CONDITIONS CONSISTENT WITH OPERATING SCHEDULE
1. The event is being organised by CN Events who have overall responsibility for promoting all four licensing objectives.
2. The event aims to attract people of all ages with a particular focus on over 25s and family groups.
3. The event team is highly experienced in managing these types of events and in promoting the licensing objectives.
4. The top level event management team consists of 1 x Event Director (Marie Whitehead) and 1 x Event Manager (Anna Lyttle). Marie Whitehead is NEBOSH qualified and Anna Lyttle is ISOH qualified in health and safety.
5. There will be at least 10 x support staff plus additional risk assessed stewards, all of whom will receive full training once on site.
6. FGH security will provide SIA licensed security officers, all of whom are highly trained and experienced in providing security for festivals.
7. The event director, Marie Whitehead, working alongside the event management team will work to ensure that all licensing objectives are met. Within CN Events this relies on a strong management structure with defined roles and responsibilities to ensure good communication between relevant agencies.
8. The event is located close to the town centre and also offers camping on site. CN Events will liaise with local transport providers to ensure they are aware of the likelihood of additional demand.
9. We have robust policies in place to cover health and safety, alcohol management, drug policies, traffic management, event management, first aid and child protection.
10. A letter will be sent to all local residents making them aware of the event at least one month before the festival start date.
11. Prevention of Crime and Disorder is largely reliant upon good communication between relevant public agencies (Cumbria Police, Cumbria Fire and Rescue and Health and Safety Executive) and event sub-contractors, particularly security staff.
12. In organising the event CN Events will address the factors that are likely to lead visitors into crime and reducing, as far as is reasonably practicable, the opportunities for crime. All marquee structures will be securely fitted by professional contractors and sign off certificates obtained. The safety and condition of the structures will be monitored through the weekend. This will minimise the opportunity for tampering and interference with physical property.
13. Each area will be manned by security staff from Friday morning until Monday morning and until the site has been cleared.
14. A full search policy will be in place at the entrance and will be carried out by professional and experienced SIA security.
15. A full drug policy and alcohol management policy will also be in operation.
16. Limits will be placed on the amount of alcohol that may be brought into the campsite and this will be closely policed by SIA security.
17. Our stewards and staff will be trained to be vigilant and will be the eyes and ears of the festival. All stewards will be under strict instruction to report any suspicious or criminal activity to the security team and not to try and address the situation themselves.
18. Areas will be lit with tower lights and festoon lighting to ensure visibility.
19. Traffic Management:
19.1 A full traffic management plan is in place with the principal objective of ensuring safe pedestrian road use and maintaining visibility for vehicles in the direct vicinity, and preventing traffic build up.
19.2 Traffic stewards will be present in order to direct and park vehicles in the appropriate area.
19.3 A 5mph speed limit will be enforced on entrance to the site and no vehicle movement will be allowed on site once the gates are open except for emergency services. In the event that a vehicle does need to move during opening hours, authorisation from either the event director or the event manager must be sought. On agreement, a 5mph speed limit must be adhered to and an experienced person wearing high visibility clothing must lead the vehicle until they are escorted to their destination on site, or to a location deemed a safe enough distance from the festival.
20. Crowd Management:
20.1 The Health and Safety trained management team will monitor crowd tendencies throughout the day with assistance from security and stewards.
20.2 The licence application is for 4999 although the capacity of the site is much higher. It is unlikely that a lack of space in the arena will cause overcrowding.
20.3 Members of the SIA security team will be fully crowd control trained and the security company will have designated “spotters” to identify any hazardous change in crowd movement. A full show stop procedure is in place in the event of any movement that causes a concern and can be viewed in the event management plan.
20.4 CN Events will instruct the stewards to monitor and report on crowd behaviour and where appropriate take action using SIA staff.
20.5 Most structures will have a capacity which will be monitored by stewards and security. If capacity is deemed to be reached, a one in one out policy will be employed by the management team and security.
21. Stewarding Roles
21.1 A register of all stewards on duty will be kept on site. All stewards will be experienced in working at events and all will be fully trained on site. All security staff MUST be SIA registered.
21.2 General duties of steward
· To provide information to the public as to the site layout and facilities
· To provide information to the public as to the running order/timings of activities
· To monitor and report on crowd densities
· To monitor and report on the general welfare of the crowd
· To assist the Police as directed
· To control access to restricted areas
· To assist in evacuation should it become necessary to do so
· To assist the emergency services as directed
22. Major Incident Response Procedure
22.1 Each marquee area will be subject to a small-scale event contingency plan. The decision to implement to the full-scale joint agency contingency plan is that the Police/Fire/Ambulance depending on the nature of the emergency.
22.2 The general responsibilities of Event Management in responding to a major incident may be summarised as follows:
· To alert emergency services
· To manage the scene until emergency services arrive
· To provide accurate information to Emergency Services
· To liaise with the Emergency Services
· To assist in an emergency evacuation if called to under the direction of the Police
· To continue to provide stewarding staff after the evacuation under the command of the Police.
22.3 A full major incident or emergency plan can be found in the event management plan.
23. General Public Safety Guidelines:
23.1 This is an outdoor event with surrounding buildings and structures.
· Use of event infrastructure with valid fire safety certificates
· Co-ordinate approach to planning with emergency services
· Use of trained security and stewards, advised of location of firefighting equipment
· Prohibition of the use of petrol generators
· LPG to be used in accordance with current guidance
· Power supply and distribution to be installed by qualified electrician only
· All working personnel used on site to be briefed on fire evacuation policy to enable them to take a proactive approach.
23.2 The prevention of public nuisance is an important issue encroaching on multiple areas.
24.1 As the event is held close to residences, it is important for us to agree a level of noise that is acceptable.
24.2 We will therefore ensure that levels do not reach more than 65dB over a 15 minute period between the hours of 09:00 and 23:30, from the nearest residence and no more than 45dB after this time.
24.3 A noise management policy is available for review and noise monitoring will be carried out throughout the festival and the results will be made available after.
24.4 Although some music will be played after 23:30, we have also scheduled activity which will reduce noise such as a silent disco and film screening.
25.1 Although we are appealing mainly to a family audience, we understand that there is the potential for attendees at the festival to consume large amounts of alcohol.
25.2 Our alcohol management policy is robust and our SIA security are highly experienced in dealing with those who are intoxicated.
25.3 We have limited the amount of alcohol allowed in to the campsite to help reduce the risk of people becoming too intoxicated.
26.1 Both festoon lighting and tower lights will be used around the whole site, including the campsite to ensure good visibility in all areas for both security staff to observe all areas, and for the safety of our attendees.
27.1 A professional waste company will be employed to ensure all refuse is controlled and managed around the entire site.
28. Local Awareness and Notification to the local residents:
28.1 An A4 Public Notice will be placed around the perimeter following submission of this licence application alerting residents and local business to the proposed festival in addition to information of the event to be carried by local media as well as a press notice being placed following submission of this licence.
29. The Protection of Children from Harm
29.1 The CN Events team, security staff and stewards will be briefed by the CN Events event director Marie Whitehead and Event Manager Anna Lyttle to pay special attention to lost children.
29.2 To protect children from harm separate facilities specifically for separated minors will be provided and staffed by experienced CRB checked staff in the children’s area. Records of children reported as separated will be collated to ensure appropriate levels of support are maintained. All working personnel will be advised to the location of the facilities. A full child welfare policy will be in operation and can be found in the appendices of the event management plan.