Special Event Planning Guidelines

Event Fire Safety and Risk Reduction

Introduction

The public expects that every event they attend will meet an appropriate level of safety for themselves and their families. Along with the role of organizing an event for the public in the City of St. Catharines comes the responsibility of ensuring compliance with a number of rules and regulations designed to achieve this expectation. This page is designed for Event Promoters, Vendors and the general public to obtain all the information they need to hold a safe and compliant event.

Failing to meet all of the outlined requirements may not only affect the level of public safety but could also result in failure to receive approval to operate or open to the public.

If you require assistance or there is information that requires clarification, please contact the Fire Prevention Office at 905.688.5601 ext. 4224.

Required Information, Documentation and Planning

Every event that occurs within the City of St. Catharines is unique. Each venue location has inherent benefits that everyone at an event can enjoy and along with these benefits, also come some site-specific challenges that event promoters face when attempting to maintain a safe event for the public. Event Promotor and Organizers are required to refer to the Event Promotor Requirements and Forms section below.

Some vendors may be required to provide specific documentation to Fire Services or be aware of unique hazards related to their operation based on the services they provide. Below are tools to allow vendors to submit all required documentation and learn about requirements based on the services they provide. Vendors must visit either the Food Vendors or Non-Food Vendors sections below.

Event Promotor Requirements and Forms

How to Register Online:

In the City of St. Catharines, all event organizers or event promotors must ensure they understand their responsibilities and operate a safe and compliant event. Every event organizer must review the Requirements and Checklist for Event Organizers and fill out an Event Registration Form.

Review the Requirements and Checklists:

For all events at Market Square, please refer to the Market Square Requirements and Checklist for Event Organizers.

For all other events refer to the Requirements and Checklist for Event Organizers.

Register

Because each event is unique, each event must have a unique Emergency Preparedness Plan and include a unique Site Plan drawing as part of the plan. We've made this easy for event promoters by providing them with the ability to do this online. When the event promoter fills out the Event Registration Form, not only will your form be submitted to the St. Catharines Fire Services, but a usable plan is also generated that is tailored to your event. This plan format is acceptable to the St. Catharines Fire Services. Please note that you may be required to provide additional information related to this registration as part of the review process and that registering for your event does not constitute acceptance or approval. Once completed, your registration form will be reviewed, and you will be contacted at least 60 days prior to the event start date.

Completing the form is mandatory and must be completed for each individual event within the city. Event Organizers or Promoters that fail to register, have an approved Emergency Preparedness Plan or fail to comply with their responsibilities may not be permitted to operate and may be subject to penalty.

Register Event

Food Vendor Requirements and Forms

How to Register Online:

All food vendors must be approved by St. Catharines Fire Services prior operating in the city of St. Catharines. As a condition of approval, all food vendors attending or participating at events shall ensure that they review our Requirements and Checklist for Food Vendors page prior to filling out the Food Vendor Registration. Once the registration form has been submitted, the St. Catharines Fire Services will review and respond within 14 days should there be any issues identified with in the form. Any incomplete or inaccurate registration forms will require re-submission.

Review the Requirements and Checklists

For all events at Market Square, please refer to the Market Square Requirements and Checklist for Food Vendors.

For all other events, please refer to our Requirements and Checklist for Food Vendors.

Prepare Registration Materials

As a part of the Food Vendor Registration form, you may be required to upload certain documents depending on your specific operation.

These documents could include:

TSSA - MFSE Annual Inspection report

Proof of TSSA Field Approval (photo of label affixed to the truck / trailer / cart is acceptable)

Fire Suppression Semi-Annual report

Please have all documentation ready prior to filling out the Food Vendor Registration. The form can be partially completed and saved for completion at a later time if required.

Register

This registration form must be submitted in full, 30 days prior to the event for which you are registering.

If you attend multiple events throughout the year, separate registration forms must be completed for each individual event. However, if your operation has been inspected by St. Catharines Fire Services and you have completed the online food vendor form within the current calendar year, you will not be required to provide any documentation or fill out the entire Food Vendor Registration form.

Vendors who fail to submit the Food Vendor Registration form or fail to comply with the Requirements and Checklist for Food Vendors or any other applicable regulation, or who are not in full compliance at all times during the event will not be permitted to operate and may be removed from the event / property and may be subject to penalty.

Register Food Vendor

Non-Food Vendors

Here you will find the fire safety, health, and operational requirements that all vendors not serving food must follow when participating in events on City of St. Catharines' property. This information is also available in pdf format so that it may be printed or saved to have on site as reference during an event. R equirements and Checklist for Non-Food Vendors

You’ll find key steps to complete 30 days before the event, inspection procedures for the day of, and detailed safety standards for cooking, equipment, tents, propane use, and more. Vendors are responsible for reviewing and meeting these requirements in full — non-compliance may result in removal from the event.

