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STALLHOLDER
OPERATION MANUAL

BSM-PRO-001 | Online Version
VER 02 - OCT 2022

SECTION 1 – GENERAL INFORMATION

Background
By Laws (Part 8. Rule 64 - Associations Incorporation Act 2015).  The Committee will prepare, approve and update as necessary, a readily accessible section of this Stallholder Operation Manual called General Information. The information for trading as a stallholder when attending the Market are detailed in this section. Stallholders/members/guests/entertainers of the Association are to comply with these instructions at all times.

Load in/Load out
Trading hours are Sundays:  9am to 1pm. Stallholders/members/guests/entertainers must load their equipment/products (carry or trolley etc.) into stall locations by 8:00 AM, and be set up and ready to trade by 8:30am. Vehicles must be removed from entrances/exits/ cordoned off parking area (i.e. traffic cones along Princess Royal Drive) by 8:00AM. Stallholders are to use the public car parks available and cannot park inside the cordoned off area. Stall holders must not remove any part of their stall before the market finishes trading at 1:00pm.

Market Floorplan
The Floorplan for the market identifies the size and location of all stalls.  It is the basis for allocation of sites to stallholders and the fee payable. The Boat Shed Markets Committee will nominate the coordinators responsible for the Market Floorplan and layout. Stallholders shall abide by the coordinator(s) instructions at all times.

Stallholder Fee
A Stallholder Fee is payable by all stallholders for the site that they have been allocated on market day. Fees will be collected during market trading hours or can be paid in advance. Refunds of the Stallholder Fee will not be made for cancellations.

Stall Costs

Presentation and Signage
Stalls must be presented in a neat, tidy and engaging manner.  Presentation and signage must be contained within the stall area and not visually block other stalls. Market stallholders must adopt a smart casual dress standard. All Stallholders/members/guests/entertainers are to comply with any directive from a BoatShed Markets Albany Inc. representative with regards to stall presentation/signage immediately.

Insurance
Stallholders are required to hold public liability insurance for not less than $5 million and provide proof of currency prior to trading. Entertainers are exempt.

Licences and Approvals
Food stalls must comply with all requirements of the City of Albany Health Department and have a copy of the appropriate approvals available at all times.

Power and Gas Equipment
All gas and electrical equipment must comply with regulatory authority requirements. This includes mandatory Test and Tagging. Stallholders/Entertainers that require power must present current Tagging for inspection upon request. Please detail all proposed equipment that will be used on the relevant Application forms. Power fees are $5 per outlet, except Entertainers.

SECTION 2 – STALLHOLDER REQUIREMENTS

Background
By Laws (Part 8. Rule 64 - Associations Incorporation Act 2015).  The Committee will prepare, approve and update as necessary, a readily accessible section of this Stallholder Operation Manual called Stallholder Requirements. The general, common obligations and responsibilities of the stallholder and their staff when attending the Markets are detailed in this section. Stallholders/members/guests/entertainers of the Association are to comply with these instructions at all times.

Code of Conduct
It is important to respect the lives and the workplace of each and every one of our stallholders and visitors, to ensure that we can work together and have a productive, safe and happy Marketplace. The following code is followed by Stallholders/members/guests/entertainers:

• We act with respect, honesty and dignity at all times.
• We maintain our own and others health and safety at all times.
• We interact with the public, members of the Boat Shed Markets management team, fellow stallholders and visitors in a courteous manner at all times.
• We refrain from any form of verbal or physical harassment or intimidation.
• We refrain from rude, violent, aggressive, uncooperative or belligerent behaviour toward our staff or anyone else.
• We refrain from verbal criticism of other stallholders or their products, and do not engage with other stallholders regarding their products in any form. All enquiries regarding other stallholders are to be made through the committee.

Non-compliance with the Code of Conduct
Non-compliance with the Code of Conduct is considered detrimental to the interests of the Boat Shed Markets Albany Inc. and will be taken very seriously. Non-compliance with the code of conduct will see the offending person(s) receive a written warning. If written warnings are not obeyed, the committee’s obligation in maintaining order and protection of other Stallholders/ members/guests/entertainers, is that offenders may be suspended or expelled. The decision of the Committee will be final.

Conflict Resolution Process
Stallholders/members/guests/entertainers cannot try to resolve issues with other Stallholders/ members/guests/entertainers through verbal or any other contact. Either in person, by writing or by phone. Rather than attempt to work out any grievances personally, Stallholders/members/ guests/entertainers should report and resolve any issues or complaints through the processes detailed in Clause 26 (Disputes and mediation) of the Boat Shed Markets Rules of Association. It is stated there that all conflicts/complaints/grievances and other enquiries be made in writing to: BoatShedMarkets@gmail.com, and no attempt at resolution is to occur on market day. However, if there are pressing or immediate issues, they must go through the most senior present committee member in attendance on Market Day. That committee member may ask that the issue not be resolved during Market operating hours, but it be resolved through the process outlined above (email). If it is deemed that the code of conduct is breached, a Stallholder may be requested not to participate in the Market on that day to maintain order for patrons.

