Annexe 2
General.
The event will be planned in consultation with Suffolk Council and the Joint Agencies in order to satisfy the four licensing objectives. An events document will be submitted prior to the event.
An experienced event management and security/ stewarding team will be in place to ensure that no illegal activity is permitted at the event so far as reasonably practicable.
The physical layout of event activity within the site will be planned with crowd management and audience flow in mind and the stewarding team briefed to prevent people gathering and causing disturbance during event activity.
Due to the sites distance to residential areas in local proximity, there may be some disruption anticipated to local residents. Port of Felixstowe has a very strong relationship and good community ties, with one of the main objectives being to provide community based entertainment. Port of Felixstowe will implement policies of notifying neighbours of the event in advance, and communicating with them regarding any concerns and/or issues they may have.
A drugs policy is to be drawn up between Port of Felixstowe and Joint Agencies. We will take such measures as deemed necessary. For example, random searches as per police requirements.
First Aid will have an active presence on site throughout the event providing medical support. In addition to an on-site treatment centre staffed by medical technicians, there will be ambulances on site to transport any cases deemed more severe to hospital, and 999 will be used where appropriate. Staffing arrangements will be agreed in advance between Africa Oye and Joint Agencies.
A cleansing schedule will be implemented both during and after the event to ensure the area is kept to its normal standard of cleanliness.
The prevention of crime and disorder.
A pre-agreed level of professional stewarding and security personnel will have a designated responsibility to maintain a safe environment for members of the public attending the event.
A full event control system will be operated throughout the event, with centralised radio monitoring, emergency messaging and incident response being co-ordinated through event control. Stewards, security and other key personnel will have a radio system for communication too.
A zero tolerance approach will be implemented throughout the event. A drugs policy is to be drawn up between the Joint Agencies and Port of Felixstowe.
Adequate temporary public lighting will be present on the site if required however as the event is held on streets this is likely not to be necessary.
Public safety.
All event activity within the premises will be controlled with specific reference to the capacity of the venue, the nature of the cultural content and in compliance with the standards for the provision of services as outlined by HSG 195 The Event Safety Guide (commonly known as the Purple Guide)
The event manager will utilise the application and planning stage of the event management process to ensure the safety of the general public, contractors and artists, and to minimise hazards and prevent accidents. This will be done through the consultation process with the local fire and police authority and joint agencies. All events activity will make provision for the management of access and egress to the park taking into account the maximum specified capacity.
Provisions will be made to allow communication of emergency procedures and issues relating to the health, safety and welfare of people within the venue. This will be done through signage, public address systems and event staff and stewards
The contingency arrangements for emergency evacuation will be detailed in the events document for the festival and implemented should the need arise. Emergency vehicle access will be planned in advance, with emergency access gates kept clear and manned by stewards.
All event contractors will comply with all relevant health and safety legislation and follow the control measured documented in their own risk assessments, and method statements will be responsible for ensuring safe systems of work for the contractors.
All exits and escape routes to those exits from the premises shall be free from all obstructions when the public are onsite on the premises.
All exit doors and gates from the premises and backstage areas shall be capable of being opened by any person without the use of locks and be kept free from all fastening devices when the premises are open to the public. In addition, all fire exits will be correctly signed with high visibility signage.
All exit routes and doors on such routes shall be checked on every occasion before the premises is used for the purpose of licensable activity and at regular occasions when the premises are open to the public to ensure that they are free from defect, obstruction, trip hazards and the surfaces are not slippery.
The layout of marquees and other temporary structures or furniture will be such so that it does not obstruct any exit, route to any exit or to any facility within the premises.
All structures on site will be checked in advance to comply with fire safety codes BS:5867:Part 2:1980 Type B Performance Requirements. Structural sign off certificates will be obtained for all contractors installing temporary demountable structures, including stages, marquees and any platforms that undergo a construction phase.
Fire fighting equipment shall be provided throughout the premises at suitable locations and be appropriate to the risk. A fire risk assessment will determine the requirements.
All members of security staff, stewards, caterers and production staff will be familiar with the operation of fire fighting equipment appropriate to their areas of work.
No temporary electrical writing or distribution system shall be installed in the premises unless the installation is carried out by a suitably qualified and competent person. The event manager shall obtain a certificate from that person where the installation is fit for purposed and complies with BS 7671, and where applicable BS 7909. A copy of that documentation shall be produced by the event management team if requested to do so by an authorised officer of the council.
Red Cross will keep a record of all incidents relating to injury and medical treatment onsite. Event Control and the Health of Security will keep a record of all incidents relating to entry, disruptive behaviour and searches.
These records will collectively form the events incident book and will be available to view by any relevant authority.
The prevention of public nuisance.
There shall be provided at the premises containers for the storage and disposal of waste foods and other refuse. Those containers shall be constructed, maintained and located so that access to them by vermin and unauthorised persons is prevented and arrangements shall be made for the regular lawful disposal of their contents.
A Noise Policy has been drawn up with reference to the Music Councils "Code of Practice on Environmental Noise Control at Concerts". When regulated entertainment that is audible beyond the boundary of the premises is taking place, an employee of the events organisers will make checks around the area including residential accommodation to ensure that noise levels from the premises are reasonable. Port of Felixstowe has developed strong community ties with the local area, and the ongoing communication and support relating to this will minimise complaints.
The event will be well advertised. Residents will be well aware of the dates of the event, so no element of the noise is expected to be a surprise to the local area. The times for the operational stage of the event are expected to be 3-4 hours at maximum, and before the 23:00 statutory nuisance threshold under the Environmental Protection Act.
Environmental Health will be contacted and consulted during the events planning stage and a noise policy documented in the final events document draft.
The protection of children from harm.
Port of Felixstowe 125 year celebration is a family friendly event, with a full family mix likely to attend. Provisions for the health, safety and welfare of children will be part of the event planning and organisation process. In the case of performers/participants interacting with children, the event organiser staff should have appropriate CRB checks put in place.
There will be a lost children’s policy documented and implemented on site which will be contained in the events document and circulated to all staff and stewards on site. Any children will always be, where practicable, accompanied by two adult members of staff. Those under the age of 16 will only be permitted to site providing they are accompanied for the duration by a parent or guardian over the age of 18. No alcohol will be served to any under 18's and proof of identity will be required.