Temporary Stalls & Weekend Events (Australia): Cold Chain, Hot-Holding & Transport — A Regulator-Ready Playbook for Pop-Ups and Markets
Search intent: informational → commercial investigation. Use this page to set up a temporary stall or weekend pop-up that passes council checks, keeps food safe, and runs profitably under heat and crowd pressure.
- Temperature control: potentially hazardous food (PHF) must be held at ≤ 5 °C (cold) or ≥ 60 °C (hot). Time between 5–60 °C is cumulative; apply the 2-hour/4-hour rule correctly.
- Cooling & reheating: cool cooked PHF 60 °C → ≤ 21 °C within 2 h, then ≤ 5 °C within 4 h; reheat rapidly to ≥ 60 °C before hot-holding.
- Display: cold at ≤ 5 °C, hot at ≥ 60 °C; frozen stays frozen hard. If using time as a control, keep clear records.
- Thermometer: probe accurate to ± 1 °C and cleaned/sanitised between uses.
- Transport: PHF kept ≤ 5 °C/≥ 60 °C or moved within validated time limits; record departure/arrival times and temperatures.
- Temporary events admin: notification/registration, Food Safety Supervisor (where required), potable water, waste, stall construction, hand-wash, and allergen info.
- Heat & WHS: shade, water, rotations and ventilation to manage working-in-heat risks.
Who this is for (and how it’s different)
- Stallholders & caterers who need a portable, inspector-friendly control plan.
- Event organisers who must set minimum site conditions to prevent multi-stall failures.
- Schools, churches, charities running occasional trading that still must sell safe food and provide allergen information.
We blend why (microbiology & Code intent), what (standards) and how (layouts, logs, transport plans) so you can show due diligence on the day.
A regulator’s model: hazards → controls → evidence
Typical hazards
- Temperature abuse in transport and display (PHF in the 5–60 °C band).
- Slow cooling/reheating; “holding” at unsafe setpoints.
- Insufficient hand-wash; dust/pests; cross-contamination at service.
- No accurate probe thermometer on the stall.
- Heat stress: fatigue, mistakes, poor steam management.
Controls inspectors expect
- Logs for cold/hot holding or validated time control (2-hour/4-hour).
- Rapid cooling to 21 °C then 5 °C; rapid reheat to ≥ 60 °C; never reheat in display.
- Hand-wash with warm water, soap and single-use towels; potable water; wastewater arrangements.
- Probe thermometer ± 1 °C; measure the food, not the air.
- Fit-for-purpose cold/hot units under shade with sneeze protection.
Temperature control: ≤ 5 °C / ≥ 60 °C — or prove a safe alternative
Chapter 3 aims to stop pathogen growth/toxin formation. Keep PHF ≤ 5 °C or ≥ 60 °C; if you use time as a control, the 2-hour/4-hour rule is validated science provided you record the cumulative time across prep, transport and display.
Cooling & reheating targets (why they exist)
Cooling rapidly moves food through the 60→21 °C band where growth is fastest; reheating quickly to ≥ 60 °C bypasses that permissive range. That’s why the Code sets two-stage cooling and expects rapid reheat before hot-holding.
Display expectations
Cold and hot displays must hold product at ≤ 5 °C or ≥ 60 °C. Frozen displays keep product frozen hard. If quality is an issue at those temperatures, switch to time control and label start/finish times clearly.
Transport: the first high-risk hand-off
Agree safe delivery temperatures or time windows in writing; verify on arrival. For short runs, insulated boxes with ice bricks/hot packs plus time labels may suffice; for longer runs, use active refrigeration or hot boxes. If arriving between 5–60 °C without an agreed safe period, reject delivery.
Pack-out plan (copy/paste)
| Leg | Control | Target | Measure | Evidence |
|---|---|---|---|---|
| Kitchen → vehicle | Cold chain | ≤ 5 °C | Spot-check trays | Pack list + probe log |
| Transit (≤ 60 min) | Time + ice bricks | ≤ 2 h cumulative | Departure/arrival times | Run sheet with times |
| Transit (≥ 2 h) | Active refrigeration | ≤ 5 °C | Cabinet/food probe | Delivery log |
| Hot bulk (curries) | Hot boxes | ≥ 60 °C | Core probe at arrival | Arrival temp + initials |
Temporary stall “build”: what councils actually enforce
Construction & facilities
- Sealed ground or covered flooring; non-absorbent walls/ceiling; dust/wind protection.
