraiser Barbecue

  • Small fundraiser barbecues are sometimes held on the sidewalk outside of a store or other place of business such as a retail store, a local nursery, or in a parking lot. 
  • Usually only one vendor prepares foods (precooked only) such as hot dogs, sausages, or hamburgers that are purchased from an approved source. If you plan to participate in such an event, submit your information online or download, fill out, and submit the form.
Download the PDF copy of the Form for Special Events in Elgin County: Small Fundraiser Barbecue:  The completed form may be mailed to the health unit or faxed to 519-633-0468.

Please note: Complete and submit the form at least 2 weeks prior to the event.  

A Public Health Inspector will review the submission, and if there are any questions or concerns, they will contact the ‘Person Responsible’ on the form. The form will not be returned to you. 

 

Resources & Information for Special Events

NOTE: It is important to remember that during these special events, food must be prepared and handled in a safe manner such that the requirements of the Ontario Food Premises Regulation (R.R.O. 1990, Reg. 562). It is the food vendor’s responsibility to ensure that all requirements are met.

References:

Health Protection and Promotion Act, R.R.O. 1990, Regulation 562 Food Premises. 

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