Checklist for VENDORS of Special Events that offer Personal Services

These guidelines are for vendors of special events attended by the general public or industry representatives where personal services are provided, such as:

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

For any questions about infection prevention and control requirements, please consult with a Public Health Inspector from the Windsor-Essex County Health Unit (WECHU) by calling 519-258-2146 ext. 4475.

Vendors 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:

Vendor Application Form for Special Events Offering Personal Services

• Vendors who operate a business that offers personal services in Windsor and Essex County (or elsewhere) must have their latest inspection report with them while participating at the event.
• Vendor must have been inspected within the past 12 months, and not currently ordered closed or ordered not to operate.

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
   • All persons providing a personal service must practice hand hygiene before the delivery of service and after the service. It is the responsibility of the vendor and workers to ensure that they practice proper hand hygiene while working at the event.
   • Each vendor must have an adequate supply of alcohol-based hand rub (70-90% alcohol content) for their booth.
   • The Event Coordinator and vendor 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 vendor hand washing stations 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 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.
   • Vendors who clean and sterilize their own instruments and bring these items prepackaged and sterilized for use at the event must provide the following information at the event:
     • The name and location of the business where the instruments were cleaned and sterilized.
     • Copies of the last three spore test results from the autoclave(s) used for sterilization of the instruments.
     • The spore test results must be available on-site and must be in English.
     • Items must be sterilized within 6 months of the event date.
     • Any used item, such as a tube, must be placed into a covered puncture-resistant, leak-proof container immediately after use. The container must be labelled “Dirty items – do not use” so these items can be brought back to the business location for proper cleaning and sterilization.
4. Cleaning & Disinfection
   • Soap and disinfectant(s) must be available on-site for the cleaning and disinfection of surfaces.
   • Pressure cookers, glass-bead sterilizers, microwaves, ultrasonic cleaners, ultraviolet light, immersion in boiling water and domestic ovens are not approved methods of disinfecting or sterilizing equipment.
   •   If an ultrasonic cleaner is used to clean it must be:
     • Operated with the lid on
     • Operated and maintained according to the manufacturer’s instructions
     • Cleaned and disinfected at the end of each day
     • Stored dry after the unit is cleaned and disinfected
     • The cleaning solution must be changed daily or more often when the cleaning solution is visibly dirty
   • If an ultrasonic cleaner is not used, a sink large enough to fit the largest item must be designated for the cleaning and the disinfection of these instruments.
   • 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
5. Environment
   • Each booth must be well lit to facilitate cleaning and to prevent injuries.
   • Contact surfaces such as counters, trays, and tables must have a smooth and non-absorbent finish to allow for proper cleaning and disinfection.
   • Chairs must be made of a material that can be cleaned and disinfected between clients.
6. Client Records and Health and Safety

   Note:  Vendors who normally operate out of Ontario (including out-of-country vendors) must comply with the records requirements as stated in this section.

   • Forms to assist with keeping client and procedural records can be found here
   • All client records must be kept by the Event Vendor for a minimum of 5 years and stored in accordance with the local and provincial privacy legislation.
   • Accidental blood and body fluid exposures must be documented.
   • An approved skin antiseptic is required on-site to cleanse the skin prior to any procedure.
   • Clients must receive after-care information for all invasive procedures.
   • A first aid kit must be available on-site.
   • Eating, drinking and smoking while providing a service is not permitted.
   • Immunization against hepatitis B is recommended for those providing invasive services.
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 and NOT thrown out 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. A foot-operated garbage container with a lid is highly recommended for vendor use.