Occupational Health and Safety
Stallholders/members/guests/entertainers must observe all legal requirements to maintain a safe environment for other stallholders and visitors. These include the current WA Worksafe, WA Health and other local regulatory authority requirements. Stallholders must be respectful of patrons when loading out their gear at the end of trading. Patrons may still be present or have not finished eating at their tables. Stallholders cannot create a safety hazard when carrying gear or using trollies around remaining patrons, or amongst each other.

Incidents and Accidents
Stallholders/members/guests/entertainers must complete an Incident Report Form, as part of Boat Shed Markets procedures, in the event of an accident or injury that may require 1st Aid or medical treatment, or if there is damage to property and/or equipment. This applies to all Stallholders, staff, assistants or volunteers. And includes any Stallholder private or personal property and/or equipment that is affected at the Boat Shed markets and its operating confines. This includes the car park. Incidents shall be reported to a (present) committee member immediately at the time of the incident.

Smoking and Pets
Smoking is not permitted inside the Boat Shed Markets precinct, coned areas and any areas adjacent to doors.  Pets are not permitted inside the Boat Shed Markets.

Emergency Management
Stallholders must comply with the Boat Shed Markets instructions in the event of an emergency. The “Muster Point” for all Stallholders and Patrons (anyone who is exposed to the emergency) is the Boat Ramp Car Park Area to the left of the Boat Shed when facing the water/beach.

Privacy & Social Media Policy
The Boat Shed Markets Association and all Stallholder’s, members and guests will not use, distribute or make available any information regarding members, guests or Stallholders. The Boat Shed Markets Association may be required to use Stallholder information required by the Rules of the Association for the dissemination of important information, or as requested in the Stallholders Application form for social media marketing purposes, only.

We encourage our Stallholders/members/guests/entertainers to engage in social media and join the conversation online. However, there is a code of conduct we ask all Stallholders, members and guests to abide by when posting online: 

• Be transparent and don’t contribute anonymously. Use your real name, identify your stall and be clear about your role.
• Respect other Stallholders, members and guests. Don’t disparage any Stallholder’s employees, customers, partners, prospects, readers and viewers.
• When disagreeing with others’ opinions, keep it appropriate and polite.
• Don’t post, publish or release information or content that is proprietary or confidential to Boat Shed Markets Albany Inc.
• Don’t share personal information about Stallholders, members, guests and their customers.
• Don’t make forward-looking statements about what Boat Shed Markets can do that may not be delivered.
• Don’t register social media channels representing Boat Shed Markets without prior consent from the Committee.
• Make sure what you say is factually correct.
• You are legally responsible for posts (and may be liable if found to be in violation of the law.) Escalate questions to the Committee if you’re not sure.

Violation of these guidelines will be treated as per Non-Compliance with the Code of Conduct in Section 2 – Stallholder Requirements.

SECTION 3 – STALL SELECTION CRITERIA

Background
By Laws (Part 8. Rule 64 - Associations Incorporation Act 2015).  The Committee will prepare, approve and update as necessary a readily accessible section of the Stallholder Operation Manual called Stall Selection Criteria. This procedure outlines the process that stallholders must follow when applying for a stall at the Market, and the processes by which the Market Committee selects and allocates stalls.  Stallholders, members and guests of the Association must comply with this Stallholder Selection section at all times.

Entity Definitions

• STALLHOLDER: A Stallholder is a primary producer, fisher, food producer, artist, artisan or service provider etc. with a desire to ply their trade, sell their produce, catch, value-add food products, or individually design handcrafted items (for example), directly to customers using the Boat Shed Markets Albany Inc. infrastructure, assets and/or resources as their venue. Staff, volunteers and associates of the Stallholder shall be bound by the same requirements of a Stallholder detailed in this manual. A Stallholder is also a financial Member of the Association.
• MEMBER: A Member is any person (including Stallholders and/or associates or interested persons) who have paid for and are current annual financial members of the Boat Shed Markets Albany Inc. association.
• GUEST: A Guest is person who may have submitted a Stallholder Application which has been provisionally approved by the Committee. They are Guests until they have paid full membership and become Member.
• ENTERTAINER: An entertainer is any person(s) who provides a performance of any kind as deemed acceptable by the Boat Shed Markets Committee. It may be music, poetry, readings, acting, mime or any other production/performance/activity that entertains patrons of the Boat Shed Markets.

