EVENT PLAN Sun Shine Music Fest - 25 to 27 May 2018

Transcription

1 EVENT PLAN Sun Shine Music Fest - 25 to 27 May 2018 INTRODUCTION This Event Plan describes the safety procedures and control measures for risks or hazards that could arise from the Sun Shine Music Fest ( Event ) to be organised by Red Sky Festival Limited and due to take place between 25 and 27 May 2018, and the measures taken to ensure that the Event meets the four licensing objectives (Licensing Act 2003). The Event Plan is comprised of this Introduction, the Organisation Chart, the Management Plan, the Travel Plan and the Site Plans. THE EVENT The Event will take place within a fenced area ( Event Area ) on the land adjacent to and surrounding Padworth Village Hall, RG7 4HY ( Event Site ), as set out in the Site Plans. ORGANISERS Red Sky Festival Limited has directors with considerable experience in organising music and community events, including members/directors of Mortimer Music Live CIC (the organiser of the annual Mortimer music event held each July on Mortimer Fairground), some of whom have been involved in organising the Marvellous weekend music festival held annually in Wokingham, and a founding member of Burghfield Santas (organisers of the annual Burghfest beer festival and Burghfield Boxkart Race). THE EVENT The Event will be a two and a half day music festival featuring a mix of tribute and original artist acts. The intended timetable is as follows (*licensed days): Tuesday 22 to Thursday 24 May 2018 set up; Friday 25 May 2018* camping field opens, entertainment in the evening; Saturday 26* and Sunday 27* May 2018 main event days, various music acts; Monday 28 May 2018 camping field closes, site clearance; Tuesday 29 May 2018 site clearance concludes. COMPLIANCE WITH LICENSING OBJECTIVES Please see the Management Plan and Site Plans for specifics. In general terms: The Prevention of Crime and Disorder The Event will be fenced and ticketed, so that, apart from performers, the Event Leader and Team (together ), Marshalls and professional Security (together ), Concession Holders/ and Contractors (, Concession Holders/ and Contractors together Event Personnel ), only those who have a ticket ( Festival Attendees ) will be admitted. All and Event Personnel will be appropriately identified and all Festival Attendees will be required to wear a secure wristband appropriate to the type of ticket issued. 1 Sun Shine Music Fest Event Plan v 04.9

2 There will be at least one member of Security per 300 Festival Attendees and at least one Marshal per 100 Festival Attendees. A Challenge 25 policy will be operated for all alcohol sales and any person displaying signs of excessive inebriation, etc, will be asked to leave, or removed from, the Event. Lighting will be provided in key areas with appropriate lighting utilised to light up key access points, bar area, toilet locations, etc. Public Safety Please see above regarding Event Personnel. A safe audience number for the Event is identified below and access / ticketing will be limited appropriately. Please see above regarding lighting. will be briefed on appropriate actions to ensure an orderly entrance and exit from Event by Festival Attendees. Please see Management Plan and Site Plans below for access/egress plans. Only plastic drinking vessels will be permitted in public areas. The Prevention of Public Nuisance Please see Management Plan and Site Plans below for the Event s noise plan, distances from neighbouring properties, etc. Noise Amplified sound will be limited such that the sound level at the nearest edge of the Event site will be a maximum of 75 dba Leq. Please see Management Plan for maximum sound levels (eg at the speakers, the control desk, etc) to achieve this, and the monitoring regime, and the sound controls for equipment such as generators, bar equipment, etc. The erection and dismantling of the Event will take place during daylight hours and will take account of noise and seek to minimise any disturbance. Travel Plan Please see below and also see Management Plan and Site Plans - vehicle movements will be strictly controlled and all vehicles will be transitioned to and from the site in the direction of the A4. Lighting As detailed on the Management Plan, any lighting will be confined to the Event Area and directed within the Event Area such that there should be no lighting annoyance to neighbouring properties. Odour Steps to limit odour issues are detailed in the Management Plan. Any food preparation will be limited to the Event Area and rubbish will be disposed of appropriately. Complaints Procedure Letters will be delivered to properties adjacent to the Event Site, and those that would be adjacent if it were not for the railway line, between 7 and 14 days before the Event, providing full details and the Event contact number (see Management Plan) should there be any issue. A register of any formal complaints, which may be made via the Event website ( will be kept and will be available for inspection by Responsible Authorities. The Protection of Children from Harm The Management Plan gives specifics, but all alcohol sales will be restricted to designated areas within the Event Area where a Challenge 25 policy will be in force - any one appearing to be 25 or under will be asked for age identification before being served. It is not anticipated that any performances would give rise to any concerns regarding children. Appropriate notices regarding the suitability of the Event for children will form part of any publicity. All children and vulnerable adults will remain the prime responsibility of their parents / carers, but will watch for any indication that such persons are (eg) lost or distressed and respond appropriately. 2 Sun Shine Music Fest Event Plan v 04.9

