Management of Street Food Vendors Checklist - Aviva Loss Prevention Standards - V1.0

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To view our Loss Prevention Standard that supports this checklist, please view the following link: https://broker.aviva.co.uk/documents/view/aviva_street_food_vendor_management_lps.pdf

Planning & Management

1. Have you consulted your insurance provider, your broker and other bodies as appropriate, including the Local Authority and Emergency Authorities to seek permissions and guidance?
2. Do you have a plan for managing events with Street Food Vendors which identifies and clearly defines the extent of your and other's responsibilities?
3. Do you have formal document(s) detailing your own site rules, requiring compliance by all vendors/catering contractors/catering service providers? Are arrangements in place for regular site inspections to be undertaken to ensure compliance of site rules, requirements and controls?
4. Prior to permitting vendor trading, do you request a completed registration form, requiring evidence and certificates of: • Public liability insurance, for the duration of the event? • Gas appliance safety and electrical certificates? • Food hygiene rating and food safety hygiene certificates? • Risk assessments and method statements detailing the type of cooking and control measures? Are certificates and documentation required to be available upon request?
5. Do you engage the services of a catering service contractor, with the responsibility of: • Overseeing registration, ensuring required certificates and documentation is in place, prior to vendor trading? • Managing the event? • Undertaking inspections to identify contravention of rules, risks and ensure control measures are in place? Do you undertake inspections and audits of any catering service contractor to ensure that agreed service standards, requirements and controls are being maintained?
6. Are there up to date: • Fire risk assessment(s) • Health &safety risk assessment(s) • Fire Safety Plan Have the above been undertaken by a competent person?
7. Do risk assessments take into account the specific venue and event features, such as location, surroundings, combustibility of adjacent neighbouring buildings, distance between vendors' stalls and vendors' stalls from neighbouring buildings, number and rotation of stalls as well as the type of cooking undertaken and anticipated footfall; location in relation to existing building air intake and ventilation systems?
8. Have any action points generated from all completed risk assessments been: • Identified? • Prioritised? • Tracked? • Completed?
9. Are you aware of and do you record the locations and quantities of vendors' compressed gas cylinders, for notification to emergency services upon arrival?
10. Management & Emergency Planning: • Has a competent person been nominated to assume responsibility for the coordination and management of the event and supervision of vendors? • Has an emergency escalation and action plan been established and communicated to all participants? • Are a suitable number of trained fire marshals or stewards available to respond to an emergency? • Have arrangements been made and communicated, in order to raise the alarm in the event of fire, request the attendance of emergency services and ensure site access?
11. Do you have an Emergency Response Plan with an effective crisis management capability, along with a Business Continuity Plan (BCP) to provide an effective incident response and minimise the effects of a crisis? Have these been tested?
12. Is there an incident reporting procedure for the recording of all incidents/accidents and near misses involving vendors, their staff or members of the public, including for these to be investigated as a means of loss prevention?

