ANNEX 2 - CONDITIONS CONSISTENT WITH THE OPERATING SCHEDULE
1. Only one Event per year shall be authorised to take place on the site by this Premises Licence. ‘Event’ is a ticketed music, arts and culture festival - comprising performance of plays, dance, live and recorded music and film screenings and anything of a similar description, the supply of alcohol and late-night refreshment for a maximum duration of four days beginning on a Thursday and finishing in the early hours of the following Monday.
2. The organiser will give at least four months’ written notice of the proposed Event to Lincolnshire Police Licensing Authority, Lincolnshire Police Events Planning Officer, the Event Planning Manager for Lincolnshire Emergency Planning and the Fire Safety Officer for Lincolnshire Fire and Rescue, the Responsible Authority, Event Safety Advisory Group.
3. The organiser will attend at least one Event Safety Advisory Group (ESAG) meeting prior to the Event.
4. The organiser will produce a full Event Safety Management Plan (ESMP) prior to each Event. The ESMP shall be approved by the ESAG at least one month prior to the Event. Any changes requested to be made to the ESMP after its approval by ESAG shall be approved by the Licensing Authority. The ESMP will include, but not be limited to, the following:
1. Introduction and Event overview including details of proposed entertainment
2. Event Contacts
3. Licensing Objectives - measures to address the Licensing Objectives
4. Organisational Structure, Roles and Responsibilities
5. Crowd Management Plan including plans for access, egress, dispersal and evacuation
6. Security and Stewarding Plan
7. Alcohol Management Plan
8. Crime Reduction Plan
9. Capacity control
10. Fire Safety
11. Campsite Management
12. Cleansing
13. Waste Management Plan including litter collection
14. Communication
15. Temporary Demountable Structures
16. Site Safety Plan including Safety Rules
17. Sanitary Facilities
18. Medical and First Aid Facilities
19. Concessions
20. Management of Bars and sale of alcohol
21. Power and Electrical installations
22. Incident and Emergency Plans including Major Incident Plan
23. Transport Plan including the Traffic Management Plan
24. Sound Assessment and Noise Management Plan
25. Provision of drinking water
26. Accessibility, Safeguarding and Vulnerable Persons Policy
27. Welfare Policy
28. Drugs Policy
29. Site Plan including the positions of all structures.
5. The organiser will operate the Event Liaison Team (ELT) on site during the Event, which will include representatives of the organiser, responsible authorities and other members of ESAG as agreed appropriate. The ELT will meet during the Event at 12.00hrs 18.00hrs & 24.00hrs or such other times as agreed by the ELT.
6. Any alterations to the running of the Event made during the Event must be agreed by the ELT.
7. The ESMP will be the framework within which the Event is managed and operated and the conditions and procedures in the final version of the ESMP will be adhered to.
8. The organiser will hold both public and employer’s liability insurance to the total of 10 million pounds for each Event.
9. After each Event, a debrief will be held with ESAG representatives.
10. Access to the Event for members of the public will be strictly by ticket only. Staff, artist, guest, trader, supplier and contractor access will only be allowed on display of relevant accreditation. Accreditation will be issued and managed by the organiser.
11. The organiser will employ the services of a recognised and qualified security and stewarding company; this company will produce dedicated security, stewarding and crowd management plans to be approved by ESAG one month prior to the Event. These plans will contain details of the deployment of security and stewards. Only individuals licensed by the Security Industry Authority (SIA) will be used to guard against unauthorised admission, refusal of entry and outbreaks of disorder or damage.
12. All security staff and stewards will be easily identifiable and have appropriate training for their duties. A register will be maintained of all stewards and security staff employed before, during and after the Event containing their full names, date of birth, home addresses, employers, Event specific identification and where appropriate, their SIA registration details. These details will be made available to Lincolnshire Police and the Licensing Authority. All security and stewards will be fully briefed on the relevant particulars of the Event and report or take other appropriate action in relation to any suspicious activity. A two-way radio system will be used to maintain communication between Event organisers and steward/security management. The organisers will operate a Crime Reduction Plan at the Event.
13. An Incident Report Register will be maintained via Event Control. The purpose of the document being to record the time, date and location of notable incidents including anti-social behaviour, refusal of admission and ejections from the Event. The report will be on consecutively numbered pages and include the names and registration numbers of security personnel involved in and/or reporting the incident and/or to whom the incident was reported; the names and personal licence numbers (if any) of any other staff involved in and/or reporting the incident and/or to whom the incident was reported; the names and numbers of any police officer attending, the police incident and/or crime number and the full contact details of any witness. The Incident Register will be produced for inspection immediately on the request of an authorised officer.