3 ORGANISATION CHART Event Name Sun Shine Festival Organiser Red Sky Festival Limited Registered in England/Wales, company no Licensing Hours See Premises Licence Application for details (different licensing hours for different licensable activities) Set up/dismantling Set up from 22 May 2018 Dismantling to be completed by 29 May 2018 Location Padworth Village Hall Padworth Lane Lower Padworth Reading RG7 4HY See Site Plans Event Leader Christian Frankum ( ) Event Hotline: Team Julian Earl ( ) Event documentation / Risk assessment / Logistics / Security / Medical / Handbooks / Camping / Parking Christian Frankum ( ) (DPS) Ryan Saunders ( ) Graham Bridgman ( ) David Kilshaw ( ) Marketing / Bar Management / Traders / Concessions Production / Artists and Talent / Web / Ticket agency Licences / Permissions / Contracts / Finance / Marshall & Volunteer coordination Stage / Technical / Noise Control / Power / Lighting REMEMBER - SAFETY IS EVERYONE S RESPONSIBILITY 3 Sun Shine Music Fest Event Plan v 04.9

4 MANAGEMENT PLAN Security and Marshals Engage ( to be known by, recommended by trusted person, or a paid employee) Assign roles Draft and distribute training guide for each role Draft and distribute timetable / rota Draft and distribute a welfare pack All to sign in upon arrival All to be issued high vis bibs & equipment for role (radio, ticket scanner, torch, etc) All to attend briefing before commencing rota All to sign the training guide document for the relevant role to confirm read and understood All to sign out after rota complete and return equipment if allocated First Aiders Engage Medical easily identifiable Roles / responsibilities agreed Medical are accessible by all Medical are contactable by and Event Personnel Compliance with licence conditions Communicate to all, Concession Holders and Contractors prior to the Event Monitor compliance and take corrective action if necessary Prevention of Crime and Disorder Police Demarcating extent of Event Site (see Site Plans) Contact local police to ensure aware and invite to attend Draw up plan of Event Area and ensure suitable and sufficient fencing is available to secure the site Ensure that Event Area is fenced off to prevent access by anyone without a ticket who is not a member of or Security Anti-Social behaviour Ensure Security and Marshals At least one member of Security per 300 Festival Attendees At least one Marshal per 100 Festival Attendees Security responsible for maintaining presence and managing incidents Security are the first point of contact for liaising with Police (999/101) if necessary Team informed and log kept Security Marshals 4 Sun Shine Music Fest Event Plan v 04.9

5 Safety of Festival Attendees and their belongings while on site All to be attired in appropriate clothing, high vis bibs, etc Security to be easily identified All to be briefed Security Event Site Lighting Lighting to be provided in key areas Check adequacy of lighting to illuminate key access points, bar area, toilet locations, camping, etc Terms of admission Publish policies in advance on web & tickets regarding terms and conditions of entry, attendance, behaviour, etc Display policies at entrances, bar, toilets, camping and other suitable locations Public Safety Number of Festival Attendees avoid overcrowding Confirm safe audience number for space (currently anticipated that 3,000 Festival Attendees + can be accommodated without overcrowding) Limit ticket sales appropriately No one to be admitted without a valid ticket No more tickets to be sold once the maximum number has been reached Supervision of Festival Attendees when entering and leaving Event Area See Travel Plan to be briefed on action to ensure orderly entrance and exit from Event Area Appropriate to be present at the Event entrances / exit for the duration of the Event Fire issues Fire plan to be created in conjunction with statutory fire safety controls Fire extinguishers and safety equipment to be available The fire plan to be communicated to all as part of the training handbook All for sign the training guide document for the relevant role to confirm read and understood No fires permitted unless explicitly agreed (eg as part of a food concession) Concession agreements to require fire safety provision including extinguisher Marshalls and security to monitor the Event Area for fire or Festival Attendees starting fires Fires to be extinguished using available equipment Emergency services to be contacted by or as necessary Concession Holders/ 5 Sun Shine Music Fest Event Plan v 04.9