Control Measures

13. Premises, position and layout: • Is the event space of a suitable size to accommodate the intended number of vendors and the size of stalls/vehicles? • Is the size of vendors' stalls ascertained during the planning stage and change in vendors monitored to ensure suitable distancing between stalls/buildings? • Is there adequate spatial separation between temporary structures, nearby buildings and roadways? • Is there adequate spatial separation to reduce the risk of fire spread between stalls/vehicles and nearby buildings? • Is the floor surface of a suitable construction, condition and level?
14. Weather • Has the weather forecast been assessed in advance? • Have suitable measures been taken to reflect forecast weather conditions? • Is it safe to proceed with the event? • If the weather changes, and if necessary, are plans in place to terminate the event quickly?
15. Temporary structures: • Do temporary structures meet required fire and safety standards? • Are the structures constructed using non-combustible, fire resistive or retardant materials? • Are they in sound condition, fit for purpose and of a suitable strength and stability? • Have they been erected by a suitably trained person? • Have they been securely and safely anchored in place to reflect intended use and forecast weather conditions?
16. Are vendors mobile/motorised vehicles and trailers: •Maintained in a good state of repair and where applicable, roadworthy, insured, licensed for road use and possess a valid MOT certificate? • Prohibited from site if leaking oil or otherfluids? • Prohibited from having fuel tanks filled or emptied on site?
17. Combustible contents, packaging, decoration and displays: • Do materials used in finishing and furnishing meet required fire and safety standards? • Has the volume of combustible materials been assessed and reduced so far as practicable? • Has the storage of combustible food containers, trays, plates, cups, etc. within a temporary structure been kept to a minimum and are they stored well away from any source of ignition?
18. General fire safety: • Have an adequate number of suitable and maintained portable fire extinguishers and fire blankets been provided? • Are there suitable number of persons trained in the use of fire safety equipment? • Are portable heaters prohibited?
19. Smoking • Is smoking prohibited on site/within and around vendors' stalls? • Where smoking is permitted, are suitable provisions made for smoking materials to be safely disposed?
20. Are cooking appliances and associated equipment: • Purpose built, fit for purpose and maintained in good, clean condition? • Subject to regular service and maintenance in accordance with manufacturer's instructions, as part of a preventative maintenance programme? • Annually serviced (gas appliances) by a competent gas safe registered engineer? • Fitted with appropriate, working safety devices, e.g. thermostatic control and cut out devices, flame failure cut out devices, etc.? • Operated only by suitably trained persons? • Kept clear of any combustible materials? • Always attended when in use?
21. Provision, use, storage and handling of fuel: Are gas cylinders and associated equipment: • Operated by persons with appropriate training, experience and competency? • Limited to one day usage? • Positioned in a well-ventilated area, stored in an upright position, on stable ground, caged/secured if held externally? • Clear of heat sources and combustible storage? • Gas hoses limited in length, 2 metre maximum for externally positioned hoses and 1 metre for cylinders contained within compartments forming part of a trailer or vehicle? • Gas hoses inspected prior to each use,to ensure they are free from leaks, splits, damage and showing signs of perishing? • Fitted with emergency shut off valves/regulators which are checked prior to each use? • Not left unattended when in use? Is cooking oil: • Limited to one day usage and stock stored suitably and safely? • Changed at regular intervals (away from site), thereby reducing oxidisation and the risk of fire? • Allowed to cool sufficiently prior to disposal/site removal? • Removed safely and appropriately when used? Is charcoal: • Avoided where possible? • Limited to one day usage and stock stored suitably and safely? • Wet/damped down and coals allowed to cool sufficiently prior to disposal/removal from site? Are flammables, gels, tea light candles and chafing oils: • Prohibited or avoided where possible? • Limited to one day usage and stock stored suitably and safely, within a proprietary metal fire resisting cabinet conforming to BS EN 14470-1 with a fire resistance of at least 30 minutes?
22. Electricity Supply. Are permanent fixed external electrical power supplies and/or temporary electrical supply cables and fittings provided for vendors' use, which are: • Installed and inspected at regular intervals by an approved contractor who is a member of an appropriate UKAS nationally accredited third-party inspection body for companies able to carry out work in accordance with the IEE regulations? • Checked for damage prior to each use and repaired or replaced before being permitted to be used? • Provided with safety devices to protect against short circuit and earth fault currents (circuit breakers), electrocution and fire caused by earth faults (RCDs) and fire caused by arcing (Arc Fault Detection Devices)? • Suitable for external use? • Of limited application, such as lighting, point of sale equipment, i.e. prohibit use of electrical supply to cooking appliances? • Checked to ensure power supplies are not overloaded/used together with multiple adaptors/joint blocks? • Fully uncoiled and cables protected against physical damage? • Inspected using a thermographic camera?
24. Are portable generators: • In good condition and maintained in accordance with the manufacturer's instructions? • Used only under the control of a nominated and suitably qualified, trained and competent person who shall be responsible for the positioning, starting up, refuelling and shutting down of the equipment in a safe manner? • Prohibited from being refuelled with petrol during an event, when the generator is running or remains hot? • Not placed where it is liable to be overturned or suffer mechanical damage, where flammable atmospheres may exist or on combustible surfaces? • Kept clear of combustible materials with a clearance of at least 2 metres maintained?
25. General safety/employers and public liability. • Has the event area been made safe or cordoned off for the erection and dismantling of temporary structures? • Has the event area been assessed for the risk of slips, trips and falls? • Have trailing leads and cables been secured down and covered with proprietary mats or cable covers? • Is the event area free from obstruction and is there ample room for safe escape in the event of emergency? • Where required, has manual handling training been provided? • Have appropriate arrangements been made for the safety and security of the site and/or storage of all equipment associated with the event, outside of trading hours, e.g. overnight? • Has the need forworking at height been considered, risk assessed, provisions made and training provided?

Completion

Additional Comments
Completed by: (Name and Signature)
Please Note:

This document contains general information and guidance only and may be superseded and/or subject to amendment without further notice. Aviva has no liability to any third parties arising out of ARMS' communications whatsoever (including Loss Prevention Standards), and nor shall any third party rely on them. Other than liability which cannot be excluded by law, Aviva shall not be liable to any person for any indirect, special, consequential or other losses or damages of whatsoever kind arising out of access to, or use of, or reliance on anything contained in ARMS' communications. The document may not cover every risk, exposure or hazard that may arise and Aviva recommend that you obtain specific advice relevant to the circumstances.