Special Events, Fairs & Festivals

2026 GUIDANCE - Please review carefully

• 2025 resources: This page contains updated guidance documents and NEW notification forms (May 2025).
• Online notification only: The notification forms for organizers, food vendors and personal services vendors are only available online.
  • See more information below, including the links to the online notification forms.
• Certified food handlers: At least one certified food handler must be present during every hour in which the food premised is operation. See page 10 of the Special Events: Guidelines for Organizers and Vendors document for more information.

Special events play an important role in communities across the Thunder Bay District by fostering connection and belonging, promoting health and well-being, celebrating diversity, supporting local art and culture and enhancing community safety.

TBDHU defines a special event as a temporary one-time event (charity barbeque, fundraising dinner), a time-limited series (Live on the Waterfront, Thunder City Speedway) or an annual event (Festa Italia, Live From the Rock Folk Festival) that invites the public to attend.

Special events could include any or all of the following:

• Food/drinks (offered or sold)
• Personal services (hair services, face/body paint, tattoo, manicure/pedicure)
• Wild game dinners
• Interactive animal exhibits (petting zoo, animal rides)

TBDHU supports these events by assisting organizers and vendors with provincial requirements that are in place to protect the health of the public and reduce the risk of illness or infection.

See the sections below for next steps:

• REVIEW important guidance documents for organizers and vendors
• SUBMIT the notification forms using the links below; they are required for all organizers and all vendors

Guidance Documents for Organizers and Vendors

 

Organizers and Vendors

• The Special Events: Guidelines for Organizers and Vendors document should be reviewed by organizers and all vendors.

Organizers and food vendors may also need the following resources:

• Information on safe food handling certification courses
• Food Donor List for Exempted Organizations
• Notice to Patrons: Premises Has Not Been Inspected

Personal Services Vendors (including those offering face painting)

• The Personal Services at Special Events: Infection Control Guidelines for Vendors document must be reviewed by all personal services vendors, including those offering face painting.

Face Painting Vendors

• The Face Painting at Special Events: Basic Requirements for Vendors document must be reviewed by all vendors offering face painting.

 

Required Notification Forms for Organizers and Vendors

 

Use the forms linked below to notify TBDHU:

1. Event Organizers

• NOTE: This form must be completed by those who are organizing an event with more than one vendor.
• MUST submit the ORGANIZER Notification Form for Special Events (NOTE: The form is transitioning to a new platform and will be available on Monday, January 19, 2026)
  • This includes events offering wild game dinners
• Submit at least 60 days BEFORE to the event

2. Food Vendors

• MUST submit the Temporary FOOD VENDOR Notification Form for Special Events (NOTE: The form is transitioning to a new platform and will be available on Monday, January 19, 2026)
  • This includes vendors offering wild game/wild game dinners
• Submit at least 14 days BEFORE to the event

2. Personal Services Vendors, including those offering Face Painting

• Complete the Temporary PERSONAL SERVICES VENDOR Notification Form for Special Events  (NOTE: The form is transitioning to a new platform and will be available on Monday, January 19, 2026)
• MUST be completed by all personal services vendors, including those offering face painting
• Submit at least 14 days BEFORE to the event

 

Posters and Other Resources

 

Download other resources:

• Food Vendors
  • Handwashing Poster (PDF)
  • Dishwashing Poster (PDF)
• Interactive Animal Exhibits
  • Clean hands after petting animals (PDF)
  • Do no eat or drink near animals (PDF)
  • English Hand Washing Poster (PDF)
  • French Hand Washing Poster (PDF)
  • English Alcohol-based hand sanitizer Poster (PDF)
  • French Alcohol-based hand sanitizer Poster (PDF)
• Exemptions for Special Events
  • See page 18 of the Special Events: Guidelines for Organizers and Vendors  
    • Notice to Patrons: Premises Has Not Been Inspected - Exemption from the Food Premises Regulation
    • Food Donor List for Exempted Organizations - Exemption from the Food Premises Regulation 

 

For Further Information

Call a Public Health Inspector: (807) 625-5900

or toll-free 1-888-294-6630