CONDITIONS CONSISTENT WITH OPERATING SCHEDULE
1. There will be at least 10 x support staff plus additional risk assessed stewards, all of whom will receive full training once on site.
2. TBC will provide SIA licensed security officers, all of whom are highly trained and experienced in providing security for events. We will also place SIA security on each of the licensed premises on Main Street who are taking part in the event.
3. The event manager Anna Chippendale, 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.
4. The event is located in the town centre. CN Events will liaise with local transport providers to ensure they are aware of the likelihood of additional demand or any issues caused by the road closure.
5. We have robust policies in place to cover health and safety, alcohol management, traffic management and general event management.
6. A letter will be sent to all local residents making them aware of the event at least two weeks before the festival start date.
7. All marquee structures will be securely fitted by Cumbria Marquees and sign off certificates obtained. The safety and condition of the structures will be monitored throughout the weekend. This will minimize the opportunity for tampering and interference with physical property.
8. The event has been designed to appeal to family groups with an emphasis on children’s activities. The acts on stages are also unlikely to appeal to trouble makers.
9. Our security team are local and have an excellent knowledge of potential trouble makers and will be vigilant at all times. In addition to the SIA staff placed on our bar and stages for the event, we will employ Crime Reduction Services on each licensed premises. This will ensure that security personnel employ a co-ordinated response for the entire licensed area.
10. In the event of disorder from crowds or individuals, we have robust show stop procedure which can be found in the major incident section of the event management plan. Crowd spotters will communicate any intelligence to the event management team and a co-ordinated response, including a show stop initiated by the stage manager will come into effect. The bar will stop serving and all entertainment activity will cease until the incident comes to a safe conclusion.
11. The street will be licensed to the front of each premises as per the site plan. The allows patrons from licensed premises who wish to take part in the event to exit the premises and join in with the event, providing that they do not use glass. We will work with the licensed premises to ensure that they are aware of their responsibilities and that they are clear about what our responsibilities are and what support we will provide.
12. The on-site bar will close half an hour before the last act finishes at 8pm at which time events will take place in various bars and clubs around the town. This will reduce the chance of people remaining in the street.
13. Security will be on site to protect structures from 8pm on Friday the 17th August to 9am on Sunday the 19th August (if necessary or until the road re-opens).
14. 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.
Traffic Management
15. Site entry and exits
Main Street will be closed under a TTRO. Road closures at Sullart Street and Station Street will be manned at all times.
A qualified traffic management company will look after all traffic management for the event including temporary bus stops, cones and signage.
16. On-site traffic management
Any vehicle on site will be subject to a strict 8mph speed limit. Vehicles will only be allowed to move during the build and break periods other than artist vehicles or emergency vehicles.
Artist vehicles will be limited to access at the back of the main stage which will be manned at all times
Vehicles likely to be on site will be but not limited to:
Emergency vehicles
Productions vehicles
HGV’s from contractors during build and break
Waste removal vehicles
Stalls and trader vehicles
Artist vehicles
As a TTRO in in place, only event and emergency vehicles will be allowed on site. Delivery vehicles for shops and businesses along Main Street will deliver to the rear of shops or an alternative place where possible. If this is not possible and deliveries must be made on the day, the event management team will call 101 to obtain permission from a police officer to allow the vehicle to access the site.
Any vehicle accessing the site must be walked in with a competent person wearing a high visibility tabard and must operate their hazard lights.
Details of the TTRO are below.
To prohibit any vehicle from proceeding along the following lengths of road: -
(a) Main Street, Cockermouth - between its junctions with Sullart Street and Station Street.
An alternative route for vehicles will be available as follows: -
Westbound - via Station Street, Station Road, Gallowbarrow and Sullart Street;
Eastbound - via Sullart Street, South Street and Station Street
(b) Bridge Street, Cockermouth - its entire length;
(c) Bridge Close, Cockermouth - its entire length.
There is no suitable alternative route for vehicles during the restrictions specified at 1(b) and 1(c) above. Vehicular access for residents will be via the western end of Main Street under the direction of a Banksman by the authorised traffic management company
(d) The right hand lane of the B5292 Station Street, Cockermouth, from its junction with the U2375 South Street, extending in a southerly direction for a distance of approx. 28 metres.
(e) A way for pedestrians and dismounted cyclists will be maintained by use of the existing pedestrian crossing for the restrictions detailed in (d) above.