6 Refreshments/Food Safety Concession Holders providing refreshments to provide risk assessment and public liability insurance documents Concession Holders to comply with food safety and Event regulations Relevant Concession Holders/ Entertainment Safety Organisers to comply with health and safety requirements detailed below and hold appropriate public liability insurance s Concession Holders providing entertainment companies to provide risk assessment and public liability insurance documents Concession Holders to comply with Event regulations Relevant Concession Holders/ Disabled Access, etc Setup disabled access and facilities Ensure access and facilities are adequate, comply with legislation and remain available Medical Engage Medical support company Medical support company to provide medical assistance to Festival Attendees and as required Medical Support to liaise directly with emergency services as required Medical Prevention of Public Nuisance Neighbours / complaints See Introduction neighbours to be contacted by letter and/or in person between 7 and 14 days before Event (including contact number), plus general publicity Ensure any complaints are logged, fully investigated and responded to See Travel Plan re steps take to avoid/minimise traffic travelling other than via Padworth Lane and the A4 and to ensure pedestrians do not cause issues for neighbours 6 Sun Shine Music Fest Event Plan v 04.9

7 Noise amplified sound Amplified sound to be limited such that the sound level at the edges of the Event Area does not cause a nuisance (eg to neighbouring properties) Sound levels to be limited to 75 db Laeq at boundary of nearest residential property in conjunction with the noise management plan. (For the majority of the Event, working levels will be appreciably lower than this) Sound checks will be utilised to set the sound levels immediately prior to Event. Throughout the performance regular monitoring will be completed at the monitoring point (sound desk) during performances by sound engineer. Monitoring at edges of site every 2 hours with results to be logged. Any sound levels in excess of limits detailed above to be reported and acted upon. Stage management team to be responsible for ensuring that amplified music finishes promptly in accordance with licensing conditions (encores to be factored in to the time plan) Noise - Festival Attendees leaving the Event Area Signs prepared in advance asking Festival Attendees to be respectful of noise they make and the neighbourhood Signs put up Marshals to ensure orderly exit from Event Area and Car Park Noise - Festival Attendees staying overnight onsite Signs prepared in advance asking Festival Attendees to be respectful of noise they make and the neighbourhood Signs put up Marshals to monitor and remind Festival Attendees if noise volume becomes audibly too loud or too late Noise equipment Concession agreements to require appropriate noise limitation Check noise from any equipment including generators, bar equipment, catering equipment, etc (and see references to electrical equipment below) Equipment providers 7 Sun Shine Music Fest Event Plan v 04.9

8 Noise erection and dismantling Concession agreements to require appropriate noise limitation and set limits on timings of work Activities and timings to limit any noise Erection and dismantling to take place during daylight hours Concession Holders/ Contractors Odour See Introduction See below re Catering and Waste Management Concession Holders/ Contractors Lighting See Introduction lighting generally confined to Event Area and directed so as to pose no annoyance to neighbouring properties Monitor lighting, adjust as necessary Litter / Waste Management Book commercial waste management facilities to provide commercial wheelie bin & recycling bins General waste & recycling bins placed strategically around the Event site Rubbish sacks available/handed to Festival Attendees assigned to pick up litter during the Event period Concession Holders/ Concessions take home their own commercial waste Contractors Car Parking See Travel Plan Map out onsite car parking lanes Car Parking tickets available Rope off as necessary Erect directing notices Parking Marshals to direct cars to spaces Marshals Vehicle movements See Travel Plan Protection of Children from Harm Admission Children under 13 will be identified by a particular wristband, such children to be accompanied by an adult to check tickets and ensure admission policy is enforced. Parents phone numbers will be written on the under 13 s wristband 8 Sun Shine Music Fest Event Plan v 04.9

