CONDITIONS CONSISTENT WITH OPERATING SCHEDULE
1. The event is being organised by Lakesman Events Limited in association with Allerdale Borough Council and GLL who have overall responsibility for promoting all four licensing objectives.
There is a kids running race on the Saturday and 2 long distance triathlons on the Sunday. The event is now in its 4th year attracting up to 1100 athletes from around the UK and beyond. The licence is being sought for the car park to provide entertainment for athletes and spectators before and during the race.
There will be bar situated in the athlete village which will be managed by the security team, Crime Reduction Services. The bar will be run by Graeme Mitchell and will be situated as per the site plan in appendix 1.
2. The area will be manned by SIA security at all times. No person purchasing alcohol will be allowed to leave the athlete village.
Opening times: 14th June - 6pm - 11pm
15th June - 11am - 9pm
16th June - 11am - 11pm
3. The event team is highly experienced in managing these types of events and in promoting the licensing objectives.
The top level event management team consists of Event Director (Marie Whitehead) and Race Director (Phil Whitehead), Mandy Norwood (Hospitality Manager), There will be at least 10 X support staff plus additional risk assessed stewards, all of whom will receive full training once on site.
4. Crime Reduction Services will provide SIA licensed security officers, all of whom are highly trained and experienced in providing security for events.
5. The event director, Marie Whitehead, working alongside the event management team will work to ensure that all licensing objectives are met. Within the core management team this relies on a strong management structure with defined roles and responsibilities to ensure good communication between relevant agencies.
6. The event is located in the Theatre by the Lake Car Park and road closures will be in place on Lake Road. Lakesman Events Limited 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.
7. We have robust policies in place to cover health and safety, alcohol management, traffic management and general event management.
8. Consultation will take place to inform all local businesses and residents, making them aware of the event at least two weeks before the start date.
9. The event is unlikely to attract troublemakers and the main audience will be athletes and their families and friends however 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.
10. In organising the event Lakesman Events Limited 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 throughout the weekend. This will minimize the opportunity for tampering and interference with physical property.
11. Each area will be manned by security staff from Friday evening until Monday morning and until the site has been cleared.
12. A full alcohol management policy will also be in operation.
13. Our stewards and staff will be trained to be vigilant and will be the eyes and ears of the event. 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:
14. A full traffic management plan is in place and will be carried out by Eric Nicholson and CSAS.
15. A CSAS team member, steward or security will be placed at each road closure and will be present at all times throughout the build, event and de-rig.
16. A 5mph speed limit will be enforced on entrance to the site and no vehicle movement will be allowed on site once the event starts except for emergency services. In the event that a vehicle does need to move during opening hours, authorization 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 event.
Crowd Management:
17. The Health and Safety trained management team will monitor crowd tendencies throughout the day with assistance from security and stewards.
18. The license application is for 4999. It is unlikely that the event will attract this many people at any one time although more than this may be present transiently throughout the course of the event.
19. 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 however given the nature of the event, it is highly unlikely that this situation will occur.
20. Lakesman Events Limited will instruct the stewards to monitor and report on crowd behaviour and where appropriate take action using SIA staff.
Stewarding Roles
21. 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.
22. General duties of steward
• To provide information to the public as to 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
• To marshal designated areas of the race
Major Incident Response Procedure
23. The hospitality 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 of the Police/Fire/Ambulance depending on the nature of the emergency.
24. 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.
25. A full major incident or emergency plan can be found in the event management plan.
Noise
26. As the event is held close to residences, it is important for us to agree a level of noise that is acceptable.
27. We will therefore ensure that levels do not reach more than 65dB over a 15 minute period between the hours of 09:00 and 23:00 from the nearest residence and 55dB over a 15 minute period between 23:00 and 09:00 .
28. A noise management policy is available for review and noise monitoring will be carried out throughout the event and the results will be made available after.
Alcohol
29. 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.
30. Our alcohol management policy is robust and our SIA security are highly experienced in dealing with those who are intoxicated.
Lighting
31. It is anticipated that as in previous years, the fixed street lighting will be sufficient for this type of event. However, we do have 2 tower lights should they be needed.
Refuse
32. A professional waste company will be employed to ensure all refuse is controlled and managed around the entire site.
Local Awareness and Notification to the local residents
33. An A4 Public Notice will be placed around the perimeter following submission of this licence application, alerting residents and local businesses to the proposed event in addition to information about the event to be carried by local media as well as a press notice being placed following submission of this licence.
34. The core management team, security staff and stewards will be briefed by the event director Marie Whitehead and Race Director Phil Whitehead, to pay special attention to lost children.
35. To protect children from harm facilities specifically for separated minors will be provided and staffed by experienced DBS 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.
36. A full child welfare policy will be in operation.