Surfers Paradise Beachfront Markets - Oceanway Ride · SOP Version 12 – March 2016 ... 6.5...

Version 12 – March 2016 1

Surfers Paradise

Beachfront Markets

STANDARD OPERATING

PROCEDURES

Initial__________ ________ Date___________ 2 SOP Version 12 – March 2016

CONTENTS 1. FOREWORD ........................................................................................................................................... 3

2. PURPOSE ............................................................................................................................................... 3

3. DEFINITIONS .......................................................................................................................................... 3

4. REFERENCES .......................................................................................................................................... 4

5. RESPONSIBILITIES ................................................................................................................................... 4

5.1 SPA Management ............................................................................................................ 4

5.2 Markets Manager ............................................................................................................ 4

5.3 Work Health and Safety Advisor ........................................................................................ 4

5.4 Stallholders .................................................................................................................... 5

6. PROCEDURE ........................................................................................................................................... 5

6.1 Overview ........................................................................................................................ 5

6.2 Stall Location .................................................................................................................. 6

6.3 Unloading and Loading Vehicles ........................................................................................ 6

6.4 Marquee Design .............................................................................................................. 6

6.5 Marquee Erection ........................................................................................................... 6

6.6 Ballast ............................................................................................................................ 8

6.7 Marquee Bracing ........................................................................................................... 10

6.8 Marquee Dismantling .................................................................................................... 10

6.9 Electrical ...................................................................................................................... 11

6.10 Operation and Maintenance of Stalls. ............................................................................. 12

6.11 Weather Monitoring .................................................................................................... 12

6.12 Extreme Weather / Market ........................................................................................... 13

6.13 Stall Inspections and Auditing ........................................................................................ 15

6.14 Stall Audit Flowchart .................................................................................................... 16

6.15 First Aid ...................................................................................................................... 16

6.16 Hazard and Incident Reporting ...................................................................................... 17

7. ASSOCIATED DOCUMENTS ..................................................................................................................... 17


1. FOREWORD The Surfers Paradise Beachfront Markets have been an icon along the Surfers Paradise foreshore since 1995. They are held every Wednesday, Friday and Sunday night along the Esplanade in Surfers Paradise. The Markets are managed by Surfers Paradise Alliance (SPA), who have developed this Standard Operating Procedure (SOP) for the preparation (bump in), operation/management, and dismantling (bump out) of the Markets. The Work Health and Safety (WHS) Act 2011, and associated regulations impose Health and Safety Duties on all persons associated with the Markets, including SPA management and staff, contractors, stallholders and members of the public who attend them.

2. PURPOSE The purpose of this Standard Operating Procedure (SOP) is to give instruction to SPA staff, contractors and stall holders associated with the Markets on all activities that may affect the health or safety of themselves or others who may attend the Markets, so that the foreseeable risks to health and safety, as well as damage to infrastructure are minimised. Incidents have occurred through adverse weather conditions and this is one of the primary areas of risk this procedure aims to address.

3. DEFINITIONS Ballast – Weights used to provide downward force to prevent the lifting / movement of Marquees, Tables, Umbrellas and other structures.

Hitch knot – a form of friction or slide and grip knot suitable for tying an object to a pole. Note that there are many variations, e.g. clove, riggers, rolling, icicle etc.

Marquee – Temporary tent-like structure used by stall holders to store and display their stock.

RCD – Residual Current Device (Electrical Safety Switch).

SOP – Standard Operating Procedure (This document).

SPA – Surfers Paradise Alliance.

Stall – space and structure used by stall holders to conduct trading. This will generally be a 3m x 3m Marquee but with the approval of management may be a table, umbrella or other Marquee.

Table – Platform used to display product.

Table Stall – A stall that does not use a Marquee and consists of tables / umbrella only.


