Special Events

Policy

Category: Food Safety/Control of Infectious Diseases
Subject: Special Events
Division: N/A
Policy Number: CA.80.01.103
Effective Date: September 17, 2012

POLICY STATEMENT

It is the policy of the Wellington-Dufferin-Guelph Public Health (WDGPH), Health Protection Division to inspect special events to ensure that:

  • Any food offered to the public is transported, displayed, prepared, stored, and served in a manner consistent with public health practices. A food safety awareness program will also be offered and promoted to groups that prepare food for public consumption on an occasional or intermittent basis; and
  • Any personal services (i.e. tattooing, piercing, manicure, pedicure, etc.) that are offered to members of the public during special events are done so in accordance with the Infection Prevention and Control Best Practices for Personal Service Settings document (as current).

Under Ontario Regulation 562, food premises, religious organizations, service clubs, and fraternal organizations that are exempt must keep a list of all people who donate hazardous food for the special event.

SCOPE

This policy applies to all Control of Infectious Diseases (CID) and General Program (GP) Public Health Inspectors (PHI) who conduct inspections of personal service vendors or food vendors at special events.

RESPONSIBILITIES

GP Public Health Inspectors will:
  • Conduct inspections of food vendors and petting zoos at special events, including any necessary follow up;
  • Provide education during inspections in the form of food safety training or fact sheets, for example; and
  • Refer any infection control concerns associated with petting zoos to CID PHIs for further follow-up.
CID Public Health Inspectors will:
  • Assist operators in completion Personal Service Temporary Application Form – Personal Service Vendors (HPDCD(F)75), as necessary;
  • Conduct inspections of personal services vendors at special events, including any necessary follow up; and
  • Provide education during inspections in the form of infection control training or fact sheets, for example.

DEFINITIONS

Special Event – Any temporary event or occasion where food is prepared and offered to the public, and may or may not include personal services vendors.  Such events may be, but are not limited to, a remote and temporary location not routinely inspected by a PHI.

Personal Services Vendor – Any business or individual that offers aesthetic services at special events, including, but not limited to, hair and barbering services, nail services, tattooing or body piercing, electrolysis, acupuncture, or unregistered massage.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Procedure:  CA.80.02.103 Special Events
Infection Prevention and Control Best Practices for Personal Service Settings
Ontario Regulation 562
Personal Service Temporary Application Form – Personal Service Vendors (HPDCD(F)75)

 

APPROVED BY

Rob Thompson    


Procedure

Category: Food Safety/Control of Infectious Diseases
Subject: Special Events
Division: N/A
Procedure Number: CA.80.02.103
Effective Date: September 17, 2012

PROCEDURE

The General Program Public Health Inspector (GP-PHI) will, in discussion with the event coordinator, determine the class of special event. Special events are classified as Class A, Class B, or Exempt.

DEFINITIONS

Class A Events – A special event that has one or more food vendors and more than eight hundred expected attendees.  Personal Service (PSS) vendors may or may not be present.  Such events will henceforth be referred to as “special events”.

Class B Events – A special event that has one or more food vendors and less than eight hundred expected attendees.  PSS vendors may or may not be present. Such events will henceforth be referred to as “special occasions”.

Exempt Events – A special event held by and for the members and invited guests of a religious organization, service club, or fraternal organization.

Exempt PSS Vendors – A personal service offered by a Regulated Health Professional (as defined under the Regulated Health Professionals Act) will not be inspected at any special event as these individuals are not under the jurisdiction of WDGPH.

Class A – Special Event Procedure:

1. Notification of the Special Event will be received via fax/email/telephone by Office Duty at least 30 days prior to the date of the event.

2. Office Duty will create a CSR in Hedgehog and will forward the CSR in duplicate to the appropriate General Program PHI and to a CID inspector in the office which serves the area where the event will take place (if any PSS vendors are expected to be in attendance at the event).

3. The GP PHI will initiate contact with the Special Event Coordinator at least 30 days before the event.(Note: CID PHI will not take further action unless advised of PSS vendors anticipated to be in attendance at the event).

4. The GP PHI will provide the Special Event Coordinator with the following (as applicable):

  • Special Event: Coordinator Application (HPDFS(F)3)
  • Large Event Vendor Letter (HPDFS(L)2)
  • Special Event: Food Vendor Application (HPDFS(F)3)
  • Special Events – Food Vendor Requirements (HPDFS(FS)1)
  • Personal Service Temporary Application Form – Personal Service Vendors (HPDCD(F)75)
  • Guide to Operating Personal Services at Temporary Events (HPDCD(F)74)

5. The Special Event Coordinator Application (HPDFS(F)3) should be received by WDGPH at least 30 days before the event.

6. The Food Vendor Application form (HPDFS(F)3) and the Personal Service Temporary Application Form – Personal Service Vendors (HPDCD(F)75), if applicable, should be received by WDGPH at least 14 days before the event.

