Checklist for ORGANIZERS of Special Events that offer Personal Services

Special events include conventions, trade shows, expos, shows, and fairs.

Consult with a Public Health Inspector at 519-258-2146 ext. 4475 to help you understand infection prevention and control requirements.  

Organizer Application Form

Organizers must submit an online application form to the Windsor-Essex County Health Unit (WECHU) at least 30 days prior to the scheduled date of the special event:

Organizer Application Form for Special Events Offering Personal Services

The completed application form must include a site plan indicating the location of all facilities and activities, including:

• Personal services vendors
• Vendor hand wash stations
• Vendor cleaning and disinfection sinks (if items require disinfection)
• Portable sinks (needs approval from a Public Health Inspector)
• Storage supplies (if applicable)
• Washrooms
• Food services vendors

Organizer Requirements

• Event organizers must ensure that any Personal Service Vendors participating in their event submit a vendor application form to the WECHU at least 30 days prior to the event. Please ensure that all vendors have also reviewed the Infection Prevention and Control Checklist for Vendors Providing Personal Services at Special Events. Links provided below:
  • Vendor Application Form for Special Events Offering Personal Services
  • Vendor Checklist: Infection Prevention and Control Checklist for Vendors Providing Personal Services at Special Events
• Vendor booths shall be sectioned off to limit public access where services are being provided. This is to ensure Infection Prevention and Control (IPAC) standards can be maintained.
• The Event Organizer must assign a liaison person to work with WECHU at all times during WECHU’s inspection at the event.
• The Event Organizer is responsible to ensure the venue is maintained in a sanitary condition at all times during the event.
• The Event Organizer and Vendors must ensure that all workers at the event are aware of the IPAC requirements and maintain these practices for the services they provide.

Will there be food vendors on site?

• Event organizers must also ensure that any Food Service vendors submit a Special Event Food Vendor Application to the WECHU at least 30 days prior to the event.

  Special Event Food Vendor Application

Venue Requirements Checklist

1. Water Supply
   • Municipal water must be available and must be continuous at all times during the event.
   • In circumstances where municipal water is not available, the use of portable hand washing stations may be permitted if pre-approved by a Public Health Inspector (PHI).
2. Hand Hygiene
   • The Event Coordinator is responsible for ensuring that hand washing stations are fully equipped and remain in a sanitary manner at all times during the event.
   • There must be adequate hand wash stations for the number of personal service providers at the event. Individual hand wash stations for each vendor or one station shared between two vendors is preferred.
     • Clearly identified and centralized hand washing stations for vendors that are conveniently located (i.e. in close proximity to the booth) may be used if individual hand washing stations cannot be provided at each vending booth.
   • Hand washing stations must have hot and cold running water, liquid soap in dispensers, and single-use towels at all times during the event.
   • Approved portable sinks must have a reservoir for dirty water that is removed daily or as required.
   • Approved portable sinks cannot be used to wash or store instruments
3. Instruments
   • The sterilization of instruments, even with an autoclave, is not permitted at the special event. All critical items must be pre-packaged and sterile. The WECHU highly recommends vendors purchase these items pre-packaged, sterile, and single-use.
   • All items must remain sterile until point of use. Any instruments in damaged or wet packages cannot be used.
   • Instruments that are purchased pre-packaged and sterile must have a lot number. Expired instruments will not be permitted.
4. Cleaning & Disinfection
   • Soap and disinfectant(s) must be available on-site for the cleaning and disinfection of surfaces.
   • A high-level disinfectant must be available on-site for the disinfection of items contaminated with blood. High level disinfectants include:
     • 1:50 parts chlorine bleach solution (1 000 ppm)
     • 6% hydrogen peroxide
     • 7% stabilized hydrogen peroxide
   • See WECHU’s Disinfection Chart for Personal Service Settings for more information
5. Environment
   • Each booth area must be well lit to facilitate cleaning and to prevent injuries.
6. Client Records and Health and Safety
   • Forms to assist with keeping client and procedural records can be found here.
   • A first aid kit must be available on-site.
7. Disposal requirements
   • An approved sharps container must be available for the disposal of sharps at each booth. The container must be of adequate size for the event and out of reach to the public.
   • All sharps containers must be disposed in an appropriate manner; not with municipal garbage.
   • An adequate number of approved garbage receptacles must be provided for use by the public and the vendors. Garbage receptacles should be conveniently located, lined with a plastic bag and removed daily, or as often as necessary.