Event Checklist
Section 1: General Information
Name of food outlet, organisation and/or stall holder:
Event:
Date of event:
List all food and drink to be served/sold on the day:
(please provide as much detail as possible)
Contact details (name & telephone number):
 Person in charge
 Person in charge at the event
Name of Local Authority food business registered
with:
To be considered a food business there needs to be a certain
continuity of activities and degree of organisation. Registration is
not required for food being handled at a one off event or if food is
only prepared occasionally
Current rating under the Food Hygiene Rating
Scheme and date of last inspection
For registered food businesses only.
Section 2: Documents
The following documents need to be submitted with your completed checklist by 19th June 2015:
You should retain copies for your records
Have you
submitted the
document?
Yes
No
Food hygiene certificates for food handlers attending the event
Food handlers working in food outlets handling high risk open food to hold level 2 food hygiene certificate
no more than 3 years old. A food handler with a valid level 2 food hygiene certificate can
supervise/instruct non-certified food handlers; however, that person will need to be present at the food
outlet on the day.
Public liability insurance
Copy of most recent food hygiene inspection report
For registered food businesses only.
Gas safety certificate(s) for installation/appliances to be used at the event
Mobile food vehicles, cooking appliances e.g. ovens, fryers, griddles etc.
Electrical safety certificate(s) for installation/appliances to be used at the event
Mobile food vehicles, cooking appliances e.g. ovens, fryers, griddles etc. Includes PAT testing
compliance certification for equipment.
Section 3: Food Safety - Practices
Food Safety Management System:
What are your arrangements?
You must be able to demonstrate that you have investigated the potential
food hazards to your food business/outlet/stall and have put adequate
controls in place. Safer Food Better Business, Cook Safe or similar
Contingency plans for lack or interruption of water/power supply
and for adverse weather conditions.
Check in advance if power/water supplies are available at the site. If standpipes
are available you may like to bring clean lidded water containers and a means of
transporting them to and from the standpipe. Precautions to keep mud, rain water
etc out of the stall may be required.
N/A
Paperwork:
Records of food storage, cooking/reheating and hot holding
temperatures
You should be making periodic temperature checks and recording the
temperatures.
Purchase of food:
What are your arrangements?
Reputable supplier used
Supermarket, cash & carry, food distribution company etc.
Food checked before purchase
Use by/best before dates, damage to packaging etc.
Storage of food:
What are your arrangements?
Chilled food stored below 8°C & frozen food stored below
-18°C
After purchasing, during transportation & at the event site.
Raw and cooked foods stored separately
Raw meat must not be stored above or adjacent to ready to eat foods.
Food stored so as to protect against contamination
Food off the floor, covered, barbecues not set up beneath trees, sneeze
screens etc.
Mayonnaise based salad items displayed under chilled
conditions
Bowls stood in a shallow tray of ice/iced water, only keep small amounts
out at ambient temperature etc.
Handling & preparation of food:
What are your arrangements?
Work surfaces/equipment clean
Work surfaces are to be cleaned and sanitised prior to preparing food.
Separate chopping boards for raw and cooked foods
Separate chopping boards must be used. They must be clearly identifiable.
Ideally they should be colour coded.
Equipment, utensils etc kept off the floor
Separate staff for handling raw and cooked foods and for
handling money
Preparing food at home:
Do not prepare food too far in advance, cool cooked food within 90 minutes
and store it in a fridge until required, do not allow pets in the kitchen or
handle dirty laundry in the kitchen when undertaking food preparation.
Cooking/Reheating food:
What are your arrangements?
Where will food be cooked:
(a) at home prior to the event?
(b) on site on the day of the event?
Meat/poultry thoroughly defrosted before cooking
You should avoid trying to defrost food on a barbecue or grill or cooking
meat on a barbecue from frozen.
Raw meat/poultry cooked until piping hot, no pink bits in the
middle (above 75°C)
Food reheated to 75°C or above
Digital probe thermometer & sanitising probe wipes
Paper/kitchen towels and antibacterial spray is an acceptable alternative to
probe wipes.
Hot holding food:
What are your arrangements?
Food is cooked and kept hot at or above 63°C until it is
served
If the temperature drops below 63°C the food must be sold within 2
hours.
Personal hygiene:
What are your arrangements?
Food handlers know when they should be washing their
hands
Before preparing food, after handling raw food, rubbish, taking a
break, smoking, visiting the toilet etc.
Food handlers wear clean personal protective clothing
Food handlers to be provided with protective over clothing e.g.
apron, hat, company uniform, chefs whites etc. Food handlers
should not handle/serve food in outdoor/everyday clothing.
Food handlers fit to work
It is important that staff do not work if they have sickness and
diarrhoea. They should not work until they have been free of
symptoms for 48 hours.
Cleaning:
What are your arrangements?