17. Parked Cars
A no waiting order is in place on Main Street from 11am to ensure that no cars are parked once the build begins.
All parking spaces are also disc zones which should ensure that the maximum time any cars are parked is one hour.
In the unlikely event that a car is parked for longer than this and causing issues, the police will be contacted with the registration number.
18. Sterile Route
A 4m sterile route will be kept at all times through the site for emergency access. No fencing, structures, waste or any other equipment will be placed in the way of the sterile route at any time.
Major Incident Plan
19. Purpose of emergency Plan
It is recognised that whilst the potential for a major incident to develop at a well-managed event is low, the consequences of such an incident are high. With this in mind, the event management team recognise that pre event planning will need to take into account such an eventuality.
All local authorities will be advised of the event’s opening hours and informed of the sterile route onto the site and given a site plan. The Safety Advisory Group (SAG) will assist in the pre event planning if faced with a major incident.
All staff will be made aware of the plan prior to the event and stewards and other team members will be advised and trained accordingly.
A clear print out of the evacuation procedures will be available in event control on site and will be made available to all staff prior to the event.
20. Operation of emergency plan and transfer of command
In the event of an emergency, the following people will contact the local authorities:
Anna Chippendale (CN Events) - Event Manager
Should a situation develop into a major incident or emergency, responsibility will pass from the event management team to the statutory authority or police officer in command. The event management team will place at the disposal of the statutory authority, all the resources available onsite in consultation event managers. An event handover will be completed and signed by all parties.
21. Definition of a major incident
Paragraph 192 of HSG 195 - A guide to health, safety and welfare at music and similar events states:
“A major incident is any emergency that requires the implementation of special arrangements by one or more of the emergency services, the NHS or the local authority for:
The treatment, rescue and transport of large number of casualties.
The involvement either directly or indirectly of large numbers of people
The handling of a large number of enquiries likely to be generated both from the public and the news media, usually the police
The need for large scale combined resources of two or more of the emergency services
The mobilisation and organisation of the emergency services and supporting organisations,
e.g local authority, to cater for the threat of death, serious injury or homelessness to a large
number of people”
In addition to the above, the major incident plan also recognises that external major incidents, beyond the control of the event management team, may result in special arrangements being implemented within the event site by the event team. Examples of these types of incidents could be:
• Off site chemical incident
• Major transport disruption
• Extremes of weather
• Crowd disturbance not attributed to the event
22. Declaration of major incident
The statutory authorities are the only parties who have the authority to declare a major incident. The aims of the event management team in a major incident are as follows:
• Preservation of life
• Protection of property
• Safeguarding the wider environment
• Ensuring the safety of all staff and attendees
• Responding effectively to any given emergency
• Reducing the impact on the local community
• Ensuring a high degree of public confidence through professional conduct of staff
• Restoration of normality
23. Communication procedures
In the event of an incident, the procedure will be carried out by the event managers as follows:
• Ascertain the level of the incident
• Make an appropriate decision regarding the action to take
• Contact the relevant local authorities with the following information:
• The address of the site and the correct entrance for emergency access.
• The nature of the emergency, accident or incident.
• Any relevant information as to the nature of the incident or any hazards that may be present.
• Contact all members of the team to co-ordinate a response:
• The nature of the emergency, accident or incident.
• The location of the incident on site.
• Any relevant information as to the nature of the incident or any hazard that may be present.
• If evacuation is necessary
• Lead the response to the situation and ensure all is carried out effectively
24. Emergency Codes
In the event of an emergency, the following codes will be announced over two way radios to all staff:
Code green
There are no problems reported or following an incident, all personnel may stand down and resume normal duties.
Code Amber
All staff must be on alert and standby. All staff must maintain radio silence unless the information relates to the incident.
In the event that code amber is declared, the following plan will be activated:
The event managers will confirm with police that they are aware of the situation
The management team will inform the relevant staff of the situation
The event managers will go immediately to the location and co-ordinate the incident if it is safe to do so and resources will be deployed as requested.
All radio holders must operate radio silence until contacted by event control and await instruction
All parties will be advised of the exact area of the threat
All staff will prepare for evacuation of the site and arrange for any obstacles to be removed. At this stage and dependant on circumstances, the public will not be informed of any preparations unless absolutely necessary.
Any vehicles parked on site must be prevented from blocking public access where possible
If the incident is contained, code green will be declared and all parties will be advised to stand down. Where the situation could become serious, a stand by for condition red will be issued.
