Annex 2 - Conditions consistent with the Premises Operating Schedule
Conditions attached via application:
The licensee will:
1. liaise with emergency services
2. use SIA trained & qualified stewards
3. prepare a suitable risk assessment and event manual
4. liaise with enforcement authorities
5. use CRB checked staff
6. comply with the General Events conditions attached below
Conditions attached following mediation with the police:
The licensee will:
7. ensure that a Personal Licence Holder is on duty throughout the events
8. inform the police of all events, giving as much notice as possible
9. Adopt the ‘Challenge 21’ policy, only accepting bona fide forms of photographic ID
10. when appropriate, adopt a traffic control plan in liaison with the police
11. on 12 occasions during the year one additional hour to enable Films to continue until 1am and alcohol to continue until midnight, giving the police prior notice of such event
General Events conditions submitted via application:
EVENTS CONDITIONS
SECTION | CONTENTS | PAGE NO: |
A | GENERAL CONDITIONS .. .. .. .. .. .. .. .. | 7 |
B | RISK ASSESSMENT AND HEALTH & SAFETY POLICY .. .. .. .. .. .. .. .. .. .. .. .. | 8 |
C | FIRE SAFETY & EMERGENCY LIGHTING | 9 |
D | FIRST AID .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. | 10 |
E | ACCESS AND SECURITY .. .. .. .. .. .. .. .. | 10 |
F | PUBLIC ANNOUNCEMENTS .. .. .. .. .. .. | 11 |
G | STAGING .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. | 11 |
H | DISABLED FACILITIES .. .. .. .. .. .. .. .. .. | 11 |
I | SIGNING .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. | 11 |
J | ELECTRICAL INSTALLATIONS .. .. .. .. | 11/12 |
K | LIGHTING .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. | 12 |
L | LASER/SPECIAL EFFECTS .. .. .. .. .. .. .. .. | 12 |
M | NOISE CONTROLS .. .. .. .. .. .. .. .. .. .. .. .. | 12/13 |
N | DRINKS .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. | 13 |
O | FOOD SAFETY .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. | 13 |
P | SANITARY ARRANGEMENTS .. .. .. .. .. | 14 |
Q | WASTE MANAGEMENT .. .. .. .. .. .. .. .. .. | 14 |
The Licensee should be aware that Health and Safety Officers carrying out their duties under the Health and Safety at Work Act 1974, have extensive powers under this Act and are responsible for enforcement of Health and Safety Legislation at all non-Council events, regardless of the existence of a Premises Licence or similar.
Risk Assessment is a legal requirement under the Management of Health and Safety at Work Regulations 1999. The event organiser is required to plan the event, identifying all hazards, assessing the risk and who is at risk. Where necessary control measures should be implemented to prevent the hazard occurring.
A. GENERAL CONDITIONS
(Note: These conditions may be subject to variation or modification by the Council where necessary)
1 The facilities shall not be used under the terms of the Licence until all the conditions of this licence are complied with.
2 The licensee shall ensure that all arrangements for the preparation and conduct of the event be in liaison with the Chief Constable, Chief Fire Officer or their delegated Officer and the delegated representatives of Ipswich Borough Council.
3 Admission shall be given to authorised officers of the Council*, the Suffolk Fire and Rescue Service and the Police at all reasonable times (including the whole of the licensed period) and to all parts of the premises in order to ensure the compliance with the conditions of this Licence.
The authorised officers of the Council will be Building Control Officers, Environmental Health Officers, Noise Control Officer and Licensing and Enforcement Officers.
4 The licensee, or some responsible person nominated by him in writing for the purposes, shall be in charge of and on the premises during the whole time they are open to the public. The responsible person shall produce his/her written authority on request by an authorised officer of the Licensing Authority, a Police Officer or the Senior Fire Officer present at the event. The Licensee shall notify in writing to the Licensing Authority the name and address of the responsible person at least 48 hours prior to the event.
5 The licensee shall endeavour to ensure that the event starts promptly at the advertised time.
6 The Licensee shall ensure the number of paying persons permitted within the licensed area at any one time does not exceed that permitted by and stated on the licence. Certification of the number of tickets sold as soon as possible after the event should be provided.
7 The licensee shall take all reasonable precautions for the safety of the public, the performers and the employees of the licensee and licensor.
