CarFest Gas Safety Policy

Caterers are permitted to bring their own LPG canisters, as long as they conform with the gas safety rules below.

Caterers using LPG (Liquid Petroleum Gas) appliances must submit a list of appliances, along with gas safety certificates showing annual servicing and gas safety checks inspection for each appliance being brought to CarFest. This must be achieved through completion of the relevant forms sent by our Catering Concessions Team - Event Live.

All appliances must be commercial gas appliances suitable in intended design and use for professional application in an outdoor setting.

The name of the person in charge of the appliances on the stand must be submitted, along with suitable and sufficient evidence of training and qualifications. Only this person may carry out safety critical operations such as changing bottles etc. They must be trained or competent in this operation.

CarFest use the services of a competent Gas Safety Engineer. The Gas Safety Engineer will check all gas safety certificates, list of appliances and completed forms in advance of the festival. The Gas Safety Engineer will be inspecting all LPG setups onsite. All caterers  must receive sign off from the Gas Safety Engineer before commencing use of LPG. Any caterer/catering unit that does not comply with this policy will be ordered to cease trading by CarFest Management Ltd.

To meet all current UK legislation , guidance from Gas Safe and NCASS:

  • All LPG appliances, hoses and regulators etc. must have CE/ UKCA or UKNI conformity marking to demonstrate that they meet relevant safety standards and are suitable for use in the UK.

  • All gas appliances must have flame failures devices fitted - the use of jubilee clips is strictly forbidden.

  • Cylinders must only be used, stowed and transported in a secured upright position.

  • The number of cylinders kept at a trading unit shall be no more than one in use and one in reserve.

  • Maximum size cylinder allowed onsite is 47kg. All spare and empty canisters must be stored in secure compounds back of house i.e. not publicly accessible.

  • The correct gas hoses should be metallic over-braided, or PVC wrapped. They shall have swaged or crimped fitted ends. Suitable connections include double or single ear pipe clips.  

  • There must be a minimum distance of 1m between LPG cylinders and ignitable sources (e.g. generators and cooking appliances) as well as combustible materials (e.g. rubbish and vegetation).

  • There must be a minimum distance of 2m between LPG cylinders and untapped drains, and unsealed rain gullies.

  • There must be a minimum of 1m separation distance between each traders cylinders and another traders.

  • “No smoking or Vaping signs” should be in place at your installations

  • Gas cylinders must be positioned and stored outside structures or in purpose-built containers so to prevent public contact.

  • If using a purpose / inbuilt gas compartment they shall only be accessible to the outside and stored in a compartment that is designed with at least half-hour fire rated material and has both high and low-level air vents.

  • Cylinders should be positioned and stored upright and secured. Cylinders must be secured with suitable straps or restraints. Metal chains are unlikely to provide sufficient torque, whereas adjustable ratchet straps are more suitable.  

  • Empty cylinders should be stored in an “off “position, have the bung securely inserted and be stored/handled in the same way as if they were full.

  • All empty bottles must be taken offsite by food vendors at the end of the festival.

  • The correct amount of LPG bottles to be used for the total kilowatt loading of the equipment.

  • The correct sized regulator for the total kilowatt loading of the equipment.

  • All equipment labelled for outdoor use only (BBQ’s, Paella burners) are to be used outside and not inside a gazebo

  • You must have a plan in place for the detection of gas leaks and a safe reaction / set of controls IF leak is detected. This should form part of your safety documentation and plan. Your plan may well include / consider the following:

    • Turn off appliances and isolate the gas at the valve, where safe to do so.

    • Evacuate the unit and ventilate enclosed spaces.

    • Refrain from using the gas supply.

    • Report the issue to the event organiser and refer to their emergency protocols.

  • Get help from an expert (e.g. the cylinder supplier or a Gas Safe Engineer competent in LPG).

 

How NOT to store your bottles:

  • Do not store or stockpile more than you need

  • Do not leave un-secured or un-fixed

  • Do not store or located cylinders too close to your trading neighbor or obstructing access or egress routes

  • Near to any combustible materials or waste

  • Where they may be foreseeably impacted by vehicles

  • Do not store bottles where they can be easily knocked over.

  • Do not stack bottles on top of each other.

  • Do not store in easily accessible areas without security.

Best practice for storing gas cylinders includes:

  • Being outdoors at ground level, in a well-ventilated and well drained area.

  • Stored vertically, secured in a lockable cage.

  • Empty cylinders should be stored in an “off “position, have the bung securely inserted and be stored/handled in the same way as if they were full.

  • Purpose-built storage lockers or compartments should be used to transport/store cylinders - this should ensure cylinders remain upright and are kept well-ventilated in case of leaks.

  • Within suitable storage/transportation lockers, the cylinders must be secured with suitable straps or restraints. Metal chains are unlikely to provide sufficient torque, whereas adjustable ratchet straps are more suitable.  

  • Transport lockers must be constructed of non-flammable materials and cylinders must be stored separately from other combustible materials and ignition sources (e.g. generators and their fuel).

  • Installation clearly labelled with no smoking or vaping signage.

  • Different gas types and empty cylinders stored separately.

Open Flame Cooking

To control the risk of burn and/or fire, it is imperative that all exhibitors using open flame cooking must make themselves familiar with the requirements and safety instructions:

  • Ensure you only employ competent and appropriately trained staff to operate open flame cooking equipment.

  • Cooking stations must be designed and constructed specifically for use as food preparation and demonstration areas.

  • All materials used for marquee or temporary structures must be of an inherently flame-resistant material to test BS 7837: 1996.

  • No drapes and/or dressings should be hung within 500mm (horizontal distance) of any flame or cooking apparatus, or a flame retardant/fire blanket material should be used to mitigate conduction. No drapes, dressings, umbrellas or similar may be positioned above a cooking device without a minimum vertical separation of 2 meters. Any such material (wherever positioned) must resist the spread of flame when subjected to test BS 5438: 1989 (1995).

  • All gas systems shall be installed with a rapid shut-off valve that is clearly marked and in a readily accessible position.

  • All cooking positions must have access to a suitable fire extinguisher and medium duty fire blanket.

  • Any cooking device or hotplate located in a public area shall be fenced, secured or insulated in such a way as to prevent accidental or intentional contact by members of the public. (i.e. they must be fenced off and significantly out of arms reach by any member of the public).

  • First aid kits, including provision for minor burns treatment, should be held at each kitchen.

The Gas Safety Checklist for Caterers:

  • Understand the regulations and your responsibilities.

  • Only use equipment that is suitable for commercial catering.

  • Make sure all your LPG equipment is marked and conforms to CE/ UKCA or UKNI.

  • Make sure your LPG equipment has flame failure automatic cut out system/device.

  • Ensure you have current and relevant risk assessments, work to them and monitor/review as required.

  • Be sensible with your cylinders.

  • Do not use to jubilee clips.

  • Secure your hose the correct way.

  • Get your gas equipment checked regularly.

  • Take training and the Gas Safety Policy seriously.

  • If you need further training then advised to follow:

    • There are a number of organisations offering LPG training, including EIF members NCASS who have an online course ‘Safe Use of LPG in Mobile and Outdoor Catering’ (LPG Gas Safety Training | NCASS).  

    • Training is essential for anyone working with or assessing the suitability of mobile LPG setups (e.g. traders, event organisers, market managers and environmental health officers).