Special Event Organizer Notification

  • Special Event Organizer Notification

  • Thank you for registering your special event with Alberta Health Services! Please follow these instructions:

    1. Review the Organizer Information Package available on our website to ensure that you have all the information you need to complete this notification.
    2. Complete one notification for each event that you manage.
    3. To save your progress, scroll to the bottom of any page and click Save.
    4. You will receive an email to confirm your registration. Keep this email handy as it allows you to edit your submission if needed.
    5. If you have questions, or need assistance, plase contact us at 1-833-476-4743.

    Event Organizers are responsible for:

    1. Ensuring the vendor list below includes all temporary food, mobile, low risk home prepared food, and personal service vendors.
    2. Ensuring AHS receives vendor notification forms for temporary food and personal services operations.
    3. Ensuring information is received by the stipulated deadlines.
      • Event notifications must be receieved 30 days in advance.
      • Changes to the registration and vendor notifications can be made up until 14 days in advance.

    AHS is NOT responsible for contacting vendors who appear in the Organizer List that fail to submit their notification forms. This responsibility lies with the event organizer. 

  • Is your event being organized by a not-for-profit organization for fundraising or social purposes?*
  • Is this event hosted exclusively by volunteers and/or volunteer caterers?*

  • Your event is a community organization function.

    You must fill out the community organization function form instead.

  • Event Details

    Record details about your event in the following section.
  • Where in Alberta is this event taking place?*

  • Not sure which Zone to pick? Check out this Zone Map.

  • Start Date*
     - -
  • End Date*
     - -

  • Instructions: for the "Days / Description" field below, you may refer to:

    • Specific days of the week if the start and end time vary each day,  OR
    • Date ranges if event hours are the same for set periods of time.
    • Example: Friday: 4 pm - 10 pm; Sat-Sun: 10 am - 5 pm

    Select "Add Row" to add as many entry fields that you need.

  • Organizer Details

    Use this section to describe who AHS should contact to discuss this notification.
  • Format: (000) 000-0000.
  • Will {organizerName} be on-site during the event?*
  • Format: (000) 000-0000.
  • Format: (000) 000-0000.

  • Washroom Facilities Provided for Event Attendees

  • Rows

  • CAUTION: hand sanitizer stations cannot replace handwashing sinks in most situations. Please discuss the intended use of any hand sanitizer with the Public Health Inspector that contacts you once you register your event.

    INFORMATION: Not sure what a temporary handwashing station looks like? Please refer to the attached resource document available on our website!

  • How will SEWAGE disposal be managed during the event? [Select all that apply]*
  • How will WASTEWATER disposal be managed during the event? [Select all that apply]*

  • Other Utilities & Equipment Provided

  • Will the event organizer supply or provide access to potable water?*
  • How is potable water being supplied?*
  • Will the organizer supply or provide access to electricity?*
  • How will electricity be supplied? [Select all that apply]*
  • Will the organizer provide a handwashing sink to each vendor?*
  • Will the organizer provide each food vendor with a dishwashing sink?*
  • Will food vendors have access to a kitchen (on-site) for food preparation and/or dishwashing?*
  • Will the organizer provide garbage collection and removal from the event site?*
  • Will the organizer provide reprocessing equipment or services for vendors offering personal services?*
  • Will the organizer arrange for sharps collection and disposal for vendors that offer invasive personal services like tattooing and piercing?*

  • Vendor Details

  • IMPORTANT NOTE: this list will be used to cross reference the VENDOR NOTIFICATIONS that you submit for temporary food and personal service vendors. 

    • Temporary Food Vendor notifications can be accessed here.
    • Personal Service Vendor notifications can be accessed here.

    Mobile (Food Trucks), low risk home prepared foods, alcohol - pour and serve only, playground and petting zoo operations must be listed in this section, but do not require individual vendor notifications.

    General information and resources on special event requirements can be found on our website at the following link.

  • Are you requiring vendors to be set up and ready to open by a particular time?

  • Site Layout

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  • What is included / shown on the site map? [Select all that apply]

  • Submission Page

  • Disclaimer: The collection of your personal information on the Special Event Organizer Notification form is legally authorized by section 37 of Alberta’s Food Regulation. Your information will only be used and disclosed as permitted under Alberta’s Protection of Privacy Act (POPA). Be advised that Safe Healthy Environments may use automated technology to process your application and provide essential correspondence.  
    If you have any questions about the collection and use of any information on this form, please call us at 1-833-476-4743 or email us at SafeHealthyEnvironments@ahs.ca  

  • IMPORTANT REMINDER: as the organizer of this event, you will receive a copy of every vendor notification that is completed. Keep track of these! It is up to you to ensure vendors who wish to participate in the event submit their forms to AHS before the event deadline. 

    All notifications must be received 30 days in advance.

    The deadline for any edits or revisions to ORGANIZER and VENDOR notifications for {eventName} is 14 days prior to opening on {startDate}.

    Got questions? Want more information? Go to our website or contact Environmental Public Health at 1-833-476-4743.

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