Event Coordinator

The Event Coordinator is the person or organization that is responsible for organizing food-related activities shared by the temporary food facilities (TFF) operating at a temporary event. It is the responsibility of the Event Coordinator to be familiar with the rules and guidelines of the TFFs that will be operating at their event. He or she liaises and works closely with the Department of Environmental Health to ensure safe and successful food services at the event.

ALL EVENTS MUST SUBMIT THE EVENT ORGANIZER/COORDINATOR

APPLICATION AND RECEIVE A PERMIT TO OPERATE A TEMPORARY EVENT
*If you will have two or more temporary food or beverage operations,

the Event Coordinator permit fee applies.*

TO SUBMIT AN EVENT PACKET:

  1. Complete the Event Organizer/Coordinator Permit Application located on the bottom of this page.

  2. Identify and confirm each temporary food or beverage facility participating in your event. 

  3. Distribute all required forms and handouts to each participating temporary food facility. 

  • A permit is required for all TFFs (unless otherwise specified) in which food or beverage (unpackaged or prepackaged) is sampled, sold, prepared, or given away to the public. These applications count towards the number of food operations when determining the Event Coordinator fee.

  • Annual Temporary Event Permit (ATEP) holders must submit an application for every temporary event they participate in. Failure to do so may result in immediate permit suspension or revocation. No permit fees are due for these operators. ATEP applications count towards the number of food operations when determining the Event Coordinator fee.

  • Out-of-county mobile food carts and vehicles must submit an application and fee. These applications count towards the number of food operations when determining the Event Coordinator fee. Please also submit a copy of the out-of-county MFF environmental health permit. If conducting advanced food preparation, the commissary kitchen permit holder must sign the application and provide a copy of their permit. If you have a permit-to-operate at the commissary kitchen or own a food establishment, please provide a copy of the permit.

  • Mobile food carts and vehicles permitted in Santa Clara County must have their valid operating health permit present at the event. Applications and permit fees are not required for temporary events. These operators do not count towards the number of food operations when determining the Event Coordinator fee. Provide a list containing the business name and the permit number (issued by the County of Santa Clara Department of Environmental Health) for each of these Mobile Food Facility operators. Submit this complete list of Mobile Food Facility operators as part of your event packet.

  • Collect the applications with the appropriate fees from all participating TFF operators.  Please have checks made payable to The County of Santa Clara.  The Event Coordinator may also choose to submit one check to cover all temporary permit fees or cash in person. Only the Event Coordinator can submit applications to the Department.

  • Ensure that all forms are legible and complete.

  • Submit a site plan that shows the locations of the food booths, toilet and hand washing facilities, waste disposal locations (garbage/trash, liquid waste, grease waste, metal waste container).

  • Submit your event packet (applications, forms, site plan and payments) at least 2 weeks before your event to:
    Department of Environmental Health
    1555 Berger Drive, Suite 300
    San Jose, CA. 95112-2716
    Attn: Temporary Events

Note: To help us plan for the 2015 calendar year, please complete the 2015 Event Notification Form found below for your event. Please note that this notification form is the ONLY form that can be submitted to the Department electronically.

For more information or questions regarding Temporary Events contact:
Suzanne Lew, REHS
Senior Environmental Health Specialist
[email protected]
(408) 918-3461

Or call (408) 918-3400 and ask to speak to Administrative Support for Temporary Events

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