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Requirements for Coordinators of Special Events

Requirements for Coordinators of Special Events

Coordinator's responsibilities

  • Review the Requirements for Coordinators of Special Events requirements package.
  • Complete the online Coordinators Application form at least 8 weeks prior to the event.
  • Ensure that you have the vendor registration list, and site plan (if requested).  
  • Coordinators of special events must ensure that all food, personal service, recreational water and animal exhibit vendors are aware of their responsibilities and complete the applicable application forms within the stated deadlines.
  • Coordinator applications received beyond the deadlines may not be processed or approved prior to the event.

Municipalities may require special event permits and/or transient trader licensing. Please contact the local municipality where your event is being held for any additional requirements and timelines.

Sanitary facilities

  • Ensure that washrooms are kept in a clean and sanitary manner at all times.
  • Portable washrooms shall be pumped out as often as necessary by a licensed sewage hauler.
  • Get an emergency contact number for the waste removal company.
  • Portable hand wash stations shall be supplied with potable water, liquid hand soap and paper towels at all times. Hand wash stations shall be located in a convenient location close to washrooms.
  • Washrooms shall be thoroughly cleaned at the end of each day.
  • Locate a hand wash station at each petting zoo exit.

It is the coordinators responsibility to ensure an adequate number of toilets and handwash stations are available. For recommendations on the number of toilets and handwash stations, please contact your local sewage hauler.

Safe water supply

If the water supply for the event is from a private source (such as a well or cistern), the supply must be proven to be safe by providing a water sample. A Public Health Inspector must take all water samples. Call 905-825-6000 to set up an appointment for samples to be taken.

A number of organisms can be transmitted through water, including bacteria, viruses and parasites. These organisms could cause illness. You must ensure that the water is safe when used to prepare food, drinks, for hand washing and for cleaning food contact surfaces and equipment.

Cistern supplied with municipally delivered water

  • 1 water sample is taken to determine whether supply is safe.
  • A cistern that is used to collect rainwater is not to be used as a water supply.

Treated or untreated well

3 consecutive samples, taken 1-3 weeks apart, are needed to determine the stability of the water supply.

For general information on water testing and water results, contact the Halton Region Health Department or visit the well water page.

Garbage and wastewater

You must ensure that:

  • Garbage and waste water are removed from the site as often as necessary to maintain the site in a clean and sanitary manner.
  • Vendors are aware of garbage and wastewater disposal locations throughout the event site.
  • Garbage and waste water are appropriately disposed of so as to not contaminate the environment.
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