Special Events Information for Religious Organizations, Service Clubs or Fraternal Organizations

Personal Services
Food Safety
Religious Organizations, Service Clubs and Fraternal Organizations: Definitions and Examples
Frequently Asked Questions
Tobacco

Under the Health Protection and Promotion Act (HPPA), all special event organizers, including religious organizations, service clubs and fraternal organizations, are required to notify public health units if they plan to serve food or offer personal services to the public.

Personal Services

When personal services are offered to the public, they must comply with the Health Protection and Promotion Act, Ontario regulation 136/18 Personal Service Settings. Personal service operators must notify the health unit of their plans to offer personal services to the public at the event by completing and submitting the Temporary Personal Service Setting Notification Form to the EOHU at least 30 days prior to the event. We cannot guarantee that notifications received less than 30 days before the event are processed.

Food Safety

In accordance with O. Reg. 493/17: Food Premises, an exemption is applicable to religious organizations, service clubs and fraternal organizations that prepare and serve meals for special events and/or bake sales.

To be eligible for the exemption, the following conditions must be met when hosting an event to which the general public is invited that includes potentially hazardous foods originating from uninspected facilities:

  1. Notify the Eastern Ontario Health Unit (EOHU) of the event. See Notification Form for Religious Organizations, Service Clubs, or Fraternal Organizations on our website.
  2. A written notice is provided (conspicuously posted) to all patrons attending the special event that the food being served was prepared in an uninspected kitchen. See example of a Written Notice on our website.
  3. A list of all persons who donate potentially hazardous food for the special event is maintained and a copy of that list may be provided to a Public Health Inspector upon request. See an example of a Donor List on our website.

Religious Organizations, Service Clubs and Fraternal Organizations: Definitions and Examples

1. RELIGIOUS ORGANIZATION

Defined as an organization, other than a registered charity, of which a congregation is a constituent part, that adheres to beliefs, evidenced by the religious and philosophical tenets of the organization, that include a belief in the existence of a supreme being. (Source: Income Tax Act)

2. SERVICE CLUB

Defined as an organization dedicated to the growth and general welfare of its members and the community. (Source: Webster's Dictionary)

Examples of service clubs include but are not limited to:

  • Optimist Club
  • Rotary Club
  • Royal Canadian Legion
  • Boy Scouts/Girl Guides
  • Community Sports Association
  • Lions Club

3. FRATERNAL ORGANIZATION

Interpreted as being any organized body of men or women or both who are banded together, not for financial profit, but for mutual help, and to promote moral, intellectual or social benefits among members. (Source: Union Club of BC v. Saanich (1993) 85 BCLR (2d) 167 at 171)

Examples of fraternal organizations include but are not limited to:

  • Knights of Columbus
  • Masonic Lodge
  • Moose Lodge
  • Sisterhoods and Brotherhoods

Frequently Asked Questions

1. What is a Special Event?

A special event is a temporary event where food or personal services are sold, given, or offered to the public, whether it is a charitable or commercial event.

Examples of special events:

  • Fairs and/or Carnivals
  • Festivals
  • Farmers’ Markets and/or Public Markets
  • Barbecues

Charitable and/or Fundraising Events

2. Is there a difference between Public and Private events?

Public events are gatherings and/or activities that are open to the general public that usually occur in public spaces.

Examples of public events:

  • Concerts, festivals, sporting events
  • Carnivals, fairs, and/or exhibitions
  • Farmers’ Markets

Private events are events that are held for a particular purpose, are limited to invited guests, and are not advertised to the general public.

Examples of private events:

  • Events organized by an organization for its members only (i.e. employee barbecues, corporate events, banquets, holiday parties)
  • Weddings, baby or bridal showers, funerals
  • Family gatherings, birthday parties

3. What legislation is applicable to exempted special events?

Exempt groups must still comply with the Health Protection and Promotion Act (HPPA). Additionally, exempt events are still subject to inspection under the HPPA, at the discretion of the EOHU.

The following are requirements under the HPPA that must be complied with:

  • The food premises must be maintained free of health hazards.

A health hazard is defined as a condition of a premises; whether it is a substance, thing, plant or animal other than man; or a solid, liquid, gas or combination of any of them, that has or that is likely to have an adverse effect on the health of any person.

  • No person shall sell or offer for sale any food that is unfit for human consumption by reason of disease, adulteration, impurity or any other cause.
  • No person shall sell or offer for sale, deliver or distribute milk or cream that has not been pasteurized to the general public.
  • No person shall sell or offer for sale or distribute ungraded eggs or use ungraded eggs to make food products intended or offered to be consumed by the general public.
  • No person shall sell or offer for sale, deliver or distribute uninspected meat or use uninspected meat to make food products intended or offered to be consumed by the general public.
    Please note that uninspected meat may be provided and/or offered as part of an exempted wild game dinner, which is subject to specific conditions and requires EOHU approval.