14. It shall be a condition of entry that all persons agree to be subject to a search. A discrete search area will be provided. Searching will be carried out in accordance with a policy agreed with the Police. Anyone refusing a search will be refused entry to the Licensed Premises and will not be eligible for a refund of ticket price.
15. The Premises Licence Holder or DPS will inform the Police as soon as reasonably practicable of the seizure of drugs or offensive weapons resulting from a search.
16. A suitable purpose-made receptacle for the safe retention of illegal substances will be provided and arrangements made for the safe disposal of its contents as agreed with the Police.
17. On all entrances, notices will be prominently displayed stating:
- It is a condition of entry to the Event that all persons agree to be searched.
- Entry to the Event will be refused to any person who appears to be drunk and/or under the influence of drugs and/or is acting in a threatening or violent manner.
- All incidences of crime and disorder will be reported to Lincolnshire Police.
18. The organisers will operate an Alcohol Management Plan at the Event.
19. The organisers will operate a challenge 25 policy for the sale of alcohol. The training of staff will be recorded in writing and be made available upon request. Only identification bearing the carrier’s photograph, date of birth and either a holographic mark or an ultraviolet feature or other reliable photo ID approved for acceptance by Lincolnshire Police or the Licensing Authority will be accepted as proof of age.
20. The supply of alcohol to patrons may be provided in bars within designated zones and individual bars outside zones. Each zone will be managed by a dedicated Personal Licence Holder and an SIA accredited member of security. Individual bars within each zone will be staffed by trained and competent staff
21. A refusal log will be kept at each bar.
22. The organiser will take all reasonable steps to prevent drunkenness and other disorderly conduct.
23. The organiser will prepare a Drugs Policy for each Event, to be approved by Lincolnshire Police authority one month prior to the Event.
24. The Event website will be used to publish information for patrons on how best to keep themselves and their property safe.
25. A Supervisor’s Register will be maintained at the Event, showing the names, addresses and up to date contact details for the DPS and all personal licence holders. The register will also state the name of the person who is overall charge of the Event. The information will be retained for a period of twelve months and produced for inspection on request to an authorised officer.
26. The Premises Licence Holder or DPS shall ensure that a Record Register is maintained at the Event. The register will contain the following information:
- Full name and where, if applicable, registration number, of each security person on duty at the Event.
- The employer of that person.
- The time/date that the person commenced and finished their duty.
- Verification of the record by the person’s signature.
The Record Register will be retained for twelve months post Event and will be made available to relevant authorities on request.
27. All Event activity within the Licensed Premises will be controlled with specific reference to the capacity of the venue, the nature of the Event content and having regard to the standards for the provision of services as outlined by relevant industry standards guidance.
28. A copy of the Premises Licence and its conditions will be available for inspection at all times during the Event.
29. The organisers will employ the services of a qualified first aid provider; the numbers of staff will be stipulated in the ESMP. A dedicated and clearly signed first aid point will be manned at all times that the premises are open to the public.
30. The organisers will obtain completion certificates for all temporary structures, power and water installations prior to the Event opening to the public. All structural calculations will be made available to building control.
31. Appropriate and proportionate arrangements will be made for fencing, barriers, gate systems, security and other provision to prevent unauthorised access to the Licensed Premises and to manage entry to the Licensed Premises. Arrangements will be made in agreement with the ESAG.
32. All emergency exits and entrance/exits will be kept clear at all times.
33. A dedicated blue route will be indicated in the traffic management plan and be kept clear for access vehicles at all times.
34. Other than in specific controlled areas agreed with Lincolnshire Police, no drinks in glass bottles or in glass drinkware shall be dispensed at the event. The organiser shall take appropriate measures to prevent glass drinks containers or glass drinks bottles being brought on to the Licensed Premises by the public.
35. All food concessions will be available for inspection at all times during the Event by the Council’s environmental health officers.
36. Vehicle movement within the Licensed Premises will be limited to those which are essential and will be controlled to ensure safety of the public and staff.
37. The organisers shall ensure that adequate sanitary provisions, hand washing and drying facilities are provided for the number of people expected to attend the Event to the satisfaction of the Licensing Authority and having regard to relevant guidance and be proportional to the gender split and audience profile.
38. No generators will be petrol driven.
39. All electrical installations and equipment will comply with the general requirements at the Electricity at Work Regulations 1989 and have regard to relevant statutory guidance.
40. Additional temporary lighting will be provided to maintain the safe access and egress of attendees on identified routes from the Licensed Premises for night time Events. A lighting check will take place prior to opening.
41. Suitable and sufficient firefighting provision will be provided. A dedicated fire risk assessment will be circulated to the ESAG and approved by the relevant Fire service.
42. The organiser will collate all its sub-contractor’s Risk Assessments, method statements, insurance and H&S policies and make these documents available to the Licensing Authority in advance of the Event.
