Event Management Plan

Westexe Recreation Ground

Grid Reference/Postcode SS949123 / EX16 5JH

Monday 28th August 2017

Prepared by Dannii Wood-Wright on behalf of Heathcoat Fabrics Ltd

Version 3

Contents

1. Event Overview ..................................................................................................................................... 1

1.1. Description of Event ..................................................................................................................... 1

1.2. Event Layout ................................................................................................................................. 1

1.3. Attendance ................................................................................................................................... 1

2. Roles and Responsibilities .................................................................................................................... 1

2.1. H&S Policy Statement ................................................................................................................... 1

2.2. Incident Response Team .............................................................................................................. 2

2.3. H&S Advice ................................................................................................................................... 2

3. Crowd Management ............................................................................................................................. 2

3.1. Access to the Event ....................................................................................................................... 2

3.2. Stewards ....................................................................................................................................... 2

4. The Event .............................................................................................................................................. 3

4.1. Event Build and Breakdown.......................................................................................................... 3

4.2. Temporary Structures ................................................................................................................... 3

4.3. Entertainment .............................................................................................................................. 3

4.4. Traders / Vendors ......................................................................................................................... 3

4.5. Children’s Activities ...................................................................................................................... 3

4.6. LPG Usage ..................................................................................................................................... 4

4.7. Sanitary Arrangements ................................................................................................................. 4

4.8. Waste and Recycling ..................................................................................................................... 4

4.9. Insurance ...................................................................................................................................... 4

5. Security ................................................................................................................................................. 4

5.1. Overnight Security ........................................................................................................................ 4

5.2. Event Security ............................................................................................................................... 4

5.3. Missing children and vulnerable adults ........................................................................................ 4

5.4. Prohibited Items ........................................................................................................................... 5

6. Communications ................................................................................................................................... 5

7. Traffic Management ............................................................................................................................. 5

7.1. Temporary Restrictions ................................................................................................................ 5

7.2. Car Parking .................................................................................................................................... 5

7.3. Onsite traffic ................................................................................................................................. 5

8. Catering ................................................................................................................................................ 5

8.1. Food hygiene ................................................................................................................................ 5

8.2. Sale of Alcohol .............................................................................................................................. 6

9. Emergencies ......................................................................................................................................... 6

9.1. Evacuation Procedure ................................................................................................................... 6

9.2. Blue Light Procedure .................................................................................................................... 7

9.3. Helicopter Landing ........................................................................................................................ 7

9.4. Medical and First Aid Provision .................................................................................................... 7

9.5. Accidents and Incident Reporting ................................................................................................ 7

9.6. Fire ................................................................................................................................................ 7

Appendices ................................................................................................................................................... 8

Appendix A ............................................................................................................................................... 8

Appendix B ................................................................................................................................................ 9

Appendix C .............................................................................................................................................. 10

Appendix D ............................................................................................................................................. 13

Appendix E .............................................................................................................................................. 14

Appendix F .............................................................................................................................................. 17

1

1. Event Overview 1.1. Description of Event Party 200 will be a free community family friendly event featuring live and recorded music, children’s entertainment, food and drink vendors, and bars. The event is being held on 28th August 2017 and will run from midday until 10:30pm. 1.2. Event Layout The Event comprises a number of marquees as well as open areas and an area for food stands and vendors. There will also be an area for children’s activities which will include inflatables and activities. A draft layout is shown in Appendix A. 1.3. Attendance The event has been organised on the basis of 8,000 attendees onsite at any one time. This will be a mixture of ages as it is a family friendly event. During the build and breakdown, it is estimated that there will be up to 100 people onsite. 2. Roles and Responsibilities

The event is being organised by Heathcoat Fabrics Ltd with the support of local businesses and volunteers, pooling energy and resources to create an event that is special for everyone in the town. The below details key personnel and their responsibilities together with contact telephone numbers. Event Management Event Manager Dannii Wood-Wright 07833 053516 Stage Management New Beginning Productions 01884 251060 H&S Officer Joe Martin 01884 254949 Key Personnel Bars (DPS) Dannii Wood-Wright Catering TBC First Aid TBC Security Jonathan Hartmann (3D Security) Site Electrician Greg Howell Site Plumber Simon Wright 2.1. H&S Policy Statement Heathcoat Fabrics Ltd takes the safety of all persons very seriously and promotes a positive attitude to safety. All key personnel are asked to read and be familiar with the Event Management Plan. It is our intention to provide and maintain safe and healthy working conditions, equipment and systems of work for all our workers, including volunteers, and to provide such information, training and supervision as they need for this purpose. We also accept our responsibility for the health and safety of other people who may be affected by our activities.

