Special Events Food Vendor s Requirements

HEALTH DEPARTMENT HEALTH PROTECTION SERVICES Tel: 905-825-6000 Fax: 905-825-8797 Toll free: 1-866-4HALTON (1-866-442-5866) April 2008 Special Events Food Vendor s Requirements Dear Food Vendor: The Halton Region Health Department is a resource to assist you in having a safe and successful event in our community. The Health Department has been notified that you will be serving food/drinks at an event in Halton Region. Each year, every food vendor must submit a vendor s application (See Appendix A, Food Vendor Application) and a proposed food menu (See Appendix B, Proposed Food Menu) to the Health Department at least four weeks prior to the event. To simplify the application process this form allows you to indicate all the events you are planning to attend in 2008 (See Appendix C, Multi Event Participant Form). Halton Region Health Department offers Special Event Seminars highlighting safe food handling practices and a detailed review of the application process for both co-ordinators and vendors. Please check the Halton website for seminar dates or call the number below. There is no fee for attending the Special Event seminars. A more intensive Food Handler Certification course is also provided by the Halton Region Health Department. For more information and upcoming dates for the course, please contact the Halton Region Health Department or your local Public Health Inspector. It is advised that the attached information package be reviewed by you with your staff. This package has been developed to help you run your food service operation in a manner that will limit the risks of food-borne illness. Please note that not all requirements may pertain to your operation. Please note: If your water supply is from a private source i.e. well or cistern, you must contact Halton Region Health Department to set up an appointment for sampling. For more information, please contact the Halton Region Health Department at (905) 825-6000, toll free 1 (866) 442-5866, TTY (905) 827-9833 and Fax (905) 825-8797, www.halton.ca. We look forward to working with you and wish you all the best with your event. Sincerely, Halton Region Health Department

Table of Contents General Food Safety Definitions... 4 Food-borne Illness... 4 Hazardous Food... 4 Non-hazardous Food... 4 Danger Zone... 5 Cross Contamination... 5 Water Source... 6 Determining if a Private Water Supply is Safe:... 6 Cistern supplied with municipally delivered water... 6 Treated or Untreated Well... 6 Booth or Temporary Food Preparation, Storage and Service Area Set-up... 7 Food Handlers... 7 Hand-Wash Station... 7 Food Safety Management... 8 Food Storage Temperatures... 9 Cooking/Reheating Temperatures... 9 Cleaning and Sanitizing...10 Waste Disposal...11 Completion Checklist...11 APPENDIX A Food Vendor s Application...12 APPENDIX B Proposed Food Menu...13 APPENDIX C Multiple Event Participation Form...14 APPENDIX D Food Vendor Checklist...15 3

General Food Safety Definitions Food-borne Illness Food-borne illness (often called food poisoning) occurs when you eat food that is contaminated. Food-borne illness is a general term for: Infections caused by micro-organisms such as bacteria, viruses, and parasites. Poisoning by toxins from bacteria or mould in food. Poisoning by chemicals in food. There are currently over two hundred diseases that are transmitted through food (Institute of Food Technologists Expert Report on Food Safety Issues in the 21st Century, 2002). Note: All types of food can make people sick if it is contaminated, but some types of food are higher risk than others. They are referred as hazardous or high risk foods. Hazardous Food Food, which consists in whole or in part of milk or milk products, eggs, meat, poultry, fish, shellfish, or other products that can support the growth of disease causing bacteria. Examples are deli meats, all raw meats and poultry, sausage, fish, eggs, cheese and cream filled pastries. Meringue and other desserts containing dairy products are considered hazardous foods. Hazardous food must be refrigerated. Fruits and vegetable, which are generally considered low risk foods can still become contaminated through food handling or production processes. Be sure to follow safe food handling practices and thoroughly wash fresh fruits and vegetables before preparation. Non-hazardous Food Food, such as dry goods and cereals, most baked goods and unconstituted dehydrated foods. These foods do not normally support the growth of disease causing bacteria and do not usually need to be refrigerated. Examples are cookies, breads, cakes, potato chips, popcorn, and nuts. 4

Danger Zone The temperature zone where bacteria multiply is called the Danger Zone. This temperature range is between 4 C and 60 C (40 F to 140 F). If food items are kept within this temperature range, bacteria will multiply and double every 20 minutes. Therefore, it is important to keep the food cold or hot and out of the danger zone to stop bacteria from growing. An accurate thermometer must be provided to check the internal temperatures of hazardous food. Cross Contamination Cross-contamination occurs when safe-to-eat food has become contaminated with pathogenic bacteria, chemicals or unwanted items. Prepared food items can become unsafe when they come in contact with surfaces, utensils, hands, equipment and other food items that are contaminated. All foods being served must come from an inspected source. A copy of the most recent inspection report may be requested by the Halton Health Department to verify inspected food sources. See APPENDIX B for the Proposed Food Menu, that must be submitted with your Food Vendor Application. 5

