The licence holder or his representative shall conduct regular assessments of the noise coming from the premises on every occasion the premises are used for regulated entertainment and shall take steps to reduce the level of noise where it is likely to cause a disturbance to local residents.
A written record shall be made of those assessments in a log book kept for that purpose and shall include the time and date of the checks, the person making them and the results including any remedial action.
There shall be a dispersal policy/warden scheme in place to assist dispersal of clientele from the area in a swift, efficient and safe manner. Notices will be displayed at all exits from the premises in a place where they can be seen and easily read by the public (or member and their guests) requiring customers to leave the premises and the area quietly.
No explosive, firework or pyrotechnic shall be discharged in or from the premises which may cause a disturbance to the local area. Notice of a proposed use of explosive, firework or pyrotechnic shall be served on the Council, the Chief Fire Officer, the Environmental Health Officer and the Chief Police Officer, not less than 14 days before the proposed date of any such use. Any such use shall be conducted in accordance with conditions or restrictions required by the Chief Fire Officer, the Environmental Health Officer and the Chief Police Officer.
The playing of amplified music shall cease at midnight on the nights of 28th and 29th July and at 23.00 on 30th July.
The licence holder shall provide the Licensing Authority with the number of a mobile phone that is to be available at all times during regulated entertainment for the purpose of communication with the licence holder. This information shall be provided at least 48 hours before regulated entertainment commences.
PUBLIC SAFETY
The risk assessment and operating schedule with the Premises License Application is considered inadequate. Not withstanding your legal obligations under the Health and Safety at Work etc Act 1974, it is important that you must have full regard to the following matters to ensure the safety of all person affected by the event:-
1. Planning and management
2. Venue and site design
3. Major incident planning (emergency planning)
4. Communication
5. Crowd management
6. Transport management
7. Structures
8. Barriers
9. Electrical installations and lighting
10. Food, drink and water
11. Merchandising and special licensing
12. Amusements, attractions and promotional displays
13. Sanitary facilities
14. Waste management
15. Sound: noise and vibration
16. Special effects, fireworks and pyrotechnics
17. Camping
18. Facilities for people with special needs
19. Medical, ambulance and first-aid management
20. Information and welfare
21. Children
22. Performers
23. Health and safety responsibilities
For further guidance on these principles please refer to the HSE website, www.hse.gov.uk <http://www.hse.gov.uk>, and their publication The Event Safety Guide, HSG195 (ISBN 0-7176-2453-6).
Policy Conditions
1. An adequate continuous supply of potable water is provided throughout the event.
2. A suitable electrical certificate signed by a competent person stating that any electrical installations used for regulated entertainment have been inspected and tested and are in a safe working condition shall be available on site for inspection by an authorised officer of the licensing authority.
The copies of electrical certificates shall include:
a) the earthing of generators
b) the power supply and installation
c) the lighting circuit and equipment
3. Each socket outlet circuit or individual socket outlets used for public entertainment shall be protected by an integral residual current device (RCD) having a rated residual operating current not exceeding 30mA (0.03amps). Every such circuit and RCD shall be inspected and tested annually by a competent person. A satisfactory and valid inspection report shall be available on site for inspection by an authorised officer of the licensing authority.
4. The event organiser shall ensure all marquees, lighting rigs and other temporary structures are erected and dismantled in a safe manner by a competent person and maintained in a safe condition for the duration of the event.
5. Based on a 50/50 split (male/female), the minimum toilet provision for the event must be:-
Female: 1 WC per 100 females
Male: 1 WC per 500 males
1 urinal per 150 males
Adequate and suitable toilet facilities shall be provided for the use of disabled individuals.
The conveniences shall be indicated by suitable signage and properly and be efficiently lit at all times.
The conveniences shall be kept at all times in good order and repair and properly and effectively cleansed and maintained throughout the duration of the event.
6. To ensure the safe management of the event, an organisational structure shall be established and documented, which includes named personnel, positions and responsibilities.
