ANNEXE 2
CONDITIONS CONSISTENT WITH THE OPERATING SCHEDULE
General
1. The Events Section shall have regular and ad hoc meetings with the emergency services and through the Public Safety Advisory Group, Torbay Council deparments and other agencies to plan for and share information regarding each event, inplementation, environmental issues and cleansing.
2. All events shall be planned taking into consideration the guidelines laid down in the HSE's Event Safety Guide.
3. Events shall be socially all inclusive and family orientated.
4. External event organisers shall be required to comply with the same standards as for Torbay Council organised events. Completion of an Application for Hire of Recreation Landform and complying with and producing the requested documentation including Risk Assessments.
5. Torbay Council or the Designated Organisers shall have a provision for lost children and CRB/DBS checked members of staff.
6. Torbay Council and the Designated Organiser shall work closely on site with both police and private security with the aim to achieve a safe environment.
7. The event organiser or designated deputy must be on site at all times during the event.
8. The event organiser must inform the Emergency Services of the event.
9. Barriers must be used in accordance with event type and size for safety and crowd control.
10. There must be provision for the disabled.
11. The land must be fit for the purpose.
Prevention of Crime and Disorder
1. The Council shall have regular meetings with the police regarding programme of events.
2. Torbay Council and if relevant the Designated Organisers shall have specific meetings with the Police, planning for individual events regarding police presence where necessary.
3. Torbay Council or the Designated Organisers shall have SIA registered private security contracted in as necessary, with appropriate levels of staff at the event.
4. Torbay Council or the Designated Organisers shall inform the operators of any CCTV at the site, if any exists in the site selected.
5. Consideration shall be given to control the maximum occupancy levels (site measuring 100 metres x 50 metres = 5000 sq. metres divided by 0.5 = 10,000 people).
6. Depending on the size and nature of an event and if deemed appropriate by Torbay Council, Council staff shall be made available.
7. In the event of an alcohol licence being in place for an event only plastic glasses and bottles shall be used.
8. There shall be a central control point for emergency services and council officers to liaise.
Public Safety
1. There shall be regular meetings with emergency services for programme of events.
2. There shall be specific meetings with emergency services for individual events.
3. There shall be adherence to HSE Event Safety Guide regarding first aid levels, police, security and public provision.
4. There shall be adherence to HSE Managing Crowds Safely Guidance.
5. There shall be production of all relevant documentation - risk assessment, fire risk assessment, evacuation plan, site maps, emergency procedures, communications list, Public Liability Insurance.
6. There shall be consultation of the above with all emergency services, Queen's Harbour Master and coastguard where necessary, Torbay Council Environmental Health, Health and Safety Team.
7. There shall be maintaining of emergency access points, fire lanes and hydrants and must follow relevant codes of practice regarding: marquees, fireworks, laser shows and fire extinguishers.
8. There shall be suspension of vehicle movement on site during events.
9. There shall be consultation wtih building control regarding temporary structures, stages etc.
10. Torbay Council where appropriate shall carry out site Health & Safety inspections where planned events shall take place.
11. Torbay Council shall ensure that all events comply in accordance to Torbay Council General Hire of Recreation of Land conditions.
12. There shall be periodic inspections of other organisations events.
13. There shall be provision of toilets and catering facilities.
14. There shall be steward training and briefing.
15. There shall be lighting and emergency lighting on site where necessary.
16. There shall be CAA approval for air shows.
17. Torbay Council shall check sub contractors documentation in respect of test certificates and insurance.
The Prevention of Public Nuisance
1. They shall liaise with Environmental Health regarding environmental regulations, noise levels. Council Officer if in attendance shall monitor noise level and have contact with stage control.
2. The position of stage and sound speakers shall face out to sea or in parrallel along the green, consideration for local residents.
3. Construction and derig of events shall not be carried out at an unsociable hour.
4. Post event litter arrangements shall be in place litter pick and waste removal.
5. Silent generators shall only be used overnight.
6. Atractions shall have a wind down period to allow for public dispersal. Marshalls/Stewards shall control and advise the public to leave the site quickly and quietly.
7. Traffic management plan shall be in place for all large events and events which incur road closures.
8. Torbay Council or the Designated Organiser shall work with the responsible authorities regarding the implementation of Traffic Management plans.
9. Six weeks prior to any planned event taking place the Designated Organiser shall contact the Senior Environmental Health Officer/Protection Officer within the Environmental Protection Department. The following details in the form of written documentation shall be provided detailing the following:-
a) Name, date and nature of event.
b) Contact name and number of responsible person who will be present at event in the event of any complaints received.
c) Proposed start/finish time of amplified entertainment and/or music.
d) Detailed drawing plan of event, including where applicable information concerning stage location, speaker location etc.
e) Where considered necessary by Environmental Protection, details shall be provided of expected noise levels and subsequent measures that shall be implemented throughout the event to monitor and control noise levels to prevent any public nuisance.
f) Noise levels at events shall be agreed with Environmental Protection and that these shall be adhered to.
The Protection of Children From Harm
1. There shall be a lost children provision on site.
2. CRB checked staff shall deal with this provision.
3. A register must be made of all Marshalls/Stewards working at the event including the organisers.
4. A uniform/tabard must be worn to identify Organiser/Marshalls/Volunteers.
5. There must be a facility to have announcements as laid out in the guidance forms.
6. Public Open Spaces events shall be socially inclusive and family orientated.
7. There shall be liaison with police on site/social services out of hours team.
8. Stewards and security patrols shall assist and aid.
9. Where films are shown they must be the right certificates for children (aged under 18), for public open space only appropriate films for family audience shall be shown.
10. The sale of Tobacco shall be prohibited at all events.