Water Source There are a number of organisms which can be transmitted through water including bacteria, viruses and parasites. These organisms have the potential to make people sick. All water used throughout the event, including water used for hand washing, preparation of foods, cleaning and making ice must or safe. All water samples must be taken by a Public Health Inspector. Please contact Halton Region Health Department at (905)825-6000, in a timely manner, to set up an appointment for sampling. Determining if a Private Water Supply is Safe: Cistern supplied with municipally delivered water One water sample taken to determine whether supply is safe. A cistern which is used to collect rain water is not to be used as a water supply. Treated or Untreated Well Three consecutive samples, taken 1-3 weeks apart are needed to determine the stability of the water supply. For general information on water sampling and interpretation of water testing and water results please contact the Halton Region Health Department or visit http://www.halton.ca/health/services/water_quality. 6

Booth or Temporary Food Preparation, Storage and Service Area Set-up Booths must have an overhead cover with at least three side flaps in areas where food will be prepared. Side flaps are not required if foods are prepared off site. Cooking equipment is to be secured away from the public by using fencing or ropes. Cooking equipment is not to be located under the canopy of the booth or in a tent. Food Handlers If you have a cold, the flu, diarrhea or vomiting, sores or infected cuts on your hands, do not handle food. Clean outerwear is required when handling food. Hair restraints must be worn while handling foods. Smoking is not permitted within the booth or wherever food is stored, prepared, and served. Glove use is not mandatory unless the food handler has a cut or burn. Gloves must be changed in between tasks. Hands must be washed before putting new gloves on and after taking dirty gloves off. Hand-Wash Station Hand-wash stations are needed in all booths where food is being prepared or served. The stations consist of a container with a valve that can stay open while both hands are washed. A bucket is placed underneath to catch the waste water. Liquid soap and paper towels must also be included in this arrangement. It is not adequate to have only a hand sanitizer on site. Hands must be washed regularly with liquid soap and warm water throughout the day, especially after handling raw foods, smoking, shaking hands, using the bathroom, sneezing, coughing, after breaks and before starting work. All water used is to be from an approved safe supply. 7

Food Safety Management Use separate work tables or surfaces for the preparation of raw foods and ready-to-eat foods so as to prevent cross-contamination. Use utensils (e.g. tongs, ladles, forks, spoons) to handle foods. Napkins or disposable wrappings can be used to handle dry goods like pastries and donuts. Keep foods (including ingredients) separate from one another and have a full ingredient list available for each food for review by the Public Health Inspector or customers. This will satisfy labelling requirements and assist in dealing with allergy issues. An accurate probe thermometer is required to check cold holding, hot holding and cooking temperatures. Transport hot & cold foods quickly from place to place. Use thermal insulated containers with cold or hot packs to maintain minimum required temperatures. If foods are brought to the event cold and are to be served hot, the food must be reheated properly first before placing in hot holding equipment like chafing dishes. You must reheat food to appropriate cooking temperatures (see Cooking/Reheating Temperature chart on page 9) then place in hot holding equipment. Foods are to be reheated within two hours. Foods are to be protected and secured during transportation, storage and display. The use of wraps, foil, lids or other similar food grade material can to be used to protect foods from dust, dirt, pests or foreign objects. Keep all foods and food supplies stored in a secured area such as your booth or vehicle. Food must be stored in their original containers or in food grade containers. Cardboard boxes, garbage bags, reused plastic buckets or pails are not acceptable. Food shall not be stored directly on the floor or ground. It must be stored at least 15 cm (6 inches) off the ground. It is recommended to discard leftovers daily instead of cooling foods for the next day. If you are cooling foods, they should be cooled to 4 C (or lower) within six hours or less. Do not mix old food with new food when replenishing service pans or chafing dishes. Keep your food products safe and secure. For example, keep storage bins or trucks locked. A Food Vendor Checklist (APPENDIX D) is provided in this document for use during an event. This Checklist does not have to be submitted with your application. 8

Food Storage Temperatures Cold Holding 4 C (or lower) 40 F (or lower) Hot Holding 60 C (or higher) 140 F (or higher) Cooking/Reheating Temperatures 9

