Weather Cancellation Policy
Clarendon Community Spring Fair

Background

The Clarendon Spring Fair Market is an all-weather market, with the exception to vary the hours of, or cancel a Market due to catastrophic weather conditions i.e. extreme heat, strong winds, catastrophic bush fire warnings and bushfires, heavy rain and flooding.

1. Purpose

This policy outlines the conditions under which our community market may be cancelled, postponed, or have trading hours adjusted due to adverse weather conditions, ensuring the safety of stallholders, visitors, and staff.

2. Weather-Related Triggers

Adverse Weather Conditions Include:

  • Extreme Heat: Forecasted temperatures of 41°C or higher.
  • High Winds: Wind gusts exceeding 35 km/h.
  • Heavy Rain or Flooding: Rainfall leading to unsafe conditions.
  • Bushfire Risk: Catastrophic fire danger ratings or active fires in proximity.
  • Severe Storms or Lightning: Conditions posing safety hazards.

3. Decision-Making Timeline

  • Final Decision Time: The final decision regarding market operations due to weather will be made by 8:00 PM on the evening before the market day.
  • Decision Criteria: Decisions will be based on forecasts from the Australian Bureau of Meteorology (BOM), State Emergency Service, the Country Fire Service and other relevant authorities.
  • Communication: Stallholders will be notified via email, SMS, and our official website.

4. Refund and Credit Policy

  • Cancellation by Organiser: If the market is cancelled due to weather conditions:
    • Stallholders will receive a full refund of stall fees.
    • Alternatively, stallholders may opt to have their fees credited towards a future market.
  • Stallholder-Initiated Absence: If a stallholder chooses not to attend a market that is proceeding as scheduled, no refund or credit will be provided.

5. Safety and Liability

  • Stallholder Responsibility: 
    • (1) ensure that products are protected and have necessary equipment on hand (e.g., gazebo sides, weights to secure gazebo, etc);
    • (2) plan against adverse weather conditions such as rain, wind, cold and heat with appropriate safety and wet weather equipment and procedures.
  • Market Organiser Liability: The market organiser is not liable for any losses or damages incurred by stallholders due to adverse weather conditions or however caused.

6. Policy Review

This policy will be reviewed annually or as needed to ensure its effectiveness and relevance.

Approved by: Clarendon Events Committee. 24 October 2025
Version: v1.0
Next Review Date: October 2026