ANNEX 2 - CONDITIONS CONSISTENT WITH THE OPERATING SCHEDULE
General
1 The Licence Holder will ensure that before the event detailed consultations and planning development processes are held with the local authority, statutory bodies, professional security companies, contractors and other interested parties and that an event management plan and risk assessments will be developed alongside these meetings and distributed to all agencies and personnel. These documents shall outline the agreed policies and procedures of all aspects of the event, including the 4 licensing objectives and form the basis of briefings and documentation given to event personnel prior to the event.
2 The Licence Holder shall ensure that the event will be run in accordance with the most up to date Event Management Plan
3 There will be an established chain of command with a nominated Event Control coordinating the appropriate responses as required. Security, First Aid and key festival staff to be in constant communication via radio on site.
4 All systems and procedures will be defined by the First Light Event Management Team in consultation with an experienced Health & Safety Manager. An emergency contact number will be visibly displayed around the site and checked regularly so that anyone who has concerns can call.
5 This premises licence permits up to 14,999 persons at any one time.
Prevention of crime and disorder
1 Event organisers and Security Management will work with Suffolk Police to identify and plan for any potential threats to crime and disorder. Suffolk Police will be consulted before and during the event to minimise the impact of crime and disorder. The final written copy of the risk assessment will be submitted and agreed with Police and Licensing Authority 14 days prior to the event.
2 There will be an established chain of command with a nominated Event Control coordinating the appropriate responses as required. Any incident-reporting and authorising of remedial action will be done via Event Control.
3 Bars will be closed at intervals to allow cooling off times subject to programming in that respective area - times will be agreed with local police licensing officer. We will take action to amend/extend these times in response to circumstances to minimise the potential for disorder and disturbance during the event.
4 The Licence Holder shall ensure that the festival bar and any other drinks concessions serve drinks in recyclable vessels and not glass.
5 The Licence Holder will engage SIA security to be in attendance throughout, to ensure the smooth running and management of the festival.
6 The security Lead shall be responsible for ensuring that security staff are appropriately SIA qualified in line with the Private Security Act 2001. All security staff will wear fluorescent arm bands to display their SIA badge.
7 Security requirements of the overall management of the site will vary with the level of activity at any time. During the performance/public event times it will be as follows:
· 24 hour SIA security presence on site throughout, performing the following functions.
· SIA-badged CSAS security at emergency vehicle access points
· SIA-badged security will act as static guards at Main Stage back stage and FOH area.
· SIA-badged security will act as static guards at any temporary installation deemed vulnerable.
· SIA-badged security will act as static guards at the Campsite
· SIA-badged door supervisors will be present at bars
· SIA-badged security will monitor activity in Kensington Gardens
· SIA-badged security will monitor activity on the Upper Esplanade
· SIA-badged security will monitor activity on the beach
· SIA-badged roving “Rapid Response” team will be around the site at all times
· SIA-badged security and stewards will be present at the shore line, particularly between dusk and dawn.
· Volunteer festival stewards will provide general public information and guidance and will also be used for crowd/audience management. Volunteer festival stewards will undergo training prior to the festival and will be fully briefed by the volunteer coordinator and Health & Safety Manager at the beginning of their shift. Volunteer festival stewards must not put themselves at risk and shall immediately inform a member of staff or security if they become aware of a disturbance or incident.
8 Get-in will take place from the Monday morning before the festival weekend, with get out taking place from Sunday afternoon to Wednesday afternoon. The installation and removal of temporary demountable structures will take place within daylight hours in the open beach and park area and work activity will be managed to reflect the potential hazards associated with this type of working environment. Construction sites will be stewarded, and vehicle movement and parking will be strictly controlled by SIA security. SIA security staff will be employed to staff vehicle entrances at All Saints Road during working hours and to guard the site overnight. Volunteer stewards will patrol the outside of the working zone to liaise with the public and prevent unauthorised access.
9 First Light will work closely with Suffolk police to mitigate antisocial behaviour at the festival.
10 There will be a significant 24 hour security presence on the beach over the festival weekend.
Public safety
1 Event organisers will produce detailed event, camping and fire risk assessments for the Festival as a whole. Alongside these individual performers, activity leaders and contractors will supply their own relevant risk assessments and method statements and insurance. These will be reviewed by the Health and Safety Manager and will be submitted to the Licensing Authority.
2 All access routes and means of escape will be manned and maintained at all times and event equipment and structures will be stewarded or cordoned off to prevent public access where deemed appropriate.
