ANNEX 2 - CONDITIONS CONSISTENT WITH THE OPERATING SCHEDULE
(a) General - all four licensing objectives (b,c,d and e) (please read guidance note 10)
Cotton Clouds Festival Ltd. has undertaken a full evaluation of its proposed activities with due regard to the promotion of all four licensing objectives. A competent team of event professionals and specialists have been appointed to design, plan and safely deliver Cotton Clouds Festival with minimal impact to the local community and the least possible inconvenience to surrounding business and residents.
The planning process involves full and in-going consultation with the Event Safety Advisory Group (ESAG) through formal group meeting and appropriate discussions and meetings with individual ESAG partners. Including various representatives from Oldham Council, the emergency services and other relevant agencies.
The planning and consultation process is key in the development of a comprehensive Event Safety Management Plan (ESMP) for the event. The ESMP examines all aspects of our activities and the steps to be taken to ensure a safe and successful event that takes full account of all four licensing objectives. The ESMP covers all aspects of the festival in detail and sets out the various measure to be taken and policies to be followed by Cotton Clouds Festival Ltd.
Specific measures that are designed to ensure the prevention of crime and disorder; public safety; the prevention of public nuisance; and the protection of children from harm are detailed throughout the ESMP.
(b) The prevention of crime and disorder
The event management team will coordinate with stewarding (crown management) and security staff and Greater Manchester Police to ensure procedures are in place for combating crime and disorder. Where appropriate and in accordance with the Security Industry Authority regulations, stewards and security operating will be SIA registered; all supervisors of stewards will be SIA registered; all crowd management personnel will be trained to NVQ Level 2 or equivalent or as necessary in accordance with legislation.
The event site will be enclosed within a secure perimeter fence. This will be subject to regular security patrols. Entrance to the event is strictly by ticket and purchase of a ticket requires acceptance by customers of the festival Terms and Conditions (Please see ESMP). Entrance point to the event will be tightly controlled by SIA licensed staff who will refuse admission to anyone breaching the terms and conditions. Tickets holders and their belongings will be subject to searching by the security team.
The stewarding and security team, with sufficient numbers of appropriately trained personnel, will be in operation within the event site (Please see ESMP). The security team will monitor the event at all times to prevent criminal and/or disorderly behaviours. Any persons found to be undertaking criminal activities will be apprehended/removed and anyone displaying disorderly behaviour will be ejected. The event operates a strict no readmissions policy for such offenders.
The Designated Premises Supervisor will strictly control all sales of alcohol to customers and a Check 25 system will be in operation. The festival will operate and actively enforce a zero-tolerance policy on drugs. This will be communicated to attendees via social media updates prior to the event, and signage at the event entrance and around the site. Drug amnesty bins will be in position at all entry points leading into the event site.
The use of a two-way radio system by both security and the event management teams will allow effective, responsive communications at all times which will assist with surveillance of the audience and circulation of appropriate intelligence.
(c) Public Safety
Public safety is of paramount importance to Cotton Clouds Festival. It is in the interests of the organisers to ensure that their customers have a safe and enjoyable experience. The event management team will consult with the ESAG on the proposals within the Event Safety Management Plan to ensure all plans are in accordance with the licensing objectives. The event plans have been developed to meet guidance under the Event Safety Guide (HSG 195) and Managing Crowds Safely (HSG154). These plans will be developed through consultation with each agency.
The event management team has appointed Daniel Jones of GoTo Live Ltd. as the nominated Safety Officer and Advisor. Daniel has a wealth of experience in the events of industry including, but not limited to: Parklife Festival, Latitude Festival, Elrow UK, Beacons Festival, Bingley Music Live, Yorkshire Marathon, and has over 10 years of retained knowledge in the delivery of safe events. As an experienced and competent Safety Officer and Advisor he will manage all matters that may impact upon the health, safety and welfare of the audience, contactors and the festival workforce.
The festival site has been carefully designed to safely and comfortably accommodate the proposed occupant capacity and there is sufficient exit width to allow safe emergency evacuation should the need arise. Comprehensive ingress/egress, emergency evacuation plans and occupant capacity calculations have been prepared and are included in the Event Safety Management Plan.
A suitably experience and competent crowd management and security company will be appointed to provide advice on such matters. A crown management place will be produced, together with a stewarding and security deployment schedule.
A comprehensive event risk assessment has been prepared and included in the Event Safety Management Plan, including a fire risk assessment. The risk assessment details the measures to be taken to minimise risk to acceptable levels across all activities. The risk of danger to public safety is addressed in this risk assessment.
A specialist event medical provider will be appointed to provide medical provision and supporting infrastructure to the event; this will include an onsite medical facility suitable for treating minor injuries and triage for assessment of other injuries. Patients that may require transport to a local hospital will be transported by our medical contactor in a private ambulance. Medical provisions have been suitably calculated using guidance from the Event Safety Guide (HSG195). The scoring for medical provisions at the event in included in the Event Safety Management Plan.
A welfare facility will be provided onsite to ensure customers have access to basic welfare needs, advice and support. In addition, the provision of adequate toilet facilities and the provision to purchase food and soft drinks will be in place. Drinking water will be available free of charge at each bar, welfare area, and front of stage barrier.