Code Red
On advice from the event managers in consultation with the police, the incident will be escalated to a code red. All staff must be on standby and maintain absolute radio silence.
In the event that a code red is declared, command will be transferred to the police and will direct the management team appropriately. All event staff will assist the emergency services as requested whilst the situation exists. The following procedures will be followed:
• All exit and entry routes will be cleared of obstruction (barriers, vehicles, members of the public, waste etc)
• All emergency routes to be cleared
• Cordon to be established around the affected area if necessary and decided by the emergency service in command
• Attendees to be directed away from the affected area and decisions made on available access routes.
• Designated stewards to be positioned in evacuation control areas to inform and manage attendees.
• Designated person to call show stop
• All staff to maintain radio silence until further notice
DUE TO THE NATURE OF THE INCIDENT, THERE MAY BE A NEED TO AMEND THE ABOVE LIST OF ACTIONS. UNDER SUCH CIRCUMSTANCES, THIS WILL BE CARRIED OUT UNDER THE GUIDANCE OR LEADERSHIP OF THE POLICE. (DETAILS OF SERIOUS INCIDENT CODES SUBMITTED SEPARATELY)
25. Emergency Announcements
In order for all staff to effectively carry out their duties in the event of a major incident it is essential that all parties are aware when the state is raised. The following messages will be broadcast over two way radios, following confirmation from event control.
“STAFF ANNOUNCMENT: CAN THE AMBER TEAM LEADER REPORT TO EVENT CONTROL”
This is a warning that the alert state has been raised to AMBER. If the situation or incident is likely to result in a part or full evacuation of the site, the following message will be broadcast upon confirmation from event control of if the situation is such that life will be at risk awaiting the transfer of command.
“STAFF ANNOUNCEMENT: CAN THE RED TEAM LEADER REPORT TO EVENT CONTROL”
This is a warning that the alert state has been upgraded to RED. All personnel should stand by for further instructions on an evacuation of the site.
If a full evacuation is to be carried out, the following message will be made over PA systems or using a loud haler:
“LADIES AND GENTLEMEN, THIS IS A SAFETY ANNOUNCEMENT. DUE TO CIRCUMSTANCES BEYOND OUR CONTROL, WILL YOU PLEASE VACATE THE AREA USING (SPECIFIC EXIT OR ROUTE) AS QUICKLY AND QUIETLY AS POSSIBLE”
If the evacuation is to be contained to a specific area of the site, a local evacuation of the site will take place under the control of the head of security.
Once the situation is contained, the following message will be broadcast:
“STAFF ANNOUNCEMENT: THE GREEN TEAM LEADER HAS ARRIVED AT EVENT CONTROL”
All personnel may then stand down unless otherwise instructed.
26. Staff
In the event of an amber or red code declaration, staff must follow these procedures:
• Calmly understand the situation
• Advise all staff in their team who are affected
• Advise all staff to remain calm and on standby
• If required, take steps to shut down all activities in their area of responsibility
• Calmly exit their area and assist with the incident if necessary
Depending on the nature of the incident, certain crew and contractors may start to take preliminary action to assist should they be needed. If there is an amber alert due to a structural problem, the contractor or supplier of that structure may assemble in the area and must be wearing PPE where applicable.
27. Assembly Point
Memorial Gardens
The nature and location of the incident may dictate the location of the fire assembly point. In the event that it is deemed unsafe to use the designated fire assembly points, the event management team will make a dynamic decision as to the location of a safe meeting point which will be communicated via PA or loud haler.
28. Evacuation
Depending on the size and nature of the incident, it may be necessary to evacuate all or part of the site. Staff will work with security and stewards to clear the area to the evacuation points as directed by the police.
Once it has been decided that an evacuation must take place, further instructions will be given to the staff members as follows:
• Decide on appropriate evacuation routes
• Place all radios and operators under the direction of the event control
• Advise site medical staff
• Set up information points to advise public
• Direct any enquiries for casualty information to emergency services
• Direct any press or media to police
• Staff to be deployed to sweep the site in one direction to the assembly point and evacuation routes.
All communication with the public will remain polite, firm and calm at all times so as not to induce panic.
Following evacuation, all areas will be checked by stewards and security to ensure no-one remains on site.
Attendees will be advised if the event is likely to be reopened when appropriate.
29. Re-opening the event
In consultation with the authorities, the event director and the event managers have authority to re-open the event.
