Market Organisation & Guidelines

The following points outline how the market is organised and managed on the day. By your participation in the market we ask you to respect these arrangements.  These have been prepared with the safety and well-being of all participants and the general public in mind, and in the interests of a smoothly operating market.

Each market is run as a separate event and each market will open separately for bookings

• The market is open to the public from 11 am to 4.00 pm (typically)

• All stall holders must be ready for trade by opening time

• Traders that have not arrived by opening time may find that their pitch has been reallocated - in this instance refunds will not be granted.

• Traders will be notified of set up times for each market prior to the event.

• All Entrance/Exits must be kept clear at all times.

• Vehicle access protocol should be adhered to by all traders

• All dogs should be kept on a lead at markets and leads should not cause a trip hazard. 

• Traders should ensure that all recognised safety standards and procedures are complied with.

• Stalls must not be cleared away before the end of the market, If a seller sells out, they must place a sold out notice on their pitch.

• The sale of objectionable articles will not be permitted.  

• Naked flames are not permitted (eg candles) and incense should not be burnt.  

• Spaces and stalls will be allocated by the organisers – the organisers decision on allocation is final

• Traders should not arrange their stand safely in such a manner as to inconvenience or disadvantage or affect the display of another exhibitor.If stall holders are unhappy at where they have been located they are most welcome to document their grievance in writing and address it to the secretary to pass onto the market Committee.

• Traders should display trading names clearly on their stalls, together with a contact address and phone number. Contact details should be made available to all members of the public to enable them to make contact with producers between the Markets

• Traders should bring their own chillers or refrigerators as required

•  Tables and chairs are not typically provided. Please bring your stall table and any other accessories with you unless otherwise notified.  

• Typically the Market group will provide no stall accessories.

• Traders are expected to provide their own extension leads where electricity is required - extension leads should be at least 25m in length. 

• Traders using electricity outside should have heavy duty outdoor cabling, and 16amp 3 pin socket adaptors. 

•  The size of each pitch area allocated is typically 6ft. Additional space may be available but must be requested at booking andif available  there will be an additional cost. Failure to advice of a difference in size of pitch will result in a 6ft (1.8m) pitch size being allocated.   

• If you are providing your own marquee, you are expected to provide your own side protectors, weights and any other accessories for your stall as specified in the risk assessments.  If your anchoring  equipment is not suitable you may be asked to take your stall down.  - Refunds will not be given in these instances.

• Pop up banners should be secured with cable ties or string. 

• Knives should not be used to remove cable ties or string from canopies. 

• Producers must dispose of all rubbish carefully, stalls should be left rubbish free

• The allocation of stalls is solely at the discretion of the organiser

• One stall will be left free where possible at every market and offered to a local charitable or community benefit group

• Stall holders should each provide a first aid box equipped to deal with accidents that could arise at the stall

• Smoking is not allowed in the market area.

• Traders may only sell items which have been delcared on their original application forms,  any undeclared items must be removed -  if traders wish to sell additional items to those originally declared they must seek permission from the management committee.  

•  The stallholder is responsible for the removal of all waste from the stall and the market, this includes both rubbish and waste water

•  In the event that electricity is available you will be notified a fee may be applicable. 

•  Traders are expected to display a copy of their public liability insurance and EHO Certification and completed risk assessment at their stall for inspection at any time. 

• If traders are found to be not complying to any of the Market rules they will be asked to leave the market without refund, and their membership/registration may be suspended.

• Where traders require assistance with transport of stock, or erection of marquees market staff may be available to assist - however Market staff can not be held responsible for any loss or damage to traders stock/canopy.

• Damage caused to the market canopies or equipment will be charged to the trader responsible.

• Additional rules may be imposed as required,  Traders will be expected to comply with all rules imposed.

Complaints or grievances may be made either in Writing to Christine Williams (Secretary) or by emailing ballycastlemarket@gmail.com.

Health And Safety Requirements For Stallholders

Electrical Supply

Electrical appliances must be protected from weather, physical damage and interference.

Appliances must be protected by residual current circuit breakers (RCDs).

Cables and flexes must be positioned and taped where necessary so as not to cause a tripping hazard.

If generators have to be used, steps should be taken to place them safely, protect from interference and to reduce noise and fume nuisance.

Stall holders are responsible for the maintenance of their own equipment,  and where equipment is deemed as risky we have the right to refuse access to power.  

All electrical equipment used must be PAT Tested.  And certification must be shown.  Traders will not be permitted to use any electrical device that has not been PAT tested. 

Liquefied Petroleum Gas (LPG)

Gas appliances should be fitted and tested by a competent person and a certificate produced.

