ANNEXE 2 - CONDITIONS CONSISTENT WITH THE OPERATING SCHEDULE
1. The licence will be used no more than 6 days per annum for amplified music events where the music is the primary reason for the public attending the event. To allow sufficient respite between events whilst each promoter will have a contract clause prohibiting competing artists within an agreed period before and after any event, in order to minimise any local public intrusion Escot Estate must ensure in addition that there are no more than two consecutive days followed by at least 24 days between the amplified music events. (Whilst licensed separately the Beautiful Days Festival will not count for 3 or these 6 days in so long as it is held on the estate). On these occasions the Traffic Management Plan must be applied.
2. The Licence Holder must give notice of all events at least 56 days in advance of the event to all the Responsible Authorities. An Event Management Plan will be provided and agreed by a Safety Advisory Group (SAG) or similar body and be submitted at least 28 days in advance for the permitted six days per annum. On all other occasions an Event Management Plan will be submitted if required after consultation with the Responsible Authorities.
3. SIA Security officers will be supplied in a ratio appropriate to the type of event, and agreed by the SAG, or similar body at least 28 days prior to the event.
4. The Licence Holder must ensure that a noise management plan approved by the SAG, or similar body, is submitted at least 28 days prior to the event.
5. Medical personnel will be supplied in accordance with the calculations set out in the Health and Safety Guide 195.
6. Toilets will be provided in accordance with the calculations set out in Health and Safety Guide 195.
7. The Licence Holder must ensure that a fire risk assessment in accordance with the Regulatory Reform (Fire Safety) Order 2005.
8. The site will be set out as detailed in a site plan submitted with the Event Management Plan at least 56 days prior to any event.
9. All structures will comply with the Health and Safety Executive Temporary Demountable Structures (third edition).
10. No livestock will be held in licensed areas 30 days prior to any event, unless necessary for the event.
11. The criteria for eviction from the event site are as follows. The decision as to interpretation of these criteria shall be at the discretion of the site security under the supervision of the Security & Stewarding Coordinator:
• Attempting to gain access to or being on site without a valid ticket or pass
• Persons causing disruptive or engaging in anti-social behaviour
• Any person who is arrested and charged by the Devon & Cornwall Police
• Any person breaching the terms & conditions of entry to the event
• Any person breaching the terms of the Premises Licence
• Traders who fail to comply with the regulations imposed upon them
• Un-authorised traders.
12. Competent security & stewarding providers will be contracted to implement the events crowd management strategy, contained in the Event Management Plan.
13. The level of contracted provision will be determined by a robust assessment of crowd safety at the event.
14. Roles identified as requiring licensing under the Private Security Industry Act 2001 shall only be undertaken by persons appropriately licensed by the Security Industry Authority.
15. Escot Estate will provide crime prevention advice and will devote a section of their event marketing website to such information.
16. The security and stewarding provider shall work in close liaison with officers of the Devon & Cornwall Police in terms of evidence gathering and the sharing of intelligence.
17. Advance publicity and signage on site will make it clear that the organisers have a zero-tolerance policy to anti-social behavior and that incidents of crime and disorder shall be reported to the Devon and Cornwall Police.
18. The Licence Holder must ensure that a proactive stance is taken towards the discouragement of drug dealers and users at the event. The official message shall be conveyed through the event’s dedicated website and in advance materials to ticket buyers.
19. The Licence Holder will not condone the dealing in or use of illegal drugs. Drug enforcement laws are as applicable at the event as anywhere else in the country. Neither anti-social nor illegal behavior shall be tolerated and participants shall leave themselves liable for eviction from the site and being banned from all future Escot Events.
20. Ticketing conditions shall make it clear that the following items are prohibited within the licensed site and that searching will be undertaken at the pedestrian gates:
• Glass - use of glass vessels will be assessed per event and reflected in the event managent plan.
• Illegal substances
• Portable laser equipment and pens
• Unauthorised professional film or video equipment
• Fireworks
• Flares
• Lanterns
• Any goods for Unauthorised trading
• Any items which may reasonable be considered for use as a weapon
• Body piercing equipment
• Unauthorised sound systems (this includes traders, staff and performers)
• Animals other than guide or other assistance dogs, unless necessary for the event.
All of the above items will be confiscated.
21. The ticketing conditions shall make it clear that no responsibility will be given for the safe return of confiscated property. Any illegal or dangerous items that are confiscated will not be returned and will be transferred to the Devon & Cornwall Police. The procedures for this shall be identified in advance of the festival with the Police Liaison Officer.
22. The site has been designed to allow at least 0.5 square meters per person. The fence lines and exit gates will also be set in order that the area can be evacuated in two and a half minutes. The promoter will provide sections within the Event Management Plan detailing this.
23. The Licence Holder must provide risk assessments regarding the use of the land, bearing in mind its agricultural heritage and the need to consider the likelihood of potholes, animal droppings and ground conditions due to weather.