2

We will consider health and safety issues, identify hazards and carry out Risk Assessments where appropriate. All contractors working on the site have to provide a risk assessment prior to commencement of work and copy of both Employers (£5m) and Public (£5m) Liability. 2.2. Incident Response Team The Incident Response Team is made up as follows: Event Manager H&S Officer Their roles are to respond to a major accident or incident onsite and to liaise with emergency services if required. 2.3. H&S Advice A H&S Officer is appointed who is employed by Heathcoat Fabrics Ltd. They will be responsible for:

The provision of competent H&S advice.

Drafting risk assessments for the event.

Auditing and monitoring H&S onsite as directed by the Event Manager.

Reviewing incidents, accidents and near misses that occur onsite. 3. Crowd Management 3.1. Access to the Event The event capacity has been identified as 8,000. The main pedestrian entrance at Wellbrook Street will be utilised for entry into the event; the remaining pedestrian entrances will be closed and manned by stewards to ensure no entry. There will be a holding area inside of the Wellbrook Street entrance for queuing; the entrance to the event itself will be onsite (between Westexe Bowling Club and the playground area). Stewards and security officers manning the gates will be issued with clickers to ensure there is an accurate count on attendees. When capacity is reached, signs will be displayed outside of the entrance to Westexe Recreation Ground to state that the event is full and a one in one out system will be operated. In addition to this, stewards at the park and ride facility will advise visitors that the event has reached capacity. 3.2. Stewards The event will use a combination of its own marshals together with voluntary stewards from various groups including the Rotary Club and local cadets for both vehicle and foot traffic. The Rotary and local cadets are experienced, having marshalled events previously. All marshals must wear high-visibility jackets. There will be 12 SIA officers onsite throughout the event. In addition, there will be a minimum of 20 marshals in attendance at Westexe Recreation Ground. There will be additional stewards at the park and ride location.

3

All stewards and marshals will be required to attend a briefing where they will be provided with an information pack, outlining their responsibilities and the event management plan, with particular attention being given to lost child procedures and emergency and evacuation procedures. The briefing document will also contain a map of the event. Please see steward guidance at Appendix B. 4. The Event 4.1. Event Build and Breakdown The build will commence on 25th August 2016 up until the Event and the breakdown will commence immediately after the Event has closed i.e. 10:30pm and will continue throughout 29th August 2017. During both periods, there will be a number of volunteers and contractors onsite. The key contractors onsite will be: Taddle Farm Tents Limegreen Electrical Limited New Beginning Productions Each of the above is responsible for their area of work and for communicating and co-operating with each other when onsite. During the build there will be a number of other contractors who will work with the above contractors. There will be overnight security provided from 25th to 29th August 2017. 4.2. Temporary Structures A number of temporary structures will be built onsite from 25th to 27th August. The marquee erectors are Taddle Farm Tents. 4.3. Entertainment The Event will have a main stage, second stage, children’s entertainment tent and activities. A noise control strategy will be implemented to reduce the risk of noise disturbance. A copy of the Noise Management Plan can be found at Appendix C. 4.4. Traders / Vendors All vendors are required to provide full details of their current public/employers liability insurance, relevant risk assessments for their equipment/stand including fire safety arrangements, proof of PAT testing, gas safety certificates and proof of food hygiene rating. Traders must have a food hygiene rating of 4 or above. 4.5. Children’s Activities All activities are required to product full details of their relevant certification (PIPA), public liability and risk assessments.

4

4.6. LPG Usage A gas engineer will be onsite to respond to any issues arising from LPG usage by vendors. In the event of a gas leak, contact will be made with the gas engineer onsite to obtain further information and guidance. If safe to do the source of gas will be switched off. A list of stands with LPG onsite is provided to the H&S Officer. 4.7. Sanitary Arrangements Appropriate numbers of sanitary units are onsite including disabled units. One unit is provided at the Park & Ride location for the use of stewards. 4.8. Waste and Recycling All traders are requested to remove their own trade waste. In addition numerous bins (1,000L and 240L) will be provided by MDDC across the site. There also will be recycling units provided to traders. Local litter pickers will be assisting with the collection of waste on the day of the event and to monitor levels of waste in the bins. 4.9. Insurance The event has both employers and public liability cover. A certificate can be found at Appendix D [this will be updated upon receipt of certificate for 2017/18 cover]. 5. Security 5.1. Overnight Security Overnight security will be provided from the Friday prior to the event until Tuesday morning. This will be provided by 3D Security. 5.2. Event Security There will be a minimum of 15 SIA officers onsite throughout the event to offer assistance where required. The SIA officers are accustomed to working similar events and have a friendly informal approach working alongside the stewards at the event. 5.3. Missing children and vulnerable adults If a steward finds a lost child, they will contact the Lost Child Steward and remain with the child until they arrive. The child will remain at their location for a period of 15 minutes. The steward will inform the site office. Should the parent or guardian not return within 15 minutes, the child will be taken to the site office. The location of the lost child/vulnerable adult collection/reporting point will be advertised in the Event Programme. In the event that a child/vulnerable adult is reported lost, radios will be used to communicate the description to stewards. If the child has not been found within 15 minutes, an announcement will be made via the main stage and if it is dark, tower lights will be activated. If the child/vulnerable adult reported missing cannot be located within 1 hour, emergency services will be made aware.