Ample supply of cleaning cloths and cleaning products
including an antibacterial spray for surfaces &
equipment etc?
Waste:
Check with event organisers whether waste/waste water disposal services are being provided at the event
What are your arrangements?
Facilities for storage/disposal of food waste and other
refuse
Lidded bins lined with a bin bag.
Facilities for collection, storage and disposal of waste
water from wash hand basins and sinks
Lidded container. Open buckets are not ideal. Waste water
containing food is not to be discharged onto the ground.
Facilities for storage, collection and disposal of waste
oil
Allergens:
What are your arrangements?
Allergenic ingredients identified for all foods being sold
Information accessible to staff.
Policy in place to deal with requests for allergen
information
Procedures in place to deal with prevention of allergen
cross contamination
Training
Section 4: Food Safety - Structure/Equipment
What are your arrangements?
Facilities for storing chilled and frozen food
Stall/vehicle, equipment, work surfaces in good repair,
condition and capable of being easily cleaned
Smooth, durable, no bare wood. Stainless steel, Formica, can be
wiped down
Facilities to wash food
For one day events where pre-prepared fruit/vegetables/salad will
be brought to site food wash facilities may not be required, however,
you should ensure that you bring sufficient supplies of pre-prepared
food to site.
Facilities to wash dirty equipment (including hot and
cold water)
For one day events it may be acceptable to return equipment to your
food business and/or home for cleaning. In this case you should
bring additional clean equipment to replace dirty ones e.g. if utensils
are dropped on the floor. Dirty and clean equipment will need to be
kept separate e.g. in labelled containers.
Hand washing facilities (basin/sink, hot and cold water)
Antibacterial liquid soap, paper towels, waste bin for paper towels
and a means of drainage for waste water. Enough supplies of
potable water, soap & towels to last the whole event. Clean water
storage containers. Hot water can be provided from an urn or large
(1 litre +) insulated flasks. Mobile sink/portable sinks that do not
require a power supply or plumbing are available and can be
purchased/ hired. NB the use of disposable gloves/hand sanitizers
at an event does not exempt food outlets handling high risk foods
from providing hand washing facilities.
Section 5: Health & Safety
General:
What are your arrangements?
Trip hazards kept to a minimum
Extension leads, hoses from gas cylinders, electrical cables,
generators not in walk ways etc.
Restricted access to cooking equipment/cooking area
Barriers erected around barbecues to protect the public
from burns etc
Adequate guarding, fireproof shields etc.
Plan in place to deal with gas leaks (if using LPG) or fire
Assessment of the fire risks and appropriate fire fighting
equipment provided
Barbeques and cooking appliances sited away from flammable
materials, fire extinguishers and fire blanket etc supplied.
First aid kit with brightly coloured plasters
Flesh coloured plasters are not ideal for food outlets.
Electrical installation:
NB This list is not exhaustive
Checked by competent electrician, suitable for outdoor
use, cables/sockets protected from accidental damage,
installation protected from inclement weather, working
circuit breakers/residual current device (RCD)
Generators – diesel, fit the size of the operation,
protected from inclement weather, good ventilation,
away from the public/caged, on firm ground, working
circuit breakers/residual current device (RCD)
Familiar with setting up/dismantling installation
What are your arrangements?
Gas installation:
NB This list is not exhaustive
What are your arrangements?
Checked by competent person who is gas safety
registered for LPG appliances
Open air: On firm level ground, cylinders secure from
interference in vertical position, caged, sited at least 1m
from any ventilation, openings/compartments of any
structures, sources of ignition/heat. Cylinder numbers &
hoses kept to a minimum, located away from
entrances/exits & circulation areas. Hoses checked for
cracks/leaks and connected at the bottle
outlet/appliance inlet with appropriate clips (or equally
effective devices. In good condition.
Mobile vehicles: Fixed cylinder compartment or caged
external unit, lockable, cylinders secure from
interference in vertical position, access from outside
unit, ventilation, gas warning notice. Armoured hosing
checked for cracks and connected at bottle
outlet/appliance inlet with jubilee clips (or equally
effective devices). In good condition.
Familiar with connecting/disconnecting gas installation
and operating appliances
Useful information:
Nationwide Caterers Association (www.ncass.org.uk) and Calor (www.calor.co.uk) for advice on gas safety
Health & Safety Executive (www.hse.gov.uk) for advice on gas safety and event safety
Chartered Institute of Environmental Health www.cieh.org for the national guidance for outdoor & mobile
catering
If you have any queries in regard to food hygiene or Environmental Health please contact the
Councils:
Food, Health & Safety Team
3S/08 Civic Centre, High Street, Uxbridge, UB8 1UW
Tel: 01895 250190
Email: environmentalhealthcp@hillingdon.gov.uk
The HSE can be contacted on 0300 003 1747 8.30am – 5.00pm Monday – Friday