ANNEXE 2 - CONDITIONS CONSISTENT WITH THE OPERATING SCHEDULE
1 Licensable activities will be limited to Triplicity Music and Arts Festival only, for the event period which runs between 1st May 2015 to the 4th May 2015.
2 The premises licence holder will provide a maximum of three small music stages, and one tented structure from which the retail sale of alcohol will take place.
3 The premises licence holder will comply fully throughout the duration of the licence with a suitable and sufficient Event Management Plan submitted to the Police and Licensing Authority in writing no later than 1st April 2015. A copy of the Event Management Plan will be kept on site and made available for inspection by officers and relevant statutory bodies during the event. All alterations (prior to and during the event) to Event Management Plan outlined shall be made where practicable in conjunction with the relevant Responsible Authority and Licensing Authority.
4 The maximum number of tickets that may be sold is limited to 1000. The event will be limited to a capacity of 1300 persons to include the public, staff, performers, crew and volunteers etc. Adequate security measures will be maintained to ensure that the licence capacity is not exceeded.
5 Entry to the event will only be permitted by purchase of a ticket. Each attendee will be required to produce their ticket upon entry, and a valid ID will be required to gain access. This process will be monitored by Security Industry Authority (SIA) licensed security staff.
6 The event location will only be printed on purchased tickets so as to keep non-ticket holders arriving at the event to a minimum. There will be no tickets for sale at the event.
7 Upon entry all ticket holders will be issued with a wristband. If individuals are found not to be wearing a wristband they may be asked to leave the event and if required transport will be provided by the Premises Licence Holder to Barnstaple when appropriate. Wrist bands will be of different bright colours to distinguish between those persons over and under 18 years of age. These wrist bands will be easily visible in subdued lighting.
8 SIA licensed security staff will monitor numbers of attendees present at the event by using a ‘clicker device’.
9 There will be a minimum of 8 SIA licensed stewards on duty at all times. Where ticket sales exceed 600, SIA registered stewards will be employed at a ratio of 1:75.
10 SIA licensed security staff will be in direct radio contact at all times with the event organisers and stewards.
11 SIA licensed security staff will carry out random searches of individuals upon entry to the event site. Attendees in possession of the following items will be refused entry: Illegal drugs/sustances; novel psychoactive substances (legal highs); alcohol; weapons; fireworks; smoke canisters or similar items.
12 If any person is found to be carrying illegal drugs/items the person(s) will be held where practicable at the security tent and the Police notified. All illegal drugs/items will be confiscated and an amnesty bin will be present at the entrance to the event.
13 An adequate number of stewards will be present during the event, who will be in radio contact at all times when on duty. Two stewards will be qualified in Level 2 Spectator Safety and undertake a supervisory role.
14 A full briefing of all event staff including security staff and stewards will take place prior to the event. All stewards and security staff will be briefed on the following: Checking areas to make sure they are safe; reporting any suspicious activity; emergency procedures and medial emergency action plan; access routes; patrolling of the perimeter fence and notifying security of trespassers; incident reporting procedures; monitoring entry of under 18's to the bar and stage areas outside of permitted hours; location of first aid tent/equipment; fire extinguishers, etc; lost child policy and procedures; signs of fatigue, dehydration and excessive alcohol consumption.
15 For identification purposes security staff and stewards will be issued with high visibility vests. Different coloured vests will be used to distinguish between SIA licensed staff and event stewards. These vests will be removed when not on duty. SIA registered staff and event stewards will not drink alcohol whilst on duty.
16 Stewards will not address any person(s) with regards to suspicious or unlawful activity. If a member of security is not available the police will be contacted on 101 or in the event of an emergency 999. The incident details, name of the event and location details will be given.
17 Retail sale of alcohol will solely take place from one tented bar area. The tent used for retail sale of alcohol will be managed and run by a Bar Manager holding a Personal Licence.
18 No mobile dispense sales of alcohol will take place at the event.
19 The bar will be operate a “Challenge 25” system where if a customer looks under 25, they will be required to show a valid ID. The only acceptable forms of ID will be passport, photo driving licence, government approved pass-card and military ID bearing a photo and date of birth.
20 Persons under the age of 18 will not permitted into the bar area at any time unless accompanied by a parent or guardian.
21 Persons under the age of 18 will not be permitted into the bar area after 21:00hrs.
22 The bar area will be supervised at all times by a SIA licensed member of security staff.
23 The bar staff will aware of and understand relevant requirements of the Licensing Act 2003 and conditions of the licence relating to alcohol sales.
24 Drinks will not be served in glass receptacles. All bottles will be decanted.
25 An emergency access gate into the main festival site located in the north east corner of the event field (entering from Stray Park Corner road) will be provided. There will be a steward at this gate for the duration of the event and radio contact will be maintained with security and the production tent. The emergency access gate will be kept clear at all times.