4. REFERENCES x Temporary Demountable Marquees – Guidance on procurement, design and use (third edition)

x Safe Use and Operation of Temporary Demountable Marquees

x Justice Queensland www.justice.qld.gov.au/fair-and-safe-work/electrical-safety

x Work Health and Safety Act 2011 - Queensland Legislation

5. RESPONSIBILITIES

5.1 SPA Management - Provide Markets staff on-site responsible for delivering this SOP - Define the responsibilities of personnel qualified for WHS issues and identification of the WHS

Management system verification requirements - Managing compliance with WHS Legislation, Regulations, Standards and Codes of Practice - Overview the Markets and has the ultimate responsibility to ensure the event is successful - Provide the resources and delegates duties within SPA to provide comprehensive coverage of the

Markets Operational Plan - Approves the use of Marquees, Tables, Umbrellas and other structures.

5.2 Markets Manager The Markets Manager will be responsible for the overall operation of the Markets and implementation of this SOP.

This will include:

- Regular updates and general communication with all stallholders - Weather monitoring and recording - Incident, including first aid management and reporting - Site management including site design and stall compliance with the SOP and Terms and Conditions for

Market operations - Hazard/Risk management and recording - Weekly site inspections and stall audits (including all procedures contained within this SOP).

5.3 Work Health and Safety Advisor - Advise SPA Management on WHS issues and compliance management related to the operations of the

Markets - Audit Markets as requested - Update SOP in conjunction with SPA Management - Respond and or investigate at the request of SPA Management any query, incident, injury or emergency

report as forwarded by SPA.

http://www.justice.qld.gov.au/fair-and-safe-work/electrical-safety


5.4 Stallholders As outlined in the WHS Act 2011, all stallholders are a ‘Person Conducting a Business or Undertaking’ and must comply with all aspects of the legislation. Each Stallholder is responsible for their own well-being as well as minimising the risk to others by: � Complying with all items listed within this SOP

� Complying with all reasonable instructions from Markets staff and Security staff with respect to

compliance with the SOP and Terms and Conditions for operating within the Market.

� Erecting and dismantling Marquees, Tables, Umbrellas and other structures in accordance with this SOP

and compliance with all other relevant Markets documentation, policies and procedures

� Using caution when pushing equipment through the market zone

� Use and operation of all equipment and Marquees, Tables, Umbrellas and other structures in accordance

with the manufacturer’s instructions and this SOP

� Immediately reporting to Markets staff any identified hazards and alerting fellow stallholders to potential

risk

� Reporting to Markets staff immediately all incidents or near misses regardless of whether or not it results

in injury or damage

� Being aware of who the Markets staff are, where first aid is and relevant emergency numbers

� Performing all activities in a manner that does not place themselves or others at risk

� Ensure they hold the appropriate and current licences and qualifications for the work they perform

� Ensuring that the area of work, which he/she is engaged in, is maintained in a safe and tidy condition.

6. PROCEDURE

6.1 Overview The Markets comprise of the bump-in of goods for sale, erection of temporary weighted Marquees, Tables, Umbrellas and other structures, arranging stock ready for sale to the general public, then bumping it all out again after trading has finished. A temporary loading dock is created from adjacent car parks off the Esplanade, to facilitate bump-in and bump-out operations.


6.2 Stall Location x The Market Manager or Senior Onsite Coordinator will allocate stallholders their positions for each

Market and this will be communicated upon arrival to the site. x On days where the weather alert status is YELLOW, stalls will be located south of the Commonwealth

Games surfboard. When capacity is too high to fit all stalls south, then the area between Elkhorn Avenue and 50 metres south of Elkhorn Avenue will be also be utilised.

x NOTE: On Market days with a YELLOW status, all stall sites will be re-allocated.

6.3 Unloading and Loading Vehicles x Stall holder vehicles are to be unloaded in designated loading docks only, which are located on The

Esplanade. These temporary unloading/loading areas will be signposted, delineated by witch’s hats and supervised by a security contractor or Markets staff Cars will not be permitted to double park or park illegally while unloading or loading

x When stall items are removed from the vehicle all care must be taken to ensure that nothing is placed in the pedestrian travel path. It is recommended that stall stock and equipment be placed on the grass off the path during the bump in and out process

x Any items protruding onto the footpath from cars whilst in the loading dock such as ramps, rear car hatches etc need to be highlighted with a high visibility material or paint.