8 Stewarding staff should ensure that overcrowding does not occur in any part of the venue be managing and directing the crowd, particularly on entering and leaving the venue. Stewards should monitor key points for over crowding.
9 The licensee shall not allow any lewd, obscene or indecent performance to take place or allow any obscene poster, advertisement, film, photograph or programme to be displayed or shown on the premises.
10 No variation or alterations of the approved arrangements shall be carried out without the agreement of the Council. Any additional works, which the Council may reasonably consider necessary, shall be carried out to its satisfaction prior to or during the event as appropriate.
11 A suitable and sufficient risk assessment for all pyrotechnic displays must be completed and a copy forwarded to Environmental Services at least 7 days prior to the event. All firework displays must comply with relevant health and safety legislation.
12 All reasonable steps shall be taken to eliminate trip hazards on pedestrian routes. All temporary cables in the licensed area must be routed, buried or covered so as not to cause a tripping hazard or be crushed.
13 Entrances to the Licensed area, including roadways, pedestrian routes and emergency vehicle routes must be kept clear at all times and must be adequately illuminated during periods of darkness.
14 The licensee should ensure that all relevant persons involved in the production and performance are fully aware of the requirements of these conditions. The licensee shall endeavour to ensure that any person connected with the presentation of the performance, does not breach any condition or restriction of this licence.
B. RISK ASSESSMENT & HEALTH & SAFETY POLICY STATEMENT
15 A suitable and sufficient risk assessment for the event, containing an assessment of all hazards and controls, shall be forwarded to Environmental Services at least 7 days prior to the event. The company’s risk assessment must identify hazards, people at risk, likelihood of hazards occurring and controls. As part of the assessment into stewards, security and first aid - the type of event and nature of the audience will help identify the number of personnel required, training and controls for all situations.
16 Suitable and sufficient Health and Safety policies and risk assessments produced by all contractors, sub-contractors and concessionaries, containing an assessment of all hazards and controls, shall be forwarded to Environmental Services at least 21 days prior to the event, along with all relevant safety certificates seven days before the event.
17 The company’s Health and Safety policy must contain a general statement of the company’s intent regarding health and safety, detailed organisational arrangements and health and safety related duties of the following:
Directors, managers/supervisors, employees, stewards, security and arrangements for carrying out these specific duties, plus the arrangements for ensuring a safe event.
C. FIRE SAFETY & EMERGENCY LIGHTING
All exit routes shall be clearly indicated by the words ‘EXIT’, ‘EMERGENCY EXIT’ in plain block letters that shall be of such size and so placed as to be readily seen. These notices shall comply with BS 5499(1) 1990 or the EC Safety Signs Directive 92.58 EEC. Notices having the words ‘NO EXIT’ or ‘NO WAY OUT’ shall not be provided. All new oblique replacement fire safety signs should comply with health and safety (Safety Signs and Signals) Regulations 1996. Signs that conform to BS5499 (1) 1990 will satisfy the regulations. All such signs shall be made available by the Licensee for inspection and approval by the Chief Fire Officer on the morning of the event.
18 All the means of escape specified on the plan(s) shall be properly maintained as follows:
a. Kept free from obstruction and combustible storage;
b. Only be secured or fastened so that they can be easily and immediately opened by persons leaving the premises;
c. No cars or any other vehicles shall be parked in such a manner as to restrict or obstruct the means of escape provided from the premises;
d. Shall be of appropriate width and number to allow safe exit of the public in the minimum time in the event of an emergency.
19 All scenery, curtains, draperies and decorations shall be of a durable flame retardant fabric or inherently flame retardant fabric with suitable and relevant documentary evidence to the satisfaction of the Chief Fire Officer.
20 The materials used for the roof and side panels to the mixer platform shall be durably flameproof or inherently non-flammable in accordance with BS 3120. The side panels shall be of the roll-up type or similar to provide adequate ventilation. All fabric used for tents and marquees must be of a type classified as inherently or durably flame retarded fabrics when tested to BS 5438 tests 2a and 2b, or tested to BS 7157 or other appropriate standard to be agreed with environmental services or their authorised representative. This should be in accordance with the council’s guidance on temporary demountable structures.
