Annex 2 - Conditions Consistent with the premises operating schedule.
General
We will use our experience of running The Smokehouse and St Stephen’s Church to ensure all 4 of the licensing objectives are understood and upheld.
We will operate our late concerts/events with door supervision when required, under the guidance of the Police and Alcohol licensing teams.
We will risk assess our events and keep good lines of communications with the licensing authority for any events which may cause concern.
We will operate a challenge 25 policy at our venue.
We will operate Ask Angela and other safer venue initiatives.
We will operate with the safety of our customers and staff as paramount concern.
For all events with alcohol being served we will have a duty manager and bar manager present at all times and on the townlink radio system.
We will keep good relations with the environmental health and licensing teams in order to maintain the highest standards regarding our objectives and to mitigate the risk of causing
public nuisance through noise and disruption.
The Premises Licence Holder or DPS will be members of and participate in the Pubwatch scheme operating in Ipswich. Persons who are banned under the Pubwatch scheme will not be allowed entry to the premises.
Notices shall be prominently displayed at any area used for smoking requesting patrons to respect the needs of local residents and use the area quietly.
Notices shall be prominently displayed at all exits requesting patrons to respect the needs of local residents and to leave the premises and the area quietly.
Prevention of Crime and Disorder
When applicable for events that require SIA licenced staff:
On days where the premises operates past 23.00 for live music and DJ events, with the sale and consumption of alcohol occurring at the premises, SIA door staff are required, there will be no less than two SIA registered door staff at these premises from 22.00; and they will remain until half an hour after closing to ensure the safe and orderly dispersal of customers. The door staff will wear their SIA badges in approved arm bands and in any event will be displayed in a prominent position (on their arm).
For events which operate until 23.00 and when licensing activities are occurring at the premises, the premises licences holder will complete a written risk assessment on whether
SIA door staff are required, which will be made available to the Police and Licensing Authority on request. When it is risk assessed that door staff are required there will be no
less than two SIA registered door staff at these premises from 20.00; and they will remain until half an hour after closing to ensure the safe and orderly dispersal of customers. The
door staff will wear their SIA badges in approved arm bands and in any event will be displayed in a prominent position (on their arm)
Where SIA licensed door supervisors are used at the premises a record shall be maintained (on the premises) which is legible and details:
- The day and date when door supervisors were deployed;
- The name and SIA registration number of each door supervisor on duty at the premises
- The start and finish time of each door supervisor's worked duty period.
This record shall be retained on the premises for 30 days and held thereafter for a minimum of 12 months. All such records will be made available immediately upon reasonable request of authorised agents of a Responsible Authority.
Where SIA licensed door supervisors are employed at the premises a check of the current validity of each door supervisor's licence shall be conducted via the SIA website at the
commencement of employment at the premises and monthly thereafter and recorded in a log. This log shall be retained for at least 6 months after the last and made available immediately upon reasonable request of authorised agents of a Responsible Authority.
At all times when SIA door supervisors are required to be on duty by virtue of a condition of this licence or by virtue of a written risk assessment, SIA licensed door supervisors shall supervise any queue to enter the premises that forms outside the premises and the smoking area.
The premises will have a written search policy agreed with the Police. Customers will be searched upon entry to the licensed premises 20.00, when door staff are on duty, where a
dynamic assessment by management varies this rate, a written record will be made detailing the rationale employed in reaching this decision, which will be made available to Police or other Responsible Authorities on request. All persons suspected of possession of prohibited articles will be searched upon entry. Female customers will only be personally searched by a female member of door staff.
A notice will be prominently displayed advising customers that they may be searched as a condition of entry.
CCTV:
The premises shall install and maintain a comprehensive CCTV system as per the minimum requirements of the Police. All entry and exit points will be covered enabling
frontal identification of every person entering in any light condition. The CCTV system shall continually record whilst the premises is open for licensable activities and during all times
when customers remain on the premises. All recordings shall be stored for a minimum period of 30 days with date and time stamping.
Recordings shall be made available immediately upon the request of Police or authorised officers throughout the preceding 30 day period.
A staff member who is conversant with the operation of the CCTV system shall be on the premises at all times when the premises are open to the public. This staff member will be
able to show a Police or Authorised Licensing Officer recent data or footage with the absolute minimum delay when requested and be able to download relevant footage onto a
disc or memory stick.
If the CCTV equipment fails, then Police and the Licensing Authority will be informed immediately by telephone and immediate steps will be taken to put the equipment back into
working order
A notice will be displayed at the entrance to the premises advising that CCTV is in operation.