6.4 Marquee Design x Marquee design must be fit for purpose in an exposed outdoor, beach environment. We recommend a

minimum 40mm frame. x Preapproved designs include:

o OzTrail (Deluxe range only) – acceptable o InstaCo Mountain Shade – preferred o Extreme Marquees (Medium and Heavy range) - preferred

x All other marquee types must have prior approval from the Markets Manager and be shown to meet Australian Standard AS 1170 – Part 0 and AS 1170 Part 2

6.5 Marquee Erection Erection of Marquees shall be in accordance with the manufacturer’s instructions. Where manufacturer’s instructions are insufficient, in particular to giving guidance on reducing risk of wind gusts picking up the Marquee, the following should be followed: Option A:


Step 1 - Position approved ballasts near to where the legs of the marquee will be so that they can be fitted without leaving the structure. The Marquee is to be expanded (with legs not being extended to full height) and placed into position. Step 2 - Ballasts to be fitted to each Marquee leg. Once this is complete, the canopy is to be fitted to the Marquee. Step 3 - Marquee legs are to be fully erected. Option B: to be used in windier conditions

Step 1 – The Marquee is to be expanded (with legs not being extended to full height) with Person 1 securely holding onto the middle of the upwind side of the structure (red ‘x’ in above diagram) until steps 2 and 3 are completed. Step 2 – Person 2 is to extend 1 of the legs on the downwind side of the Marquee and securely attach the Ballast. This procedure is to be repeated for the 2nd leg on the downwind side. Step 3 – Person 2 is to extend 1 of the legs on the upwind side of the Marquee and securely attach the Ballast. This procedure is to be repeated for the 2nd leg on the upwind side.


6.6 Ballast x Ballast shall be fitted to each leg of a Marquee or other structure to provide down force to reduce the

risk of uplift by wind gusts.

The following type of Ballasts have been approved for use within all stalls: Note - other types of Ballast may be used provided they meet all safety criteria identified in this SOP and are approved in writing by the Markets Manager. All weights must be placed on a rubber-back carpet tile or similar.

x For Marquees and other structures, the minimum weight of ballast to be securely attached to each leg is 30kg (refer to pictures below). Depending on the design, this may require that a number of weights be attached to each leg of the Marquee or other structure to achieve the minimum of 30kg required.

x Within a Marquee or other structure, each table must be securely attached to the Marquee leg (refer to picture below)-

The preferred weight is the Jigsaw weight Plastic weight is acceptable if filled

with concrete


x For Table Stalls, the minimum weight of ballast to be securely attached to the table and umbrella is 30kg (refer to pictures below)

x For Table Stalls, where more than one table is used all tables must be secured together using a suitable rope or ratchet strap binding the tables together with at least 1 x 30kg ballast securely attached (refer to picture below)

x Ballast shall be durable in nature and securely attached to each leg such that if uplift of the leg occurred the ballast would not come off. For tying ballast to the legs, a hitch knot should be used to prevent the


rope from slipping off the pole (refer to the diagram below which shows Steps 1 and 2 of a ‘clove hitch’ knot).

Step 1- Step 2-

x Bungee or Velcro straps are not permitted as a means to secure weights to marquee legs or tables.

x All plastic or bag weight containers must be filled with concrete (sand not permitted) to the standard 30kg per leg.

x All metal weight systems and metal legs of Marquees must have a protection system in place such as rubber-back carpet squares to protect the foreshore from rust stains.

x Non-compliant ballast systems include (but not limited to the following): � Shopping bags and similar filled with sand are not suitable as these perish very quickly and it is

not possible to determine how much force they would take before failing, and as such are not to be used

� Open containers filled with sand should not be used as if it were blown over the sand would fall out thus reducing the weight of the ballast below the specified level

� Pegging into grass or gardens � Attaching / tying off to any infrastructure along the foreshore (ie. seating, handrail’s, trees /

gardens).

