ANNEX 2 - CONDITIONS CONSISTENT WITH THE OPERATING SCHEDULE
General
The event will take place over the weekend of Friday 10 August to Sunday 12 August 2018. The premises licence will expire at the end of 2018 event.
The total number of persons present at the event shall be limited to a maximum of 1,000 at any one time.
An Event Management Plan for the event must be prepared and lodged with the Licensing Team of East Lindsey District Council and the East Lindsey Event Safety Advisory Group (ELESAG). Any recommendations of the East Lindsey Event Safety Advisory Group (ELESAG) with regard to the Event Management Plan to be implemented in full.
A transport and car park management plan and fire safety plan will be produced and lodged with the East Lindsey Safety Advisory Group (ELSAG) and the Licensing Team of East Lindsey District Council.
The finalised documents to be lodged at least 28 days in advance of the event.
The Prevention of Crime and Disorder
The premises licence holder will provide marshalls for the event. The marshalls shall receive training specific to the event including the correct path for reporting incidents and shall be provided with high visibility clothing in order for them to be easily identifiable during the event. The marshalls shall be subject to at least one daily briefing/debriefing session during the currency of the event.
There shall be provided at the premises door supervisors who are registered with the Security Industry Authority (SIA) to such a number as the management of the premises consider are sufficient to control the entry of persons to the premises and for the keeping of order in the premises.
A record/log book shall be kept at the premises by the Designated Premises Supervisor of every person employed on the premises as a door supervisor. The record/log shall contain the following details as a minimum:
The door supervisor's name.
His/Her Security Industry Authority Licence Number.
The time and date he/she commenced and concluded their duty.
The door supervisors shall sign each entry.
The Designated Premises Supervisor or other authorised person shall also endorse each entry as having checked the authenticity of the individual door supervisor.
The record/log shall be retained for a period of at least 12 months from the entry date and made available for inspection on demand by an Authorised Officer of the Council, the Security Industry Authority or a Police Constable.
The event must have a drugs / search policy and a drugs amnesty bin must be in place at the event, the contents of which must be handed to the Police who must be provided with a key to the amnesty bin prior to the event.
All security staff and stewards must be informed of their responsibilities with regard to preventing the supply or use of illegal substances.
Ticket holders will not be allowed to bring any glass on site and this will be publicised on the event website and under ticketing conditions at the point of sale. Any glass found being used by participants on site will be confiscated and disposed of by security staff.
The premises licence holder shall ensure that a sales refusal register is maintained at the premises. The refusal register to include details of all alcohol sales refused and reason for refusal. The refusals register shall be made available on request to a Police Officer or an Authorised Officer of the Licensing Authority.
Car park areas will be subject to random patrols by site management, security officers or stewards in order to deter thefts from vehicles. Anyone found participating in theft from or of vehicles will be reported to the Police.
The event shall have a Lost and Found Policy relating to property lost and found on the event site. The policy will include procedures for the logging and disposal of property - in particular any valuable property, including passports and other identification, shall be handed to a local police station if not claimed at the event.
An incident book shall be kept at the premises in which details of crime and/or disorder relating to the premises shall be recorded. The Incident book shall contain the following details as a minimum;
Time, date and location of incident.
Nature of the Incident.
Names, addresses and contact details of persons involved (if unable to be recorded, then reason for not recording but record physical description).
Result of the incident.
Action taken to prevent further such incidents as necessary.
Each entry signed by the DPS, premises licence holder or other responsible person employed at the premises and so authorised by the DPS and/or premises licence holder.
The record/log shall be retained for a period of at least 12 months from the entry date and made available for inspection on demand by an Authorised Officer of the Council, or a Police Constable.
Public Safety
A risk assessment of the site will be carried out and all practicable steps taken to minimise risks to the safety of all participants.
The site will be lit sufficiently to ensure that participants can safely find their way around the site and designated emergency routes will be planned and made into the event site.
Security staff and marshalls shall be given instruction and training in the emergency procedures for the event as detailed in the Event Management Plan for the event.
A suitable agency shall be employed to provide First Aid at the event.
No glass will be allowed on site to members of the public, all drinks will be sold and served in either cans or in plastic containers or eco cups. There will be specific disposal points for cans, paper and plastics to ensure that as much waste as possible is recycled.