21 Explosives, flammable liquids, liquid petroleum gas, toxic, hazardous or highly flammable substances shall not be brought on to or used at the premises without the consent of the Council. Any approved positions for liquid petroleum gas cylinders shall be ventilated at low level and appropriately isolated and protected against unauthorised interference away from any drains or sources of ignition. Any connecting pipe shall be in rigid metal except that a connecting pipe shorter than 2m (6ft) in length may be of flexible material resistant to the corrosive affect of LPG. Suitable warning signs should also be erected.
22 Real flame shall not be used in an entertainment without the prior consent of the Council. The use of pyrotechnics and other special effects shall be in accordance with approved safety guidelines and to the satisfaction of the Chief Fire Officer.
23 Fire fighting equipment shall be provided in all areas of the premises to the satisfaction of the Chief Fire Officer. There shall be unobstructed access to such equipment that must be maintained at all times. All fire fighting equipment shall be kept readily available for instant use.
24 At least two persons, suitably qualified, shall be on duty at the Park for the sole purposes of fire fighting in the vicinity of the stage whilst the public are present. One suitably qualified person shall be behind the stage during the performance with the other positioned between the stage and the safety barrier. Clearly defined fire points (stage right and left) shall be provided and indicated by means of notices. The licensee must maintain a regular fire patrol at all times when the public are present in the licensed area, to check for and guard against possible fire hazards.
25 Any temporary seating which may be specially provided for the audience at the event shall be so fixed and arranged such that they cannot be moved easily by persons, chairs so fixed shall be in rows of not less than 4 and not more than 11, (or more if a gangway of 1.2 metres minimum at each end of rows).
26 The storage of any materials under the stage shall be to the satisfaction of the Chief Fire Officer.
27 This licence is held conditional upon the fire safety provisions listed upon the attached schedule at the back of this licence. Additional fire safety comments, recommendations or requirements may be made by this authority at a later date up to any time before the event takes place, and if necessary, during the event. Some conditions contained within this licence are the same or similar to conditions contained in the attached Fire Officers schedule.
D. FIRST AID
28 A fully equipped First Aid Point or Points to the satisfaction of the Council shall be provided by arrangement with, and to the satisfaction of, the Chief Ambulance Officer.
29 Trained first aid personnel shall adequately staff the First Aid Point(s). The level and standard of ambulances and medical cover shall be determined by the company’s risk assessment and agreed with the Chief Ambulance Officer at least 10 days prior to the event. As agreed at this event, there will be
30 The number of drinking water points will be assessed via the company’s risk assessment for the event and be examined for bacterial contamination prior to the event, to ensure a potable supply is available.
31 Portable drinking water shall be provided to the satisfaction of the Environmental Health Officer for persons at the event and at First Aid Point(s) and in the pit area.
E. ACCESS AND SECURITY
32 Adequate access for emergency services shall be provided and maintained both to and within the park throughout the duration of the event as determined by the risk assessment. Such access shall be kept clear of obstructions at all times. A separate telephone shall be provided by the licensee for calling the emergency services.
33 The arrangements for the control of crowds and vehicles outside the premises shall be to the satisfaction of the Chief Constable and the Licensing Authority and the licensee shall notify the Chief Constable of such arrangements 10 days prior to the event.
34 All security personnel (Door Supervisors and Stewards) controlling the security of the event shall be employees of Ipswich Borough Council and Stage security, and be fit and capable of carrying out their duties. They shall also be trained, and registered in accordance with Security Industry Authority.
35 There will be an appropriate number of stewards on duty for the event as agreed with the licensing authority - subject to a suitable risk assessment of needs bring undertaken. On day of event they will search guests for prohibited items. These items will be confiscated and deposited in a place where guests cannot retrieve them.
36 Stewards should carry out the six basic duties as stipulated.
(i) To control and assist spectators who are entering or leaving the park
(ii) To assist persons to their seat and to ensure that they are sitting in the correct place.
(iii) To be able to recognise problems that may occur relating to seating difficulties so as so sort out the problem to the customers’ satisfaction.
(iv) To patrol the ground and deal with any emergencies that may arise and in the event of such an emergency take positive action to give an alarm and tackle the problem.
(v) To staff all entrances and exits from the ground and to staff other strategic points within the park. To ensure that exit gates and doors from the park remain unlocked whilst [the event] is in progress and until the crowd has left the park.