9 Children to be identified via ticketing policy (identifiable wristbands etc) to check tickets and ensure admission policy is enforced Challenge 25 policy when handing out wristbands, require ID etc, so only 18+ can obtain adult wristband to check tickets, undertake ID checks if Attendee appears to be under 25, and ensure admission policy is enforced Safeguarding handbook to contain guidelines on protection of children from moral, physiological & physical harm and to be vigilant throughout Event to watch for any indication that a child is lost or distressed and respond appropriately Report to local authorities if required Supervision of children Posters to be displayed at entrances to site stating that parents / guardians are responsible for their children at all times and to be vigilant throughout Event PA announcements will be made upon request from parents or lost children Alcohol - prevention of sale to / consumption by anyone under 18 Bar area to be designated and signage (including Challenge 25) displayed See above re wristbands Challenge 25 policy to be adopted in relation to any alcohol sales. Any one appearing to be 25 or under will be asked for age identification before being served, even if they have an adult wristband Designated Premises Supervisor Site security Security of equipment during Event Concession agreements to require Concession Holders to carry adequate insurance cover Concession Holders to be advised of Event security measures and risks Maintain perimeter fencing integrity Check admission to all Event Areas Report suspicious behaviour to Security Security of site after dark Liaise with Security Security will be present onsite day and night Report suspicious behaviour to Security Security Security of Festival Attendees See above under Public Safety 9 Sun Shine Music Fest Event Plan v 04.9

10 Safety at work Erection of structures, lifting, etc Ensure no heavy lifting by untrained persons Ensure specialist erection where necessary (as part of hire agreement) Check insurance details and risk assessments where applicable Liaise with suppliers, and inspect location, stability and condition Contractors Working at heights on small structures (eg gazebos) Risk assess Inspection to be briefed Awareness of weather forecast Working at heights on tall structures (eg stage construction) Minimise use of ladders Arrange specialist equipment as necessary Ladders to be stabilised (eg by an assistant) Safety procedures to be followed Contractors Fire risk in structures General It is not expected that any of the temporary structures will carry a significant fire hazard leading to escape issues Establish fire points, evacuation procedures, muster points, etc Ensure briefed as required Procedure established for public announcements Concessions, etc Require Concession Holders and Contractors to have appropriate fire extinguishers, etc Regularly check Event Site as part of general security and Event management Concession Holders/ Contractors No Smoking No smoking signs plus sand buckets to be sited in prominent locations, eg at entrances to the structures Strict no smoking policy will be enforced inside all structures including marquee and bar Slips and trips Exposed guy ropes, etc Avoid wherever possible Mark clearly where unavoidable (eg high vis tape) Consider lighting levels and plan for any areas in shadow Regularly check Event Site as part of general security and Event management 10 Sun Shine Music Fest Event Plan v 04.9

11 Generators, electrical equipment, etc Where used, generators will be sited away from public areas Periodically check the equipment has not been moved Electrical cables, etc Cables to be run along boundaries, buried in the ground, or located in specialist protective box sections as appropriate Inspect cable location / protection to ensure there is no no-visible trip hazard Electrical supplies Generators Hire of suitable generator(s) for Event and ensuring hirer provides instruction for isolating the supply in an emergency Agree location of generator and confirm safety checks have been completed Generator to be sited safely Visual check for exposed cables and connections Check noise levels and confirm that they do not exceed recommended levels Check electrical supply including phase balancing Stage lighting Lighting to be securely fixed with secondary safety attachments (safety chains/cables, etc) Check integrity of system Concessions Concession stands Concession agreement requires 5m public liability cover, appropriate licences, etc Ensure health and hygiene certificates are available for inspection and regulations adhered to Check Event terms being adhered to, litter being collected, etc Bar Bar to be designated within overall plan, and to be managed by experienced Ensure only plastic / poly glasses available no glass or bottles Licence terms to be strictly adhered to Challenge 25 Policy to be adhered to (see Protection of children from harm above) All bar personnel to read the training manual DPS All bar staff follow instruction from the bar managers 11 Sun Shine Music Fest Event Plan v 04.9

