Major Event Planning

A clean, safe water supply is required for food preparation, cleaning, sanitation, and personal hygiene. While many venues may have a direct connection to the local approved water system, in areas without such access, contact an Environmental Health Officer to discuss whether you need to apply for drinking water approval for your event – you must apply at least three months before the event. 

Learn about the importance of accessible potable water to reduce dehydration and heat-related illness:

Fact Sheet #1: Drinking Water, Public Health Guidelines: Major Planned Events  Drinking Water Providers & Operators

Liquid and solid waste (grey and black water) must be collected and disposed of in a sanitary manner. Event organizers are responsible for ensuring that contracts with a waste disposal company are in place.

• Temporary events may be serviced by contracts for temporary portable privies with supplementary self-contained handwashing stations. Handwashing is crucial for reducing the risk of communicable disease. An adequate number of handwashing stations must be available at appropriate locations and equipped with hot and cold running potable water, liquid soap, single-use paper towels and waste receptacles. To determine the number of portable privies needed, 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 routinely and a copy of the pump-out contract provided to the Environmental Health Officer before the event begins. The use of pit privies (outhouses) is not allowed.
• 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 for requirements.
• Food vendors with small wastewater tanks servicing portable or temporary food units are to follow the BC Mobile Food Premises Guidelines or the Temporary Food Services Guidelines. As the organizer, you must have a plan in place to allow for emptying greywater tanks and frying oils, especially during multi-day events.

For larger events/venues, a site sanitation management plan may be required.

Learn more about liquid waste management: 

Fact Sheet #4: Solid and Liquid Waste Management, Public Health Guidelines: Major Planned Events.

Garbage must be collected and disposed of in a sanitary manner. Event Coordinators should make arrangements, such as contracting a waste disposal company, for regular collection and disposal of garbage, washroom facility waste, biohazard waste (e.g. sharps), etc.

• The number of containers required depends on the size of the event and the estimated amount of waste. Place leak-proof containers in visible and convenient locations, such as near food service areas, washrooms and beverage gardens.
• Containers should be emptied frequently to maintain a sanitary and safe environment. Garbage must also be removed from the site regularly to minimize odour and reduce insect and rodent problems.
• Check with the local government for bylaws governing the handling of solid waste, as they may specify practices for recycling and composting.

For larger events/venues, a site sanitation management plan may be required.

Learn more about liquid waste management: 

Public Health Guidelines on Major Planned Events: Fact Sheet #4: Solid and Liquid Waste Management.

Food vendors must receive appropriate approvals before operating. 

• Handwashing stations are required at each food service area. 
• Dishwashing and other sanitation facilities may also be required, depending on the size, length and nature of the event.

For more information and to apply for health approval:

Food Premises

Establishments where operators provide a service to, or on, the body of another person, such as tattooing, piercing, esthetic services, tanning beds, or saunas, are regulated as a Personal Service Establishment (PSE). Vendors providing personal services at an event must obtain approval before these services may be offered to the public.

For more information and to apply for health approval:

Personal Services

Portable or fixed-in-place hot tubs or swimming pools intended for public use require approval from the Environmental Health Officer and Public Health Engineer.

For more information and to apply for a permit:

Recreational Water Permits

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).

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 about planning major events: 

Major Planned Events - Province of British Columbia

Learn more about harm reduction: 

Harm Reduction | Community Partners | IH