Stallholder Application Process
To be a Stallholder, a Stallholder Application Form must be completed in full, by the applicant, and submitted to the Association and approved by the Committee. All Stallholder Applications are to be renewed annually by 1st February. The Committee will notify the applicant of a decision and, if approved, the date that trading can commence. The decision of the Committee is final.

Memberships
The person(s) defined as a “Stallholder” shall also join the Boat Shed Markets Albany Inc. association as a financial member. Memberships are paid annually at a rate of $50 from 1st February to 31st January each year, or a pro-rata is calculated from the time they joined.

Interim Stallholders
Stallholder Applications may cater for interim or short term engagements and annual Memberships are on hold, unless 5 market attendances occur within any 2-month period. Interim Stallholders are deemed “Guests”, but must also comply with this Stallholder Operation Manual at all times. In the event a prospective Stallholder has made an Application, and the Committee has notified the applicant they have been approved as a guest, they will be notified of the date that trading can commence, and their attendances will be recorded. The Committee may decide at any time that a guest should be operating as a fully pledged Stallholder (Member), and they will need to be financial before they can trade next.

Product Line/Services Extension
Stallholder’s can only provide products or services that have been included and approved by the committee in their Stallholder Application forms. If they wish to provide other products and services that were not in their original approved Application, they must submit a Product/ Services Extension Application for approval. The decision of the Committee is final.

Entertainers Agreement Process
To be an entertainer, a current Entertainers Agreement Form must be completed in full by the applicant. All entertainers are bound by the provisions within this Stallholder Operation Manual.

Product Categories

Product Diversity
The Boat Shed Markets aims to offer visitors quality products and a diversity of stalls. The Committee will consider the number of stalls in each Product Category in determining the most appropriate balance of products for the Market. At least two stalls in each category is encouraged. However, Stallholders will not be able to sell the same product, or what appears to be a duplication of an existing Stallholder’s product. The Committee shall decide if there is enough variation between a product should the issue of duplication arise. Stallholder Applications that span products across various categories, may be asked to provide separate Applications, to operate separate stalls, in maintaining category uniformity and organisation.

Approved Products
The Boatshed Market operates on a system of primary and first reserve stallholders for individual products. This is to ensure that there is no duplication of products so the Market remains viable for stallholders – in both peak and off-peak periods. Only products that have been approved by the Committee in the Stallholder Application, or Product Extension Application, may be sold at the Markets. Products that have been approved must be offered for sale or they will be removed from the list of approved products and be made available to other Stallholders.

Product Origin and Priority
Boat Shed Markets Albany Inc. promotes local hobbyists, artisans, artists and service providers, so as to benefit Albany and its regions. Priority will be given to products and/or services that are:

• Primarily from the Great Southern region, and/or
• Produced by the Stallholder.

The Committee will consider Applications that import products, or are not produced by the Stallholder, if they are in the best interests of the Boat Shed Markets Albany Inc. Association. The approvals process with respect to product/item origin, includes diversity, so as to maintain customer/patron experience. Any enquiries with regards to the committee’s approval process or decisions of other Stallholders product lines, can be made to BoatShedMarkets@gmail.com. No enquiries are to occur personally to other Stallholders or to any other individual regarding another Stallholders product line on market day, or off-site at any other location during the week. All enquiries in this regard must go through the correct process as above.

Product Reservation
Stallholders cannot reserve a product type by including it in their Stallholder’s Application and then not immediately providing that product from their stalls. If a Stallholder nominates a product they do not sell from their stall immediately, another Stallholder may make an application to the committee (via the appropriate application process) to sell that product. Provided it is within their category base. Otherwise they may be asked to provide separate Applications to operate separate stalls in maintaining category uniformity and organisation.

Stall Location
Stallholders will be allocated a location on the Market Floorplan by the Market Committee.  Stall sites are not allocated permanently and may be changed to meet the operational requirements of the Market. Stallholders are asked to maintain flexibility and work with the committee to ensure patron flow and aesthetics are achieved.

Sale or Transfer of a Business
In the event of the sale or transfer of ownership of a business, a new Stallholder Application must be submitted for approval.  There is no guarantee that the application will be approved or that the location and size of the stall will remain the same. The decision of the Committee is final.

*Thank You for being a part of our family. Our mission is to maximise Stallholder experience by following a minimum code of operation so we can provide the best possible experience for our patrons. Our market participants, i.e. the people of Albany and its visitors, are provided with an atmosphere of caring and an enhanced view of our region, its hospitality and its exceptional skills.

End of Document