12 Hazardous liquids and materials It is not envisaged that hazardous liquids (beyond domestic cleaning products) will be on site in any significant quantity.concessions may use (eg) LPG for cooking Check Concession Holders / Contractor s / etc risk assessment Check for stability and obvious hazards Visual inspection and vigilance Concession Holders/ Contractors Stage / control area Stage Stage to be erected by Contractor Safe access to stage to be provided Periodically check for electrical and other hazards, particularly at changeover between sets Check for stability and obvious hazards Stage to be fenced off from public access to prevent unauthorised access Performances Ensure adequate lighting to allow performers safe access to stage area Lighting adequate for entertainers Front of house control Ensure no unauthorised access Ensure safe working environment, no trip hazards, etc Toilets Unsanitary conditions Ensure adequate supply of cleaning materials / toilet paper Contractor to monitor throughout Event, clean, replenish or empty as necessary Contractors 12 Sun Shine Music Fest Event Plan v 04.9

13 TRAVEL PLAN This Travel Plan sets out how vehicles and pedestrians arriving at and departing from the Event will be managed. It aims to effectively and safely manage vehicle and pedestrian movements, avoiding unnecessary queues and potential traffic jams, and minimising any inconvenience to local residents. Please refer to the Site Plans below in conjunction with this Travel Plan. Public Transport/Pedestrians The Jet Black bus route runs between Reading and Newbury on a half hourly schedule and there is a bus stop on the A4 close to the junction with Padworth Lane. There is a footpath from the bus stop to the Event Site. Aldermaston Railway Station is close to the Event Site and there are footpaths to the Event Site. It is intended to organise a shuttle bus between the railway station and the Event Site. Pedestrians/those who have used public transport will enter the Event Site at point E on the Entrance and Exit Plan. The shuttle bus will drop off/collect passengers as below. Vehicles Please see the Entrance and Exit Plan. Appropriate signage will be displayed, and sufficient engaged, at the entrance to the Event Site to direct vehicles to and from the Event Site via the A4 and not via the canal bridge/padworth Lane/Rectory Road (etc). All relevant publicity material, ticketing, concession agreements, contracts, etc, will give details of the required vehicle route. It is intended (subject to permissions) to have appropriate road signage to direct traffic to the Event Site. Vehicles will be guided from Padworth Lane into the Event Site via an internal roadway and there will be a one-way system in place for vehicles in/out. Commercial vehicles, concessions, performers, etc, will enter at point X. Festival Attendees travelling by vehicles will enter the car park at point Y. This system will enable an on-site accumulator and minimise any potential build up traffic on Padworth Lane and the A4 by ensuring that traffic can get onto site quickly and that there is space for any queues to be managed internally. A passenger drop-off point will be identified within the Event Site away from the vehicle routes to allow the shuttle bus (see above) and any other vehicles to safely drop off/collect Festival Attendees. Festival Attendees and vehicles will be kept apart using pedestrian fencing to mark out walkways. Please see Movement Plan below blue arrows indicate vehicular movements and green arrows show the pedestrian route. 13 Sun Shine Music Fest Event Plan v 04.9

14 14 Sun Shine Music Fest Event Plan v 04.9

15 Overlay Map 15 Sun Shine Music Fest Event Plan v 04.9

16 Movement Plan 16 Sun Shine Music Fest Event Plan v 04.9

17 Document History: Date Version Notes 23 December 2017 V 01 1 st Draft 2 January 2018 V 01.1 CF Edits 4 January 2018 V 02 RS Edits 22 January 2018 V 03 CF Edits 2 February 2018 V O4.1 GB Edits 2 February 2018 V O4.2 JE Edits 12 February 2018 V 04.3 GB Edits 13 February 2018 V 04.4 GB/RS/CF Edits 14 February 2018 V 04.5 GB/RS Edits 18 February 2018 V 04.6 RS/DK Proof 18 February 2018 V 04.7 GB final edit 18 February 2018 V 04.8 JE Final Edit 22 February 2018 V 04.9 CF update site plans 17 Sun Shine Music Fest Event Plan v 04.9