6.7 Marquee Bracing � Cross Bracing is recommended as an additional step in securing and reinforcing marquee structures. It is at

the individual stall holder’s discretion to what form of additional bracing is implemented, however “bungee straps” are not to be used for bracing of marquees. Ratchet straps are the recommended method.

6.8 Marquee Dismantling x Dismantling of Marquees shall be in accordance with the manufacturer’s instructions – usually the

reverse order of erection. x Where manufacturer’s instructions are insufficient, in particular to giving guidance on reducing risk of

wind gusts picking up the Marquee, the following should be followed:


Option A:

Step 1 - Marquee legs are to be lowered. Step 2 - Canopy is to be removed from the Marquee. Step 3 – Ballast is to be removed from each Marquee leg. Step 4 - The Marquee is to be collapsed and packed away. Option B: Step 1 – Person 1 is to securely hold onto the middle of the upwind side of the structure (canopy attached) until steps 2, 3 and 4 are completed. Step 2 - Person 2 is to lower 1 of the legs on the upwind side of the Marquee and remove the Ballast. This procedure is to be repeated for the 2nd leg on the upwind side. Step 3 – Person 2 is to lower 1 of the legs on the downwind side of the Marquee and remove the Ballast. This procedure is to be repeated for the 2nd leg on the downwind side. Step 3 –The Marquee is to be collapsed and packed away

6.9 Electrical x Each stall holder shall provide their own power source and electrical equipment. Power sources shall be

via a battery and inverter plant which must be in compliance with AS/NZS 3002: 2008.

� Where your stall requires a generator, a ‘Generator Application’ must be completed and approved by the Markets Manager before a generator will be allowed on site. You have determined that a battery / inverter or self-contained portable power unit/s is not sufficient for your power needs before applying to use a generator. Refuelling of generators on site is not allowed (all generators must be fully fuelled before arriving on site so that no petrol is required to be on site during the Market operations)

� Any leads to the generator need to be taped down if within any pedestrian access area.

� Stallholders approved for generator use must continue to comply with the terms of use contained within the application or approval for use can be withdrawn the Markets Manager.

x All 240v power sources, including generators and inverters, must be fitted with an RCD [Residual Current Device / Electrical Safety Switch] and are to be push button tested on each trading day.

x Electrical leads and RCDs are to be tested and tagged in accordance with AS/NZS 3002:2008 (i.e. electrical testing at least every 12 months and push button test on RCDs each day).

x All batteries, power boards and any connectors are required to be contained in a weather resistant box.


x Council power is not to be used at any time for any reason.

x All electrical equipment and power leads to be used on site shall be in accordance with AS/NZS 3002:2008.

x The Markets Manager will implement quarterly audits by an external WHS professional to review electrical arrangements.

x Any untested, untagged or damaged electrical equipment is not permitted to be used.

x Frayed or damaged electrical equipment is not permitted to be used in Markets and will be removed during stall inspections.

x Marquees must have three sides available for us on site. Sides must be erected in inclement weather or upon request by Markets staff.

6.10 Operation and Maintenance of Stalls. x Stalls and all associated equipment and stock must be kept in a tidy state and not cause any obstruction

or trip hazards. x All Marquees and equipment associated with stalls must be maintained in a functional state. This would

include ensuring that ropes and ballast used for Marquees, Tables, Umbrellas and other structures are not damaged or perished. It is suggested that all guy ropes and tie downs be inspected during the Market to ensure that they are still securely attached.

6.11 Weather Monitoring x Monitoring of weather conditions shall be conducted each Market day by the Markets Management via

one or more of the following methods. a) Online resources will be used to make informed weather predictions, including:

� Bureau of Meteorology - www.bom.gov.au � Sea Breeze - www.seabreeze.com.au � Weatherzone - www.weatherzone.com.au � Wunderground - www.wunderground.com � Willy Weather - www.willyweather.com.au b) An on-site ‘Weather Station’ will record weather conditions continuously.

c) A hand held device may be used supplementary to the above as deemed necessary.

x Stall holders may request to see the on-site weather station data should they have any concerns regarding the safe operation of the Market.