3 Event staff, Volunteer stewards and SIA Security personnel to be briefed by Health and Safety Manager and relevant member of Event Management Team ahead of site opening.
4 Volunteer stewards and SIA security personnel will be located throughout the performance areas and amongst the audience.
5 A qualified professional first aid company will be in attendance throughout the event and in radio contact with Event Control and the Event Management Team. First aid will be provided in accordance with the risk assessment as defined in The Event Safety Guide.
6 All relevant equipment will be fire resistant and to British Standard. Health and Safety Manager shall brief all event staff on site on location and use of fire extinguishers on site.
7 All catering equipment and outlets will be checked in accordance with local authority and outside catering guidelines.
8 The shoreline shall be monitored by Lowestoft Volunteer Lifeguard Corps during the day and stewards at night. The Coastguard will be informed when Lifeguards are not on duty.
9 Any special effects used on stages (e.g. dry ice machine) shall be checked by Health and Safety Manager in advance of use.
10 Fire Installation will have a suitable exclusion zone established and will be manned by festival stewards. Installation will be checked by Health and Safety Manager during construction and in advance of lighting.
11 Event equipment and structures will be stewarded or cordoned off to prevent public access where deemed appropriate.
12 The Licence Holder will work closely with Suffolk police to ensure they are working in line with latest external threat mitigation advice.
13 Parking restrictions will be enforced on Kensington Road and Rectory Road, Lowestoft and these roads will be kept clear for emergency access. A member of SIA security will be allocated to remove bollards between Kensington Road and Rectory Road and the Upper Esplanade in Lowestoft and to open the gate at Claremont Pier, Lowestoft in the case of emergency vehicle access being required.
14 Evacuation procedures will be in place to ensure efficient evacuation of the site and there shall be communications between the team in case of an incident.
15 Capacity of the enclosed stage areas will be monitored and maintained at all times by the Venue Manager. Capacity of the whole site will be monitored and managed by SIA security in collaboration with Event Control.
16 Adequate site lighting shall be provided at all times that the site is open to the public, including a search light and emergency lighting.
17 All water supplies provided in connection with the event intended or likely to be used for any domestic purpose (including drinking, cooking, food preparation or washing (regardless of whether it is supplied by private or public piped supply system, tankers, bottles or other containers) shall be capable of being used for those purposes without any potential danger to human health.
18 The water thus supplied shall be "wholesome" as defined by the Water Industry Act 1991 and regulations made thereunder (such as the Private Water Supplies Regulations 2016 as amended). For this purpose, a comprehensive "Water Safety Plan" will be prepared and approved in writing by the Environmental Protection Team prior to the commencement of the event and shall:
a) Set out the proposed methods of meeting the water supply requirements of the event in terms of sufficiency and wholesomeness, including the audience, caterers, organisers, and persons camping.
b) Set out details of planned qualitative monitoring prior to and during the event, to demonstrate compliance with the wholesomeness criteria set out in the Water Act 1991 and regulations made thereunder.
c) Set out details, including timings, locations and parameters for sampling and testing to be undertaken by a competent person/s, to verify compliance with the wholesomeness criteria of the Private Water Supplies Regulations 2016 as amended.
d) Set out details of the proposed arrangements for dealing with any sample results, system failures or other circumstances which indicate any likelihood of potential danger to human health arising therefrom, in a timely and effective manner, including contingency arrangements to be enacted in the event of a supply failure. This is to include providing the Environmental Protection Team with the details of any failed samples, as soon as reasonably practicable after they are identified.
e) Set out contact details for responsible person/s capable of exercising control over water supply matters in a timely manner, where necessary.
19 All details and results of tests, samples and analyses undertaken in fulfilment of the Water Safety Plan shall be made available for examination upon request by an Officer of the Environmental Protection Team. Records shall be retained and forwarded to the local authority within a week of the conclusion of the event.
20 All samples taken in fulfilment of this condition must be taken by a competent sampler and all analyses undertaken in fulfilment of this condition must be by UKAS accredited by UKAS accredited laboratories.
Prevention of public nuisance
1 The Licence Holder shall display prominent, clear and legible notices at all exits from the festival site requesting that all patrons respect the needs of local residents and to encourage people to leave the premises and area quietly. Announcements and reminders will also be given by stewards/security to visitors to ensure that they respect the local residents and leave quietly.
2 Event organisers and security will work with the Police & the East Suffolk Council (ESC) Environmental Health Team to identify and plan for any potential nuisance through round table meetings. Stewards will be briefed as to how to manage potential nuisance.
