ANNEX 2 - CONDITIONS CONSISTENT WITH THE OPERATING SCHEDULE
The following conditions in Annex 2 are conditions consistent with the operating schedule submitted by the applicant within the application:
2.1 The premise licence holder shall ensure a robust hiring process and agreement is in place for third parties hiring requests to include licensable activities, to ensure promotion of the licencing objectives. The licence holder will risk assess the requirement to employ SIA accredited staff depending upon the type of event. Sufficient SIA accredited staff will be employed on site during events while alcohol is being served and until everyone has left the premises.
2.2 For events involving licensable activities, the premises licence holder shall ensure that adequate numbers of security personnel and competent stewards are deployed on site - commensurate with the nature and scale of the event.
2.3 The premise licence holder shall not permit glass vessels to be taken outside.
2.4 Campers and other event attendees bring their own food and drinks onto site shall be advised to not litter the site or leave glass bottles unattended in public areas.
2.5 Staff shall receive suitable training, including refresher training at least once every 6 months, in relation to promotion of the licencing objectives, including licensing offences, social responsibility in respect of alcohol sales and the premise licence holders’ policies and practices. All training will be recorded, and details made available upon request to an authorised officer of the licencing Authority or Police
2.6 Outdoor Events involving licensable activities shall be restricted to not more than 7500, including performers, management, stall holders, staff and volunteers,
2.7 A two-way radio and communications system will be utilised for all key members of staff connected with the management of the event including stewards, security and first aid personnel.
2.8 The premise licence holder shall ensure that a competent designated event safety officer is on duty for the duration of the event, with that individual tasked to co-ordinate ant emergency response required in the event of a public safety incident.
2.9 For events involving licensable activities, the premise licence holder shall ensure that adequate provision of trained first aid personnel and first aid equipment are made available. - commensurate with the nature and scale of the event.
2.10 The premise licence holder shall ensure that the traffic is adequately managed, signed and directed so as to ensure the safe access an egress of vehicles on site.
2.11 All stewards shall be fully briefed on the emergency plan and public and public safety measure in place for the event prior to the commencement of any licensable activity.
2.12 All exit routes from the performance site shall be clearly signed, with exits kept unobstructed.
2.13 The premise licence holder shall ensure that adequate arrangements exist for the safe evacuation of any disabled persons on the licensed site, in the event of an emergency.
2.14 Persons on the site for the performance shall be made aware of evacuation procedures by the premise licence holder.
2.15 For outdoor events a designated “lost children” point shall be identified and communicated.
2.16 There shall be no adult entertainment or services, activities, other entertainment or matters ancillary to the use of the premises that may give rise to concern in respect of children
2.17 The premise licence holder shall operate a suitable and sufficient child protection and welfare policy within the event management plan, and this will incorporate a clear protocol for dealing with lost children and the checking/vetting of any person given a role involving the care, supervision or welfare of children
2.18 Notices shall be prominently displayed asking patrons to leave premises area quietly
2.19 During operating hours, the premises licence holder, designated premises supervisor (DPS) or other responsible person nominated by the premises licence holder or the DPS shall be available to receive and respond to any nuisance related complaints (or similar) whilst the events are taking place. A contact telephone number shall be provided to the Licensing Authority and Environmental Protection Team for that purpose prior to the first day of any licensed event. The contact telephone number and details of the nominated representative shall also be published on any website which is maintained by the licence holder prior to the first day of any licensed event and for the duration of said event.
2.20 The car park shall be adequately illuminated during the hours of darkness whilst licensable activities are taking place on the licensed premises. Lighting and emergency lighting shall be installed and maintained so as to ensure that good levels of visibility are maintained whilst the premises are being used for licensable activities.
2.21 The premises licence holder shall adopt a ‘Challenge 25’ proof of age scheme. The premises licence holder shall operate a requirement for the production of a passport, driving licence or other bona fide form of identity carrying a photographic image, where the individual requesting the supply of alcohol appears to be under the age of 25.
2.22 Children under the age of 12 shall not be permitted to remain on the licensed premises during licensed activities or events unless they are accompanied by an adult at all times.
2.23 During any performance or activity for children a ratio of at least two attendants for every fifty children present shall be maintained. Suitable and sufficient emergency evacuation procedures shall be in place and adequately communicated.
2.24 The premises licence holder shall ensure that all staff and volunteers who may have a child protection role (for example reuniting lost children with their accompanying adult) shall be subject to prior criminal records checking, where this is permissible under the Disclosure and Barring Service (DBS) scheme.
2. 25 A CCTV system shall be installed and maintained on the licensed premises, with a minimum of three cameras covering the licensed premises. Recordings shall be accurately timed and dated and shall be retained for a minimum period of 31 days. Recordings shall be made available to an authorised officer of the Police or Licensing Authority upon request, and a member of staff competent at downloading/accessing images shall be on duty at the premises whilst it is open to the public. Notices specifying CCTV surveillance is operating shall be displayed prominently at the premises. It should be noted that any retention, use or disclosure of personal information caught on CCTV must be carried out in line with the data protection principles which shall override any conflicting element of this condition.
