Planning a special event involves more than choosing a venue. Depending on the type of event, you may need to meet public health requirements related to food, drinking water, personal services or other health and safety considerations. Grand Erie Public Health is here to help you understand your responsibilities and plan a safe, successful event.
If you are planning a special event where food will be prepared, sold or served, it must comply with all local and provincial requirements.
Examples include:
- Carnivals
- Festivals
- Fairs
- Bake sales
- Charity barbecues
- Open farms
- Sporting events
- Other food events
Events that run more than 14 days a year must comply with the Food Premises Regulation of the Health Protection and Promotion Act. An inspector will enforce this act through routine inspections.
All organizers must complete and submit the Special Event Organizer Application Form to host a special event to Grand Erie Public Health at least 30 days prior to the start of the event.
Submit by email to EnvironmentalHealth@geph.ca or fax at 519- 753-2140.
Organizers must also send all food vendor applications and accompanying documentation to GEPH at least 14 days prior to the start of an event.
Please review the following:
All organizers must complete and submit the Special Event Organizer Application Form to host a special event to Grand Erie Public Health at least 60 days prior to the start of the event.
Submit by email to specialevents@geph.ca.
Organizers must also send all food vendor applications and accompanying documentation to GEPH at least 30 days prior to the start of an event.
Please review the following:
Special Events – Organizer Information Guide
All food vendors must follow the Food Vendor Information Guide as provided below. Food vendors are to complete and submit the Food Vendor Application Form, with accompanying documents, to the organizer of the event. Your organizer is responsible for sending your completed application form to Grand Erie Public Health at least 14 days to the start of the event.
Please review the following:
Special Events – Vendor Information Guide
All food vendors must follow the Food Vendor Information Guide as provided below. Food vendors are to complete and submit the Food Vendor Application Form, with accompanying documents, to the organizer of the event. Your organizer is responsible for sending your completed application form to Grand Erie Public Health at least 30 days to the start of the event.
Please review the following:
Special Events – Food Provider Information Guide
Special Events – Food Provider Application Form (Fillable)
Special Events – Online Food Provider Application
Special Events – Food Donator and Contact Information List
Special Events – Personal Service Setting Form
As an event organizer, you must ensure all visitors comply with the Smoke-Free Ontario Act (SFOA).
The Smoke-Free Ontario Act
The SFOA prohibits smoking on restaurant and bar patios (including those at festivals and events) and within 20 metres of playgrounds and public sporting and spectator areas.
Your event must be smoke-free if:
- The area is open to the public, even if a fee is charged for entry.
- The area is worked in, or visited by, employees or volunteers.
- Food or drink is served, sold or offered for consumption, or the area is operated in conjunction with one where food or drink is served, sold, or offered for consumption.
- The area is not primarily a private dwelling.
Duties of Event Organizers
- Make sure visitors know your event is smoke-free. Promote it as such, and post appropriate signage.
- Educate volunteers and employees about smoke-free regulations.
- Discourage smoking at the event.
Enforcement
The SFO Act is enforced by Tobacco Enforcement Officers (TEOs) at Grand Erie Public Health. TEOs conduct routine inspections and investigate complaints.
Penalties
Fines for smoking in a prohibited area range from $250 to $5,000. Fines for permitting smoking and not taking reasonable measures to ensure the event complies with the SFO Act can range from $300 to $300,000.
For More Information
Call the Tobacco Information Line at 519-753-4937 ext. 465, or visit Smoking and Vaping
City of Brantford
A permit may be required if you are planning to organize an event within the City of Brantford. If your event requires City services or impacts City by-laws or policies, you may be asked to attend a Special Event Advisory Team (S.E.A.T.) meeting. Food vendors attending special events may require special event food cart license. For more information, contact the City of Brantford at 519-759-4150 or visit their website.
County of Brant
If you are planning a special event within the County of Brant, you must submit a Special Event Request Application at least 90 days before your event. For more information, contact the county of Brant at 519-442-6324 or visit their website.
Haldimand County
All event organizers must obtain a Special Event Permit, which must be displayed at the event. For more information, contact Haldimand County at 905-318-5932 or visit their website.
Norfolk County
All events on municipal property or those needing municipal services require a Special Event Permit. For more information, contact Norfolk County at 519-426-5870 or visit their website.