7. If applicable, the PSS Vendor Listing and Personal Service Temporary Application Form – Personal Service Vendors (HPDCD(F)75) will be forwarded to the CID team for further follow up with PSS Vendors.

8. The GP PHI will input the special event into Hedgehog and create a Hedgehog Special Event inspection vendor list.

9. If applicable, the CID PHI will create a Hedgehog Special Event PSS vendor list.

10. The GP PHI will review the Food Vendor Application form(s) and assess the risk associated with each food vendor on an individual basis.  The PHI will ensure that each food vendor is in compliance with the Special Events – Food Vendor Requirements (HPDFS(FS)1) prior to the start of the event.

11. The CID PHI will review the Personal Service Temporary Application Form(s) -Personal Service Vendors (HPDCD(F)75) and assess the risk associated with each personal service vendor on an individual basis. The CID PHI will ensure that each PSS vendor is in compliance with the Guide to Operating Personal Services at Temporary Events (HPDCD(F)74) prior to the start of the event.

12. The GP PHI will inspect each food vendor during the event, using the Inspection Report (HPDGEN(F)2), in order to ensure compliance with Ontario Regulation 562 – Food Premises.

13. The CID PHI will inspect each PSS vendor during the event, using either the paper-based Personal Service Settings Inspection Report form or via direct entry into Hedgehog in order to ensure compliance with the Infection Prevention and Control Best Practices for Personal Service Settings document (as current).

14. After the event, the GP PHI and CID PHI (if applicable) will follow up with the Event Coordinator within 30 days to review any problems that may have occurred during the event.

15. The GP and CID PHIs will ensure that Hedgehog forms are scanned into Facility History Detail > Notes > Documents within 3 business days following the event.

Class B – Special Occasion Procedure:

1. Notification of the Special Occasion will be received via fax/email/telephone by Office Duty.

2. Office Duty will create a CSR in Hedgehog and will forward the CSR to the appropriate General Program PHI.

3. The GP area PHI will complete the Special Occasion Application form (HPDFS(F)4) for the event.

4. If any PSS vendors are expected to be in attendance at the event, the area PHI will forward all relevant information to the CID team for further follow-up.

5. The GP PHI will provide the event organizer with the following:

  • Small Event Form letter (HPDFS(L)3)
  • Safe Food Handling Tips fact sheet (HPDFS(FS)2)
  • Guide to Operating Personal Services at Temporary Events (HPDCD(F)74)

6. The CID PHI will contact each PSS vendor to obtain information on services to be offered during the event and will forward to each vendor the appropriate CIPHI fact sheets, depending on the services to be offered.

7. The GP PHI will inspect food vendors at the event, if necessary, based on a risk assessment of each individual food vendor.

8. The CID PHI will inspect PSS vendors at the event, if necessary and/or applicable, based on a risk assessment of each individual PSS vendor and based on discussion with the CID Program Manager or Supervisor.

Exempt Events:

1. As above, following the procedure for Class B – Special Occasion events.

2. Organizer to complete Donor List for Special Events (HPDFS(F)15)

3. No inspection required.

Petting Zoo Procedure:

The GP PHI will determine whether a petting zoo or other animal exhibit will be part of the event.  If so, the GP PHI will provide the event coordinator and petting zoo/animal exhibit operator with appropriate information, fact sheets, and signage. The GP PHI will notify the CID team of any relevant details regarding the petting zoo/exhibit, and where infection control issues are identified, the CID PHI will inspect/follow-up as necessary. 

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Policy:  CA.80.01.103 Special Events
Special Event: Coordinator Application (HPDFS(F)3)
Large Event Vendor Letter (HPDFS(L)2)
Special Event: Food Vendor Application (HPDFS(F)3)
Special Events – Food Vendor Requirements (HPDFS(FS)1)
Personal Service Temporary Application Form – Personal Service Vendors (HPDCD(F)75)
Guide to Operating Personal Services at Temporary Events (HPDCD(F)74)
Regulated Health Professionals Act
Personal Service Settings Inspection Report
Infection Prevention and Control Best Practices for Personal Service Settings

APPROVED BY

Rob Thompson