Special Event Food Vendors

Pre-Event Activities

Food vendors participating in special events should allow enough time to prepare and ensure all event requirements are met. Proper advance planning can reduce stress, save time and effort on the day of the event, and help vendors focus on safe food handling and production practices. Thorough preparation is an important step toward a smooth and successful event. The following are key components of advance preparation for food vendors. 

Food Vendor Package

Food vendors should consult special event organizers as early as possible to obtain the necessary food vendor package information. This package will include special event application forms which will need to be completed and submitted at least three weeks prior to the event. 

Food Handler Information

There may be food safety information sessions hosted by event organizers. Therefore, food vendors should schedule time to participate and learn about event-specific food safety information. 

Transportation of food and equipment

Food vendors can discuss their food transportation and equipment needs with event organizers. Food and equipment should arrive at the event with enough time for proper setup, handling, and preparation before the event begins. This helps reduce the risk of transportation delays that could lead to food contamination or unsafe food temperatures. 

Provision of utilities

Food vendors can also inquire as to whether utilities such as water and power will be provided by event organizers, or whether vendors must arrange these services themselves. 

Temporary Food Structure (Food Vendor Booth)

A well-designed and properly constructed food vendor booth helps keep food safe by reducing the risk of contamination. A suitable booth should include the following: 

1. Tent/Canopy: For outdoor events, food must be prepared and dispensed under a structure to protect food from contamination. This structure must be of sufficient size, sturdy and have a waterproof cover such as a canopy, umbrella, or tarp. 
2. Floors: The floor of these temporary food structures should be made from material that can be easily cleaned such as asphalt, polished concrete, plastic, etc. 
3. Walls and Ceilings: Temporary food structures should have sturdy walls and ceilings that can withstand bad weather and help protect food, equipment, and food contact surfaces from contamination. Food vendors should also ensure that food, equipment, and food contact surfaces are properly covered at all times, especially during adverse weather conditions. For ceiling clearance requirements, contact Toronto Fire Service for further information. 
4. Physical Barriers: Barriers must be provided around cooking equipment, such as barbecue grills and deep fryers, to protect the public from accidental injury and prevent access by unauthorized individuals. 
5. Lighting: Temporary food structures must be equipped with sufficient lighting to allow for the safe operation of the food booth, especially during events held after dark.

Mobile Food Premises

Mobile food vendors, such as ice cream trucks, food trucks, hot dog carts, etc., participating in special events are subject to the same requirements as a food booth, including the submission of a vendor package. Additional requirements that are applicable to mobile food vendors include:

• Water brought to the event must be clean and drinkable. Mobile food vendors should consult event organizers on how to replenish their water supply once on-site.
• Any solid or liquid waste generated by mobile food vendors should be collected and disposed of properly to maintain the premise in a sanitary condition.
• Ensure all equipment is in good working order, including hot and cold water pumps, freshwater and wastewater tanks, and tank gauges. Check for any leaks before the event.

Food Safety Utilities

At special events, utilities such as potable (clean) water and power may be supplied either by the food vendor or the event organizer. In either case, there must be an adequate supply to ensure food is handled safely.

Water supply

Food vendors must provide clean, drinkable water at their food booth. Ensure an adequate supply of potable water is available for all food safety needs, including hand washing, utensil cleaning, and food preparation.

Ice

If ice is used in food preparation (e.g., preparing cold drinks) or cold holding (e.g., ice bath), it must be made from clean, drinkable water.

Power

Unless provided by event organizers, food vendors must provide their own supply of power (e.g., propane, generators, heat canisters, etc.) for food production and storage (cold or hot). Consider your operation and the type of food you are offering at the event and plan for sufficient power accordingly to keep food safe.

Food Handler Certification

Food handler education is one of the best ways to ensure safe food production. In addition, food handler education is mandatory in Ontario under Regulation 493/17 for food vendors. At all times, during the operation of a food vendor booth, there must be a certified food handler on staff.

Review the list of food handler certification companies and how to obtain certification.

Approved Food Sources

All food sold or given at a special event must be from an approved source. Approved source means that the facility (kitchen) in which food was prepared, processed, or produced is inspected by a responsible regulatory body (e.g., Toronto Public Health). Food vendors must retain records of purchased foods and be able to verify the food source as required. 

NOTE: Food produced at home is not allowed to be offered or sold at a special event unless that home-based food business has been inspected by Toronto Public Health, or any other respective public health unit.

Transporting Food

Proper food transportation is essential to prevent foodborne illness at special events. Temperature control of potentially hazardous foods such as meat, seafood, dairy products, cooked rice or pasta, cut fruits and vegetables, and egg-based foods must always be maintained. Potentially hazardous foods can support the rapid growth of harmful germs and therefore require temperature control to remain safe. These foods must be kept cold at 4°C (40°F) or below, or hot at 60°C (140°F) or above.