Cylinders should be fitted with automatic cut off valves and be protected from tampering.

All cylinders should be kept away from heat and ignition sources.

All pipes and fittings should be as short as possible with appropriate crimp or compression fittings (not slip on fittings).

All pipes should be protected from abrasion or mechanical damage (armoured if subject to temperatures over 50oC).

All pipes should be renewed every 2 years.

All gas appliances must be fitted with a flame failure device and adequately ventilated.

All fryers should be fitted with an automatic high temperature-limiting device (operates at a fat temperature of 250oC or lower).

Suitable signs indicating “Caution-LPG” and “Highly Flammable” should be displayed.

Traders using Gas should carry fire extinguishers and fire blankets. 

Generators

Generators should not be used inside the marquee

Generators must meet all electrical safety requirements

Should always be used in well ventilated areas

Generator fuel should always be stored safely away from all forms of ignition

Generators should be kept in an area which is not accessible by the public – protective fencing should be erected if necessary.

Generators should be placed in an area that does not cause noise disruption to other traders.

Risk Assessment

All traders will be required to complete a risk assessment for their pitch, we can provide a template, which you may use but must amend to suit your own activities. 

Each trader is responsible for ensuring their pitch and trading activities meet the requirements stated by the market and their own risk assessments.

 Traders found not to be complying with requirements will be asked to pack up and leave the market, a refund will not be given and traders will not be able to book additional pitches until they have provided proof that the issue has been rectified.

Further Information

http://www.businesscompanion.info/

www.cieh.org

www.food.gov.uk

Food Hygiene Guide.

The Food Business Operator should

Your food business must be registered in your local council area– proof of this must be submitted. 

Food and drink must be described and labelled accurately (further advice available from your local council’s Environmental Health department).

If someone asks about an allergy – be honest and do not guess about ingredients.

Buy from reputable suppliers and keep a record.

Make sure food is supplied or sold in a hygienic way.

Have in place a documented food safety management system

Be prepared for adverse weather conditions.

Design and Structure

All stalls/vehicles should be designed and constructed to protect food from the risk of contamination.

Fittings and equipment for mobile units should be of good quality materials capable of being cleaned effectively.

Floors in mobile units should be of smooth, impervious and non slip material and preferably coved to the wall fixtures.

Stalls should be screened at the sides and back to prevent risk of contamination and pests.

Tent/marquees should be of cleanable materials or the kitchen/preparation areas should be provided with washable wall linings.

Frequently used walkways should be effectively weatherproofed.

Lighting levels must be adequate.

Layout

Allow adequate space for preparation, cooking, storage and wash up.

Ensure that refrigerated storage vehicles and trailers are easily accessible.

Check for any tripping and safety hazards.

Water Supply

There must be an adequate supply of clean and wholesome water provided (ideally from the mains).

If water containers are used they must be cleaned and sanitised on a regular basis.

Drainage

Waste water from sinks and wash hand basins should be discharged into suitable containers and not directly onto the ground.

Equipment

All equipment should be easily cleaned.

Preparation surfaces and tables must have smooth, impervious surfaces.  Stainless steel or laminate surfaces are suitable.

Washing Facilities

Suitable and sufficient hand wash basins must be provided and accessible for use by food handlers.  Supplies of soap and means of hygienic hand drying must be available at each basin.

Suitable sinks must be provided for food preparation and equipment washing.

A constant supply of hot water should be provided at the sink(s) and wash hand basin.

Temperature Control

Effective temperature control and storage is one of the most important safeguards for controlling the growth of food poisoning organisms

You should consider the following points:

High risk products such as cooked meat and dairy products must either be kept cold (at or below 8oC) or hot (above 63oC).

Ideally food should be prepared immediately before service, if this is not possible then the food should be prepared in small batches and kept at the correct temperature.

Sufficient fridge space should be available for the storage of high risk foods.  Commercial cool boxes or eutectic freezer blocks may also be used. 

Keep a check of the temperatures in your temperature recording books from your HACCP plan.

Cooked food should reach core temperature of 75oC.  Take particular care when using a barbeque as cooking temperatures are less predictable. 

Hot food displayed for sale/service should be kept above 63oC.

Probe thermometers should be used to check the core temperature of foods and ensure probes are disinfected after each use.

Keep food covered when stored in the fridge.

Vehicles used for transporting high risk food should be refrigerated.

Protect stored food from access/contact by members of the public.

Cross-Contamination

One of the main risks facing event and mobile catering is to protect food from contamination.  This is an important legal requirement:

Food preparation areas/chopping boards should be cleaned/disinfected after use.