7. An appropriate risk assessment to the satisfaction of the licensing authority, should be undertaken to establish the number of stewards necessary to manage the event safely. In addition this should be supported with how stewarding is to be split throughout the event and what areas will be stewarded. The name of each steward shall be recorded along with the nature and content of the training they received and when they received it.
8. All members of staff, including stewards, shall be given instruction and training appropriate to their duties so that they can carry out their duties effectively.
9. Any livestock should be removed from the fields, used for the event at least three weeks prior to the event to minimise the risk of E.coli bacteria being present on the land.
10. Adequate arrangements must be made for medical, ambulance and first aid management.
The names of the first aiders must be documented and identified. Copies of individual’s first aid certificates must be available for inspection.
11. A documented emergency plan shall be submitted to the licensing authority.
Children under the age of 18 must be accompanied by a supervising adult, and will be the responsibility of that adult.
All names and addresses shall be provided of all attendees.
The Childrens Activity area will be supervised by a registered youth leader with CRB clearance. Other supervising staff of the childrens area will be qualified as youth workers; nursery nurses or teachers with CRB clearance from their respective professions. The purpose of the activities to involve, inspire and educate children at the event.
Central site management and supervision by professional events/stage manager. Organised well structural site plan with Health and Safety SIA qualified and licensed security supervisors with Marshals on site. First Aid Medical Team with A&E nurses. Restricted on/off site for vehicles and public. Safety lighting used on site and emergency lighting in marquee areas. Litter/waste recycling on site, water points, fire points and chemical toilets. We will strictly adhere to curfew times and licence approval.
The festival will be privately advertised to attendee’s limiting access to any undesirable element. All attendees will provide their name and contact details when purchasing tickets. Site rules will be given to all attendees on purchase of ticket/arrival on site. The site will be centrally managed by a ‘site supervisor’ supported by an Area Supervisor in each entertainment area; twenty four marshals and two SI qualified security officers.
No alcohol will be on sale on site. Two way radios and mobile phones used to communicate around the site.
SIA security officers and marshals will patrol the festival site wearing identifying clothing ‘SECURITY/MARSHAL’. Two way radios will be used to communicate any site issues; activities or emergency responses. At any one time 35 staff will be available to ensure public safety.
Fire breaks, fire points, fire extinguishers will be available at entertainment areas marquees and camping fields. Toilets and water points are available. The site is professionally managed by event managers/stage managers. First Aiders and nurses will be available to deal with any medical/accidents on site.
Traffic to the festival will be directed into the site using temporary signage. The festival entrance has been moved to prevent nuisance to field neighbour. Temporary fencing will be used to prevent trespass on neighbours land. Preferred directions to local amenities will be given to all attendees on arrival. No private sound equipment permitted. No private generators. Music areas will have restricted sound output and operate reduced volumes at intervals from 02:00. Music areas will be sited to minimise nuisance to local community. All litter and waste will be collected and recycled and removed from the site. We expect to fully recycle 50% of waste generated.
EXPONENTIAL AERIAL THEATRE
RISK ASSESSMENMT AND SAFETY PROCEDURES
Potential risk of injury to the public from falling objects during rig erection and show.
Action: All audience are housed behind a safety perimeter. This perimeter runs beyond any stakes and rigging attachments. The perimeter consists of a barrier erected by the promoter to satisfy their health and safety requirements. No members of the public are allowed within the perimeter, which must be maintained in place by the event organiser throughout get in, residency and get out.
Potential risk of equipment failure due to wear and tear.
Action: All equipment is checked before each event, and before use.
Potential risk of injury to personnel during rig erection.
Action: All personnel have received training in the erection of the rig in a non-public environment. All construction and attachment points are checked before each rig erection.
Potential risk of interference with rig by members of the public
Action: Whilst the rig is up it is constantly manned either by Exponential or by event security. If the rig is up for more than one day, a daily safety check is undertaken.