There will be sufficient provision of free potable water on site in suitable locations and relevant to the number of persons attending the event.
Only alcohol purchased at the event bar may be consumed within the arena, provided at the event, for the provision of regulated entertainment.
Facilities for depositing litter and the collection of litter generated by patrons will be available and maintained in the vicinity of the premises.
The premises licence holder will ensure that the event site is regularly cleaned to ensure that litter is removed and properly disposed.
There shall be regular testing (and certification where appropriate) of procedures and appliances at / on the event site. All providers of structures will be expected to comply with the relevant regulations pertinent to public safety (this will be a condition of hire of any marquees or other fully enclosed areas), means of escape from structures will be clearly identified and congregation points allocated, and at the start of every session in any enclosed venue emergency procedures will be outlined with performers - this will be repeated at intervals during performance times. Notices detailing evacuation routes will be posted and all entrances and exits will be marked clearly.
There will be fire safety points at strategic locations throughout the site.
The licensee will provide signage at relevant points detailing any restrictions and emergency procedures relevant to that area. All stewards and security staff will be issued with a guidance leaflet detailing the site layout, emergency procedures and telephone numbers and their responsibilities. Notices detailing the licensee’s responsibilities under the Licensing Act and that failure to comply with these will result in the person or persons concerned being removed from site without compensation. Notices will also inform all participants that those indulging in illegal acts will be reported to the police.
The Prevention of Public Nuisance
1. Noise from Regulated Entertainment shall not be audible within potentially noise sensitive residential properties (assuming that residential windows are kept open to allow reasonable ventilation of the same) between 2300 and 1000 Hours on Friday nights/Saturday mornings and on Saturday nights/Sunday mornings.
2. Between 1200 to 2300 Hours on Friday, 1000 to 2300 Hours on Saturday and 1000 to 2300 Hours on Sunday the Music Noise Level (consisting of the combined noise from all arenas, stages, marquees or wandering performers) shall not exceed 15 dB(A) above the Background Noise level (L90) over a 15 minute period as measured/calculated at a point 1 metre from the façade of any noise sensitive property.
3. Between 1200 to 2300 Hours on Friday, 1000 to 2300 Hours on Saturday and 1000 to 2300 Hours on Sunday the low frequency component of the noise from any Regulated Entertainment shall be restricted to no more than 65dB Leq 15 minutes within the 63 Hz and 125 Hz octave frequency bands so as to ensure that nearby properties are not exposed to undue noise from bass beats. This component of the noise shall be measured/calculated at a point 1 metre from the façade of any noise sensitive property.
4. No sound checks shall be carried out before 1000 Hours or after 1800 Hours on the day before the event starts or on the days of the event. No sound checks shall be a carried out at any other date or time.
5. The Premises Licence Holder shall employ a suitably qualified and experienced person or persons to oversee the design, installation (including selecting the type of speakers, positioning and direction of those speakers and setting of frequency specific noise limiters on significant entertainment venues) and the operation of all music venues so as to ensure compliance with appropriate noise limits (as per conditions 1, 2 and 3 above). From herein this suitably qualified and experienced person is referred to as the Festival Acoustician.
6. The Premises Licence Holder shall employ the Festival Acoustician to implement or oversee sound monitoring throughout the course of the festival. This sound monitoring will be proactive and take place whenever entertainment is being provided at the festival and will involve rolling monitoring at specified on and off site locations which are to be agreed with the Environment Team of this Council. There will also be continuous monitoring at specific fixed points as agreed with the Environment Team of this Council. If and when any of this monitoring suggests that any noise limits (as per conditions 1, 2 and 3 above) are being exceeded at any potentially sensitive location this must be reported to the Festival Acoustician immediately. The Festival Acoustician will then ensure that the sound output (whether overall sound levels or sound at particular bass frequencies) of the relevant venue or venues is reduced quickly and efficiently (the reduction being implemented within five minutes of the results of the monitoring being reported to the same). Compliance with the relevant noise limits shall then be confirmed through further monitoring. Noise levels shall be measured with an Integrating Sound Level Meter complying with type 2 or better of BS: 6698.
