Checklist for Planning Integrated
Workplace Health Messaging
Additional Information*
Will you be selling or offering food and beverages?
Employees are asked if they have any special dietary needs before food and beverages are ordered
Food and beverages offered or sold meet the criteria for “Maximum Nutritional Value” or “Sell/Offer Most” in the Nutrition Standards for Workplaces© / Nutrition Standards for Workplaces©
Healthy Food and Beverages for Catered Meetings and Events(Project Health)
Brand Name Food Lists
(Region of Waterloo Public Health)
Considerations have been made to follow food safety recommendations for pregnant women (e.g., deli meat, unpasteurized milk products, raw sprouts, etc.) to protect against listeriosis
Safe food handling techniques are used to ensure the safety of food and beverages / Safe Food Handling
(Fight Bac)
Organizations providing food and beverages for catered meetings and events are in compliance with the Ontario Food Premises Regulation 562/90 / Check It! We Inspect It
(Region of Waterloo Public Health)
Employees have a place to wash their hands before eating or serving food / Hand Washing Factsheet
(Region of Waterloo Public Health)
Reusable plates and cutlery are used (through a caterer), alternatively disposable dishes that can be discarded into the organics (green) bin are used
The area has appropriate bins for recycling, organics and waste disposal
Are you planning a health fair?
Complete the checklists in the planning a health fair tool / Planning a Health Fair Guide
(Project Health)
Vendors are asked to only offer food and beverages to participants that meet the criteria for “Maximum Nutritional Value” or “Sell/Offer Most”in the Nutrition Standards for Workplaces©(i.e., avoid chocolate, candy, product samples that are high in added sugar, etc.) / Nutrition Standards for Workplaces©
Checklist for Integrating Health Messaging / Links for
Additional Information*
Will your event take place outdoors?
Follow food safety recommendations for barbeques / Food Safety for BBQs
(Region of Waterloo Public Health)
Consider seasonal factors when selecting a date and time for the event (i.e., exposure to the sun’s ultraviolet rays, extreme heat or cold, and West Nile Virus) / Extreme Cold Weather
(Region of Waterloo Public Health)
Event location provides protection from the sun through built structures (e.g., buildings, awnings, tents, and umbrellas, etc.) or through natural shade (trees) during high ultraviolet (UV) periods (April to September, 11:00 a.m. – 4:00 p.m.) / Extreme Heat and Humidity Factsheet
(Region of Waterloo Public Health)
Event workers are provided shade to work under, as well as provided with shaded or indoor areas for their breaks
On the day of the event day, the UV index, air quality index, and extreme weather watches or warnings are checked and adjustments to the event are made for the health and safety of participants and event workers / Environment Canada’s Weather for Waterloo Region
(Environment Canada)
Participants and event workers are encouraged to use sun protection (i.e., sunscreen, sunglasses, hats, and protective clothing) when the UV index is forecasted to be three or higher / SunSafety Basics
(Health Canada)
Consider providing sunscreen for participants and event workers to use when the UV index is forecasted to be three or higher
Participants and staff are encouraged to use protection for West Nile Virus (i.e., protective clothing and insect repellent containing DEET) for evening or early morning activities during the late spring to early fall season / West Nile Virus: Mosquito Repellents and Personal Protective Measures
(Region of Waterloo Public Health)
Follow the Smoke Free Ontario Act legislation and existing tobacco-use policies for your workplace or the location where the event is being held / Tobacco Free Living Toolkit
Section 4.4 Policy Development (Project Health)
Consider making the event tobacco-free if no existing tobacco-use policy exists
Will you be serving alcohol?
The event is in compliance with your workplace Substance Misuse Prevention Policy
A Special Occasion Permit has been obtained, if needed / Special OccasionPermit
(Alcohol & Gaming Commission of Ontario)
Employees are encouraged to follow alcohol drinking guidelines to decrease their risk for chronic disease / Cancer and Alcohol
(Canadian Centre on Substance Abuse)
Non-alcoholic beverages are available (e.g., mocktails)
Taxi service is provided free of charge for those who have consumed alcohol / Keeping Good Company: An Employer’s guide to Understanding and Avoiding Alcohol Liability(MADD Canada)
Will you be raising money during this activity?
Fundraisers do not include offering or selling items that are not consistent with health promotion messaging / Healthy Workplace Fundraising
(Project Health)
Checklist for Integrating Health Messaging / Links for
Additional Information*
Are you planning an off-site event?
Staff are encouraged to carpool to the event
Location is easily accessible by public transit
Location is easy to walk or bike to
Secure bicycle racks are available at the event location
Will women with young children be attending your event?
Organizers know that women have the right to breastfeed anywhere, anytime under the Ontario Human Rights Code / Creating a Mother-Friendly Workplace Strategy
(Project Health)
A more private location is available for breastfeeding if a mother requests one
Will you be offering a prize or incentive to participate?
Incentives, prizes or samples that are not consistent with health promotion messaging are avoided (e.g., supplement samples including protein bars, powders, meal replacements and shakes, gift certificates for restaurants, alcohol or tanning, gift baskets of cookies, candy, alcohol or other food or beverages that meet the criteria for “Not Recommended” in the Nutrition Standards for Workplaces©, etc.) / Health Promoting Incentives(Project Health)
Will participants be sitting or standing for long periods?
Ensure stretch breaks are included in the agenda at least every 60 minutes / Resetting the Pace Toolkit Section 4.3.3: Meetings, Workshops and Events
(Project Health)
Build activity into agenda items (e.g., standing at a flip chart, etc.)
Consider having walking meetings for smaller groups
Will the activity involve some type of exercise or sport?
Activity modifications are available for those with activity limitations, including pregnant women / Resetting the Pace Toolkit Section 6: Special Considerations
(Project Health)
A rest area is provided for employees with activity limitations and others needing a break from the activity
Time is built into the agenda and space is provided to allow for warm up and cool down of participants
Tap water is available to ensure adequate hydration (Sports drinks are not usually recommended. For more detail refer to the Nutrition Standards for Workplaces©) / Nutrition Standards for Workplaces©
See the section above on offering or selling food if food will be offered or sold at your event
*If using a paper copy of this checklist, please visit the Project Health website for an electronic copy with active hyperlinks to these resources –
DOCS 1527518 – Project Health - Checklist for Planning Integrated Workplace Health Messaging (June 2014)1