The event will only re-open if it is absolutely safe to do so. All teams will then return to their positions to restart the festival.
Security will assist with the smooth re-entering of people and assess the likelihood of flash points and be deployed by their manager accordingly.
30. Cancellation
In the event of the festival being cancelled as a result of the incident, members of the public will be notified.
31. Show stop procedure
If an incident occurs in a localised area or a major incident is declared, it may be necessary to perform a show stop. Artist will discontinue performing and all bars and traders will be asked to cease activity.
If a situation or incident develops to the point where the operational condition for the event is changed to amber and the event management team feel that the festival should stop, they have the authority to do so. This is unlikely to mean that the entire event is to be evacuated as the incident may only be contained to one area. If any part of the event is placed on a show stop however, the whole site must be placed on amber alert until the incident is resolved.
32. Temporary Mortuary/Body Holding area
If a body holding area or temporary mortuary is required, the emergency services along with the event owner and event managers will make a dynamic decision on its location.
33. Medical services
The closest hospitals with A & E facilities are the West Cumberland Hospital in Whitehaven (15.5 miles) and The Cumberland Infirmary, Carlisle (25.2 miles). The first aid team will assess which hospital is the most appropriate should an incident occur that requires hospital treatment.
The event management team are fully qualified in First Aid at Work and are capable of attending to any incident until the emergency services arrive.
There will be an on-site medical team TBC.
34. Press
In the event of a major incident all press will be handled by the relevant press representative. This will be on instruction of, Emergency Services, Relevant authorities or event Managers. Press conferences in regards to a major incident will be held at a location decided by the emergency services.
35. First Aid/Medical
The event is low risk and the closest hospitals with A & E facilities are the West Cumberland Hospital in Whitehaven (15.5 miles) and The Cumberland Infirmary, Carlisle (25.2 miles). The first aid team will assess which hospital is the most appropriate should an incident occur that requires hospital treatment.
Using The Event Safety Guide (second edition 1999) calculations, the event requires the following:
1 x Ambulance
4 x First Aiders
The event management team are also fully qualified in First Aid at Work and are capable of attending to any incident until the emergency services arrive.
General Public Safety Measures
36. Front of stage Barriers
Safety barriers will be certified ‘front of stage barriers for use at indoor or outdoor music events. They are fully calculated and certified to 5Kn. The barriers are designed for the safety and comfort of the audience and comply fully with the requirements outlined in both the Pop Code and the institute of structural engineers guidelines.
Front of stage barriers will be erected by a competent person and will be signed off prior to the start of the event and will be located at the front of the main stage.
37. Crowd Barrier
Will be used to denote the licensable area and will form access and egress points on both sides of the event zone which will be manned by SIA security.
Crowd barrier will also be used to segregate generators and areas which are not be accessed by the general public.
Whilst the weather is beyond the control of the management team, it is their responsibility to make preparations for the occurrence of inclement weather.
Safety is always the priority and should never be compromised. This document will outline the steps that will be taken in the event of inclement weather to ensure the safety of staff, contractors and attendees.
The types of weather likely to cause disruption to the festival are as follows:
Heavy Rain
High Winds
Extreme Heat
Ice/Snow
Flooding
All of the above conditions may occur individually or in combination but each situation will be addressed by the event management team and a dynamic decision will be made as to the best course of action.
The weather forecast will be monitored in the days and weeks prior to the event, in order to ensure that preparations are made as far as is reasonably practicable.
Regular risk assessments will take place on site and the findings of those assessments will be recorded from which dynamic decisions will be made.
Fire safety
38. Fire Risk Assessment
A full fire risk assessment will be carried out and is available on request.
39. Build and Break Periods
During the build and break periods, the management team will ensure that there is sufficient FFE in designated areas along with the appropriate signage. Additionally all persons on site will be briefed as to the actions to be taken in the event of a fire and will be advised of the site assembly point.
40. Event
A specific member of the team will be appointed the point of contact in the event of a fire on site.
The event management team has a duty to prevent accumulation of flammable materials (rubbish) especially near structures and tented areas. A waste collection vehicle will be able to access the site to remove waste where necessary. Waste receptacles will also be provided and traders will be asked to ensure that any waste is disposed of accordingly.
All stewards and crew will be required to assist in fire prevention and maintain site safety.
Generators will be fenced off from the general public and diesel will be used on site. Traders will be asked to store fuel appropriately and limit the risk of fuel and other flammable materials.
