Major Event Planning

Food vendors must submit an application and receive appropriate approval. More information is available on our Food Premises page.

If you are an event coordinator, please review the Temporary Event Coordinator’s Planning Guide and complete the Temporary Event Coordinator Application. Contact an Environmental Health Officer well in advance of the event to discuss the requirements specific to the event before any information packages go out to vendors.

The type of sanitary facilities required depends on the length and nature of the event. Hand basins and/or sanitizing stations are required at each food service and portable privy.

Please see Fact Sheet #1: Drinking Water, Public Health Guidelines: Major Planned Events regarding the importance of having accessible potable water for attendees to reduce dehydration and heat-related illnesses.

Apply for water approval a minimum of three months before the event. 

Contact an environmental health officer to seek water approval and ask if you need an operating permit. More information is available on our Drinking Water Providers & Operators page.

Major Event organizers should prepare a Heat Response Plan for Heat Warnings and Extreme Heat Emergencies. The BC Provincial Heat Alert and Response System provides recommended actions including:

• Heat Warning: Reschedule major events to cooler times of the day (particularly relevant for outdoor events or in venues without air conditioning).
• Heat Emergency: Cancel or reschedule major events to cooler times of the day (particularly relevant for outdoor events or in venues without air conditioning).

The appropriate number of garbage containers required for an event depends on the size of the event and the amount of estimated waste being generated. Locate containers in obvious areas such as food service, washrooms and beverage gardens.

You need to empty garbage containers frequently to maintain a sanitary and safe environment. You must also remove garbage regularly from the site to reduce the potential for odour complaints, and insect and rodent problems.

Check with the local government for bylaws governing the handling of solid waste garbage; they may specify practices for recycling and composting.

The use of pit privies (outhouses) is not allowed.

To determine the number of portable privies, see the BC Building Code Section 3.7.2 Health Requirements, Plumbing Facilities and Table 3.7.2.2.a Water Closets for an Assembly Occupancy.

Portable privies must be serviced and a copy of the pump-out contract provided to the environmental health officer before the event begins.

Small wastewater tanks servicing portable or temporary food units are governed by the  Mobile Food Premises Guidelines or HP-FS-9002 Temporary Food Services Guideline.

As organizer, you must have a plan in place for emptying tanks, especially during multi-day events.

Permanent, in-ground sewerage disposal systems can be installed for large, annual events. An “Authorized Person,” pursuant to the Sewerage System Regulation, must file a Record of Sewerage Disposal System. For discharges exceeding 22,700L, the event organizer should contact the Ministry of Environment.

Portable or fixed-in-place hot tubs or swimming pools intended for public use require prior approval from the environmental health officer and public health engineer.

Information can be found in the Guidelines for Personal Service Establishments.    

Operators need to obtain approval by completing an Information for Health Approval form before the event. More information is available on our Personal Services page.

Whether organizing an event or providing services to one, learn how to assess the risks and make a plan for implementing the health interventions necessary for the event to run smoothly and safely.

Learn more