3 The layout of the site will maximise the use of the natural environment and cliffs to shield any noise disturbance from local residents. Stages and speakers will be directed towards the sea and will maximise of the natural sound buffer created by the cliff. Programming times have been designed to maximise the impact of the event and minimise the potential of noise nuisance.
4 Noise nuisance will be minimised through controlled use of PA systems, each PA system clearly sited and scheduled. First Light CIC will work Independent Acoustic Consultants who will prepare a Noise Management Plan in agreement with ESC Environmental Health Team for the event stipulating maximum decibel levels at sound desks and the nearest residences, which will be monitored by a member of their team throughout the event.
5 The Licence Holder will work with sound engineers and the Environmental Health Team to monitor sound level throughout and ensure this stays within the limits agreed at any given time, using DateQ software to manage this.
6 Consultation will be taken with community groups prior to the event. When the event is live, the number of the site phone will be advertised so that residents and members of the public can contact us directly if they have concerns about the event. The phone will be kept in the production office and will be regularly checked by Event Control.
7 Litter and recycling are key parts of the Festival's Environmental Sustainability ethos and systems will be established accordingly in conjunction with Waveney Norse, who are providing waste management for the festival.
8 The Licence Holder shall ensure that vehicle movements during the build and get out periods will be planned to limit disturbance to beach users. At all times noise of vehicles arriving/departing will be kept to a minimum - this should be helped due to the limited parking within the immediate vicinity.
9 Amplified entertainments provided in the course of this event shall be subject to control by a comprehensive "Noise Management Plan" prepared by or on behalf of the applicant, which will be approved in writing by the Environmental Health Officer prior to the commencement of the event and shall:
a) Outline the methodology used for calculating and predicting noise levels arising from all aspects of the event (including any associated plant such as generators) at noise sensitive receptors on Kirkley Cliff Road, Kensington Road, Pakefield Street and Rectory Road.
b) Set out details of the methods proposed to be used to field-test (and make any necessary adjustments to) the modelling used to predict sound propagation from the event, to the noise sensitive receptors listed above after the amplification equipment has been set up but prior to the commencement of the event.
c) Set out details, including timings and parameters to be measured, of the monitoring to be undertaken by a competent person, at representative noise sensitive receptors throughout the duration of the event, to verify compliance with the music noise levels set out in the Noise Management Plan.
d) Set out details of the proposed arrangements for dealing with any exceedances of Music Noise Levels determined by the proposed monitoring detailed in point 4 above, in a timely and effective manner.
e) Set out contact details for responsible person/s capable of exercising control over noise impacts in a timely manner, where necessary.
f) Set out to demonstrate and achieve compliance with the standards described by the Noise Council Code of Good Practice for Controlling Noise from Concerts and Outdoor events or such other appropriate guidance as agreed in writing with the Environmental Health Officer.
10 All details and results of checks and sound level monitoring undertaken in fulfilment of the Noise Management Plan shall be made available for examination upon request by the Environmental Health Officer and, in any case, retained and forwarded to the local authority within 28 days of the conclusion of the event.
11 Where power generation requirements are to be met by the use of portable generators, the use type and construction and position and method and times of use shall be agreed beforehand in writing with the EHO
Protection of children from harm
1 The Licence Holder shall ensure that experienced bar staff shall challenge anyone who appears under the age of 25 to provide age identification (valid photo ID) otherwise they will be refused the sale of alcohol.
2 Age restrictions will be put on specific performances where appropriate and these will be ticketed.
3 Wristbands for children will be distributed to parents, to be completed with contact details so that people can be reunited more easily.
4 A Lost Children Policy will be established, and all staff and security will be made aware. There will be a lost child point located on the beach and managed by fully DBS checked staff in radio contact with Event Control.
5 All activity leaders that will be working with children will have the relevant qualifications and DBS checks.
6 All staff and volunteers will be briefed on the events Safeguarding Children & Adults at Risk policy, which will be reviewed annually in conjunction with Suffolk’s Safeguarding Children Board.
7 In line with the events Safeguarding Children and Adults at Risk Policy, a child or vulnerable adult will not be photographed/filmed if they do not wish to be or if their parent/carer does not wish them to be. All staff, volunteers and photographers will need verbal permission to take a close up video or picture of a child or adult at risk. The Licence Holder will ensure that prominent, legible signage is displayed at all performances with a photo/videographer present to make sure that all children, adults at risk and their responsible adult/carer are aware that their picture/image might be taken and used in the future by First Light CIC.