43. The organiser will employ the services of a qualified noise consultant no later than 12 weeks prior to the Event. The noise consultant will produce a plan that will detail measures that should be put in place to manage noise on site and minimise disruption to residents and other relevant parties. The plan will include, but not be limited to, the following information:
- The music noise limits.
- The monitoring locations agreed with the North Kesteven Environmental Protection Team.
- Music noise times and durations.
- Sound checks and rehearsal times and durations, including atypical Events.
- Noise control procedures and Music Noise Levels monitoring methodology.
- Complaints monitoring and action.
- Compliance reporting.
44. The noise management plan must be approved by the North Kesteven Environmental Protection Team 8 weeks prior to the Event. The noise consultant shall liaise between all parties including the licensee, promotor, sound engineers, sound equipment suppliers and the North Kesteven Environmental Protection Team on all matters relating to noise control prior to and during the Event. There shall be unrestricted access to relevant areas of the Licensed Premises for North Kesteven Environmental Protection Team for the purposes of sound level measurements, communications with the noise consultant and sound engineers and monitoring licence conditions.
45. At least three hours prior to the Event, a sound propagation test will take place, the exact times for this will be agreed with the North Kesteven Environmental Protection Team in advance. The purpose of the test is to set appropriate control limits at the mixer position. The sound system shall be configured and operated in a similar manner as intended for the Event. The sound source used for the test shall be similar in character to the music likely to be played at the Event.
46. The organiser shall ensure that the promoter, sound equipment suppliers and all individual sound engineers are informed of the sound control limits and that any instructions from the noise consultant regarding noise levels shall be implemented.
47. The noise consultant shall monitor noise levels at mixer desk positions and advise sound engineers to ensure agreed limits are not breached, where possible.
48. For the purposes of monitoring music levels during concert Events and sound checks, the noise consultant shall contact the North Kesteven Environmental Protection Team and agree noise sensitive locations which are to be used to monitor sound levels from the Event. The agreed locations shall be recorded in the Noise Management Plan.
49. During the hours which regulated entertainment is permitted the control limits set at the mixer position/s shall be adequate to ensure that Music Noise Level (MNL) shall not exceed, at identified locations, the levels detailed below.
09:00 to 23:00
MNL dB (A) - 65
MNL dB (L)2 - 85
23:00 to 03:00
MNL dB (A) - 45
MNL dB (L)2 - 65
Noise limits are discussed in more detail in the document CH/NMCR/215/34 produced by Three Spires Acoustics. The proposed limits are based on existing similar Events which operate post 23:00 with reduced external MNL limits.
50. Sound checks and rehearsals will only take place between the hours of 09:00 and 17:00 and will be no longer than 3 hours.
51. The Noise Consultant shall make available the results from the noise monitoring at agreed monitoring locations and from visits to investigate complaints, to the North Kesteven Environmental Protection Team after each Event. A compliance report shall be submitted within 10 working days of the Event finishing.
52. The organiser shall put up notices in public accessible areas agreed with the Licensing Authority providing at least four months’ notice of the proposed dates of the Event.
53. The organiser shall write to the ESAG and the Licensing Authority at least 6 weeks before the Event with a draft letter which shall contain pre-Event information. The organiser will agree with the Licensing Authority residential locations where the agreed pre-Event information letter will be dropped. The letter drop will take place at least 1 month prior to the Event. The pre-Event information must include: times of the Event, times the fireworks will take place and the hotline telephone number that can be called if a resident requires information or has a complaint during the Event.
54. The organiser will put up posters of a size and in positions in public accessible areas agreed with the Licensing Authority within the following locations at least one month prior to the Event, the content must include the pre-Event information listed in condition 53 above:
- Bassingham
- Carlton Le Moorland
- Norton Disney
- Swinderby
- Thurlby
- Witham St Hughs
55. No steel work shall take place between 20:00 and 08:00.
56. The organiser will employ the services of a dedicated traffic management company to undertake a survey of potential traffic impact and produce a traffic plan that details measures to be put in place that will minimise this impact. The TMP must be approved by the ESAG one month prior to the Event.
57. A recognised waste management company will be contracted to collect litter during and after the Event, including each evening. A thorough litter pick will begin the day after the Event. A Waste Management Plan, including recycling protocol, will be circulated to the ESAG group. The organiser will identify an area outside the Licensed Premises for the collection of litter dropped by patrons leaving the premises.
58. No tickets will be sold to persons under 18 years. There will be no entry to Events for ticketholders under the age of 18 years. Focused ID checks will take place on ticketholders entering the Event, for age and identity clarification purposes. Age restrictions for ticketholders will be published on the website and will be included in online point of sale information.