Special Event Public Health Requirements

Public Health supports special event organizers and vendors. We can help you meet these provincial requirements:

Information for organizers and coordinators

Safe and successful events begin with preparation. To prepare for your event, read through the information below.

If you are providing food, please review the special events food safety requirements for vendors and all event participants.
Fill out the Special Event Coordinator Form at least 45 days before the event.
You must make sure all food and personal services vendors know their responsibilities.

Special Event Coordinator Form

Food vendors

Review the special event food safety requirements.
- Watch the food safety at special events video.
Make sure all food is made in a kitchen inspected by a public health unit.
Have at least one certified food handler on site at all times.
- See food safety training and certification for more information.
Fill out the Special Event Vendor Application form at least 30 days before the event. Late submissions may not be accepted.

Special Event Vendor Application

Food safety video

To translate this video using the auto-translate feature, click on the "Settings" icon, select "Subtitles/CC," and then select "Auto-translate" to pick your desired language.

Personal service vendors

Personal services include tattoos, piercings, manicures, pedicures or other similar services. If you are providing personal services at an event, please review the special events personal services requirements.

Applications are not required for events providing only henna and/or only face painting services.

All vendors providing personal services must be routinely inspected by Region of Waterloo Public Health.
- Vendors outside of Waterloo region must have a recent inspection report from their local public health unit.

Complete the online Special Events Vendor Application form at least 30 days before the event.

All personal services vendors must have approval from Public Health before participating in an event. Late submissions may not be accepted.
Follow Ontario’s Personal Services Regulation to ensure safety with personal services.

If your event has personal services, event coordinators must include this in the Special Events Coordinator form.

Special Event Vendor Application

Water safety

If your event has drinking water for the public, dunk tanks or pools, event coordinators must include this in the Special Events Coordinator Form.

Follow Ontario’s Safe Drinking Water Act, 2002 to provide safe water for the public to drink.
Follow Public Pools Regulation to ensure safe water use for activities.
Follow water supply and hand hygiene requirements if you plan to offer personal services at your event.
Learn about small drinking water systems.

Petting zoo exhibits

If your event has a petting zoo, event coordinators must include this in the Special Events Coordinator Form. Include vendor contact information in this form.

The petting zoo set up must:

Provide hand washing stations or alcohol-based sanitizers at every exit.
Direct visitor traffic in one direction to manage flow. Entrances and exits should be clearly separated.
Post signs encouraging people to hand wash after touching animals and their environment.
Set up barriers for animals that should not be touched.
Do not allow the public to milk cows or drink unpasteurized milk.
Make sure animals are up to date on rabies vaccinations.
Clean and disinfect touch points like barriers and railings often.
Regularly clean up and dispose of animal feces and other waste. Store it in a secure area.
Have a stocked first aid kit for potential injuries.

If your event includes personal services, review the requirements for animals.

Safety recommendations for petting zoos

Read Ontario's Safety Recommendations for Petting Zoos. This is important for creating a safe event.

Incident reporting

Report any animal bites or scratches to humans by following the process on our Rabies page. A public health inspector will investigate the risk of rabies exposure.