All power supplies and any production equipment will be monitored and prepared with a full fire risk assessment by the contractors who provide them.
All structures will be strictly monitored for flame retardancy, will comply with current British standards and up to date certificates will be provided by contractors for inspection by the event management team.
A sterile route of 4m will be maintained on site for fire emergency vehicles.
All caterers and traders are required to bring their own fire fighting equipment suitable for use where a significant hazard exists and fire risk assessments.
41. Structures
All stages and structures will be supplied by competent contractors who will retain responsibility for them throughout the event.
Insurance certificates will be provided and risk assessments carried out by each contractor erecting a structure and available for review.
Checks on the structures will be carried out by the contractors erecting those structures and they will supply completion certificates following erection. These checks will be recorded and available for review.
During the build and dismantling of the structures, the area will be cordoned off with hazard tape in order to deter the general public from entering the area.
Full safety checks will be carried out by the event management team and will continue throughout the duration of the event.
In the event of any changes to structures, the contractor will be called to the site and if necessary, the structure will be removed.
Sign off certificates will be provided by the contractor.
Fire calculations will be carried out for all structures over 100m2.
All large structures will have at least two exits of at least 3m each which allows the safe passage of 300 people and will be placed no more than 18m apart. Fire calculations always take into account the removal of one exit.
Standing room only allows for 0.5m2 per person.
42. Insurance
CN Events are covered for public liability insurance, employer’s liability insurance and professional indemnity. A copy of our insurance certificate can be found as an appendix.
All contractors and traders must provide a copy of their public liability insurance. This will be kept on file and available for review.
Inclement Weather Contingency
43 Heavy Rain/Flooding
Heavy rain is the type of inclement weather most likely to occur given the British climate and the area has a history of severe flooding. While rain itself is not a danger to staff, contractors or attendees, the effect it has on the ground condition, standing water and the potential for flooding are a real danger.
If there is a risk, it is unlikely to happen immediately and we should have some flood warning from the Met office. In this case, the event will be cancelled, the build will not take place and all contractors, traders and general public will be informed of this cancellation.
It is highly unlikely that heavy rain (that does not cause flooding) during the festival will result in cancellation of the event.
In the unlikely event that heavy rain and unpredicted flash flooding should occur during the festival, the following measures will be in place:
All activity will cease and an evacuation will take place. (See major emergency plan)
First aid on site to deal with any casualties from slips, falls or hypothermia.
Generators will be switched off immediately if it is safe to do so.
Area will be cordoned off and traders and contractors will not be able to remove their stock and equipment until it is deemed safe to do so.
Cancellation will be an absolute last resort. Only if the conditions on site due to heavy rain are deemed unsafe will the event be cancelled.
Should this cancellation take place prior to the festival, announcements will be made via the website, mailing list, social media and local press.
In the event that the festival is cancelled whilst it is taking place, our evacuation procedure will come into action.
44. High Winds
High winds can cause serious issues with stages and temporary structures. Although all stages and temporary structures are erected by trained and competent professionals and completion certificates are provided, several precautions are taken to ensure the safety of the event should the site be affected by high winds. High winds will be the most likely cause of cancellation.
The following checks and precautions will be carried out:
All structures should have wind load calculations. Each contractor is responsible for ensuring that they do not erect those structures in winds higher than the calculations state.
In the event that winds close to the wind load limit are predicted, contractors must ensure that extra weight, ballast or tethering takes place to further secure the structures.
Dynamic risk assessments will take place to assess the weather at regular intervals.
An anemometer will be used by the trained stage crew to monitor wind speeds. In the event that wind speeds reach a level that is deemed unsafe, the area will be closed to the public and production with only a trained team present and all activity on the stage will cease. Only when the crew have secured the structure will the area be reopened.
The event management team will perform regular site checks on temporary structures to ensure their safety. This will include checking that any tethers and ballast have remained in place. Although this is a standard practice throughout the event, the frequency of these checks will increase in the event of high winds.
If it is safe to remove structures, they will be dismantled and the event will be cancelled.
If the structures are deemed unsafe, and it is not possible to dismantle them, traders must leave their stock, the areas will be evacuated and all activity will cease.
First aid will be on site to deal with any injuries caused by blown debris.
Any evacuation procedure required will be carried out in line with the policy outlined in the major emergency section of the event management plan.