5

5.4. Prohibited Items No glass, weapons or illegal substances are to be brought onsite. SIA officers will operate an amnesty bin at the main entrance for those people who attempt to bring glass onsite. 6. Communications There are several public address systems throughout the ground. Stewards and key personnel have radio systems and most will also have mobile phones. 7. Traffic Management 7.1. Temporary Restrictions See Appendix E for Traffic Management Plan There will be a one way system operating from the Church Street entrance to Wellbrook Street throughout to the Longdrag junction at the end of Patches Road. This will be in operation from 6am on 29th August until 6am on 30th August 2016. Parking restrictions will be imposed throughout Queen Street and a small part of King Street from 6pm on 28th August until 8am on 30th August. There will also be a parking suspension on Wellbrook Street directly outside of the main pedestrian entrance to Westexe Recreation Ground from 6am on 29th August to 6am on 30th August. A no right turn restriction is required at the entrance to Tiverton High School and Petroc on Bolham Road. This restriction is required on 29th August from 6am until midnight. AA signs have been employed to undertake the temporary restriction signage. 7.2. Car Parking Free parking will be provided at Tiverton High School and Petroc. The main car park will be hard standing and the overflow car park will be in the fields opposite the entrance to Tiverton High School. Within the car parks, suitably trained volunteers will be directing traffic. This will operate as a park and ride facility with regular coaches running from the car park to Westexe Recreation Ground. 7.3. Onsite traffic There will be no movement of traffic allowed from 10:30am to 10:30pm on 28th August. Exceptions include emergency vehicles. Contractors and vendors will utilise the Queen Street entrance for vehicular access purposes. 8. Catering 8.1. Food hygiene All caterers are instructed to comply with relevant catering legislation to deal with incidents that may arise. Catering/trader terms and conditions are sent to each operator prior to the show.

6

All caterers must have a suitable food hygiene policy in place e.g. Safer Food Better Business or similar. All caterers must ensure that they comply with current food hygiene and labelling legislation. Food vendors must not expose food to the risk of contamination. The Catering Co-ordinator will monitor food hygiene throughout the event and advise the Event Manager of any non-conformance issues or concerns. In the event of any food poisoning issue, the Event will co-operate with the local Environmental Health Department and the vendor concerned. A general food trader agreement is issued to all food traders. See Appendix F. 8.2. Sale of Alcohol An application has been made for a Premises Licence for Westexe Recreation Ground. The Designated Premises Supervisor (DPS) will be Dannii Wood-Wright. Outlets selling alcohol have at least one personal licence holder who will be onsite to authorise sales of alcohol for the duration of the event. Sale of alcohol will be in accordance with the objectives of the Licensing Act 2003:

The prevention of crime and disorder;

Public safety;

The prevention of public nuisance;

The protection of children from harm. Challenge 25 age verification will be operated in the bar areas and will be clearly signed. Bar Traders will ensure that their staff have been suitably trained on how to refuse a sale. Professional event security will be stationed at bar areas and will also be patrolling. Stewards will be operating across the area and will report any issues to the security team or DPS. Anyone who causes a nuisance as a result of excessive intake of alcohol will be removed from the event by security. No glass will be brought onsite by the public; security will be operating a bag search at the entrance. Only plastic glasses are permitted to be used on site for serving alcohol. 9. Emergencies 9.1. Evacuation Procedure

In the event of an emergency, a decision may be taken to evacuate. The decision is to be made by the Incident Response Team. Initially an evacuation would start from the centre of the ground towards the evacuation areas as identified in Appendix A. If a full site evacuation is required then visitors and other persons will be evacuated to the grounds of Heathcoat Primary School and pedestrian footpaths on Wellbrook Street. The procedure is as follows:

The marshal that has identified the danger will immediately clearly repeat “Code Black” three times through the radio system. They will then advise the perceived danger and its location.

7

Marshals carrying radios will let the other marshals know by utilising “Code Black” to their neighbours and promptly explain the hazard/danger.

Marshalls will guide the public from the hazard/danger area in a calm orderly fashion.

Where possible, the hazard/danger area will be cordoned off by stewards who will await the emergency services (where required).