Raw and cooked food should be kept separate at all times, raw food should always be stored below cooked food, ideally separate refrigerators should be used.

Clean and disinfect sinks after washing/preparing vegetables and raw food.

Avoid touching food – use tongs/utensils where possible.

All equipment including knives and containers should be cleaned and disinfected after use.

Disinfect all cloths regularly and replace as soon as they become worn/damaged.  The use of disposable cloths and paper towels is recommended.

Food must not be stored on the ground and must be kept away from any risk of contamination.

It is recommended food is kept 45 cm (18”) above the ground and protected from the weather.

Equipment/utensils/crockery should also be stored above ground, covered and kept free from contamination.

Protect food from pests (insects/birds/rodents).

Cleaning

Adequate supplies of suitable food grade cleaning products and disinfectants or sanitising agents should be used for the regular cleaning and disinfection of equipment and work surfaces.

Hazardous substances such as cleaning materials must be used and stored in a safe manner.

Hot and cold water (or water at a suitable temperature) must be available at sinks and basins and must be available before food preparation begins.

Transporting Food

Vehicles and storage area should be of sound construction, kept in good repair and able to be cleaned easily.

Ensure appropriate containers are used.

Use of refrigerated vehicles is recommended.  Alternatively high risk food must be transported in cool boxes with ice packs.

Personal Hygiene

High standards of personal hygiene are essential and the following rules must be followed:

Hand washing must be carried out frequently throughout the day: Before starting work, after handling any raw foods, after using the toilet, after a break, after sneezing, coughing, etc.

Where possible tongs should be used for handling food.

All cuts or boils should be covered with a waterproof plaster (preferably coloured).

Jewellery and nail varnish should not be worn.  Hair should be covered and tied back.

Clean, washable over-clothing must be worn at all times when handling food.

Outdoor clothing must be stored away from any food area.

Any food handler who knows, or suspects, they are suffering from symptoms of food poisoning (particularly diarrhoea and vomiting) must notify their employer or manager and refrain from working with food.

Food Safety Training

Event safety catering is a high risk activity with potential for food poisoning. 

Food handlers must be trained to a level appropriate to their work.

First Aid

A first aid kit including washable (preferably blue) plasters must be provided.

Refuse

There must be an adequate supply of suitable refuse containers provided.

Plastic sacks must be tied securely and stored to prevent attraction of pests.

ADVERSE WEATHER PLAN

 In certain circumstances, such as extreme weather, it may be necessary to cancel, postpone or relocate the Market.

NNC&G is not liable for loss occurred due to a cancellation, postponement, or relocation activity.   No compensation for travel undertaken or stock prepared for the Market will be provided.

The following plan has been drawn up to ensure that the Market adheres to the highest levels of public safety whilst ensuring that Traders have clear guidelines for the non-operation of the market:

• The Market Manager  will monitor the weather for the market location online with the Met Office and with Windfinder online.   Monitoring will begin the weekend before the market.  Traders will be notified as soon as possible if it is felt there is risk of cancellation

• If the wind speeds are in excess of 25 miles per hour or the wind gust speeds above 35 miles per hour arrangements will be made to relocate, or to book a larger marquee.  If alternative arrangements cannot be made, the market will be cancelled.

• Traders will be notified initially of the warning by email and via the market members Facebook page.   A text and email will also be sent if the cancellation is confirmed.

• Under extreme circumstances where the Manager has to cancel a Market at the last minute all traders will be contacted via text/phone call. 

•  If on the day of the Market the wind speeds reach and exceed 20 miles per hour every effort will be made to ensure the safety of the Traders and members of the public. The backs and sides will be removed from the stalls. Stalls may be moved if necessary.  Traders are responsible for ensuring their stock is stacked safely.   

• The Wind speeds will be monitored throughout the day on location.  In the event of wind conditions exceeding 25 miles an hour or gusts above 35 miles per hour whilst the Market is operating Traders will be asked to carefully remove their stock and stalls will be put down one at a time.

• All decisions will be made in the interests of public safety. The Market Manager will stay up to date with weather reports, in liaison with the market co-ordinators, and market committee to make a decision on whether or not to cancel a Market.

•  Every effort will be made to ensure that traders are given as much notification as possible. The final decision to cancel or abort a Market on the day rests with the Manager and the Chairperson.

NNC&G will only issue refunds where the Pitch has already been paid and where the market has been cancelled.

Traders providing their own marquees are responsible for ensuring they also provide adequate anchoring materials.  The NNC&G market has the right to ask a trader to pack up and leave if they do not adequately secure their pitch.  Refunds will not be issued in these instances or if traders leave the market of their own accord. 

Cancellation Units

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