45. Ice/Snow
Due to the event being held in August, it is unlikely that snow and ice will be a risk. The main risks of snow and ice are slippery roads and hypothermia.
The management team will closely monitor the weather forecast. In the event that snow and/or ice are predicted, the following measures and precautions will be put in place:
Although highways are aware that the event is taking place, contact will be made to ensure that roads with increased traffic because of the event are gritted.
Additional road signage will be placed on roads if necessary.
Warnings of adverse weather and advice for attendees will be posted on the website and social networking sites.
Liaison with First Aid crew to ensure they are prepared for cold weather.
Heaters will be located in each of the trader marquees.
46. Extreme Heat
Extreme heat has little impact on the infrastructure of the event and is highly unlikely to cause its cancellation. The major impact of extreme heat is on staff, contractors and attendees.
The following procedures and precautions will be carried out in the event that hot weather is expected:
There are plenty of shaded areas and temporary structures for attendees to shelter from the sun.
First aiders will be on site and will be well equipped to deal with the symptoms of being exposed to these conditions.
Security will provide trained crowd spotters who will make the stage managers aware of any members of the crowd who come into difficulty as the result of heat exhaustion or for any other reason. At this point the show stop procedures as outlined in the major emergency section of this plan will come into effect if necessary.
Stewards, traders and the event management team are responsible for ensuring that any combustible material such as waste is not allowed to build up and is removed from the site. All traders are required to bring fire fighting equipment (FFE) and additional FFE will be available on site.
47. Cancellation policy
Only when all other courses of action have been exhausted will the event be cancelled. The safety of our staff, contractors and attendees is paramount and in the event that inclement weather causes disruption to the festival to the point that it is unsafe then it would be considered irresponsible to continue.
This decision will be managed with effective communication internally and to our audience via our website, mailing list, media and social networking sites.
Miscellaneous
48. Animals
As this is a free event in a public area, dogs will be allowed to enter the event with their owners.
49. Skin Piercing
No skin piercing or tattooing will take place on the site.
50. Smoking
No smoking is permitted in enclosed and substantially enclosed areas. Security and stewards will politely ask people not to smoke inside structures and should this behaviour persist, they will be ejected from the structure.
51. Higher than expected numbers
As soon as 60% capacity is reached, security will be put on amber alert and make preparations for preventing access. The event director and event manager along with the security manager will make a dynamic decision regarding shut down of the site.
If a shutdown is required, pedestrian barrier will be placed over the access and egress points and security will operate a one in - one out process.
Although it is highly unlikely that the event will reach capacity, a number of measures have been taken to ensure that excessive numbers or un-desirable groups of people are not attracted to the event. The acts and choice of entertainment particularly are designed to appeal to family groups and an older audience.
If at any point management or the security team feel it is necessary, the show stop procedure described in section 4.13 will take effect.
52. Drinking water
Drinking water will be available at the bar.
53. No volatile areas are expected on the site and special attention has been paid to making this event relaxed. The event has a strong family focus and we do not anticipate this event to appeal to trouble makers.
54. We will employ a mixture of professional SIA registered security and experienced stewards who will monitor the area carefully throughout the weekend.
55. The security team will be responsible for security both at the event and for the licensed premises on Main Street to ensure a co-ordinated response.
56. A table of security and steward positions can be found in the event management plan.
57. Safety checks around the site will be maintained to ensure no structure or equipment is tampered with.
58. Any incidents of theft should be reported to security who will document the incident and report to local police.
59. Any persons apprehended by security staff in the commission of a criminal offence will be passed to police. Security staff will also assist, where possible in the identification of offenders and the prevention of crimes.
60. Witness statements should be obtained both of the aggrieved and any independent witnesses and documented on an incident report form.
Alcohol
61. SIA registered door staff who are specifically trained in dealing with people under the influence of alcohol will be on site at all times to diffuse any situation arising as well as to ensure that nobody leaves the licensable area with alcohol.
62. Crime Reduction Services will manage security both for the event and for the licensed premises on Main Street.
Acceptable behaviour
63. The organisers will not accept racist or aggressive behaviour amongst attendees, staff or contractors. Any reports of such incidents will be fully investigated and the perpetrators, if apprehended, ejected from the event.
Waste
64. Allerdale Borough Council will provide 8 x 1100l wheelie bins and litter pickers throughout the event.
65. They will also sweep the streets and collect the rubbish on Monday following the event once all event equipment has been cleared away.