7. On receipt of specific complaints alleging undue noise (whether reported directly to the festival or passed on by East Lindsey District Council) and where the Festival Acoustician considers that there is any possibility that relevant noise limits are being approached or exceeded at the alleged locations he/she shall deploy an appropriate person to the approximate location from which the complaint has been made to assess compliance with the relevant conditions. Monitoring shall be carried out in the same manner as is described in Condition 6. If any noise limit is being exceeded on site sound levels shall be reduced and compliance shall be confirmed in the same manner as is described in Condition 6.
8. The person or persons who carry out the role of Festival Acoustician must be appropriately qualified and experienced to carry out the roles outlined in Conditions 5, 6 and 7. The Premises Licence holder must submit in writing, details of this/these person/persons (including information about the qualifications, expertise and relevant experience of the same) to the Environment Team of this Council no less than 56 days prior to the start of any event. The Premises Licence holder must agree in writing with the Environment Team of this Council who is to carry out the role of Festival Acoustician no less than 28 days prior to the start of any event.
9. The Premises Licence Holder shall support the conclusions and recommendations of the Festival Acoustician and ensure that the operators of all venues promptly follow any instructions that are issued to them by the same. The Premises License Holder will take immediate steps to shut down any venues if the operators of the same do not follow the instructions of the Festival Acoustician to his/her satisfaction.
10. The Licence Holder shall keep a record of all noise monitoring results, noise propagation calculations and remedial measures taken as a result of that noise monitoring. Within 14 days of a request being made in writing this record shall be forwarded to the Environment Team of the East Lindsey District Council in order that it may review by the same.
11. Major stages, arena, venue or marquees containing entertainment shall be no less than 250 metres from the façade of any potentially noise sensitive property and the Premises License Holder shall ensure that no Regulated Entertainment takes place outside the Licensed area (i.e. within the areas of the site that have been set aside for parking, camping or live in vehicles).
12. The Licensee shall allow no access to the site after 23:00 Hours.
13. Notices to be posted at egress points and across the camping/live in vehicle areas of the site asking participants to respect the needs of local residents and not generate undue noise whilst leaving the site or whilst within the camping/live in vehicle areas.
14. No ad-hoc music systems brought in by attendees to the event shall be permitted to be used. Sufficient stewarding shall be provided during the night time hours to reduce the impact of noise created by those remaining on site, including the use of music systems.
15. The Licensee shall submit a noise management and complaint response plan to the Council no less than 28 days prior to the event. Any such plan must include two telephone numbers on which the general public can contact the Licensee at any time during the event to report a public nuisance issue. The plan must detail what action will be taken in the event of reports of disturbance due to noise and any other public nuisances on/immediately off site.
16. The numbers of the telephone line shall be publicised at least two weeks prior to the start of the event. This number will also be provided to the Licensing Authority and the Clerk of the relevant Parish Councils.
17. The premises licence holder will keep a written log of all complaints received by him and such written log to be made available to the Licensing or Environmental Health Teams of East Lindsey District Council on request.
18. The bar, proposed to provide recorded music and facilities for dancing, and to run until 02:00 Hours, will be marketed and operated as a disco (i.e. with a broad mix of mainly popular music), as opposed to being marketed and set up as a specific dance music venue.
19. A bale barrier will be provided, to a height of eight feet above ground level, to break the line of sight between the bar/disco sound system and the nearest properties, which are located to the north and west of the proposed bar/disco.
The Protection of Children from Harm
Children under the age of 16 years must not be present within the licensed area unless accompanied by a person of 18 years or over.
A Lost/Found Children & Vulnerable Persons (LFCVP) Policy shall be in place for the event and a system for lost children including a safe place for them whilst their parent or guardian is found. All security staff and marshalls will be informed of their responsibility in respect of this policy.
An appropriately DBS checked person shall be responsible for implementing the LFCVP plan.
A minimum of 2 persons who are DBS checked will be available at all times to staff the lost children, safe place area.
The premises shall operate the "Challenge 25" Proof of Age Policy to prevent the sale or supply of alcohol to persons under 18 years of age. The policy shall require any person who appears to be under the age of 25 years to produce one of the following forms of identification:
A recognised proof of age card credited under the British Retail Consortiums Proof of Age Standards Scheme (PASS);
Photo driving licence;
Passport;
Any other means of identification approved and accredited in writing by the premises licence holder.
No activities are proposed that may give rise to concern in respect of children but should any activities occur that may give rise to concern in respect of children then suitable measures and restrictions shall be implemented.