Day of the Event - Inspections

Inspections of an event may be conducted by representatives of:

St. Catharines Fire Services
Niagara Region Public Health
Technical Safety and Standards Association
The Electrical Safety Authority
St. Catharines Building Department

These inspections may occur prior to or during the event to ensure compliance with the
Community Risk Reduction Requirements and other applicable regulations.

Vendors who fail to comply with the requirements of these policies, guidelines, or any other
applicable regulation, will not be permitted to operate and may be removed from the
event/property.

The event organizer is responsible for the overall operation of the event and must ensure that
all vendors are in compliance at all times. Non-compliance may result in, the denial of
approval for future events.

Vendors or Event organizers who are not in full compliance at all times during the event may
be subject to inspection fees and or prosecution.

Tents

If your vendor display includes the use of a tent there are certain requirements that you must meet. These requirements apply exclusively to vendors that are not cooking or reheating foods, including beverages. If you are cooking or re-heating food, please refer to the food vendors requirements, complete a food vendors registration form and submit it to St. Catharines Fire Services a minimum 30 days in advance.

Tents located closer than 3m to a building or located within a group of more than six (this includes located in a group of unrelated vendors where 6 or more tents are together) must obtain a building permit at least 30 days in advance. You can speak with the organizer to try to find a more suitable location.
The use of open flame or heating devices is prohibited inside of tents unless approved in writing by the St. Catharines Fire Service.
Smoking and vaping is prohibited in all tents at all times.
In the event of high and extreme winds unsecure objects and items can easily become projectiles putting persons at risk. To protect from this hazard all tents used outdoors shall be spiked (locates must be done prior to) or provided with weights adequate to prevent movement of tents.

Guidelines for 10x10 Canopy Tents
Surface Type	Windy Conditions (20-30 mph)	Non-Windy Conditions
Grass / Dirt / Soil	75 to 100 pounds per leg	30 to 40 pounds per leg
Hard Surface	50 to 75 pounds per leg	20 to 30 pounds per leg
Sand/Beach	100 to 125 pounds per leg	40 to 50 pounds per leg

Vehicles

One of the greatest risks to visitors and participants at events is the movement of vehicles, both authorized and unauthorized. All vehicles shall be in place a minimum 30 minutes prior to the events scheduled start time and shall not be removed until after the conclusion of the event. Vehicles shall include all motorized vehicles as well as trailers.
At any time while vehicles are being moved, they shall be provided with an appropriate number of spotters to ensure the safe movement of the vehicle.
Vehicles shall only be parked or located in authorized areas.
All vehicles that are used to serve visitors or where visitors may enter shall have a minimum of two wheels chocked to prevent accidental movement.

Aisles

When setting up at indoor venues, vendors may not locate any items in aisles, in front of exit doors or in accesses to the exits. Vendors are not permitted to block or obstruct portable fire extinguishers at any time.
At outdoor events, vendors should attempt to ensure that displays do not create trip, fall or obstructions to patrons.

Emergency Preparedness Plan

As part of all events, organizers are required to prepare an emergency preparedness plan that explains what to do to reduce the likelihood of a risk to attendees or vendors, as well as how to deal with a variety of situations. Some of this planning will affect your participation in the event. Ensure that you have been provided with information from the organizer on the steps to follow in the event of an emergency.

Electrical

All extension cords and or power bars are to be listed (see approval marks below) and shall have no signs of damage and shall not have been altered in any way. Never overload extension cords.
Extension cords shall not be located so as to create a trip or fall hazard to the public or other vendors.
Vendors selling any electrical appliances or devices are to ensure that these products are certified and approved for sale and use in Canada. Selling unlisted appliance could result is seizure of unapproved or unsafe items and or prosecution.

When purchasing an electrical appliance look for one containing an approval label bearing one of these certification marks:

Canadian Certification Marks

Appliances identified as “Household Use Only”, “Not for Commercial Use” etc. have not been inspected and listed for commercial use and are not permitted to be used at the Market, at vendor shows, on food trucks, etc.

Household Use Only Label

If the appliance is not approved for use in Canada, it may not be used.

All appliances shall be approved by a recognized (in Ontario) testing agency. Items carrying the CE mark have been tested and approved for use in the European Market. These items are not permitted to be sold in Ontario and should be returned to point of purchase as their use can result in penalty.

These items are often sold by online marketers both in Canada, as well as internationally. Vendors may seek a “Field Approval” by applying for an onsite inspection from the ESA.

Appliance not approved for use in Canada

How to read an approval label for listed or approved appliances in Canada

Look for:

Manufacturer, Serial Number, Model, etc.
Item descriptions approved use.
A label from the approval agency.

Appliance approved for use in Canada

Sign up to our News, Notices and Updates

Stay up to date on the City's activities, events, programs and operations by subscribing to our News, Notices and Updates.

Sign Up Today!