Potential risk of electrocution from temporary electrical installation for sound and lighting.
Action: All electrical circuits are rung through a distribution board with RCD protection. All relevant equipment is PAT tested. Connection to event power is to be supervised by an event electrician.
Potential risk of injury to performers falling during a show, and to audience from such a fall.
Action: Circus is a traditional art which by its very nature incorporates the risk of falling, however all Exponential performers are trained professionals with good safety awareness. Performers use crash mats and safety lines as appropriate during performances.
All performance activity takes place behind the safety perimeter. No aerial activity takes places over the heads of the audience. There is no audience participation in the show.
Potential risk of burns to public and performers from fire clubs and pyrotechnics.
Action: Any stage pyrotechnics used are kept at the recommended safe working distance from audience and performers. Pyrotechnics will not be fired if conditions are judged to be unsafe. No projectile material is used for Exponential only shows. (Large scale collaborative pyrotechnic shows are covered by a different risk assessment). Fire poi and clubs are fuelled by paraffin which produces a cool flame. All work with fire equipment is done at a safe distance from the audience.
Potential risk of injury to performers due to adverse weather conditions.
Action: Exponential do not perform when the weather conditions are assessed to be dangerous. Such conditions include rain, hail, snow, severe force winds and other extreme conditions.
Prevent Crime and Disorder
People attending the event will have provided their name, address and telephone number becoming members of the Mawbray Event and abiding by all site rules. Site rules will be given to all attendees on arrival at the site.
The site will have the following management roles:
A central site supervisor with two-way radio
Two SIA qualified security officers (first aid trained) with two way radio
First aider/registered general nurse on call with two-way radio.
Four entertainment area supervisors
Twelve marshals on duty
Twelve marshals on call
Each of the four entertainment areas will have the following staff:
1. Area Supervisor with two-way radio
2. Six backstage crew/marshals
3. First aider on call
Event rules will be given to all ticker holders on arrival at the site
1. Vehicle access on/off site between 10.00 to 21.00
2. No trespassing on any property other than the festival site fields
3. No camp fires - due to the nature of the weather/wind on the site and lack of natural resources
4. No private PA systems - due to potential to cause a noise nuisance
5. No private generators allowed
6. Under 18 year olds must be accompanied by an adult
7. No selling of alcohol on site
8. Any organised activities or retailing strictly by prior management
9. Site must be vacated by ticket holders by 17:00 Monday
Directions will be given to all ticket holders and temporary signage placed along the route to the festival site. This will minimise any traffic problems in the locality. Local map/directions provided to all local amenities, shops and tourist attractions.
Public Safety
Marshals and security officers will patrol the festival site wearing fluorescent jackets and/or printed t shirts with their role. ‘SECURITY/MARSHAL’.
Security and Marshals will be given training and a handbook to given them details of ‘what to do in the event of an emergency’.
Site rules; reporting incidents; calling responses from security/first aid/site supervisor, fire action procedures; crowd control/dispersal; Health and Safety for staffing entertainment areas, wristband checks. Directing site traffic; supervising vehicles in the pedestrian zone.
Two way radios and mobile telephones will be used to communicate any site issues, activities or any emergency response that is required. At any one time there will be 35 people available to respond to any situation or problem on the site.
Any emergency responses will be recorded and monitored by the site supervisor and notification will be provided to any of the emergency services if required.
Health and Safety
Emergency access roads provided to all areas of the festival site. (Five meters wide). The access roads will act as a fire break in the camping areas.
Marquee structures will be professionally erected. Hazard safety tape will be used to mark out guy ropes or any other internal or external obstructions.
Fire Exits will be clearly marked.
Fire points and fire extinguishers will be clearly signed and available in all entertainment areas and in the camping areas.
First Aid points will be available at all 4 entertainment/music areas; the café; and childrens area. A further first aid point will be in the site supervisors vehicle. Several first aiders will be on call at the event including and accident and emergency nurse.
