Organizer Package

Special Events- Organizer Package Where to start….

The goal of this package is to assist organizers of a special event to properly complete the Regina Qu’Appelle Health Region (RQHR) approval process necessary to host and organize a special event. The information in this package outlines the minimum requirements needed to reduce the possibility of illness or injury to those who attend the event.

Please read through this package first, as it will guide you through the approval process. Failure to do so may cause delays and could impact your approval for the special event.

If you have questions, please feel free to contact your local public health inspector for assistance at 306- 766-7755 or [email protected] or visit our website at http://www.rqhealth.ca/programs-and-services/environmental-health

The following list outlines the basic process an organizer of a special event would follow to comply with the RQHR special event requirements. The remainder of the package will provide greater details for each process and help you complete the necessary forms.

1- Review this package for RQHR special event requirements

Contact a public health inspector if you have any questions

2- Provide all food/beverage vendors participating in the event a copy of the RQHR Special Event Food Vendors Package

Instruct all vendors to complete the form and submit it back to the event organizer

3- Complete the Special Event Organizer Application Form and site map and return to RQHR within 30 days of the event.

Submit all the Temporary Event Food Service Application forms you have collected from the vendors as one package to RQHR at least 14 days prior to the event. Failure to submit the package at least 14 days in advance may result in the event not being approved.

All forms can be submitted to Environmental Health, 2nd floor, 2110 Hamilton Street, Regina Sk, S4P 2E3

4- Ensure that the Organizer and all Vendors are completely set up at least one hour before the start of the event.

5- Ensure that the Organizer and all vendors are ready for possible inspection by RQHR public health inspectors 6- Ensure that the organizer or representative is available during the event in case an RQHR public health inspector needs to discuss issues or concerns.

Event Organizer Responsibilities

 Fill in the Event Organizer Application form and submit- due 30 days prior to event

 Collect and submit the Vendor Application forms to Environmental Health Department, 2nd floor, 2110 Hamilton Street Regina, SK, S4P 2E3- due 14 days prior to event

 Notify all food/beverage vendors that they must be set up no less than one (1) hour before the start of the event

 Provide food/beverage vendors any equipment or services agreed upon in order for the vendors to meet licensing requirements

a.i) Example: Event organizer may provide potable water lines, handwashing sinks, power, wastewater disposal, dishwashing sinks, or locations to do food preparation

 Provide toilet facilities and/or outdoor privies in sufficient numbers and in such locations as approved by the public health inspector

 Provide handwashing facilities and supplies at/or near toilet facilities in such numbers and locations as approved by the public health inspector

 Arrange for regular solid waste collection, removal and disposal

 Ensure food/beverage vendors understand all restrictions the event organizer may have that would impact the handling of food, if applicable

a.ii) Example: No frying and grease laden vapours inside of venue

 Ensure wastewater holding tanks and the disposal of liquid waste are available to the vendors if applicable

Vendor Education

All persons involved in the preparation, selling or offering of food/beverages are strongly encouraged to attend a basic food safety training course. Information on food safety training and educational opportunities can be found on http://www.rqhealth.ca/programs-and- services/environmental-health Site Map

Provide a site map as part of the Special Event Organization Application, indicating all food/beverage vendor locations, source of water, garbage/wastewater disposal sites and toilet facilities. There is a site map sheet located at the end of this package if needed.

Other Activities

Please notify a Public Health Inspector or indicate on your application form if there will be other services available at your event that may impact public health such as tattooing, piercing, petting zoos etc.

Site Map TEMPORARY FOOD SERVICE EVENT ORGANIZER FORM Event Information:

Name of Event: Phone# Cell # Event Organizers Name: Phone# Cell # Alternate Contact Person: Time(s) of Operation: Event Date(s):

Event Location (Address):

Expected Number of Vendors: Diagram of Event Layout Provided: □ Y □ N

Expected Total Attendance:

Venue Type: □ Public Park □ Street Festival □ Mall

□ Other (specify)

Water Supply

Potable water supplied to vendors: □ Y □N (if yes, complete question on the source of the water) Potable Water Source?□Municipal □Commercially Bottled□ Well Water lines: Food-grade material □Y □N Backflow devices provided: □ Y□ N

□Hauled Municipal Water (provide name, phone & cell #): Other (specify): Ice supplied to vendors: □No □Yes (if yes, source of ice):

Public Washrooms and Hand washing Basins Who is responsible for supplying washrooms and hand washing basins:

Portable Toilets □Y□ N Number:___ Portable Hand wash Basins □Y□ N Number:___ Permanent Toilets □Y□ N Number:___ Permanent Hand wash Basins □Y □N Number:___

Waste Water

Method of waste water/sewer disposal: Utensil Washing

Sinks provided to booths for utensil washing? □Y□ N Type and Number: 3 compartment sink □ Number?___2 compartments sink □Number?___ 1 compartment sink □ Number?___

Garbage

Garbage cans/bins available: □ Yes (specify number) □ No Garbage will be disposed of daily: □Yes□ No

Electricity available: □Yes □No Back-up power available □Yes□ No Refrigerated truck available: □ Yes□ No

Vendor Information

Vendor Name Food Booth Name Vendor’s Phone Vendor Mailing/Email Numbers, (business Address and/or cell)

Please take the following into consideration: • Make sure vendors receive a copy of the Special Event- Vendors package.

• Hand sanitizers do not replace the requirement for hand washing stations.

• All food served or sold at the event must be prepared at a licensed kitchen. Do not serve or sell food prepared from home.

The information I have provided is complete and accurate to the best of my knowledge. I further agree to comply with the provisions of the Temporary Food Service Event Guidelines, The Food Safety Regulations, and any other instructions I receive from the Public Health Inspector.

Will there be any vendors that perform personal services such as tattooing or body piercing? □Y □ N If so please provide Name Phone # Cell # Date all Vendors Application will be submitted: Applicant Name: Mailing Address: Signature: Date:

Once completed the application should be forwarded to:

Environmental Health Dept. 2110 Hamilton St Regina, SK S4P 2E3

Phone: (306) 766 7755 Fax: (306) 766 7730 Email: environmentalhealth @rqhealth.ca