CCTV Cameras will cover the entrance lobby and fire exits as well as main audience and communal areas
Bottles and glasses:
For live music events and DJ events after 18.00 or when requested by the police, Polycarbonate or bio-degradable/compostable drinking vessels and non-glass bottles shall be used at the premises. If the suppliers cannot provide polycarbonate/non-glass bottles, then all glass bottled drinks will be decanted/dispensed and served in polycarbonate/ bio-degradable/compostable drinking vessels. All glass bottles accumulated behind the bar/counter shall be disposed of on the premises.
Customers carrying in open or sealed bottles or glasses will not be admitted to the premises at any time.
Customers will not be permitted to take open containers/cups of alcohol from the premises.
Bottle bins for collection or empty bottles will not be accessible to members of the public.
Radio
The premises will subscribe to the Townlink radio system, to be used by management and door staff.
Capacity
We have a capacity limit agreed with our fire officer and event management consultants to prevent overcrowding which could lead to crime and disorder.
When required, door supervisors will ensure the capacity limits are not exceeded, at all times.
When door supervisors are not needed it is the duty managers responsibility to ensure capacity levels are maintained and captured in the Duty Manager Log.
Proof of age / Alcohol
A Challenge 25 policy must be implemented whereby all customers who appear to be under 25 must produce photographic identification in the form of a passport, driving licence or
proof of age scheme (PASS) approved identification before alcohol can be supplied or sold to them. All staff will be instructed, through training, that alcohol cannot be supplied or sold
unless this evidence is produced.
The premises licence holder shall ensure that notices shall be prominently displayed in the premises to advise patrons and staff that a ‘Challenge 25’ scheme operates in the
premises.
If any under 18 nights are run, no alcohol is available to any customers, staff trained accordingly plus a written risk assessment is issued.
A register of refusals will be maintained and be kept for a minimum of 12 months from the date of each entry and will be provided to the Police and all other Responsible Authorities
on request.
Drugs
There shall be a policy agreed with Suffolk Constabulary and approved by the Licensing Authority, relating to the seizure of illegal drugs, knives or other prohibited items found on
persons or on the premises, which will be made available to Police or other Responsible Authorities on request.
We will have an anti-drugs policy that has been agreed following discussion with the Police and the Licensing Authority and is in line with the Safer Clubbing Guidance.
A drugs register will be maintained.
A secure deposit box will be kept on the premises for the retention of confiscated items, such as drugs and knives etc. Police will be advised of the seizure of any such items to
ensure safe disposal within 48 hours
General
An incident log will be maintained and be kept for a minimum of 12 months from the date of each entry and will be provided to the Police and all other Responsible Authorities on request.
Recorded music and live music will not be played in the outside areas of the premises at any time
All staff engaged in the sale of alcohol to be trained in responsible alcohol retailing to the minimum standard of BIIAB level 1 or equivalent (which includes relevant in house training),
within three months of commencing employment at the premises. All staff to be given refresher training every quarter.
Fully auditable training records should be maintained for all staff in respect of the sale of alcohol. These will be made available for inspection upon request to the Police and all other
Responsible Authorities.
There will be arrangements in place to ensure that no customers will be permitted to take or consume alcohol outside of the licensable areas
U18 admittance policy summary
For all events after 19.00 where alcohol is being sold or consumed all persons under the age of 18 years, must be accompanied by a responsible person aged 18 years or over. All under 14’s will have to be agreed in advance with the licence holder, duty management and risk assessed. For live and recorded music events a written risk assessment will be carried out to ensure the event and the type of music is suitable for persons under 18 years to attend. All persons under the age of 18 years shall not be permitted to enter or remain on the premises after 00.00.
Where an under 18 night is being held at the premises the Suffolk Constabulary Under 18 event checklist must be complied with. During these events persons under 18 will not have to be accompanied by a responsible person, but the Designated Premises Supervisor and Management team must do a full risk assessment, ensure there are sufficient staff to monitor, take care of and ensure the safety of young person’s attending the event. Staff will also ensure that the young person’s attending events that end after 21.00 are collected by their parents or a responsible adult to be taken home at the end of the event
Public safety
We have conducted a suitable Fire Risk Assessment at the premises and implemented the necessary control measures
All fire exit doors are easily operable without the use of a key, card, code or similar means. Exit doors are regularly checked to ensure they function satisfactorily.
All removable security fastenings are removed whenever the premises are open to the public or staff.
All fire doors are maintained unobstructed and effectively self- closing and will not be held open other than with approved devices.
Notices detailing the actions to be taken in the event of fire or other emergency are prominently displayed and maintained in good condition.