6.12 Extreme Weather / Market x Weather predictions from the BOM and onsite wind readings taken at the markets will be used by

Markets management to make a decision on whether the Markets can operate safely on any given market day. Onsite Markets personnel will regularly monitor weather internet sites before trading on Market days as well as during the course of the operation of the Market. The sites monitored by the Markets Coordinator include: � http://www.bom.gov.au/products/IDQ60801/IDQ60801.94580.shtml

� http://www.bom.gov.au/qld/forecasts/brisbane-thunderstorms.shtml

� http://www.weatherzone.com.au/qld/southeast-coast/surfers-paradise

x Markets Management will advise all registered stall operators on the status of each market via SMS between 11.30am and 12 noon on the day. This will be followed up by an updated status via SMS at 1pm, taking into account current weather patterns and predictions.

x A system of colour coded alerts to indicate the status of any market will be utilised to indicate expected weather and operating conditions.

GREEN Status – Beachfront Markets are going ahead with no reasonable expectation of extreme weather in the market zone.

YELLOW Status – Markets are expected to proceed with continuous weather monitoring. Stallholders are expected to be in the vicinity of the Markets area; bump in may go ahead with continuous weather monitoring, or bump in times may be delayed, in consultation with stallholders, to assess safe set up or cancellation, or to allow a weather system to pass. The latest time to commence a Market pending weather assessment is 5:00pm. RED Status – Beachfront Markets are cancelled due to impending extreme weather as determined by and notified by Markets Management. Where consistent gusts or expected wind speeds are in the range 51–62 km/h or 28–33 knots (Beaufort Scale 7) or above, then Markets management will cancel the Markets. Regardless of the status, on site markets staff continuously monitor the weather throughout the afternoon and evening every market day. If the 1pm Status Alert is YELLOW – As PCBU’s (Person Conducting a Business Undertaking) stallholders will be given the choice to trade, or not, based on their own assessment of the weather.

Traders who view the YELLOW Status Alert at 1pm and choose not to trade will not incur a site fee or lose an absent day however they must notify the Markets team of their intended absence, by text, by 1.30pm.

NOTE: If the decision not to trade by a stallholder is not received by 1.30pm, the stallholder WILL incur a site fee or lose an absent day.

http://www.bom.gov.au/products/IDQ60801/IDQ60801.94580.shtml

http://www.bom.gov.au/qld/forecasts/brisbane-thunderstorms.shtml

http://www.weatherzone.com.au/qld/southeast-coast/surfers-paradise


Stallholders who bump in on a YELLOW status and then decide not to trade will not incur a site fee or lose an absent day as long as they are safely off the foreshore by the 3pm start of trade. The stallholder’s decision must be communicated to onsite staff via a text message to the Markets phone.

If the stallholder has not removed all equipment from the foreshore by 3pm they will lose an absent day or incur a site fee.

Stallholders who change their mind about trading after the Markets have begun may (with permission of the Markets Coordinator) pack-down but may not leave the Markets area out of concern for the safety of the general public and other stallholders. These stallholders will be charged a site fee.

Note: During the operation of all Markets the Markets Coordinator will monitor weather conditions and may issue one of the following advices to stallholders at which time stallholders are to take immediate action:

1. Code Yellow: Trade will continue however this warning will be put out to Stallholders when weather monitoring indicates a storm approaching or wind speeds approaching or occasionally gusting in the range 51-62km/h or 28-33 knots (Beaufort Scale 7). On a Code Yellow warning stallholders must ensure structures, furniture, and stock is secured as far as practicable to ensure a safe working environment.

2. Code Black: Trade will cease immediately and stallholders must lockdown to secure marquees, furniture, stock and other items as extreme weather is imminent with no time to exit market zone. Stallholders should seek shelter within permanent structures as soon as practicable.

