ANNEX 2 - CONDITIONS CONSISTENT WITH THE OPERATING SCHEDULE
This Premises Licence can only be used on the third Saturday of July each year, starting on the 19th July 2014.
Prior to the event
1. Draft Event Management Plan
A draft Event Management Plan will be disseminated to the following parties 4 months, or such lesser period as agreed by the parties, prior to the date of the event
• Dorset Police District Commander
• Dorset Police Licensing Unit
• Weymouth and Portland Borough Council Licensing Unit
• Dorset County Fire and Rescue Service
• South Western Ambulance Service NHS Trust.
2. Safety Advisory Group
The Licence Holder will hold at least 3 meetings with the responsible authorities prior to the final Event Management Plan sign off by leads of the responsible authorities. A debrief will be conducted within no more than 60 days after the event.
3. Final Event Management Plan
The final Event Management Plan should be agreed by all responsible authorities 4 weeks prior to the date of the event. If the licence holder and the appropriate authorities are unable to reach a mutual agreement on the final documentation, the licence holder will take responsibility for the final decision on its contents and evidence their rationale why they have not taken the advice of the responsible authorities.
4. Remaining current with government legislation and local policies.
The responsible authorities and the licence holder have a duty of care to ensure the Event Management Plan is fit for purpose to protect the public attending the event. If any amendments are made to the Licensing Act 2003 or if the Licensing Authority publish a revised Licensing Policy or following an investigation, where they believe amendments to the Event Management Plan may be required, then those amendments will be discussed and documented during the debrief
Event Management Plan
5. Event Management Plan
The Final Event Management Plan will include the following documentation:
• Venue plan (identifying all site services i.e. medical location(s), toilets, missing persons and access points, location of event and areas that sell alcohol).
• Management Structure (A contact sheet, including emergency contacts)
• Nature and styles of the event (including crowd profile, capacity and expected attendance)
• Event programme (this will include how the show is stopped if there is a problem within the crowd.)
• Crowd Management
• Security Brief
• Emergency evacuation
• Extreme weather
• Fire risk assessment
• Risk Assessments
• Emergency procedures
• Medical arrangements
• Traffic Management
• Welfare and sanitation
• Entry, search and eviction policy
• Alcohol and drugs policy
• Lost child procedure
6. Security Planning
The licence holder will submit a Security Brief to Dorset Police each year, no later than 4 weeks prior to the commencement of the event build-up on site. Any changes must be notified immediately to Dorset Police and the BoroughCouncil along with an explanation for those changes.
The Security Plan will contain details of:
a) site security (including during site build);
b) site search policy on entry;
c) staff deployment;
d) staff accreditation;
e) Protocols for handing information or persons to the Police
7. Radio Communication
Security staff and Event Management Team will have radio communication at all
times and in all parts of the venue.
An alternative communication system will be considered in case the radio system fails e.g. mobile telephones.
8. Security Senior Supervisors
The licence holder shall appoint SIA trained senior supervisors to be responsible for key areas and locations at the event site.
9. Stage Managers
The licence holder will ensure that a Stage Manager, or suitably briefed deputy, is positioned adjacent to the main stage(s) for the entire duration of any live entertainment with the power to require the performer(s) to stop their performance forthwith. The performer or their representative shall be briefed on this requirement prior to the performance.
10. Incident Log
An incident log will be maintained by the licence holder within the main event control unit.
11. Amending and conditions
Where a period of time or number of meetings are stated above then the Responsible Authorities and the Licence Holder can agree a lesser period or number
.
The Licence Holder can request the Responsible Authorities to agree to discuss and amend any of the conditions if they are found to be no longer ‘fit for purpose’ following discussions at the debrief.
12. Stewarding and Security Contractors
Stewarding and security services and the bar operation will be provided by competent contractors engaged by the ‘Licence Holder’
Admission Area
13. Ticketing System
Any ticketing system used during the event which relies on either scanning equipment, a wireless network or any form of electricity will require a secondary system in case of a system failure.
14. Staff Briefing
A staff briefing will take place at least 30 minutes prior to the opening of the event to the public on each day of the event.
15. CCTV cameras will be provided at the main entrance and will record a ‘head and shoulders’ view of those entering the venue. Footage will be made available in a retrievable format (which includes the viewing software) to Dorset Police or other Authorised Officer upon lawful request. Video images will be retained for a minimum of 30 days after the event.
16. Prohibited or restricted Items
No person in possession of a ticket, wristband or a pass will be allowed to bring inside the perimeter fence the following items:
• Personal fireworks / pyrotechnics / Class 1 laser equipment (pens)
• Offensive weapons
• Illegal Drugs or known herbal ‘Legal Highs’
• Glass bottles or vessels
A person in possession of a ticket or a pass may, at the discretion of the licence holder, bring in alcohol to the site for consumption within the camping area.
17. Searching
Prior to actually entering through the gates into the premises, ticketholders may be subject to a ‘stop and search’ policy that will be implemented by SIA Licensed Door Supervisors.
Where searches take place there must be at least one female member of security staff present to facilitate the searching of female customers.