4. Are there sections in the Food Premises Regulation that are applicable to exempted special events?

Exempt groups must comply with Section 2(3) of the Food Premises Regulation.

For the exemption to be granted, the following conditions must be met:

  1. Notify the EOHU of your event.
  2. Keep a list of all those donating potentially hazardous foods.
  3. Post a sign indicating that the foods offered and/or the event has not been inspected by the EOHU.

5. Is food handler certification required for operating a special event under the exemption?

No, it is not required for a certified food handler to be present while hosting a special event. However, it is recommended as per best practices.

A certified food handler is someone who has undergone food handler training provided by a local board of health or through an agency recognized by the Ministry of Health and Long-Term Care. Food handler training generally consists of education on minimum safe food handling standards and practices, relevant to regulatory requirements in Ontario.

6. Can I hire a third-party catering company to prepare and offer food for an exempt special event?

No, the exemption is only applicable to individual members or the group of members belonging to religious organizations, service clubs/organizations, non-profit organizations, and/or fraternal organizations.

7. What are potentially hazardous foods?

Potentially hazardous foods are defined as food in a form or state that can support the growth of harmful pathogens, and which require time and temperature control to limit such growth. In other words, foods that must be stored and cooked at specific temperatures to maintain them safe to eat and minimize the risk of foodborne illness.

Examples of potentially hazardous foods include:

  • Cakes, pastries, or other baked goods with whipped cream, cheese, cream or meat fillings.
  • Cooked food products (e.g. cooked rice, beans, pasta, potatoes, gravies).
  • Cut vegetables and/or fruits (e.g. lettuce, tomatoes, cantaloupe).
  • Dairy products (e.g. milk, cream, cream cheese, yogurt).
  • Fermented foods (e.g. kimchi, sauerkraut).
  • Foods containing eggs (e.g. custard, salads).
  • Foods containing fresh or processed meats.
  • Foods containing fish, shellfish and/or seafood/crustaceans.
  • Ready-to-eat foods (e.g. sandwiches, coleslaw, pesto, salsa, guacamole).

8. What is temperature control?

Temperature control is the practice of monitoring and controlling the temperature of potentially hazardous foods to prevent/reduce growth of harmful pathogens. This is a key practice in reducing or preventing foodborne illness.

Pathogens rapidly grow and multiply in the temperature danger zone which is 4oC to 60oC/40oF to 140oF.

Hot foods should be kept hot at or above 60oC/140oF, to prevent the growth of pathogens.

General Hot-Holding Tips

  • Always thoroughly cook foods to safe internal temperatures, before placing them in hot-holding equipment. This should be verified with a probe thermometer that is sanitized between each use.
  • Examples of hot-holding equipment include steam tables, chafing dishes, or waterless hot food wells. Other equipment may be acceptable, please consult with the EOHU to verify equipment capability.
  • Always ensure leftover foods being reheated are heated to an internal temperature of 74oC/165oF, for at least 15 seconds.
  • Always monitor temperatures of hot-held foods every 2 hours. If foods are maintained below adequate hot-holding temperatures for 2 hours or more, foods should be discarded.

Cold foods should be kept cold at or below 4oC/40oF, to slow the growth of pathogens. There is no longer a minimum temperature requirement for frozen foods. Frozen foods need to be kept frozen, until ready to use.

General Cold-Holding Tips

  • Cold-holding equipment such as refrigerators and freezers should be monitored daily to ensure they are maintaining adequate temperatures.
  • Physical thermometers should be kept within cold-holding equipment to monitor their temperature.
  • Ensure that refrigerators and/or freezers are not overstocked as this may reduce air circulation and the ability for the equipment to maintain safe temperatures.
  • If foods are maintained outside of adequate cold-holding temperatures for 2 hours or more, foods should be discarded as they may be unsafe to eat.

Tobacco

It is prohibited to smoke or hold lighted tobacco in any enclosed public space or enclosed workplace. It is also prohibited to smoke or hold lighted tobacco in the following outdoor areas: school property, hospital property, within 20 metres of children’s playgrounds and play areas, within 20 metres of certain sporting areas, in all areas where food or drink is served or sold or offered for consumption in the area, or the area that is part of or operated in conjunction with an area where food or drink is served or sold or offered (e.g. a picnic table, chairs, a patio… in conjunction with the area).

Event organizers shall:

  • Ensure “No Smoking” signs are posted at all entrances, exits, washrooms of enclosed public spaces or enclosed workplaces.
  • Ensure that “No Smoking” signs are posted in all areas where food or drink is served or sold or offered for consumption in the area, or the area that is part of or operated in conjunction with an area where food or drink is served or sold or offered (e.g. a picnic table, chairs, a patio… in conjunction with the area).
  • Ensure compliance with the Smoke-Free Ontario Act by monitoring the areas where smoking or holding lighted tobacco are prohibited.

"No Smoking" signs are available at the EOHU.

For more information, please call the EOHU at 613-933-1375 or at 1-800-267-7120.