Annex 2 - Conditions consistent with the operating schedule
1. There shall be no adult entertainment or services, activities, other entertainment or matters ancillary to the use of the premises that may give rise to concern in respect of children.
2. All planning for the event will be in line with recommendations laid out in the online "Purple Guide" and HSG154 Managing Crowds Safely and will be planned in strong consultation with local authorities and licencing staff via regular ELT meetings starting no less than 4 months before the proposed start date of any activities on the site.
3. The final site layout shall be as agreed with the event health and safety advisor and Security consultant and all statutory authorities (which includes but is not limited to members of the council events department, licensing, highways, parking, and blue light services)
4. Plastic glasses or cans will be used at the bar. Where a drink is in a bottle and this is not plastic, the contents of said bottle will be decanted into a plastic glass.
5. The boundaries of the licensed premises will be clearly fenced and marked so that staff, interested parties, police and members of the public can clearly see what areas are licensed.
6. No event shall take place until an Event Management Plan has been submitted to and approved by all other relevant statutory bodies.
7. The Event Management Plan shall address the following matters as a minimum:
Site Security
Event Timetable
Major incident plan including emergency evacuation plan
Event control structure; site management and key responsibilities
Communications strategy and management including radio provision
Stewarding and crowd safety/audience management including details of steward training
Fire safety
Medical/first aid provision
On site welfare information including lost children
Traffic Management
Noise management and limitation
Food hygiene and food safety
Sanitation/toilet facilities
Electrical installations
Amusements, attractions and promotional displays
Disabled people
Water provision
Special effects
Waste management/litter strategy
Detailed site layout plan
Details of all structures to be used including stages, barriers together with drawings and calculations
Public information and public address systems
Set up, clean up, de-rigging arrangements
8. No event shall take place until the following safety certificates have been provided to, and approved by, the health and safety advisor:
9. Certification for all temporary structures on site, including stages, marquees, lighting towers and other structures
10. Electrical safety certificates for all supplies on site, including mains supply and any portable or other generator
Safety certification for any fairground ride on site
Safety certification for any scaffolding or rigging
11. All core event staff and personnel will be issued with a radio and will be in contact with event control.
12. All licensed door staff will use radios to contact each other and will wear hi-visibility arm bands with their SIA badge clearly on display. They will also be in high visibility jackets or similar and should be clearly identifiable as security.
13. All stewards will wear high visibility jackets or similar and should be clearly identifiable as stewards.
14. The appointed security contractor will provide SIA registered security staff provision, including the mix of male/female staff will be based on a risk assessment carried out no less than one month before any event.
15. Outside the permitted hours for alcohol, all alcoholic drinks shall be secured safely to prevent their sale or theft.
16. Any patrons displaying signs of drunkenness or use of drugs will be ejected from the premises where it is safe to do so or admitted to onsite welfare facilities until they are deemed safe to be ejected. Where anti-social behaviour is observed in connection with alcohol or drugs the patron will be ejected when safe to do so.
17. Refusal log books will be completed for any refusal of the sale of alcohol. There will be one book at every bar and will be made available upon request to officers from the Licensing Authority, Trading Standards and South Yorkshire Police.
18. The license holder shall ensure that a health and safety risk assessment is submitted to Sheffield City Council Licensing Authority at least two months prior to the holding of any event.
19. Security will be posted at key locations, as identified within the EMP and agreed with all relevant statutory authorities, around the event site to ensure the protection of adjoining residences and businesses.
20. All drugs or illicit substances found or confiscated on site will be logged via radio at the point of confiscation and then returned to the event HQ where it will be securely stored and logged in a drugs book which shall be made available upon request to Officers from South Yorkshire Police. All contraband along with seizure records will be handed to South Yorkshire Police at the end of the event.
21. Sufficient welfare provision will be made within the site to treat end ensure the safety of any vulnerable patrons in the premises
22. Adequate medical provision will be made available in line with calculations from the "Purple Guide" and following a risk assessment carried out by the medical provider.
23. An incident book will be completed for any incident that takes place within the licensed premises. The book will be made available upon request to officers from the Licensing Authority, Trading Standards and South Yorkshire Police.
24. Waste Management teams, alongside event staff and volunteers will be engaged to ensure the event site is cleaned and returned to its previous condition.
25. Potential attendees will be reminded of the residential location via digital media in advance of the event and clear signage through-out the event site will be used to remind and inform attendees of the proximity of residential areas.
26. Noise limits will be agreed with local authority noise management agents and adhered to vigorously. All residents within the area will be advised of any use of the premises no less than one month before any event and a contact number to management staff issued to ensure any complaint can be dealt with in a timely fashion.
27. The Premises Licence Holder shall appoint a suitably qualified noise specialist, to the approval of the Environmental Protection Service, to produce a Noise Management Plan (NMP). The NMP shall be produced no later than 6 weeks prior to the event and shall include details of predicted noise levels at nearest noise sensitive properties. The NMP shall detail measures for how noise will be monitored and proactively managed during the event. The appointed noise specialist shall liaise between all parties - Environmental Protection Service, Production Manager, DPS, sound system suppliers, sound engineers, Licensing Authority, on all matters relating to noise control prior to and during the event.
28. Prior to the Event, a noise propagation test shall be undertaken with the Environmental Protection Service present, prior to the start of the event in order to set appropriate control limits at the sound mixer position. The sound system shall be configured and operated in a similar manner as intended for the event. The sound source used for the test shall be similar in character to the music most likely to be produced during the event.
29. The noise specialist shall ensure that prior to the event during any testing of equipment, minimum noise levels are emitted from the sound equipment to reduce to its lowest level any noise nuisance to local residents.