- Potable water; wastewater disposal; waste bins away from prep.
- Hand-wash station (warm water, soap, paper towels); staff toilets.
- Pest exclusion and clear separation of public from prep/service.
Thermometer & logs (non-negotiable)
- Probe thermometer accurate to ± 1 °C; clean/sanitise between uses; measure food core temperatures.
- Keep delivery temps, hourly display checks, cooling/reheating records, and corrective-action notes.
People & paperwork: Food Safety Supervisor, 3.2.2A training, allergens
- Food Safety Supervisor: appoint where required by your state/territory; keep the certificate on-site.
- Food handler training (3.2.2A): for businesses handling unpackaged ready-to-eat PHF, each handler must have completed a food safety training course or demonstrate skills/knowledge; retain evidence.
- Allergens: for unpackaged foods, be ready to disclose the presence of listed allergens (e.g., gluten cereals, egg, milk, nuts, sesame, soy, crustacean, mollusc, fish, lupin, added sulphites ≥ 10 mg/kg).
Layout & workflow: keep hot away from cold, keep hands clean, keep queues moving
1) Intake
Staging in a shaded cool room or an upright fridge; log arrival temps.
2) Prep
Hand-wash within reach; separate raw and ready-to-eat; keep prep-fridge lids closed between bursts.
3) Display
Cold at ≤ 5 °C in shaded glass-door fridges or benchtop salad bars; hot at ≥ 60 °C in hot display bars or bain maries.
4) Service
Sneeze protection; separate cash handling; apply time labels when using 2-hour/4-hour control.
5) Waste & clean
Wastewater/rubbish away from prep; clean and sanitise food-contact surfaces; record any corrective actions.
Equipment for pop-ups: cold, hot, probe
Cold display & storage
- Glass-door fridges — FOH drinks and RTD; minimise door-open linger; place under shade.
- Commercial upright fridges — BOH staging; probe the warmest shelf product during service.
- Benchtop salad bars — use shallow pans and keep lids down to speed recovery.
Hot-holding
- Hot display bars and bain maries — for holding ≥ 60 °C (not reheating). Cover pans between bursts; rotate pans front-to-back to even heat.
Thermometers
- Keep at least one probe thermometer accurate to ± 1 °C on-stall, with wipes or a sanitiser cup for between-use disinfection.
Before you trade: examples from NSW and VIC
New South Wales
- Notify/register as required by council; some activities require an NSW Food Authority licence (e.g., vulnerable persons, meat, dairy).
- Use the NSW temporary-events checklist: power, potable water, wastewater, hand-wash, garbage, thermometers, stall build, FSS (where required).
Victoria (FoodTrader)
- Register mobile/temporary premises via FoodTrader; lodge Statements of Trade before each event.
- Classification and council oversight still apply; check the local council page for site-specific conditions and fees.
Evidence pack (print-ready logs)
A) Transport & delivery log
| Date | Item | Departure (time/temp) | Arrival (time/temp) | Control | Action if out | Initials |
|---|---|---|---|---|---|---|
| 29/10 | Chicken curry (hot) | 10:05 / 72 °C | 10:40 / 68 °C | Hot ≥ 60 °C | Hold ≥ 60 °C; replace if < 60 °C | AB |
| 29/10 | Salads (cold) | 09:50 / 3 °C | 10:25 / 4 °C | Cold ≤ 5 °C | Return to cold | CD |
| 29/10 | Desserts (chilled) | 09:50 / 4 °C | 11:05 / 8 °C | Time control | Label 2-h window; sell now | EF |
B) Display temperature check (hourly at peak)
| Location | Item | Target | Reading | Time | Corrective action | Initials |
|---|---|---|---|---|---|---|
| Glass-door fridge | Bottled drinks (front/top) | ≤ 5 °C | 5.4 °C | 12:15 | Re-stock rear; reduce door linger | GH |
| Hot bar | Beef stew (centre) | ≥ 60 °C | 59 °C | 12:30 | Stir, cover, raise setpoint; recheck in 10 min | IJ |
C) Cooling & reheating record
| Item | Batch | Cooling 60→21 °C (≤ 2 h) | 21→5 °C (≤ 4 h) | Reheat to ≥ 60 °C | Notes |
|---|---|---|---|---|---|
| Lasagne tray | AM-B2 | 1 h 30 m | 3 h 10 m | 11:45 | Shallow pans; blast assist |
FAQs — scholar-level clarity, stall-level practicality
1) Our fridge warms in afternoon sun. Is that non-compliance?