All marquee health and safety signs will be luminous (glow in the dark)
Site lighting will be provided in the central entertainments area to prevent slips, trips and falls at night. Automated emergency lighting system will be installed in each of the marquees that operates when mains electrical supply fails and can be manually switched on in the event of another emergency.
Fresh drinking water stand pipes will be clearly signed; provided in several places on the site.
Portaloos and washing facilities will be provided around the site, and, ‘in-excess’ of the legal requirement for the number of people attending. Portaloos will be professionally cleaned and emptied during the event on Saturday pm.
Disabled washing and toilet facilities will be provided at two points on the site. (Camping area/entertainments area).
A 20kva fully silenced diesel generator will centrally provided electrical power.
A fully qualified electrician will install the electrical supply cables to each music area.
An earth point will be provided for the generator
The generator will be H&S signed and fenced off and locked at all times.
All electrical equipment used on site will be PAT tested.
Public Nuisance
Traffic
All site traffic will be restricted to 10:00 to 21:00 for going on/off site.
A holding car park will be used for any vehicles arriving out of hours.
Marshals will direct vehicles/people to camping areas on arrival to the site.
Directions will be provided to all ticket holders and signage will be placed on routes into the site.
Directions to local amenities, shops and tourist attractions will be provided to ticket holders.
The entertainment area will be a pedestrian zone. The only vehicles in this zone will be essential site traffic (site supervisor/maintenance vehicles/emergency services).
Vehicles will adhere to use of hazard warning lights, dipped beam and a 5 mile an hour speed limit. All vehicles in the pedestrian zone, excluding the site supervisors vehicle shall be accompanied by a marshal.
Noise
No private sound equipment allowed to be used on site
No private generators allowed on site
Site electrical generator fully silenced
Music areas will be restricted to maximum 5kva output
Amplifiers will have sound limiters and restrictors
Entertainment area supervisors in contact with site supervisor by two-way radio.
Noise monitoring will take place on/off site by the site supervisor
We will strictly adhere to site curfew times.
We will listen and act upon any advice from statutory authorities
We will listen and act upon any complaints to the site supervisor from local residents
Music areas will be placed to minimise noise pollution to the local area
Music volumes will be reduced at intervals from 02:00 to 05:00
Litter
Al rubbish created by the site will be regularly collected daily and will be fully removed from the site after the event. Rubbish and recycling points will be placed around the site.
Child Protection
No under 18’s unless accompanied by a supervising adult, parent or guardian.
Under 18’s will be the responsibility of the supervising adult, parent or guardian
No alcohol on sale on site
Childrens Area will be supervised and managed by a registered youth leader
RISK ASSESSMENT
Potential for electrical injuries to members of the public and staff team from installation and use of electrical equipment.
Action:
All electrical equipment will be PAT tested; inspected by a competent person prior to installation.
A competent person to ensure safe working practices and will inspect all electrical equipment each day of the event.
A competent person will supervise all electrical equipment during public performances.
All electrical equipment will be under cover protecting it from any weather conditions in particular water.
All electrical equipment will be secure and beyond access of members of the public
All electrical equipment will have isolation switch and can be disconnected both locally and centrally
A trained first aider will be on call in all areas where electrical equipment is used
Electrical generators will be fenced off and secured from any unauthorised access. It will have an appropriate earth spike and will be inspected for safe working at regular intervals each day.
All electrical cabling will be tested for safety, installed by a qualified electrician and covered to ensure no potential for trip, slips or falls.
Potential fire hazard from electrical equipment in marquee structures.
Action:
All electrical equipment will be PAT tested and inspected daily prior to use
A competent person will supervise all electrical equipment during public performances.
BLUE marked powder fire extinguishers will be available with all electrical equipment.
BLACK marked carbon dioxide fire extinguishers will be available with electrical equipment not in a confined space where it will not pose a suffocation risk to any persons.