24. The Licence Holder must provide a crowd management plan within the Event Management Plan detailing the use of SIA officers and stewards regarding the maintenance of public safety.
25. The music noise levels (MNL) shall not exceed the background noise levels by more than 15 dB (A) over a 15 minute period when measured during sound checks from the facade of any noise sensitive premises between the hours of 9am and 11pm.
26. Escot Estate will provide local residents with clear and honest information regarding the times of entertainment, the traffic management scheme, build/break schedule as well as the details of a hotline number.
27. Sewage will be transported offsite by a contractor identified in the Event Management Plan and disposed off in compliance with all appropriate waste and environmental management legislation and standards.
28. Suitable containers shall be provided for the collection of wastewater from market areas. All appropriate reasonably practicable measures shall be taken to protect watercourses from the potential of pollution.
29. The onsite lighting scheme shall be kept to the minimum necessary to maintain standards of public and worker safety. Main stage lighting and ancillary environmental lighting systems shall be switched off wherever reasonably practicable or installed with a visible trajectory that minimises the risk of public nuisance.
30. The submitted Traffic Management Plan will be amended to divert the main public traffic flow to events via Gate 4 (Yellow Gate) instead of Gate 3 (Blue Gate).
31. The Licence Holder must ensure that any lighting equipment sited near to 1 Middle Lodge, Escot Estate will be turned off by 1am following an event.
32. A section of the Event Management Plan that deals with waste management will also set out how litter will be minimised and collected to return the land to agricultiural use.
33. It is unacceptable for a child or young person to experience abuse of any kind and Escot Estate will safeguard the welfare of all children and young people that may attend any event by adopting practices that protect them from harm.
34. The event’s lost/found children’s point will be co-located with medical staff. At this point they will be in radio contact with other elements of the event organisation.
35. The lost and found children service will be provided at all times while ticket holders are onsite. The medical team will coordinate all enquiries and dealings regarding lost and found children. All working personnel shall be briefed regarding this.
36. Due to the nature of likely events the promoter shall make a distinction between a child that is ‘found’ by onsite staff and a child that is ‘lost’ as reported to onsite staff by their parents or guardians in terms of our onsite procedures.
37. The Licence Holder must provide a single code-word within the Event Management Plan. This is to ensure that terms used onsite are standardised.
38. If onsite staff find a child that is under 16 years of age unaccompanied two members of staff, at least one of whom will preferably have an SIA licence, will escort the child to the Lost/Found Children’s Point. A member of the medical team will be at this location.
39. Trained and qualified staff will look after the child in an environment, which will be designed to calm and occupy the child, thus reducing the trauma of being lost.
40. If onsite staff are approached by a parent who has lost a child, they will alert Event Control and escort the parent immediately to the reception of the Lost/Found Children’s Point. The medical team will collect information regarding the description of the child and will then contact Event Control who will co-ordinate information out to all relevant managers, security, stewards, traffic marshals, and medical staff onsite.
41. Announcements can be made via onsite PA systems. These announcements will be treated as a priority and will be broadcast at the earliest opportunity. Announcements will not refer to the child specifically or give personal details, descriptions or names.
42. The Licence Holder must ensure that the medical team look after the parents/guardians and siblings of lost children and that the Devon & Cornwall Police will be contacted and updated via event control.
43. Once the lost children’s service establishes that the parents or guardians are legitimate, are fit to be in care of a child (i.e. not intoxicated) and that they have a child matching the description, they shall be reunited with their child. Before the lost children’s service releases the child the parent/guardian shall be required to sign a form and provide some form of identification. If a child is reluctant to go with a parent or guardian then the opinion of the Devon & Cornwall Police shall be sought. Once a positive reuniting has been made event control will issue notification to all radio users.
44. All staff that work directly with children in a position of direct care must have enhanced clearance documentation from the Criminal Records Bureau and for those in supervisory positions, enhanced clearance is mandatory. Staff working with children within the medical team will be recruited from the contracted event medical provider.
45. The Licence Holder must ensure that medical team workers are trained in the potential problems relating to the inappropriate handling or touching of children and staff will be conversant with procedures for discipline and dealing with uncooperative children or their parents. Practices that threaten, frighten or humiliate children will not be used under any circumstances. Children will be accompanied at all times while they are under the care of the Lost/Found Children’s Point.
46. It is acknowledged that young adults aged 16 and 17 are potentially a more vulnerable group than the over 18s as they may be attending without their parents and may be more likely to encounter difficulties in terms of being separated from friends, losing items, etc. As such suitable welfare arrangements shall be put in place in terms of the event medical facility and service.
47. Any evictees who are under 16 shall be offered a phone call to their parents or guardians. If they do not cooperate for any reason with the process they shall be handed over to officers of Devon & Cornwall Police.