Community Special Events and Farmers’ Markets: Coordinator/Organizer Application

This application form must be submitted to the Durham Region Health Department (DRHD) 45 days prior to any event/market. Each food vendor must submit their completed application form to the DRHD at least 30 days prior to the event/ market. Events/markets must comply with the current Requirements for Community Special Events, the Food Premises Regulation 493/17, under the Health Protection and Promotion Act, R.S.O., 1990 as amended, Part 8 of the Building Code, under the Building Code Act, R.S.O., 1992, Smoke-Free Ontario Act, 2017, Durham Smoke and Vape By-Law, and all other applicable legislation and by-laws.

Instructions

Complete this online application form and submit to the Health Department OR download and complete the PDF application if you prefer to mail or fax your application to the Health Department.
Attach a layout of your event with your application (e.g., food vendors, washroom facilities, public hand wash stations, garbage disposal, electrical sources, water sources and patios).
A public health inspector will be in contact within ten (10) business days to review your submission and schedule an inspection.
Ensure you click the blue "submit" button at the bottom of the form to send your completed application to us. Please wait until you have your unique reference number before closing the tab in your browser.

By submitting this form you acknowledge and understand:

You will be contacted by us by email or phone to process your application.
You understand how the information provided in this form will be collected, used, and disclosed by the Health Department.
We take steps to protect the privacy and security of emails; however, emails are not always secure, and we cannot guarantee the security of any messages sent or received. Any personal information provided over email will only be used to respond to your message and/or to provide you with the requested information.
You may withdraw consent to the use of email at any time by contacting us.
Do not use email for emergency or urgent health care matters.

Event/Market information

Event/market name:

Event street address:

City/Town:

Postal code:

Opening operation date

Final operation date

Daily opening/operation time

Daily closing/operation time

Expected maximum daily attendance:

Expected number of food vendors:

Expected number of non-food vendors:

Coordinator/Organizer information

Contact first name:

Contact last name:

Mailing/street address:

City/Town:

Postal code:

Phone number:

Email address:

Website/Social media handle:

Services

Will there be selling or serving of alcohol?

Yes

No

Will there be any personal services offered including, but not limited to, tattooing, body piercing, aesthetics, hair, manicure/pedicure, or micropigmentation/microblading?

Yes

No

Will there be a petting zoo? (e.g., any event where public contact with animals is allowed and/or encouraged, such as a petting corral or open farm)?

Yes

No

Water source and waste disposal

Potable water source

Who are you providing water to?

Vendors

Patrons

Not providing water

Hydro

Electricity available to vendors:

Yes

No

Back-up power available:

Yes

No

Sewage and garbage disposal

Method of sewage disposal for sanitary facilities:

Municipal

Private/septic

Portable toilets

N/A

Person/company responsible for cleaning and monitoring sanitary facilities:

Phone number:

Number of garbage receptables on-site:

Number of dumpsters on-site:

Frequency of garbage disposal:

Daily

Other

Person responsible for garbage disposal:

Phone number:

Smoke-Free Ontario Act, 2017 and Durham Smoke and Vape By-Law compliance

Note: Smoking and/or vaping is prohibited on all municipal properties and within 20 metres of public parks.

Tobacco/vapes sales and promotion

Cigarettes and other tobacco/vapour products cannot be sold without regulatory compliance with the Smoke-Free Ontario Act (SFOA), the Tobacco Tax Act (TTA), and the Tobacco and Vaping Products Act (TVPA).

Will vendors be selling vapour products?

Yes

No

Will vendors be selling tobacco products?

Yes

No

Patios

Smoking/vaping is prohibited on patios and within nine metres of the perimeter of the patio where food and drink is served. This includes outdoor areas operated in conjunction with food and beverage sales, where seating and/or tables are provided for patrons to consume their meal or beverage.

Number of patio areas:

Smoke-free signage for buildings, tents, portable toilets, and work vehicles

All workplaces (including work vehicles) and public places are required to have provincial smoke-free signs posted at entrances, exits, and washrooms.

Number of Smoke-Free Ontario signs required for buildings, tents, portable toilets, and work vehicles:

Event site plan

Please upload drawings/files with the layout of your event. Consider including the following items in your drawings/files, if applicable:

Food vendors
Washroom facilities
Public hand wash stations
Garbage disposal
Electrical sources
Water sources
Patios

Additional information may be added such as location of existing buildings, location of private sewage systems, topographical characteristics (such as roads, ponds, streams, etc.), personal service vendors, petting zoos, and any other details that are necessary to properly access the site.

You can upload a maximum of 3 files per form submission. Our application system is unable to process/accept files larger than 4MB. If any of the attachments you are attempting to send us are greater than 4MB, you will need to reduce the file size prior to uploading them through our online form.

Note: If you need to provide us with more than the 3 file maximum, you will have an opportunity to provide these after you have submitted this form and a public health inspector contacts you to discuss your application.

Upload your site plan file(s)

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Allowed extensions pdf, doc, docx, xls, xlsx, jpg, jpeg, gif, png

Vendor registration list

Note: For special events, only food vendors are required to be submitted. For farmers’ markets, please list all food and non-food vendors.

Business name

Owner's first name

Owner's last name

Mailing address

City/Town

Postal code

Phone number

Email address

Add another vendor Remove this vendor

Information on this form is collected and used under the authority of the Health Protection and Promotion Act, R.S.O. 1990, cH.7., s.5 and its Regulations. The information is collected and used for processing your application for a new community special event or farmers’ market; to ensure compliance with legal and/or regulatory requirements; for preventing, eliminating and/or decreasing the effects of a health hazard; and, for planning, providing, and evaluating services provided by Health Department staff for promoting health and protection. Questions about this collection and use of information should be addressed to Durham Region Health Department, Manager, Health Information, Privacy and Security at 605 Rossland Rd E., P.O. Box 730, Whitby, ON L1N 0B2, 905-668-7711.