Please Note that standard terms and conditions apply should the Markets be cancelled and SPA takes no responsibility for broken or damaged stock as a result of weather or the implementation of this weather action. Status Alerts will be issued based on forecasts and warnings issued only by the official government weather advisory, the Bureau of Meteorology (BOM), on the day of the Markets. All decisions will be based on advice from BOM and no other weather websites or reports in the media. BOM forecasts at 1pm on Market days that contain the words ‘severe’ or ‘gusts with potential to exceed 50km/h’ in relation to weather events will result in a YELLOW status being issued by the Markets team. A YELLOW status will not be issued for forecasts containing the words ‘rain’ or ‘thunderstorm’ unless accompanied by the words ‘severe’ or ‘gusts with potential to exceed 50km/h’. Emergency Alert System: SPA markets staff will have air horns on site that will be sounded in the event of an immediate severe weather event. On the sounding of the air horn, stallholders must immediately follow the correct procedure for severe weather events as outlined below:


Procedure for severe weather events:

1. Immediately remove any walls that may be up on your marquee. Keeping the walls on creates a parachute-effect in high winds which can lead to your marquee becoming an airborne missile. We understand that removing walls may result in water damage to your stock so ensure you have covers available to protect your goods should this be necessary.

2. Immediately lower all legs on the marquee to reduce the amount of wind that can get under the

roof.

3. Remove the roof to reduce the possibility of any parachute-effect entirely.

6.13 Stall Inspections and Auditing x Random inspections of all stalls will be conducted by SPA Management, Markets staff and an appointed

Work Health and Safety Advisor to monitor compliance with the SOP and Terms and Conditions. x A ‘Site Inspection Checklist’ will be used as a standard template to facilitate and record compliance /

non-compliance and a register of these audits will be maintained.

x Should a non-compliance or issue be found, the stall holder will be required to rectify the situation within the timeframe agreed by the Markets Manager. Note that if a hazard is present that poses a significant risk that cannot be rectified immediately then the stallholder may be required to cease trading, and may be suspended for a period.

x A written ‘breach notice’ will be issued for all significant hazards or non-compliance identified. x Quarterly inspections will be conducted by an external WHS Professional appointed by SPA to monitor

overall safety compliance and practice. A report will be provided to SPA detailing the findings of the inspection along with recommendations and stallholders will be kept informed of the results of all external audit reports.


6.14 Stall Audit Flowchart

6.15 First Aid x A qualified first aider will be provided by SPA and will be on site at all times during the operation of the

Markets

x Should an injury occur that requires first aid, Markets staff should be contacted, who will then arrange treatment from the first aider

x Records of all first aid treatment are to be made in the ‘First Aid Register’.


6.16 Hazard and Incident Reporting x If a Hazard is identified at any time, it must be reported as soon as reasonably practicable to Markets

staff

x All hazards that cannot be rectified immediately must be recorded on the ‘Hazard Report Form’, including actions to be undertaken, by who and by when

x If an incident occurs, regardless of whether there is an injury or equipment damage, it must be reported to Markets staff

x All incidents are to be recorded as per SPA procedure 6.1 Incident Reporting and Recording and if of a serious nature, shall be investigated in accordance with SPA procedure 6.2 Incident Investigation. (Online Safety Management System)

x If a ‘Notifiable Incident’ occurs, SPA will notify the appropriate regulator.

7. ASSOCIATED DOCUMENTS x Surfers Paradise Beachfront Markets Terms & Conditions x Stallholder Introduction Letter x Breach Notice x Beaufort Wind Scale x First Aid Register x Generator Application Form x Hazard Report Form x Register of Hazardous Chemicals x Site Inspection Checklist x Wind Speed Measurement x Weather Log

I, the undersigned understand the requirements outlined within the SOP and my responsibilities in relation to meeting these requirements. I agree to perform those duties as far as is reasonably practicable.

I understand that any breach of the SOP may result in my stall being suspended or terminated from the Markets.

STALL HOLDER SIGNATURE: ___________________________________________________

STALL HOLDER NAME (PRINT): _________________________________________________

DATE: ___________________________

Surfers Paradise Beachfront Markets - Oceanway Ride · SOP Version 12 – March 2016 ... 6.5...

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Transcript of Surfers Paradise Beachfront Markets - Oceanway Ride · SOP Version 12 – March 2016 ... 6.5...