(vi) To assist the Police or Emergency Service at the ground if requested.
(vii) To undertake specific duties in the event of an emergency which might give rise to the evacuation of the park.
F. PUBLIC ANNOUNCEMENTS
37 The licensee to the satisfaction of the Licensing Authority shall provide public address apparatus, in addition to or being the system used by the performers.
38 A pre-recorded fire alarm system test message, as agreed, with the Director and Chief Fire Officer will be played to the audience prior to the event and again in the interval, and procedures set in place to silence amplified music during the test message. Fire bells or klaxons will be used.
G. STAGING
39 Plans showing the temporary stage, together with any lighting towers, standby generator sound control console platforms, temporary stands and terracing, safety barriers etc shall be submitted to the Chief Building Control Officer for approval. The construction and stability of these structures shall be to the satisfaction of the Chief Building Control Officer. In this connection adequate details of construction, including calculations where necessary, shall be submitted for prior approval at least 14 days prior to the event.
40 Full details of any movable platforms, hoists, lifts etc not specifically mentioned in the submitted information, shall be separately submitted to the Council for consideration and approval 14 days prior to commencement of the event.
41 Any stage or platform shall be erected as high as possible and be provided with a minimum of two exits sited remote from one another and arranged to discharge, from the stage, away from the audience.
H. DISABLED FACILITIES
42 On those occasions when persons with disabilities are present on the premises, such special arrangements as may be necessary, as determined by the risk assessment, shall be made so as to enable all persons to leave the premises safely in the event of fire or other emergency requiring evacuation.
43 If a disabled person sits in a wheelchair as part of the audience, the wheelchair shall be placed in a position where it will not obstruct other people in an emergency and where a ready means of exit is available. Where a disabled person leaves their wheelchair to occupy a seat, the wheelchair should be readily available, but where it will not cause an obstruction to an exit route.
I. SIGNING
44 Suitable notices shall be provided by the Licensee throughout the premises to indicate clearly the location of all available services and facilities such as sanitary accommodation, refreshments, drinking water, first aid points etc, all of which shall be clearly signposted. There should be additional signage of a larger size to assist people with exiting the pitch at the end of the event.
45 All safety signs must comply with the Health and Safety (Safety Signs and Signals) Regulations 1996. These signs must be provided and be placed in accordance with the company’s risk assessment.
J. ELECTRICAL INSTALLATIONS
46 All parts of the electrical installation systems constructed specifically for the event shall conform in all respects to BS 7671:1992 (The Requirements for Electrical Installations). All generators shall be earthed at their neutral point by means of a suitable earth electrode and all systems shall have separate neutral and earth systems (TNS) and shall be sited as near as practicable to the associated electrical installation.
47 Residual current device(s) shall be mounted as part of the fixed wiring to protect the entire electrical installations. They shall conform to the relevant British/European standard, with no intentional time delay, and have a rated tripping current no greater than 30m A.
48 The licensee shall ensure that the electrical installation is properly maintained and used in a safe manner.
49 All electrical equipment shall be maintained so as to prevent, so far as is reasonably practicable, danger to any person on the licensed area. Electrical equipment includes anything used, intended to be used or installed for use, to generate, provide, transmit, transform, rectify, convert, conduct, distribute, control, store, measure or use electrical energy.
50 The licensee shall ensure that any item of electrical equipment brought onto the licensed area shall have a current certificate to verify that it has been subjected to necessary test/inspections to guarantee it is safe to use. A copy of all electrical inspection certificates shall be forwarded to Environmental Services 7 days prior to the event.
K. LIGHTING
51 In the absence of adequate daylight, normal lighting by electrics shall be provided. The emergency lighting system and the normal lighting system shall be so installed that faults to one system cannot jeopardise the operation of the other. All areas should be lit in the park, and the park should be constantly lit whilst the general public are on site.
52 All public areas shall be provided with normal and emergency lighting capable of giving sufficient light for people to leave safely as determined by the risk assessment.
53 All lighting circuits, including generators, shall be protected, so far as is reasonably practicable, from acts of vandalism.
L. LASER/SPECIAL EFFECTS
54 No lasers, strobes, ultra-violet light or other form of high intensity special lighting or fog/smoke machinery shall be installed or used without the prior approval of the Council. No such equipment shall be used other than strictly in accordance with any terms and conditions that may be imposed by the Licensing Authority. All such systems to comply with relevant health and safety legislation/codes of practice.