The Area Supervisor will have two way radio and mobile telephone for contacting additional marshals, site supervisor and emergency services in the event of a fire.
All event staff will be briefed on emergency situations
Site supervisor and area supervisors to be responsible for public safety
Marshals to ensure public safety and evacuation of music areas
Fire exits will be clearly marked with ‘glow in the dark’ H&S signs.
All music areas will have appropriate emergency vehicle access 24 hours.
Potential fire risk from on site café
Action:
On site café will be manned at all times by qualified and certificated kitchen staff.
Blue/Black and Cream fire extinguishers and fire blankets will be available
H&S signs will be displayed for fire exits and emergency procedures.
Potential fire risk from attendees camping and cooking equipment
Action:
Fire points will be placed in the camping fields with easy access for all campers. Sand and water will be available
5 meter fire beak roads used to prevent the spread of any fire in the camping areas.
Access is available for any emergency response vehicles to all areas of the festival site.
Potential for collapse of marquee structures in adverse weather conditions
Action:
All marquees will be professionally erected and inspected on a daily basis prior to public performances. Guy ropes, support poles, and pegs will be inspected and adjusted to suit the weather conditions of the day.
Marshals and an area supervisor will staff all entertainment areas during public performance
Potential for falling equipment inside/outside the erected structures
Action:
A competent person will securely install all equipment/structures that is raised off the ground
Load bearing safety chains will be used in all cases
Daily inspections will take place prior to the area being used for public performance
Marshals and an area supervisor will staff all areas.
Exponential Theatre Company Performances
Action:
3 x Exponential support staff plus 3 Mawbray event staff marshals and site supervisor will staff exponential shows
Safety barriers will be used to prevent public access to the performance area at all times
For additional information:
Please refer to the Exponential Theatre Companies own Risk Assessment
Potential for trips, slips or falls from guy ropes, pegs, support poles and securing devices of marquee structures.
Action:
All marquee structures will have an exclusion barrier around the ‘foot print’ perimeter protecting members of the public from potential trip and slip hazards.
The exclusion barrier will be clearly marked and have ‘glow in the dark’ H&S signs to prevent unauthorised access.
Internal support poles will be clearly marked to prevent accidents
Marshals and an area supervisor will staff all marquee structures during public access times
A trained first aider will be on call in all music marquee areas
Potential for accidents connected with site traffic
Action:
The entertainment and music areas will be pedestrian only zones
The only vehicles entering these areas will be the site safety vehicles
Site safety vehicles will adhere to a maximum speed limit of 5 miles an hour
Site safety vehicles will use hazard warning lights and dipped beam head lights at all times
Other essential site traffic in the pedestrian zone will be accompanied by an event marshal/site supervisor e.g. toilet cleaning unit/emergency vehicles/other essential vehicles.
Potential accidents from members of the public vehicles moving on/off site
Action:
Marshals will escort and direct vehicles onto the site
Site will be closed to traffic between 21:00 and 09:00 (darkness)
Entertainment areas will be pedestrian only areas
Campers will be encouraged to use the car park facility if moving on/off the site regularly
All roadways will be clearly marked and be 5 metres wide
An on site secured ‘holding’ car park will be used for any vehicles arriving out of hours
Potential trips, slips and fall injuries caused by litter on site
Action:
Signs will be used to indicate the preferred use of litterbins - provided on site
Litter will be collected on a daily basis by event staff and volunteers
Staff will wear protective gloves to prevent personal injury
First aid will be available on site
Potential for Public Order problems due to consumption of alcohol on site
Action:
All attendees will provide their name and address and be members of the event
Two SIA licensed security supervisors will be on site providing responses to public order/security issues. They will be in permanent contact with the site supervisor via two way radio
An area supervisor supported by 6 on duty marshals and 6 on call marshals will supervise entertainment areas.