Cleaning and Sanitizing The three-step method of dishwashing is to be used to clean food contact equipment and utensils. Food contact equipment and utensils are to be washed in the first sink, rinsed in the second sink with clean water and sanitized in the third. A sanitizing solution of chlorine (bleach) and water at a concentration of 100 ppm (parts per million) can be used in the third sink. To make a100 ppm chlorine solution, combine 2 ml. (1/2 tsp.) of bleach with one litre of water. Immerse utensils for at least 45 seconds. Change the wash, rinse and sanitizer water frequently (for example every two hours) or as the water become dirty. Use sanitizer test strips to check sanitizer concentration. For large items such as cutting boards, that can only be washed and rinsed in place, a sanitizing solution can be applied of 200 ppm bleach and water (one tsp chlorine in one litre of water). Other sanitizers in proper concentrations, following the manufacturers instructions, may be used if approved by the Health Department. Ensure all containers (bucket/spray bottle) of soap or sanitizer solutions are properly labelled and kept away from food. Do not use cloths to wipe food contact surfaces dry after sanitizing. Food contact surfaces should be air dried. All water used is to be from an approved safe supply. You may use tubs or basins if sinks are not available during the event. OPTIONAL: Use single service or disposable utensils or equipment such as paper cups and disposable plates, paper bags, forks, knives, spoons, toothpicks and cups. Keep a back-up supply of clean utensils (tongs, scoops, etc.) to replace soiled or contaminated ones. Back-up utensils should be wrapped or kept in a clean, sealed container. 10

Waste Disposal Garbage such as food waste is to be stored in garbage bins of durable, water/rodent proof material and covered with a tight fitting lid. Grease from fryers must be stored in a covered, non-flammable and durable container. Wastewater shall be stored in a covered, durable container. Final disposal of all waste is required to be done in an approved manner. Completion Checklist Prior to sending your information, please ensure the following has been completed: Review Food Vendor Requirements document Food Vendor Application form (Appendix A) Proposed Food Menu (Appendix B) Multiple Event Participation Form if applicable (Appendix C) For more information on food safety, please call Halton Region 905-825-6000 Toll free: 1-866-4HALTON (1-866-442-5866) TTY: 905-827-9833 www.halton.ca 11

APPENDIX A: Food Vendor s Application Vendor s Information Contact Concession Name Phone Fax E-mail Street Address City/Town Event Information Name of Event Location Address Date from D M Y to D M Y Cell Phone Postal Code Operating Hours AM/PM To AM/PM Indicate operating hours if event takes place more than once day If you are participating in another event held in Halton Region please Specify event name (if yes, see APPENDIX C) Hand-Wash Station Correct Set-up: Food Safety Management Food Source Water Source Food Transportation Dry Storage Yes Not Required Inspected Un-inspected (Specify) Municipal Bottled Truck Private (Specify) Refrigerated Truck Cooler Thermal Container Vehicle Plastic Containers Paper Boxes Plastic Bags Car/Truck Cold Holding Hot Holding Cooking/Re-heating Utensil Washing Three Step Method Disposable Utensils Waste Disposal Can/Bin for Garbage Container for Waste Water Container for Grease Not Required Refrigerated Truck/Unit Coolers Not Required Chaffing Dish Barbecue/Grill Oven Not Required Barbeque/Grill Fryer Oven Yes Not Required Yes Not Required Yes Not Required Yes Not Required Yes Not Required FOR OFFICE USE ONLY: Application reviewed by: Date of Approval: Comments: Notice with Respect to the Collection of Personal Information (Municipal Freedom of Information & Protection of Privacy Act)Personal information on this form is collected under the authority of the Health Protection and Promotion Act, R.S.O. 1990 c.h.7, s.5. To administer Halton Region's Food Safety Inspection program and facilitate inspection of food premises. Questions about this collection may be addressed to the Halton Region Health Department, Environmental Health, 1151 Bronte Rd., Oakville, Ontario L6M 3L1 Tel: 905-825-6000 Toll Free: 1-866-442-5866 12

APPENDIX B: Proposed Food Menu Please provide food source information for all ingredients of all food menu items to be served. MENU ITEM FOOD SOURCE Name: Name: Name: Name: Name: Name: Name: Name: 13

APPENDIX C: Multiple Event Participation Form If you are a food vendor participating in more than one special event within Halton Region, please list the events below. Please note: If you are serving the same foods as detailed in APPENDIX B of this application, you do not need to submit an application (APPENDIX A, B) for the events you have specified below. If the food served at another event, indicated below, is different please submit a new food vendor application (APPENDIX A, B) detailing the menu items and food source information. Name of Event Location of Event Date of Event Operating Hours AM/PM Proposed menu same as indicated on previous page (Yes/ No) 14

APPENDIX D: Food Vendor Checklist This Checklist is intended for the vendor to ensure all required supplies are taken to the event and does not have to be submitted to the health department. Food Handlers hair restraints aprons Hand Wash Station safe water supply water container with dispensing valve liquid soap paper towel waste water container Food Safety Management probe thermometer ice/ice packs cooler units food storage containers and coverings Utensils & Equipment secure booth (in good repair) tables/shelves/ racks eating utensils cooking utensils/equipment Utensil & Equipment Washing safe water supply three wash tubs/sinks cloths soap sanitizer Waste Disposal garbage bags/container waste water container grease container 15