Adverse Weather Policy

Purpose

This policy outlines the procedures and responsibilities for Cotswold Markets Limited (CML) in response to adverse weather conditions, including high winds, heavy rain, snow, ice, and extreme temperatures. The aim is to ensure the safety of staff, traders, and the public, and to protect property and equipment during the operation of markets and events.

Scope

This policy applies to all outdoor markets and events organised and managed by Cotswold Markets Limited across all locations.

Definition of Adverse Weather

Adverse weather includes, but is not limited to:

  • High winds (gusts over 40mph/64.4kph or as advised by site-specific risk assessments)

  • Heavy rainfall causing flooding or surface water hazards

  • Snow and ice affecting surface conditions and access

  • Extreme heat or cold posing health risks to staff, traders, or the public

  • Thunderstorms and lightning

Monitoring and Communication

  • CML management will monitor weather forecasts through the Met Office and other trusted sources 48 hours prior to any event.

  • A final weather assessment will be made 24 hours before the event, and again on the morning of the event.

  • Communication with traders and staff will be made via email, text, and/or phone as early as possible if changes are necessary.

Wind-Specific Guidelines

Wind is a particular hazard in market environments. The following measures apply:

Risk Thresholds

  • Gusts 0–25mph: Normal operation with increased monitoring

  • Gusts 26–40mph: Heightened alert; secure structures; decision to proceed based on site-specific risk assessment

  • Gusts 41mph and above: Final decision on event/market postponement, cancellation, or early closure for safety reasons

Stall holder Responsibilities

  • Stallholders must use approved weights or anchoring systems on all gazebos/stalls, regardless of forecast.

  • CML reserves the right to prohibit trading by stallholders who do not comply with safety requirements.

Other Weather Conditions

Rain and Flooding

  • Events may be delayed or relocated in case of significant surface water or ground saturation.

  • Electrical equipment must be suitably protected from water ingress.

Snow and Ice

  • CML will inspect sites for safe access.

  • Gritting and snow-clearing will be arranged where necessary.

  • Events may be postponed if the site is deemed unsafe due to ice or snow accumulation.

Extreme Temperatures

  • Heat: Shade, hydration, and breaks will be encouraged. High-risk equipment may be restricted.

  • Cold: Heating facilities, warm clothing recommendations, and shortened hours may be considered.

Decision-Making and Cancellations

  • The Market Manager or Event Lead has the authority to cancel, postpone, or suspend trading in the interest of safety.

  • Decisions will be made based on risk assessments, official warnings, and site inspections.

  • Where possible, cancellations will be communicated by 7:00 AM on the day of the event.

Insurance and Liability

  • Stallholders are responsible for ensuring their insurance policies cover trading in adverse weather.

  • CML accepts no liability for losses arising from weather-related cancellations or closures.

Policy Review

This policy will be reviewed annually or following a significant incident related to adverse weather.

Environmental Policy

Cotswold Markets Limited recognises its responsibility to minimise the environmental impact of its operations and promote sustainability within the communities it serves. We are committed to protecting the local and global environment through continuous improvement of our practices, engaging with traders, customers, and stakeholders to support a greener future.

Our Commitments

To achieve our environmental objectives, Cotswold Markets Limited will:

Reduce Waste and Promote Recycling

    • Work with local authorities and waste contractors to ensure proper disposal and recycling of waste.

    • Encourage stallholders and customers to reduce single-use plastics and adopt reusable, compostable, or recyclable alternatives.

Minimise Carbon Emissions

    • Encourage traders to reduce travel emissions through car sharing, low-emission vehicles, or sourcing produce locally.

    • Explore opportunities for renewable energy use across operations.

Support Local and Sustainable Products

    • Prioritise market traders offering locally sourced, seasonal, or sustainably produced goods.

    • Promote eco-friendly and ethical products to customers through marketing and signage.

Conserve Resources

    • Monitor water and energy use, identifying opportunities to reduce consumption.

    • Limit paper use in administration by adopting digital systems where feasible.

 Engage and Educate

    • Raise awareness among traders, staff, and customers about environmental issues and how they can help.

    • Provide guidance to traders on sustainable practices and packaging alternatives.

    • Participate in or support local environmental initiatives and campaigns.

Compliance and Continuous Improvement

    • Comply with all relevant environmental legislation and regulations.

    • Regularly review this policy and our environmental performance to identify areas for improvement.

    • Include environmental responsibility in staff training and management processes.

Responsibility and Review

Management is responsible for implementing this policy, ensuring that environmental considerations are integrated into decision-making at all levels of the organisation. This policy will be reviewed annually and updated as required to reflect changes in legislation, operations, and best practice.