26 Upon arrival to the event a steward will guide public vehicles off the public road and directly into the holding/parking field, attendees will then be directed to an appropriate parking location prior to security checks.
27 Stewards will monitor the entrance gate at all times and vehicle access to the venue will be restricted with no entry or exit between 00:00hrs and 10:00hrs, unless by prior arrangement or in an emergency.
28 A suitable and sufficient documented event safety risk assessment will be undertaken and submitted to the Licensing Authority in writing no later than the 1st April 2015.
29 A suitable and sufficient documented fire risk assessment will be undertaken and submitted to the Fire Authority and Licensing Authority in writing no later than the 1st April 2015.
30 The sale of novel psychoactive substances (legal highs) will not be permitted on the event site.
31 All items of portable electrical equipment at the event under the control of the Premises Licence Holder will be Portable Appliance Tested (PAT) tested.
32 Vehicles will only be permitted to move around the event site during daylight hours unless in an emergency. If vehicles are to move at night a 5mph speed limit will apply and the vehicle will be escorted by a steward wearing a high visibility vest.
33 Food traders will be required to bring copies of their employees food hygiene training certificates, and their food safety management system with them to the event.
34 Any accidents, incidents or near misses will be recorded in the daily log book which will be located in the production tent. The following information will be recorded: Description of accident, incident or near miss; date and time; name, age and contact details of persons involved/witnesses etc; immediate actions carried out and by whom; further actions required; where appropriate photographic evidence should be recorded.
35 Sanitation facilities will be provided as per recommendations outlined in the Purple Guide to Health, Safety and Welfare at Music and Other Events.
36 Medical staff, and facilitates will be provided in sufficient number and standard. Fully trained and qualified medical staff will be located on site as per recommendations outlined in the Purple Guide to Health, Safety and Welfare at Music and Other Events.
37 Persons under the age of 18 years old will not be permitted to buy event tickets. Event tickets must be purchased by a parent or guardian who agree when purchasing the ticket that children under 18 years old will be supervised at all times.
38 The following actions will be carried out in the event of a person under the age of 18 arriving at the event unsupervised: The person(s) will be held at the production office and made comfortable; contact will be established with a parent or guardian via telephone if necessary; transport will be provided when appropriate to the nearest public transport links.
39 A file (Accompanied Persons File) of any attendee responsible for a person under the age of 18 at the event will be kept at the production tent. All event staff will be made aware of the location of the Accompanied Persons file. The following information will be held in the Accompanied Persons file: Full name and residential address; relationship, contact telephone number; next of kin; alternative contact telephone number for somebody who is not at the event; vehicle registration details.
40 A lost child policy will be in place. In the case of a child separated from his/her parent/guardian the lost child policy will be implemented. The child will be held at the event production tent in the company of a Disclosure and Baring Service disclosure checked member of staff will along with another staff member. Attempts to locate the child's parents will be undertaken by security staff, stewards or the event organisers using wristband information or information held in the ‘Accompanied Persons File’ which will be held at the production office. No child shall be released into the care of an adult without first carrying out full identification checks.
41 Upon entry to the event every child under the age of 10 years old will be issued a wristband clearly marked with an identification number and the telephone number of their parent/guardian.
42 Children will not be permitted to leave the event site during the event either by themselves or with an adult without first being identified by security staff.
43 All staff involved with children's activities will undergo appropriate satisfactory Disclosure and Baring Service disclosure checks.
44 Persons will not be permitted to leave children unattended at the children's entertainment tent at any time. Children must at all times be accompanied by a parent or guardian.
45 Children will not be permitted in any music tent after 22:00hrs.
46 Attendees will be given black bags for personal waste upon entry to the event.
47 Sufficient waste bins and recycling points for glass, metal, plastic and food waste will be located at various points in the event field.
48 Litter sweeps of the event field and checks of external areas will be undertaken on a regular basis.
49 All litter will be removed from the site by a professional waste management company.
50 Low energy lighting will be used to illuminate walkways, access points, car park, production tents, first aid/welfare tents, stages, campsite and bar area.
51 The premises licence holder will comply fully throughout the duration of the licence with a Noise Management Plan submitted to and approved by North Devon Council’s Environmental Protection Team in writing no later that the 20th March 2015. All alterations (prior to and during the event) to Noise Management Plan outlined will be made where practicable in conjunction with North Devon Council’s Environmental Protection Team.
52 The Noise Management Plan shall include confirmation that:
53 Two off-site monitoring locations shall be established prior to the event, to the satisfaction of the licensing authority, and sound level monitoring shall be undertaken from these locations throughout the event.