30. During the Event, the noise specialist shall ensure that noise is monitored at the perimeter of the site (or other appropriate noise sensitive location) throughout the event, and at least during each different artist. The noise specialist shall comply with any request made by a nominated officer of the Environmental Protection Service to reduce or remix sound emanating from the amplification system.
31. Facilities shall be provided on the mixing desk, or other appropriate position, for a nominated officer of the Environmental Protection Service to monitor and where necessary secure a reduction in noise level to a reasonable level.
32. After the event - A compliance/ evaluation report shall be produced within 6 weeks of the event detailing monitored noise levels during the event, compliance with agreed levels, number of complaints received and action taken as a result of complaints, recommendations for future events.
Sufficient sanitary facilities will be made available within the premises to prevent public urination.
33. The site will be 18+ only. Vigorous ID checks will be carried out both at the entry points and at the point of sale for any age restricted products
34. All age restricted sales training undertaken by staff members will be fully documented and recorded prior to being allowed to sell alcohol. All training records shall be made available to Officers from the Licencing Authority including Trading Standards and South Yorkshire Police.
35. The premises will adopt a 'Challenge 25' policy whereby any person attempting to buy alcohol who appears to be under 25 will be asked for photographic ID as proof of their age. The only ID that will be accepted are valid passports and UK driving licences with a photograph or proof of age cards bearing the 'PASS' mark hologram. The list of approved ID may be amended or revised with the prior agreement of South Yorkshire Police and the Licensing Authority without the need to amend the actual license.
36. A dedicated medical team with DBS clearance and sufficient facilities for predicted welfare needs will be onsite during all operational hours
37. The Designated Premises Supervisor/Promoter shall appoint a named person to co-ordinate noise issues, to the approval of the Environmental Protection Service, no later than 4 weeks prior to the event. The noise co-ordinator shall liaise between all parties - Environmental Protection Service, DPS, Promoter, sound system suppliers, sound engineers and Licensing Authority, on all matters relating to noise control prior to and during the event.
38. A noise propagation test shall be undertaken with the Environmental Protection Service present, prior to the start of the event in order to set appropriate control limits at the sound mixer position. The sound system shall be configured and operated in a similar manner as intended for the event. The sound source used for the test shall be similar in character to the music most likely to be produced during the event.
39. The noise co-ordinator shall ensure that prior to the event during any testing of equipment, minimum noise levels are emitted from the sound equipment, to reduce to its lowest level any noise nuisance to local residents.
40. The licensee shall ensure that sound testing is only carried out between the hours of 10:00 and 19:00 and is of the shortest duration practicable.
41. The noise co-ordinator shall ensure that noise is monitored at the perimeter of the site (or other appropriate noise sensitive location) throughout the event, and at least during each different artist.
42. The noise co-ordinator shall comply with any request made by a nominated officer of the Environmental Protection Service to reduce or remix sound emanating from the amplification system.
43. Facilities shall be provided on the mixing desk(s), or other appropriate position(s), for a nominated officer of the Environmental Protection Service to monitor and where necessary secure a reduction in noise level to a reasonable level.
44. A minimum of one children’s safeguarder will be assigned to duty at events involving children and young people. This member of staff must act in compliance with the guidance and training provided by the Sheffield Safeguarding Children Board including a children and young peoples risk assessment for each event.
45. Written Risk assessment(s) will be provided to and discussed at the Safety Advisory Group Meetings meeting.
46. The licensed activity shall be conducted in accordance with a suitable and sufficient site specific Event Health and Safety Plan in agreement with the Safety Advisory Group.
47. Any reasonable requirements of the Safety Advisory Group will be complied with in order to ensure that the event site is suitable for its intended use.
48. There shall be no special effects (eg pyrotechnics, lasers, strobes, etc) without prior approval of the Safety Advisory Group.
49. Any annual events that take place under this licence must not take place until they have been discussed and agreed through the Safety Advisory Group.
50. Any structures, screens, platforms, fences etc. must be agreed by the Safety
Advisory Group and full written details including plans and calculation must be provide when requested by the Safety Advisory Group.
51. Detailed Stewarding and Policing Plans will be provided to the Safety Advisory Group for discussion and agreement.
52. Detailed Medical and First Aid proposals and plans will be provided to the Safety Advisory Group for discussion and agreement.
53. Site inspection(s) will be co-ordinated by the Safety Advisory Group before the licensed activity takes place and the activity shall not proceed unless the Safety Advisory Group is satisfied with the provisions made for the event.
54. At the end of the final site inspection the Licence holder will provide any certification that is required by the Safety Advisory Group such as Electrical Certificates, Fire Certificates, Erection Certificates and Completion Certificates etc.
55. The capacity for each event will be discussed and agreed at a Safety Advisory Group Meeting.
56. The method of ticketing will be discussed and agreed at a Safety Advisory Group Meeting.
57. The Licence Holder will ensure that there is a detailed fit for purpose written Contingency Plan in place for each event that has been agreed by the Emergency Services and the safety Advisory Group.
58. The Licence Holder will ensure that they give the Chair of the Safety Advisory Group a minimum eight weeks notice of any events held under this licence.
59. Events involving persons under the age of 18 years will be planned in compliance with the guidance issued by the Sheffield Safeguarding Children Board.
60. At events where age restrictions apply, or where alcohol is on sale, an age verification scheme must operate in compliance with the partnership guidance issued by the Sheffield Safeguarding Children Board, South Yorkshire Police and Trading Standards. This scheme must also apply to persons accessing the event using V.I.P/Guest list privileges.
61. The applicant will produce an Event Management Plan which will include the name, address and telephone number of lead person(s) responsible for safeguarding children at an event.