Area supervisor will have a two way radio to communicate any problems/issues to the main site supervisor.
Up to 35 events staff can be called on to deal with any problem arising.
Direct telephone link can be secured to call on the services of the police/fire/ambulance authorities. Any public order problem will be reported to the police if a response is required by the site supervisor.
The festival site plan can be used by the appropriate authorities to locate the specific area of the site where a public order issue is present.
Any request for support by the site supervisor to the police/fire/ambulance authorities shall specify the location on the site where support is required (referring to the Premise Licence plan)
Event staff will meet the appropriate authority at the site entrance and guide them to Public Order location
Potential for Public Order problems from an invited persons to the festival site
Action:
The event entrance shall be manned during open hours and secured out of hours
All marshals will operate in pairs
All attendees to the festival will be issued with a security wrist band
Wristbands will be checked periodically on the site by event staff
Entrance staff will check wristbands when people leave and enter the site
Any issues will be reported to the site supervisor and SIA security
The site supervisor will notify any additional support required to the police with the location of the problem, the nature of the problem and the level of support if required.
First Aid responses on site for 1200 - 1500 attendees
Action:
The event will have 6 on call first aiders at all times. This includes a Registered General Nurse who works for accident and emergency departments.
Health and Safety compliant first aid boxes will be available at each of the 4 music areas, the children’s area and site café. A further first aid box will be available from the site supervisors vehicle.
Total first aid provision:
7 portable first aid kits
6 first aiders
In the event of first aid treatment been given the full details of the person, the incident, the injury, the treatment and the name of the first aider will be recorded in an accident book and notification to the site supervisor will be made.
Any major accident or injury will be reported by the site supervisor to the appropriate authorities and recorded as per the HSE RIDDOR regulations.
Emergency response vehicles can easily access all areas of the festival site using the 5 metre wide access roads.
Marshals shall meet any emergency vehicles at the site gate and escort them to the incident.
Potential for accidents/incidents due to a site power failure
Action:
All marquee structures will have automated emergency lighting installed. The emergency lighting will be battery powered and be connected to the mains supply. In the event of a mains power failure the emergency lighting will automatically switch on providing full flood light cover to internal areas and immediate external areas
Entertainment area outside lighting will have a separate power supply to the main site generator. In the event of a mains power failure site lighting will not be affected.
In the event of a power failure to the site lighting, a battery back up will be used.
In the event of a power failure marquees will be closed and attendees evacuated from marquees until power is resumed and a safety inspection completed by a competent person.
Site electrician to investigate problem with the supply and inform the main site supervisor. Site supervisor to inform the area supervisors with an ‘all clear’ to resume music activities.
Risk Assessment
Control Measures in place
Area always staffed by two or more competent persons. Staff aware of methods of contacting onsite security
Fire extinguisher visible at all times
Fully insulated cabling
Qualified first aider on site
All tent pegs and guy ropes made highly visible
All exits and entrances clearly marked
Certified, fire-proof durable marquee
All electrical implements e.g. small music system, lights, are kept low and under the back table out of reach. All plug sockets and wiring are stuck down with and marked with visible gaffer tape to prevent anyone tripping or electrocuting themselves. No drinks are to be consumed near the electrical equipment.
Our generator is a certified, low noise emission, suit-case generator and is kept outside the marquee.
All of the herbal products we sell are made in a regulation certified kitchen in a nursery premises, Hertfordshire. They all have recommended dosage and cautions displayed and all labelling is done according to the regulations (including ingredients, use by date, quantity).
At midnight two of the sites playing music will close the remaining venues will reduce the volume by a minimum of 50%.
A decibel recorder will be used to ensure this level is maintained and will act as permanent proof of the steps taken to reduce the effect of noise to local residents. (He wishes to repeat this event in the future and does not want his chances of doing so put at risk)
From 0300 to 1200 there will be a ‘silent time’ and adherence will be enforced by stewards, doing a ‘noise patrol’.