Adverse weather policy

Reviewed after the first market and at least annually.

1. Why we have this policy

The market is held in the open on the paved circle at Beauvais Square. It is a lovely space but it is exposed, and the biggest single risk to anyone at the market is a gazebo lifting in wind. This policy says who decides whether the market goes ahead, what we look at, when we decide, how we tell people, and what happens to pitch fees. It supports section 13 of the trader terms and the market risk assessment.

2. Who decides

The market lead for the day, normally Leigh Coombs or Tom Middleton, decides whether to cancel, delay, close early or take gazebos down. Where possible the two of them agree it together, but either can make the call alone and it does not need committee approval. Their decision is final on the day. Any trader or volunteer can ask for a gazebo to come down, and any trader can take their own down at any time.

3. What we look at

We use the Met Office forecast for Bedford, looking at the hours 8am to 2pm to cover set up and pack down, not just trading hours. We check wind gusts, not just average wind speed, because gusts are what lift gazebos. We also check any Met Office weather warnings and, on the day, what is actually happening on the square. A handheld anemometer is kept at the welcome gazebo so the market lead can measure gusts rather than guess.

Weather	Trigger	What we do
Wind	Forecast gusts above 30 mph during 8am to 2pm, or sustained wind above 25 mph, or gazebos visibly lifting or moving on the day	Cancel before the day, or close and take gazebos down on the day. This is the trigger that matters most on an open square
Rain	Ordinary rain, showers, drizzle	Market goes ahead. Traders bring sides and dress for it. Marshals watch for pooling water on walkways
Heavy rain and flooding	Met Office amber or red rain warning covering the market hours, or standing water across the circle	Cancel or close
Thunder and lightning	Lightning forecast or heard within about 10 km (30 seconds or less between flash and thunder)	Close the market and move everyone under the Shorts Building canopy or into cars. Do not reopen until 30 minutes after the last thunder
Snow and ice	Snow lying or forecast, or ice on the paving that cannot be cleared and gritted by 8am	Cancel
Heat	Met Office heat health alert, or forecast above 28C	Market goes ahead. Water at the welcome gazebo, shade under gazebos, chilled food traders reminded about temperature control. Close early if the market lead judges it necessary
Fog	Visibility poor enough that vehicle movements on the square are unsafe	Delay vehicle movements until it clears; marshals guide every vehicle
Any official warning	Met Office amber or red warning of any kind, or advice from the council or emergency services	Cancel

4. When we decide and how we tell people

• Thursday before the market: market lead looks at the forecast and, if it looks marginal, warns traders by email that a decision will follow.

• Saturday 6pm: provisional decision. If the forecast is clearly unsafe we cancel then, so traders are not baking and loading for nothing.

• Sunday 7am: final decision. Traders are told by text and email and a notice goes on shortstown.co.uk and our social media by 7.15am. No message means the market is on.

• On the day: the market lead checks the forecast hourly and watches the square. If conditions turn, the lead may close the market early or order some or all gazebos down. Marshals pass the word stall to stall; nobody is expected to hear an announcement.

5. Closing on the day

If we close early, gazebos come down in an orderly way, pitch by pitch, with marshals keeping the public clear. Canopies come off first, then frames, then weights. Vehicles are not brought onto the circle until the market lead says it is safe, however keen people are to load up. In lightning, nobody handles metal gazebo frames until 30 minutes after the last thunder.

6. Pitch fees

If NCRA cancels or closes the market before 11am, traders get a full refund or a credit for a future market, whichever they prefer. If we close after 11am, traders have had the best of the morning and a credit of half the pitch fee is offered. If the market goes ahead and a trader decides not to come because of the weather, no refund is due. We will always be reasonable about a trader who left early because their own gazebo was unsafe.

7. Traders' own responsibility

Every gazebo must have at least 13kg on each leg and must never be left unattended in wind. A gazebo with legs tied to tables, stock or each other is not weighted. Traders are responsible for their own stall at all times; if it feels unsafe, take it down and tell a marshal. NCRA's decision to keep the market open does not make a trader's gazebo safe.

8. Records

Every cancellation, early closure or gazebo take down is noted in the market log with the forecast and the reason, and looked at when this policy is reviewed. If a gazebo does lift or blow over it is recorded as a near miss or accident and the trader's weights are checked before they trade again.

9. Contact

Weather decisions are sent to the mobile number and email in each trader's account on shortstown.co.uk, so please keep them current. Traders who have not heard by 7.15am on a doubtful morning should check the website before setting off.