ANNEXE 2
CONDITIONS CONSISTENT WITH THE OPERATING SCHEDULE
General
1. The Marine Services shall have regular and ad hoc meetings with the emergency services and through the Public Safety Advisory Group, Torbay Council departments and other agencies to plan for and share information regarding each event, implementation, 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 mostly family orientated.
4. External event organisers must be required to comply with the same standards as for Torbay Council organised events. Completion of an Application for Hire of Harbour Estate Form and complying with and producing the requested documentation including Risk Assessments.
5. Torbay Council shall work closely on site with both police and private security with the aim to achieve a safe environment.
6. The event organiser and duty Harbour Master must be on site at all times during the event. The Harbour office shall also normally be manned during the event.
7. Barriers shall be used in accordance with event type and size for safety and crowd control.
8. There must be provision for the disabled.
9. The land must be fit for purpose.
Prevention of Crime and Disorder
1. The Council shall have regular meetings with the police regarding programme of events where appropriate.
2. The Council shall have specific meetings with Police planning for individual events regarding police presence where necessary.
3. SIA registered private security shall be contracted in as necessary, with appropriate levels of staffing and event.
4. The Council shall inform the operators of any CCTV of the event, if any exist in the area used where appropriate.
5. The Council shall have reference to previous year's events, levels of staffing adjusted according to results.
6. Consideration must be given to control of the maximum occupancy levels.
7. Torbay Council staff must be in attendance at large or late night events to report/monitor incidents, assist organisers/public and to be in communication with the organiser.
8. Any event organiser requiring alcohol to be on sale during an event shall need to apply for a separate Temporary Event Notice. In such an event, alcohol shall only be sold in a cordoned off area, plastic glasses and bottles shall be used and access to the area shall be restricted to 499 people or under.
9. There must be a central control point for emergency services and council officers to liaise.
Public Safety
1. There must be regular meetings with emergency services for programme of events.
2. There must be specific meetings with emergency services for individual events.
3. There must be adherence to HSE Event Safety Guide regarding first aid levels, police, security and public provision.
4. There must be adherence to HSE Managing Crowds Safety 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 where appropriate.
6. There shall be maintaining of emergency access points, fire lanes and hydrants. Follow relevant codes of practice regarding: marquees, fireworks, laser shows, fire extinguishers.
7. Consideration shall be given to event specific hazards such as laser shows and fireworks displays which must only be permitted by the relevant authorities.
8. Consideration shall be given to the suspension of vehicle movement on site during events with the exception of emergency vehicles.
9. Consideration shall be given to the impact of any events on local traffic and pedestrian access.
10. There shall be consultation with building control regarding temporary structures, stages etc.
11. On site health and safety inspections shall be undertaken, in particular proximity to boats, heavy machinery etc by the event organiser prior to the event.
12. There must ensure other event organisers meet and supply the information needed in the General Conditions of Hire for Harbour Estate Land.
13. There shall be periodic inspections of other organisations events.
14. There shall be provision of toilets and catering facilities, where necessary.
15. There shall be steward training and briefing, and signage shall be considered where appropriate.
16. There shall be lighting and Emergency lighting on site where necessary.
17. There must be CAA approval for air shows.
18. There must check sub contractors, documentation - test certificates, food hygiene, LPG, test certificates for fairs, insurance.
19. Crime and disorder on the Harbour Estate shall be controlled by comprehensive use of Harbour Bylaws.
The Prevention of Public Nuisance
1. There shall liaise with Environmental Health regarding environmental regulations, noise levels and if necessary preventative control measures.
2. The Duty Harbour Master shall assess noise levels at the beginning of any event to assess the potential impact of nearby residents and periodically through the activity/entertainment to ensure levels of noise do not increase.
3. Position of stage and sound speakers shall face out to sea where necessary and with consideration for local residents.
4. Construction and derig of events must not be carried out at an unsociable hour.
5. Post event litter arrangements must be in place for litter pick and waste removal.
6. Noise disturbance from all plant and machinery must be kept to a minimum. Silent generations shall only be used overnight.
7. Attractions shall have a wind down period to allow for public dispersal. Marshals/Stewards shall control and advise the public to leave the site quickly and quietly, where necessary.
8. There shall work with the Police, Torbay Council Highways Department and Town Centre Services Team regarding the implementation of Traffic Management plans.
9. Public Nuisance shall be controlled by comprehensive use of Harbour Bylaws.
Protection of Children From Harm
1. A register must be made of all Marshals/Stewards working at the event including the organisers, where appropriate.
2. A uniform/tabard must be worn to identify Organiser/Marshals/Volunteers.
3. Public Open Spaces events must be socially inclusive and family orientated.
4. There shall be liaison with police on site/social services out of hours team, where appropriate.
5. There must be stewards and security patrols to assist and aid, where appropriate.
6. Where films are shown, they must be the right certificate for children (aged under 18), for public open space only appropriate films for family audience shall be shown.
7. The sale of tobacco must be prohibited at all events.