Cold potentially hazardous foods must be kept cold, especially during hot weather, and hot potentially hazardous foods must be kept hot, particularly during colder months. Non-hazardous foods such as bread, crackers, whole fruits and vegetables, candy, and nuts do not require temperature control and are generally safe to transport at room temperature. The following measures can help ensure the safe transport of potentially hazardous foods:

Transporting food during summer

• Ensure coolers and refrigerated truck temperatures are kept at 4°C (40°F) or below. 
• Transport cold foods in cold holding units or insulated coolers that will maintain the food at an internal temperature of 4°C (40°F) or colder. 
• Provide accurate indicating thermometers in cold holding units to monitor food temperatures. 
• Keep coolers out of direct sunlight and away from hot surfaces, and keep cooler lids closed when not in use. 
• Never leave food containers in a hot vehicle. 

Transporting food during winter

• Transport hot foods in hot holding units or insulated containers that will keep food at 60°C (140°F) or above. 
• When transporting water for hand washing or other sanitation purposes, ensure water containers are insulated to prevent freezing. 
• Provide accurate indicating thermometers in hot holding units to monitor food temperatures. 

Hand Hygiene

Hand washing is an important tool food handlers can use to prevent food contamination and disease transmission. Hands must be washed after using the washroom, before resuming food production, and when changing tasks. 

Self-contained or temporary hand washing stations are required for all food vendors conducting any on-site food preparation, including but not limited to cooking, reheating, portioning, serving, etc.

Hand washing stations

• Vendors are strongly encouraged to provide a self-contained portable hand washing station equipped with a supply of hot and cold potable (clean) water.
• A temporary hand washing station may also be set up using:

• • A water container with a spigot, filled with potable water 
  • A bucket or container to collect wastewater 
  • Liquid soap 
  • Single-use paper towel 

Please note: Any food vendor booth not providing a temporary or a self-contained portable hand washing station with the required supplies, will be closed and/or operations suspended.

Hand sanitizing stations

• Hand sanitizers do not replace the requirements for a portable self-contained hand washing station in food vendor booths.
• Vendors handling only pre-packaged low-risk, non-hazardous foods may provide a hand hygiene station equipped with hand sanitizer containing between 70% – 90% isopropyl alcohol.

Using a Thermometer

Food vendors should use accurate thermometers to verify that food is stored, cooked, and reheated at safe temperatures. An accurate indicating thermometer should be placed in all hot and cold holding units, such as coolers, refrigerators, freezers, warmers, and display units, to monitor ambient temperatures. 

Use a calibrated probe thermometer to check the internal temperature of cooked and reheated foods by: 

• Inserting the probe into the thickest part of the food and waiting at least 15 seconds for an accurate temperature reading. 
• Avoiding contact with bones, which can affect temperature readings. 
• Cleaning and sanitizing the probe between uses to prevent cross-contamination.

 

Safe Food Handling

Food storage: hot and cold

• Store potentially hazardous foods at 4°C (40°F) or below in a refrigerator, freezer, or insulated cooler with sufficient ice packs or ice. 

• Store hot potentially hazardous foods at 60°C (140°F) or above using approved hot holding equipment, such as hot holding units, covered chafing dishes with a heat source, or insulated food containers. 

• Thaw frozen foods under refrigeration at 4°C (40°F) or below or in a cooler with adequate ice. Do not thaw foods at room temperature, especially during warm weather.  

Food preparation/handling

• Preparation of food at the event should be limited to final assembly and cooking. 

• All other food preparation prior to the event should be done at an inspected food premises. This includes chopping ingredients, marinating, mixing, and other forms of food processing. 

• All food contact surfaces, and equipment must be smooth, non-absorbent, and easy to clean, such as food-grade rigid plastic (e.g., cutting boards), aluminum, or stainless steel (e.g., spoons, forks, knives, etc.)

Safe cooking and reheating

• Review Safe Cooking Temperatures
• Foods must be reheated to their original cooking temperatures and should be verified using a cleaned and sanitized probe thermometer.
• Hot holding units such as steam tables, chafing dishes, display or drawer warmers, etc. are not considered cooking equipment and are not to be used for reheating food. 

Food  service, sampling and display

• Use clean disposable food containers and utensils to serve, sample or display food. 
• Protect food from contamination by covering with a lid, plastic wraps, aluminum foil or provide sneeze guards when food is displayed in buffet style. 
• Provide condiments safely by providing separate containers with self-closing lids with dispensers or provide individually packaged condiments. 

Food Storage Equipment

Food storage equipment used at a special event must be made of food-grade materials. Food vendors must carefully plan their food storage equipment needs based on their operation and types of foods they are offering at the event. The following is a list of appropriate food storage equipment: 

• Racks, shelves, or pallets that are used to store food must be designed to protect food from contamination and must be easily cleanable. Avoid using wooden racks, shelves, or pallets when events are held on grass or exposed ground as they can absorb moisture and cannot be easily cleaned. 
• Store food in food-grade containers with lids to protect against contamination such as stainless steel or plastics. Do not store food in non-food-grade materials, such as garbage bags, newspaper, or cardboard boxes. These materials are not intended for food contact and may contain substances that can contaminate food. 
• All equipment must be in good working condition. Any chipped, cracked, or otherwise damaged equipment must not be used for food storage. 

