Instructions:

• Before you complete and submit this notification, please review the Special Event Food Vendor Package available at www.ahs.ca/ephevents
• To save your progress (so you may return later to finish completing this form), scroll to the bottom of any page and click SAVE.
• Completed notifications must be received at least 30 days in advance of the scheduled event.
• Edits or revisions must be receieved no later than 14 days in advance.
• If you have questions, or need assistance, please contact us at 1-833-476-4743

 Please DO NOT complete this form if:

1. You are selling low-risk home prepared foods ONLY, as per this factsheet.             {OR}
2. You are operating a mobile unit permitted in Alberta (i.e. a food truck, cart, or trailer)
   • with an AHS decal (e.g. EDM-###; CGY-###...)
   • with a current (valid) Food Handling Permit;
   • that you intend to operate according to the terms and conditions listed on that permit (i.e. you do not plan to add any additional menu items, equipment, or a temporary set up outside or surrounding your mobile unit for the event).

Disclaimer: AHS does not guarantee that a Public Health Inspector will be available/on-site at the exact date and time provided. Here are some tips for you and your staff to consider:

1. Be familiar with AHS requirements. Ensure that you have everything you need to operate safely! 
2. Make sure all equipment is clean and working.
   • Turn on cold and hot holding equipment and ensure they are at the appropriate temperature.
   • Ensure handwashing sinks are connected to potable water, are equipped with soap and paper towel, and are accessible to staff/volunteers.
3. Be prepared! Complete your setup in advance and be available to answer questions from organizers and AHS.

IMPORTANT NOTE: Online food safety training for special events is available for free at the following link.

List all foods and beverages available at your booth, including any samples and alcoholic items. Beside each menu item:

• check where the food will be prepared (or indicate that it is prepackaged),
• indicate if you will be offering samples, and
• select how it will be transported.

Definitions:

Prepared during event (on-site): Includes chopping, mixing, assembling, cooking and reheating in the food booth.

Prepared off-site: Includes chopping, mixing, assembling, cooking and reheating food at a food establishment with a food handling permit before or during the event.

Pre-Packaged: Food items which are already packaged. These foods require no food handling prior to selling, but may or may not require refrigeration.

Sampling: bite-sized portions of food, offered free of charge, for promotion purposes only.

Transport: refers to how the food will arrive at the event.

Note:

• Setback distances may apply to BBQs and other cooking or reheating equipment.
• If you intend to serve hot food that is prepared off-site, it is strongly recommended that reheating equipment be present at the event. Hot holding equipment cannot be used to reheat food that arrives below 60C.

Please refer to the last three pages of the Vendor Package for details.

Minimum requirements for portable 2-compartment sink:

• Connected to approved potable water or to a clean 75L holding tank.
• Connected to approved sewer line or to a 83L waste water tank.
• Provide running water that reaches at least 45C.
• Each compartment must be large enough to house the largest piece of equipment.

Minimum requirements for portable 3-compartment sink:

• Connected to approved potable water or to a clean 130L holding tank.
• Connected to approved potable water sewer line or to a 143L waste water tank.
• Provide running water that reaches at least 45C.
• Each compartment must be large enough to house the largest piece of equipment.

Note: Approval from your inspector must be obtained in advance if you intend to wash and sanitize equipment off-site. Considerations that will be taken into account include:

• the distance from the event site
• the transportation of supplies to and from the event site
• the quantity of supplies
• the type of food
• the volume and complexity of food handling at the event
• the length of the event.

IMPORTANT NOTE: sinks must be easily accessible (by staff + volunteers) and equipped with soap and paper towels at ALL times!

An example of a temporary handwashing station may be found here.

IMPORTANT NOTE: Sanitizer test papers are required for the sanitizer selected. Test papers must be available on-site.

IMPORTANT NOTE: According to section 41(3) of Alberta's Food Regulation, if the special event is scheduled to run for more than one day, the operator of a temporary food establishment must ensure that it:

(a) has a floor constructed of asphalt, concrete, finished
plywood or a similar non-absorbent material, AND

(b) has walls and a ceiling constructed of finished plywood,
canvas, vinyl or a similar non-absorbent material.

To access a copy of the Food Regulation, click here.

Examples:

• Approval to use a licensed food establishment form
• Drawings or photos of your setup (if you have them)
• Copies of any food safety certificates
• Any other document requested by your Public Health Inspector for the event

Not sure which one to pick? Check out this Zone Map

IMPORTANT NOTE: Once you click SUBMIT you will receive an email confirmation.

• A copy of this completed form will be automatically sent to the event organizer, as well as the Zone office with AHS that you selected.
• Applications must be received no later than 30 days prior to an event, AND
• Edits to an application must be received no later than 14 days prior to an event.

Reminder: Vendors are responsible for being set up and ready for inspection at least one hour before the event begins.