2.26 The premises licence holder shall prohibit the use of all airborne launched lanterns, latex balloons and similar free-floating devices containing a naked flame, fuel cell, helium gas or similar elevation mechanism - whether the device is specified as bio-degradable or otherwise. For the avoidance of any doubt static, fixed, hanging or waterborne ornamental or decorational lanterns, balloons or similar devices are not explicitly prohibited by this condition and consideration of such matters shall be for the event organiser’s own risk assessment.
2.27 Any Security employed on site will be easily identifiable to all attendees ensuring that the appropriate identification badges are worn throughout the duration of any event and clearly visible.
2.28 The premises licence holder shall ensure that all emergency plans and exit routes are clearly marked and this information is conveyed to all stewards and staff prior to the commencement of any event.
2.29 The premises licence holder shall ensure that suitable and sufficient public safety checks and risk assessments of the site are completed, and determined satisfactory, prior to any admission of the public to the licensed premises.
2.30 There shall be no more than two (2) events per calendar annum involving licensable activities for 5,000 or more persons. No event shall exceed 7,500 persons at any one time - including staff, performers or contractors.
2.31 There shall be not more than 60 (sixty) event days involving licensable activities on the licensed site during any one calendar year. The part of any day on which an event takes place shall count as one event day for the purposes of this limitation. The number of smaller scale non-event day activities involving one or more licensable activity shall not be limited by this condition. For the avoidance of doubt an “event day” for the purposes of this condition is a licensable activity involving a maximum of 4,999 persons.
2.32 There shall be not more than 2 (two) events involving one or more licensable activity staged simultaneously on the licensed site for more than 2500 (two thousand five hundred) persons at any one time per event.
2.33 For all outdoor public events or hirings involving one of more licensable activity, irrespective of attendee number, the premises licence holder shall ensure that an event specific Noise Management Plan (NMP) is created and submitted to Mid Suffolk District Council Environmental Protection Team. The plan shall
Be undertaken by a competent and suitably qualified acoustician. Monitoring and noise readings will be undertaken in house.
Be submitted to the Licensing Authority no less than 12 weeks prior to the first day of the event in draft format with final version to be submitted and agreed with the Licensing Authority no less than 28 days prior to the event taking place.
Be incorporated as part of the sites overall Event Management Plan and site risk assessments.
2.34 The premises licence holder shall create and implement an event specific Event Management Plan (EMP), to promote the licensing objectives for each event involving licensable activities where there are over 500 attendees.
The EMP shall:
Be submitted in draft format to the Licensing Authority no less than 12 weeks prior to the first day of the event with the final version to be submitted and agreed with the Licensing Authority no less than 28 days prior to the event taking place.
Contain a site plan clearly denoting the specific areas which will be in use during each event.
Any proposed revisions to the EMP shall be agreed in writing with the relevant responsible authority before the master EMP is updated which shall be as soon as reasonably practicable following agreement of revisions.
The premises licence, Event Management Plan, associated risk assessments and site plan shall be retained with all other event documentation in the event control for the duration of the event.
The EMP shall detail:
Nature of the event and range of licensable activities intended
Provide a site plan delineating the contained area of licensable activities and of car parking
Event open timings and set up and build-down programme
Total anticipated attendee numbers for each event.
Traffic and parking control
Marshalls, stewards, security or crew numbers
Child safety and protection measures
Temporary structures and equipment
Compliance with the Licensing Act 2003 and promotion of the four licensing objectives
Catering facilities and hygiene
Toilets and first aid facilities/ medical provision
Litter and waste disposal arrangements
A copy of the Noise Management Plan.
Fire and health and safety risk assessments
Emergency vehicle access and site evacuation plans
2.35 The maximum number of persons (including staff, performers, contractors, residents and stallholders) on the licensed site during any licensable activity on any part of the site shall not cumulatively exceed 7,500 (seven thousand five hundred) at any one time. In compliance with this condition no single event involving one or more licensable activity shall exceed 7,500 persons on the licensed site at any one time. For the avoidance of doubt, where any lesser maximum capacity is set under any separate regulation or risk assessment then the lesser figure shall apply to the event.
2.36 There shall be no late-night refreshment for takeaway consumption beyond the perimeter of the licensed premises.
2.37 The premises licence holder shall ensure that all event organiser(s) provide contact details of their service or activity providers and the name of the main event organiser(s). The premises licence holder shall ensure that the event organiser(s) is/ are clearly advised of their responsibilities in relation to the promotion of the licensing objectives and risk assessments. Prior to the commencement of the event the premises licence holder shall notify the event organiser(s) of all site particulars, including any prohibitions, and shall require sight of the event organiser(s) risk assessment (including any special activity risk) documentation for all events involving licensable activities.
2.38 All hirers, event organisers and suppliers/ contractors shall be made aware of the premises licence terms and conditions by the premises licence holder prior to the commencement of a licensable event or activity.
2.39 An Incident log will be kept at the premises, recording all incidents and refusals of the sale of alcohol. It will be made available to an authorised officer of the Police or Council on request. It must be completed within 24 hours of the occurrence and must record: a) the date and time of occurrence, b) names of staff and persons involved (if known), c) details of all incidents, crimes reported, refusals of the sale of alcohol, ejections, seizures of drugs/weapons and/or the banning of customers, and d) any visits by relevant authorities or emergency services, and the purpose of the visit.