Suitability and design of al temporary structures in outlined within the ESMP and the risk assessment. All appropriate documentation is collated from contractors, paying particular attention to design, structural calculations, wind loading, imposed loads, liability insurance, method statements and risk assessments.
A site wide inspection will be undertaken before the event is open to the public and at the beginning of each day. These inspections will be undertaken by Cotton Clouds Event Management, Safety Officer, and representatives from the ESAG.
A flood plan will be devised and included in a later version of the ESMP.
(d) The prevention of public nuisance
Cotton clouds Festival is committed to producing an event that has a minimal impact upon the surrounding area, local community and nearby residents.
The potential for noise nuisance has been recognised by the Cotton Clouds event management team and a suitable noise management plan will be drawn up to control and minimise the risk of his becoming a nuisance. We will ensure appropriate noise control levels are in place in accordance with the Code of Practice on Environmental Noise Control at Concerts. Noise measurements will be taken at mixing desks and nearest noise sensitive premises to ensure appropriate noise levels are not exceeded.
Early event finish times are specifically planned to limit noise nuisance to residents in the surrounding area. The early finish times have also been reflected in the overall plans to aid the migration of attendees at the end of the event to meet public transport connections. Consequently, attendees of the festival are not stranded in the local area after the event.
The event management team will ensure there is a suitable and sufficient waste and cleansing programme both in the event site and the immediate surrounding area.
The event management team will ensure that local residents and businesses are consulted of such specific event plans to ensure their views are considered and concerns, where practicable, are addressed.
Provision of adequate numbers of temporary toilets will eliminate any potential nuisance that could result from inadequate facilities.
Proactive management of event traffic will ensure that disruption to the local road network and its users is kept to a minimum. A robust Traffic Management Plan drawn in consultation with the relevant agencies will operate with support from a professional traffic management and signage company.
(e) The pretection of children from harm
Cotton Clouds Festival is committed to protecting the welfare of children who attend the event and will implement robust procedures to ensure that this is achieved.
Arrangements for appropriately trained and experienced staff who have undergone appropriate DBS security checks to be available to manage the welfare of separated minors. Records of children reported as separated will be collated to ensure appropriate levels of support are maintained. The facilities for holding separated minors prior to repatriation will be located at the Welfare tent. A specific meeting point on site will not be promoted. Instead event information will suggest people attending with minors agree their own meeting point and stick to it in the event of becoming separated. This information will be promoted on the event website and social media.
Those under the age of 18 years of age who attend the event must be accompanied by an adult over the age of 25 years. All children aged 12 years and under must be accompanied by an adult aged 25 years or over and must wear a distinctive white child wristband at all times. This wristband will have the contact details of the relevant responsible adult written on it. There will be a maximum of four persons under the age of 18 years to one person aged 25 years and over.
There will be no entertainment of an adult nature at the festival - no nudity of semi-nudity, no gambling machines or similar. The only possible exception is the showing, within a tented structure, of films carrying the British Board of Film Classifications of rating PG or above. Any screening of this type will be advertised as such. Signage at access points to the venue will clearly display the program of films to be screened, the timings of the screenings, the certification of each film and any necessary parental advice. Access to the venue will be monitored by stewards and representatives of the Cotton Clouds event management team to ensure the exclusion of children from the venue during the screening of any such films.
We recognise that it is illegal to sell alcohol to or purchase alcohol for any persons under the age of 18 years. The event will operate the national Challenge 25 policy. Staff serving alcohol will challenge any persons who they believe may be under the age of 25 years and will request that they produce valid photographic identification.
Additional Conditions as agreed with Greater Manchester Police
General
Maximum capacity on each day that the event is open to the public - 4000 people.
Door Staff
1. 1 SIA registered Door Supervisor per 100 customers. Door staff must be present while the premises are open for business in accordance with the licence opening times. Door staff will stay on duty until the premises are closed.
2. All door supervisors to wear hi-visibility / reflective jackets and display their SIA badge in an arm band. This arm band will be worn on the sleeve of their coat/jacket, so that it is visible to members of the public, police officers and licensing officers.
3. A written record of the door supervisors working on any evening must be kept. The minimum amount of information that must be recorded is ‘date’, ‘full name’, ‘time shift started’, ‘time shift finished’, ‘SIA badge number’, ‘signature’. Upon request this record must be given to Greater Manchester Police and/or and authorised officer of the Council.
4. Door staff will maintain an orderly queuing system outside the venue.
Challenge 25 scheme
A Challenge 25 scheme will be operated at the premises and will ensure that any person purchasing alcohol, who appears to be under 25 years of age, shall be asked to provide acceptable identification to prove that they are 18 years of age or over. Failure to supply such identification will result in no sale or supply of alcohol to that person.
A PASS card must be accepted as proof of age if a purchaser possesses one. Where a purchaser does not possess a PASS accredited proof of age card, only the following alternative forms of alternative identification will be acceptable:-
(a) Photo driving licence
(b) Passport or
(c) Her Majesty’s Forces Warrant Card
(d) A PASS accredited holographic proof of age card
No under 18’s permitted on the premises unless accompanied by a parent or guardian over 18 years of age.
Adult Entertainment
No entertainment or activity of an adult or sexual nature will take place within the premises.