Food Handler Hygiene

Food handlers participating in special events must:

1. Be free of illnesses or communicable diseases that could be spread through food. 
2. Not have infected cuts, wounds, sores, or boils, unless they are properly covered. 
3. Be free of symptoms of acute respiratory infections. 
4. Wear clean clothing, aprons, and appropriate hair restraints, such as hairnets or caps, while handling food. 
5. Refrain from eating, drinking, smoking or vaping in food preparation areas, or while handling food. 

Cleaning Chemicals and Sanitation of Reusable Utensils

Food vendors should use single-use utensils for food service, sampling, and display. If multi-use or reusable utensils and equipment such as pots, pans, or cooking utensils are used, they must be washed and sanitized as often as necessary to prevent contamination.

Utensil washing

• Provide an adequate supply of potable (clean) water and appropriate cleaning products for washing and sanitizing reusable utensils, equipment, and food contact surfaces.  
• Where a two-compartment sink is available, wash and rinse reusable utensils in the first compartment and sanitize them in the second compartment.  
• Where a three-compartment sink is available, wash reusable utensils in the first compartment, rinse in the second compartment, and sanitize in the third compartment.
• Provide drainboards or drying racks to allow reusable utensils and equipment to air dry. 

Utensil sanitizing

• To sanitize reusable utensils, use approved sanitizers such as chlorine bleach or quaternary ammonium compounds (Quat) to prepare sanitizer solutions at the following minimum concentrations:  
  • Chlorine bleach: 100 parts per million (ppm) 
  • Quaternary ammonium compounds: 200 ppm 

• Sanitizers used on food contact surfaces, such as food preparation counters and large utensils that cannot fit into a sink, must be made from approved sanitizers at least twice as strong as the solution used for reusable utensils.  The minimum required concentrations are:
  • Chlorine bleach: 200 ppm 
  • Quaternary ammonium compounds: 400 ppm 
• Provide appropriate cloths and/or sponges for cleaning and sanitizing food contact surfaces and equipment. Cleaning cloths and sponges should be soaked in a container of food contact surface sanitizer while not in use. When the sanitizer solution looks dirty, it should be replaced with a fresh sanitizer solution. 
• Cleaning chemicals and sanitizers must be clearly labelled and stored separately from food to prevent contamination. Follow manufacturer instructions for proper sanitizer solution mixing and use.

Waste Management

Solid and liquid waste must be stored and disposed of in a sanitary manner to keep food vendor booths clean and prevent contamination. This can be achieved by: 

1. Providing an adequate supply of garbage bags and waste containers.
2. Using durable, leak-proof, pest-resistant garbage containers with tight-fitting lids.
3. Collecting all liquid waste, including cooking oil, hand washing wastewater, and utensil washing wastewater, in leak-proof containers for proper disposal.
4. Never disposing of liquid waste onto the ground, grass, storm drains, or roadways. Liquid waste must be removed and disposed of appropriately based on the size and needs of the operation.

Pest Control

Food must be protected from contamination by pests and wild animals. Follow the steps below to prevent pest activity at your food vendor booth:

1. Store food and waste in pest proof containers with tight fitting lids, especially for night storage.
2. Keep food storage containers above ground and away from walls using shelves that are at least fifteen centimetres (15 cm) or six inches (6 in) off the floor.
3. Ensure all food and waste storage areas are well lit and kept clean.
4. Promptly remove food waste, spills, and debris from the booth and surrounding area to avoid attracting pests.
5. Work with event organizers to arrange professional pest control services, if needed. 

Food Safety Emergency Management

Food booth closure

Food vendor booths may be ordered to close or suspend operations if a health hazard is identified, including: 

• Multiple reports of foodborne illness associated with the booth.
• Lack of a hand washing station or required hand washing supplies such as potable (clean) water, liquid soap, and paper towels.
• No supply of potable water available on-site.
• Food is not adequately protected from contamination.
• Fire or other safety hazards.
• Evidence of pest or wildlife activity.
• Sewage backup, wastewater overflow, or flooding within the booth.

In some cases, food booth operations may be suspended temporarily until the health hazard is corrected. For example, a vendor may be permitted to resume operations once an adequate hand washing station or potable water supply has been provided. However, booths affected by serious hazards such as fire, sewage backup, or flooding must remain closed until the issue has been resolved and a public health inspector has approved reopening.

Smoke-Free Ontario Act, 2017

• Smoking of tobacco, cannabis or vaping any substance is not allowed in all indoor public spaces and other designated outdoor public spaces.
• These restrictions apply to patios and beer gardens where food or drink are served during a special event.
• Food vendors and event organizers should post “No Smoking” and “No Vaping” signs in appropriate locations, such as at entrances, patios, common seating areas, and near washrooms.
• Ensure there are no ashtrays or objects that can be used as an ashtray anywhere on the patio, beer garden, or common seating areas.
• For more information about how the Smoke-Free Ontario Act applies to special events and to obtain “No Smoking” and “No Vaping” signs, please contact Toronto Health Connection at 416-338-7600 or call 3-1-1.
• For more information on the Smoke-Free Ontario Act, please visit the Ontario Ministry of Health and Long-Term Care website: ontraio.ca/SmokeFree.