54 The Music Noise Level measured over a 15 minute period (LAeq, 15min) at the boundary of any noise sensitive premises shall not exceed a level (to be agreed), lower than 65dB(A) during the daytime (defined as between the hours of 09.00 and 23.00) on any day.
55 At all other times the Music Noise Level shall not exceed a level (to be agreed) lower than 45dB LAeq 15 min at the boundary of any noise sensitive premises.
56 Between the hours of 23.00 and 08.00 the levels at the relevant sound mixer positions shall be controlled such that at the boundary of any noise sensitive premises the 63 Hz and 125 Hz octave band levels, measured over a period of 15 minutes (LAeq, 15min) shall not exceed a level 3 d(B) below the agreed Music Noise Level - to be agreed respectively.
57 Access will be granted to authorised North Devon Council officers to all areas of the site relevant to an investigation of music noise levels, to include front of house and monitor sound mixing positions.
58 During the whole course of the event, a noise monitoring system shall be in place, in accordance with the content of the Noise Management Plan.
59 Two off-site monitoring locations shall be established to the satisfaction of North Devon Council’s Environmental Protection Team prior to the event commencing.
60 The results of live noise monitoring shall be available to authorised North Devon Council officers upon request and data provided to the authority upon request subsequent to the event.
61 There are measures in place to ensure that there will be a manned, charged telephone with reception throughout the event, to enable complainants to contact the site directly.
62 There will be a dedicated person on site with the relevant responsibility to turn down the noise levels on request throughout the event.
63 Upon the reasonable request of authorised North Devon Council officers and at any time during the event, the sound operator shall temporarily adjust the configuration of the amplification system to reduce either broadband sound levels or sound levels within a particular octave band.
64 Thereafter the applicant shall agree with the Officer a Music Noise Level to achieve compliance with noise limits.
65 All other potential sources of noise throughout the site shall be monitored and regulated in accordance with the Noise Management Plan.
66 A copy of the Noise Management Plan will be kept on site and made available for inspection by authorised North Devon Council officers and relevant statutory bodies during the event.
67 Prior to the event:
68 All noise sensitive properties in the immediate area shall receive leaflets containing information regarding the event, including start and finish times.
69 The site layout and positioning of the sound systems shall be designed in such a way to minimise the noise impacts of the event. PA speakers will not be directed towards noise sensitive residential properties.
70 Three sound checks will be conducted in the local area, at least 48hrs prior to the event, to establish any noise sensitive properties. Additional measures will then be put in place to attain inaudibility at noise sensitive properties.
71 All sound equipment will be professionally managed by a competent person throughout the event, to monitor and control sound levels at the front of house position to ensure compliance is achieved with the Music Noise Levels contained in the premises licence.
72 All music stages will have a competent dedicated stage manager who will also monitor sound levels using a sound level meter.
73 Regular walks of the site perimeter throughout the event will be undertaken to monitor sound levels, using a sound level meter - and remedial action will be undertaken immediately in the event of any identified non compliance with licence conditions.
74 Sound levels during the event shall be continually monitored inside the licensed area to ensure compliance with the premises license conditions.
75 Where necessary the sound level of any source found to be excessive by an authorised North Devon Council officer will be immediately reduced to a level deemed as being acceptable by the Officer.
76 There will be a dedicated person on site with the responsibility to turn down the sound levels on any reasonable request from an authorised North Devon Council officer, throughout the event.
77 The Premises Licence Holder will take all practical measures to ensure that local residents are not disturbed, and will provide a direct contact telephone for them to call throughout the event. The telephone line used for this purposes will be a manned, charged telephone, with reception for the duration of the event.
78 All complaints received will be recorded and thoroughly investigated. If it is alleged or suspected that that the music noise levels are being breached, sound level monitoring will be undertaken from the relevant complainant’s property. Remedial action will be taken to reduce levels when non compliance with license conditions is identified.
79 Baffles will be placed behind all speakers.
80 Front of house will be approximately 15m in front of the main PA speakers for each stage.
81 Noise limiters will be installed.
82 Only silent running generators will be used on site.
83 During sound checks, the sound system will be equipped with necessary limiters and compressors to ensure that there are no sharp peaks in noise levels or possibility of levels going higher than the agreed Music Noise Level.
84 During the event, the Music Noise Levels will be reduced from 00:00hrs.
85 Music Noise Levels will be reduced earlier in the event to allow “head room” for headliners / peak show time towards the end of the event.
86 Attendees will not be permitted to bring their own music systems into the event or play music in the parking field. This will be monitored by SIA licensed security staff.
87 The supply of alcohol, regulated entertainment and late night refreshment shall be confined to the area (s) as outlined in RED on the attached plan (s).