M. NOISE CONTROLS
55 The licensee shall, in consultation with the Ipswich Borough Council, ensure that local residents are made aware of the sound check times and the start and finish of the event times by means of press releases, local radio and leafleting in the locality of the Park 10 days before the event.
56 Rehearsals and sound checks are permitted only between the following hours on the following date: -
Sound checks on day of event - from 11.00 hours to 12.00 only
57 The licensee shall take all reasonable measures to ensure that persons attending the event do not cause unreasonable noise or nuisance to local residents on arrival and leaving the premises.
58 The licensee shall nominate a person who is suitably qualified and competent to control noise, to the approval of the Council, no later than two weeks prior to the event. This nominated person shall liaise between all parties including the Licensee, Promoter, sound system supplier, sound engineer and the Council etc on all matters relating to noise control prior to and during the event. Every attempt should be made to avert excess levels of noise during the event.
59 A noise propagation test shall be undertaken at the earliest opportunity prior to the start of the event in order to set appropriate control limits of the sound 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 produced during the event.
60 The control limits set at the mixer position shall be adequate to ensure that the Music Noise Level (MNL) shall not at any noise sensitive premises exceed 65dB(A) over a 15 minute period throughout the duration of the event.
61 The control limits set at the mixer position shall be adequate to ensure that the MNL shall not at any noise sensitive premises exceed 65dB(A) over a 15 minute period throughout any rehearsal or sound check for the event.
62 The Licensee shall ensure that the promoter, sound system supplier and all individual sound engineers are informed of the sound control limits and that any instructions from the person nominated to control noise regarding noise levels shall be implemented.
63 The person nominated to control noise shall continually monitor noise levels at the sound mixer position and advise the sound engineer accordingly to ensure that the noise limits are not exceeded. The Licensing Authority shall have access to the results of the noise monitoring at any time.
64 In order to minimise the risk of hearing damage to spectators, performers and staff, the peak sound pressure level in any audience area shall not exceed 140dB(LIN) reference pressure 20 micropascals.
65 No member of the public shall be allowed within 3 metres of any operational loudspeaker (ie associated with the mixing desk).
N. DRINKS
66 Drinks shall be sold or served from authorised retail outlets only in plastic or waxed paper or cardboard containers. Such containers may have loose fitting plastic paper lids, but otherwise no drinks may be sold or supplied in closed containers.
67 No glass containers will be permitted outside the confines of the Corporate Hospitality area.
68 Attendants shall be advised by advance publicity that in the interests of public safety, no glassware should be brought into the Licensed Arena.
O. FOOD SAFETY
69 A list to submitted to Environmental Services no later than 2 weeks prior to the event giving details of all temporary kiosks, stalls and counters for the sales of goods and refreshments.
70 Temporary kiosks, stalls and counters for the sale of goods and refreshments shall be permitted only with the consent of, and in positions approved by, Environmental Services, well away from the stage and exits. Vehicles used for the sale of goods and refreshments shall not be permitted to traverse gangways and concourses while members of the public are present or to cause an obstruction. All refreshment centres and mobile units shall comply with the requirements of the Food Safety (General Food Hygiene) Regulations 1995 and the Food Safety (Temperature Control) Regulations 1995, to the satisfaction of Environmental Services and must be registered with the relevant local authority in compliance with the Food Premises (Registration) Regulations 1991.
P. SANITARY ARRANGEMENTS
71 Washing and toilet facilities shall be provided for the performers to the satisfaction of the Council.
72 The minimum total sanitary accommodation for the use by the public shall be agreed with Environmental Services at least 7 days prior to the event and in accordance with HSG195.
73 Appropriate sanitary accommodation for the disabled shall be made available close to any area set aside for the disabled. Environmental Services shall approve the minimum number of these facilities at least 7 days prior to the event.
Q. WASTE MANAGEMENT
74 The Licensee shall provide a sufficient number of easily identifiable, readily accessible and adequate receptacles for refuse. Arrangements shall be made regular collection, and contents are to be to be removed from site by a competent contractor.
Annex 3 - Conditions attached after a hearing by the licensing authority
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