An evacuation policy is in place that is to the satisfaction of the Fire Authority. All staff members have been trained in fire and emergency evacuation procedures.
The capacity of the premises shall be recorded by ticket, admission sale records, clicker, or other such counting device, the results of which shall be made available to the Police or the Licensing Authority on request and should be retained for a minimum of 60 days. The capacity levels are to be agreed with the Fire Service.
Disabled People
Adequate arrangements exist to enable the safe movement within the premises of disabled people and their safe evacuation in the event of an emergency.
First Aid
Adequate and appropriate First Aid equipment and materials are available on the premises.
At least one suitable trained First Aider will be on duty when the public are present.
Lighting
Fire safety signs are adequately illuminated.
Emergency lighting is installed and regularly maintained.
Emergency lighting tests are conducted monthly. Records of these tests are available upon request.
Safety Certificates
The premises will have up to date electricity and gas certificates
The premises will have a suitable Public Liability Insurance policy in place at all times
All fire extinguishers will be in date and maintained on a yearly basis
Special Effects
Haze and strobe effects can be used within safe levels with warning signs on entry to the premises.
No pyrotechnics, fireworks or naked flames will be used inside the premises
General
Free drinking water will be available at all times when the premises is open to the public and taps are labelled as such.
The venue will actively participate in the “Ask for Angela” campaign, by displaying the “Ask for Angela” poster on the inside of the stalls in the female toilets. The venue will adopt a written policy that directs staff on what action to take should a patron “ask for Angela”. All staff will be regularly re-briefed on their responsibilities under the “Ask for Angela” campaign at a minimum of 3-month intervals. Records of staff briefings should be made and retained by the venue for a period no less than 12 months.
We will operate an anti-spiking campaign onsite
Seats are available on request for concert performances
Where licensable activities extend past 2300 hours a member of staff will be nominated as a “Welfare Officer”. The Welfare Officer will operate from 2300 hours until close of the venue.
The Welfare Officer will be clearly identifiable to patrons and other staff by means of identifiable clothing or item which displays the word “Welfare” or similar. The Welfare Officer will engage with those who appear overly intoxicated, vulnerable or at risk. The Welfare Officer will have a set of options to deploy to protect those who are vulnerable and to keep people safe. The options available will be recorded in a written welfare policy, maintained at the premises.
Prevention of Public Nuisance
General
Customers will leave via the front entrance onto Civic Drive with any remaining drinks confiscated by security or duty staff as they leave. We will have relevant public nuisance notices
on display.
Noise and vibration
Regular consultation regarding sound leakage, vibration and internal decibel levels will be continued with IBC’s environmental team.
Doors in the audience area will be kept closed during live music and DJs.
There are no windows in the audience area, they have been acoustically sealed and filled in.
Disposal of empty bottles into waste receptacles outside the premises will not be permitted to take place between the hours of 23:30 hrs and 07:00 hrs to minimise disturbance to nearby occupiers.
Live music will stop at 23:30 at the latest
DJ/Pre-recorded music will stop at 2am at the latest with sound levels determined with Environmental Health.
Noxious Smells
Refuse receptacles are cleaned with disinfectant at least weekly
Litter
External bins will be secured with a padlock/locking mechanism
Bins will be collected regularly by Wastesaver or another suitable refuse collection company
Protection of Children from harm
A Challenge 25 policy must be implemented whereby all customers who appear to be under 25 must produce photographic identification in the form of a passport, driving licence or proof of age scheme (PASS) approved identification before alcohol can be supplied or sold to them. All staff will be instructed, through training, that alcohol cannot be supplied or sold unless this evidence is produced.
The premises licence holder shall ensure that notices shall be prominently displayed in the premises to advise patrons and staff that a ‘Challenge 25’ scheme operates in the premises.
Alcohol is not available on the premises when only under 18’s are permitted.
We will operate a age appropriate policy with consultation from the licensing team and Music Venues Trust
Ear plugs will be available for live music events
Film
Film classification at the premises is done in the following way:
U - Universal - suitable for audiences aged 4 years and over.
PG - Parental Guidance - some scenes may be unsuitable for young children.
12A - Viewing by persons aged 12 years or older or persons younger than 12 when accompanied by an adult.
15 - Viewing by persons aged 15 years and over.
18 - Viewing by persons aged 18 years and over.
Performances/Workshops for Children
Duty management staff present will have DBS for children’s events
We will request any organisations wishing to operate at the venue to supply DBS certificates when offering workshops to children
Noise levels will be kept to sensible levels in order not to damage hearing