Compliance is judged on food temperature, not cabinet dials. If PHF exceeds 5 °C at the warmest shelf, it fails unless controlled by validated time. Move to shade, manage door-open time, re-stock smartly, or switch to time control and label start/finish times.
2) Can we reheat in the hot display to save gear?
No. Reheat rapidly in an oven, stove or microwave to ≥ 60 °C, then hold hot in display. Slow warm-through in displays permits growth in the 5–60 °C band.
3) What thermometer must we have, and where do we keep it?
A probe thermometer accurate to ± 1 °C, kept on the stall (not locked away), cleaned and sanitised between uses. Infra-red is helpful for surface checks but does not replace core probing.
4) For volunteer fundraisers, do we still need training/FSS?
Limited exemptions exist in some jurisdictions, but safe food is always required. Be ready with allergen information for unpackaged foods. Check local council conditions.
5) Our team struggles in heat — any compliance risk?
Yes. Heat fatigue increases mistakes. Provide shade, cool water, rotations and ventilation. Document these WHS controls as part of your event file.
Case study — “Derby-weekend pop-up: from ad-hoc to audit-ready”
A metro market stall (salads + hot curry) had two issues: warm salads by noon and curry dropping to 57–59 °C at the front pan. The organiser flagged the stall for review before a high-traffic weekend.
Findings
- Insulated crates used without time records; arrivals were “about 5 °C”.
- Glass-door fridge in western sun; door-open linger by browsing customers.
- Reheating occurred in the hot bar; no core checks; no on-stall probe.
Fix
- Transport log with depart/arrive times and temps; agreed delivery windows; ice-brick boost for longer runs.
- Relocated fridge to shade; re-merchandised to reduce door time; hourly probes at the warmest shelf.
- Reheat in kitchen to ≥ 60 °C, then hold in display; purchased ± 1 °C probe and trained staff on cleaning/sanitising.
Outcomes
- Salads stayed ≤ 5 °C; hot bar maintained ≥ 60 °C at the coolest corner during service.
- Inspection passed with advice to continue logs and shaded placement/time control labelling.
Ready-to-buy shortlists (internal links)
Hot side
Dish & benches
- Commercial dishwashers (back-of-house clean-down)
Official sources (footnotes)
- FSANZ — Keeping food at the right temperature (≤ 5 °C/≥ 60 °C): https://www.foodstandards.gov.au/business/food-safety/keeping-food-at-the-right-temperature
- FSANZ — 2-hour/4-hour rule (overview + PDF): https://www.foodstandards.gov.au/business/food-safety/2-hour-4-hour-rule
- FSANZ — Cooling and reheating food (targets; InfoBite PDF): https://www.foodstandards.gov.au/business/food-safety/cooling-and-reheating-food
- FSANZ — Displaying food (cold/hot/frozen displays and checking): https://www.foodstandards.gov.au/business/food-safety/displaying-food
- FSANZ — Thermometers (Standard 3.2.2 cl. 22): https://www.foodstandards.gov.au/business/industry-guides/thermometers
- FSANZ — Food delivery/transport & receiving guidance: https://www.foodstandards.gov.au/business/industry-guides/transporting-food and https://www.foodstandards.gov.au/business/industry-guides/receiving-food
- Standard 3.2.2A — Food safety management tools (training/evidence): https://www.foodstandards.gov.au/business/food-safety/overview-food-safety-management-tools
- NSW Food Authority — Food businesses at temporary events (guideline & checklist): https://www.foodauthority.nsw.gov.au/retail/temporary-events
- Victoria — FoodTrader (registration) & market stalls guidance: https://www.health.vic.gov.au/foodsafety/foodtrader and https://www.health.vic.gov.au/foodsafety/food-trucks-and-market-stalls
- Safe Work Australia — Working in heat (WHS guidance): https://www.safeworkaustralia.gov.au/doc/guide-managing-risks-working-heat
- SafeWork NSW — Ventilation & facilities (thermal comfort): https://www.safework.nsw.gov.au/hazards-a-z/ventilation-at-work
Last updated: . Always check your local council’s event conditions and site-specific requirements.