66. It is the responsibility of each trader and the event management team to ensure there is no build-up of waste around the site which has the potential to cause a fire hazard, a trip hazard or and obstruction and stewards and staff must be vigilant at all times.
Noise
67. The sound levels for the event will be set to comply with legislation and levels set by local authorities.
68. Due regard is made to contractors of the control of noise at work regulations 2005 which was applied to the entertainment industry in 2008. These regulations apply to employees and workers and not members of the public although both the public and employees will be advised that hearing protection should be worn to mitigate hearing damage.
69. The sound desk operator will be in contact with event control should any action need to be taken during the event.
70. The stage will be scheduled to finish within the terms of the licensing agreement.
71. Sound level testing will be carried out and recorded. The following will be carried out in order to reduce the impact on the local community as indicated in italics:
72. Providing the licensing committee is in agreement, noise levels from the event shall not exceed the following:
• Between the hours of 1200 and 2000, noise levels shall not exceed 65dB (over 15mins) as measured at a distance of 1m from the facades of residential properties.
• Music from the main stages will cease at 2000.
73. Traders will be allowed to operate background music only and the event organisers and managers retain the right to turn it off if needed.
74. CN Events are committed to safeguarding the welfare of all children and young people who are involved with, or attending, the festival. These guidelines and procedures will apply equally to any vulnerable adults and any reference to a child or a young person should be read as a reference to a vulnerable adult also.
Principles
75. Children and young people should be treated with care, respect and dignity. For the purposes of the Disclosure and Barring Service (and previously the Criminal Records Bureau), a child is defined as someone who is under 18 (or under 16 if the child is employed).
76. The responsibility for the creation of a safe environment for each and every child at the event belongs to everyone in the production team, whether staff, contractor or volunteer.
77. All staff members are expected to be professional in their conduct and work in a manner that is open, honest and trustworthy. Staff members will behave responsibly throughout the event, especially when children are present.
Safeguarding Manager
78. Jennifer Notman, Children’s entertainment provider from Rainbow Jelly Productions will have responsibility on site for lost children/safeguarding. These responsibilities include:
Ensuring that all staff are aware of the requirement to work in compliance with the Safeguarding Policy.
To be the point of referral for questions in relation to the Safeguarding Policy.
To be the point of referral for anyone who, during the course of the event, believes that a child or young person may be at risk of harm, is told by a child or young person of a child welfare issue; or believes that a person may pose a risk of harm to any child; and keep a record of any safeguarding issues which arise.
Lone Working
79. CN Events intention is that its staff should never be alone with a child or young person in the course of their work. Any activity with children and young people should be planned accordingly. However, we recognise that in an emergency this may be unavoidable.
80. In such instances, staff members should contact the event director immediately and move to an open, public space. If it is not possible to move to a public space, staff members should radio event control and request immediate assistance.
DBS Checks
81. Anyone involved in the event that has direct responsibility for children must provide a DBS check.
Lost Child Policy
82. In the event that a child is found without a parent or guardian, it is essential that the following steps are followed:
If you find yourself on your own with a lost child, move quickly into an area where there are other adults. If this is not possible, radio for support from another crew member.
Under no circumstances should a lost child be announced over the radio channels. The code word “CODE WORD FOR A FOUND CHILD SUPPLIED” should always be used.
The event director is the main contact in the event of a lost child. Once they receive the message, they will attend the area where the lost child is located.
If the parent or guardian has not returned for the child within five minutes, the designated member of staff will take the child to the back stage area.
Once in the back stage area, a “found” child form will be completed.
The designated member of staff will then stay with the child until the parents are found.
Once the parents are found, they must sign the form to say they have been reunited with their child and show some ID.
If the child is reluctant to go with the parent or seems distressed, the event director should inform the authorities and await the arrival of police.
If no parents are found within one hour, an announcement will be made over the stage PA. As a last resort if no parents are found, the authorities may need to be contacted.
83. In the event that a parent or guardian reports a missing child, the following steps should be followed:
The announcement with code word “CODE WORD FOR A MISSING CHILD SUPPLIED” should be made over the radio followed by a location.
The event director will report to the location and take a brief description of the child.
A crew member should stay at the location where the child was last seen and look out for any child fitting that description.
The parents or guardians will be taken to the back stage area to complete a lost child form.
Crew members should search for the child until it is reunited with its parents.
Parents must sign the form once they are reunited with their child.
If after one hour the child has not been found, the police should be called.