18. Honesty Boxes
The licence holder will provide “honesty boxes” on the approach to the main entrance that will offer individuals the opportunity to voluntarily surrender any illegal substance they may be carrying. The licence holder will make the necessary arrangements to transfer the contents of the “honesty boxes” to the Police as per an agreed protocol.
19. Controlled Entry
Entry into the festival shall be controlled by tickets exchanged for coloured wristbands which shall be checked by SIA registered security staff.
Two types of wristbands shall be used,
• one colour for those 18 years of age and over, and
• another colour for those under 18 years of age.
Colours shall not be repeated in successive years / days.
20. Stewards / Security Team
All stewards and security team will be at least 18 years of age and shall wear high visibility work wear and shall be easily identifiable.
Security staff will wear their SIA badges in a position where they can be seen by the public or Police Officers.
Stewards will be provided on the basis of 1 for each 150 ticket holders, in addition
Security staff will be provided on the basis of 1 for each 300 ticket holders.
Within Licensed Areas
21. Proof of Age Policy
• All staff shall be aware of the law regarding the refusal of service to any person who is drunk or is underage or is purchasing alcohol, by proxy, for someone who is underage.
• A Challenge 21 Policy will be in force at the event - Any person selling or supplying alcoholic drinks under the authority of the personal licence holder asks for photo ID proof of age where they have reason to suspect that the individual may be under the age of 21 years of age.
• Only photographic based forms of identification will be accepted as proof of age in respect of age restricted sales. These must be accredited to the PASS scheme, current passport or a Photo driving licence.
• Bar staff shall be required to check ID of persons who look under 21 regardless of the colour of the wristband they are wearing.
• Bar staff training records shall be available to Police or Licensing Authority upon request.
22. Security Within Licensed Areas
• SIA licensed security staff shall receive suitable and sufficient training so they can
efficiently and effectively ensure that public safety is maintained. These personnel shall be well disciplined and be able to respond to volatile situations.
• SIA licensed security staff whose duties include the security and supervision of those areas of the venue shall hold a Door Supervisors licence issued by the S.I.A.
• Any serious disturbance or other emergency within the licensed area, which cannot be dealt with by the Head of Security and SIA trained staff shall be reported at once to the Event Management Team.
23. Refusal / Incident Book
A refusal log will be kept at each licensed bar which will cover underage drinking and drink related incidents. The refusal book will be made available to the Police or Licensing Authority upon request.
24. Drinks Promotions
There are no 2 for 1 or similar promotions or have any "Happy Hour" promotions on site. Alcoholic drinks shall not be supplied in such a way which will enable persons to consume unlimited quantities of alcoholic drinks on payment of a single payment.
25. Drinking vessels
Only plastic glasses will be used for the service of drinks (both alcoholic and soft) with the exception of soft drinks sold in plastic bottles” (ie water, cola etc)
26. Personal Licence Holder
A Personal Licence Holder will be on site on event days to monitor the activity they have authorised.
Public Areas
27. Design
The layout of the site will ensure appropriate evacuation routes and safe areas remain clear and measures are put in place to prevent over-crowding.
The venue including all gates, entrances, emergency exits / routes, fire fighting equipment, safety signage or other public safety related equipment must be checked prior to the gates being opened and the public admitted. These checks are to be recorded in the Event Incident Log and offered for inspection by HSE, Dorset Police or Environmental Health Officers of Weymouth & Portland District Council upon reasonable request.
28. Security within General Area.
SIA licensed security staff shall receive suitable and sufficient training so they can efficiently and effectively ensure that public order / safety, including fire safety, is maintained so far as is reasonably practicable. These personnel shall be disciplined in the extraction of persons from dense crowds.
SIA licensed security staff whose duties include the security and supervision of those areas of the venue that include access / exit gates, bars or the ejection of any individual from within the venue shall hold a Door Supervisors licence issued by the SIA.
Any serious disturbance or other emergency, which cannot be dealt with by the Head of Security and SIA trained staff shall be reported to the Event Management Team at once.
29. Noise Management
The licence holder will provide a Noise Management Policy, which shall be agreed by Weymouth and Portland Council Public Health Officers.
A direct telephone number for the manager at the premises shall be publicly available at all times the premises is open. This telephone number is to be made available to residents and businesses in the vicinity and to Weymouth and Portland Council Public Health Officers.
Bottles will not be placed in any receptacle after 23.00 hours and before 08.00 hours to minimise noise disturbance to neighbouring properties.
Noise from generators will be inaudible at the nearest noise sensitive premises during their operation.
If the Licence Holder allows the use of amplified music, or any instrument capable of producing sound within the camping area, then this must not be audible at the nearest noise sensitive dwelling after 23.00 hours and before 08.00 hours
30. Child Wristbands
The child wristband will allow the guardians to write an emergency contact number in case of separation or alternatively a separate wristband with space for a contact number will be offered to the parent or guardian for the child to wear.
31. Help Point / Missing Person
An identifiable landmark or signed structure, banner or flag to be located within the site to enable visitors to identify the location at the missing person / help point.
32. Temporary Signage
Temporary signage to be used throughout the site to guide or indicate visitors to appropriate areas. (i.e. First Aid Point, Missing Person Point, nearest exit etc).