In the event of a full evacuation, there will be a public announcement (appropriate to the threat) which will give clear instructions for visitors to the event. The message will be repeated continously which will include “Code Black” to alert stewards to the severity of the situation.

9.2. Blue Light Procedure In the event of an emergency vehicle needing access to the site, the Queen Street entrance to the ground will be utilised. The procedure will be as follows:

The first steward (or member of the event management team) to have sight of the emergency vehicle to repeat the words “Blue Light” three times over the radio system.

Marshals carrying radio systems will let the other marshals know.

Marshals will calmly clear the area required to allow access for the emergency vehicle. 9.3. Helicopter Landing Helicopter landing for emergency services can be provided in the hardstanding sports courts at Heathcoat Primary School as advised by the medical provider, emergency services or the Event Manager. 9.4. Medical and First Aid Provision A first aider provider (TBC) will be onsite to provide medical cover for the site. 9.5. Accidents and Incident Reporting The First Aid provider will make a full report to the Event Manager of any accidents/incidents that occur

at the Event. They will also liaise with the onsite Health & Safety Officer who can commence

investigation procedures on the day of the Event.

RIDDOR reporting will be completed after the Event but within 14 days if required with the exception of

serious injuries or fatalities which should be reported to the HSE Incident Centre as soon as possible.

9.6. Fire Response time should be minimal as the fire station is directly next to the ground. All marquees are fire retardant to a minimum of BS5438. A fire risk assessment is provided in Appendix H.

8

Appendices

Appendix A

9

Appendix B

Steward Information Pack

Contacts

Event Manager/Site Office Dannii Wood-Wright 07833 053516

Duties

Park & Ride

Direct vehicles onsite to appropriate parking area.

Assist members of the public with questions / queries.

Take appropriate action in the event of an incident or emergency.

Co-operate fully with the Event Manager/Incident Response Team and Emergency Services

where required.

The Event

Man pedestrian entrances to restrict access to the event (where required).

Take appropriate action in the event of an incident or emergency, including chaperoning

members of the public to the first aid point.

Report lost children to the site office and await arrival of Lost Child Steward.

Report any damage to Westexe Recreation Ground or equipment to the Event Manager.

Co-operate fully with the Event Manager/Incident Response Team and Emergency Services

where required.

Communication

Radios will be issued to some stewards for use throughout the event; these must be returned to the Site

Office at the end of the Event.

Please ensure that you carry your own mobile phone and store the Event Manager’s number in your

directory. If you are unable to contact the Event Manager in an emergency, please locate the nearest

steward with a radio.

H&S

In the event of an emergency, please report to the Event Manager via mobile phone or radio. If no

contact can be made, please dial 999 and report to the Emergency Services.

Do not pick up, move or carry anything that may place yourself at risk of injury.

Please ensure that you are prepared for interchangeable weather by wearing suitable clothing and

comfortable footwear.

10

If you feel unwell or sustain an injury, please contact the Site Office and report to the Red Cross first aid

unit.

Appendix C

Noise Management Noise Control An acoustic strategy will be implemented that will reduce the risk of noise disturbance and will include: - • Expert advice from New Beginning Productions in determining reasonable levels and measurement methodology. • Expert monitoring during the event for all stages. • A dedicated complaints telephone line will be provided throughout the event and the number will be published in advance of the Event. • Directionally focusable “PA” systems. • All artists and performers will be made aware of the decibel limits as set out by the event organisers. • An emergency procedure dealing with termination of a performance will be in place. We will implement the following conditions at the event to reduce the potential for nuisance though noise during the festival. i. The event shall appoint a suitably qualified and experienced audio company to manage noise control and advice on any potential issues and to advise the Licensee on managing noise generated during the licensed events and to liaise with all relevant parties e.g. the Licensee, event programmers, sound system suppliers, sound engineers and performers prior to and during the licensed events. ii. The event shall be managed in a professional way not be at such a level as to cause a statutory noise nuisance. iii. If either the audio company appointed in accordance with Condition 1 above, or Mid Devon Council, inform the Licensee that they are of the opinion that a significant disturbance is being or is likely to be caused during the operation of the license; the Licensee shall take reasonable steps to avoid or abate any such disturbance. iv. The Licensee shall ensure that any event programmer, sound system supplier, sound engineer, sound equipment operator or performer is informed of these additional conditions of license and that they will be required to comply with any instructions given to them by the Licensee or the Licensee's noise control manager. v. The Licensee shall ensure that the noise control manager regularly monitors noise levels at the sound mixer position, or at any position from which noise is generated, or at the nearest noise sensitive residence, to ensure that noise limits are not exceeded and to give such instructions as may be necessary to any person involved with generating that noise. The Licensee shall make the results of any such noise monitoring available to the Mid Devon Council upon request. vi. The Licensee shall establish and publicise an attended telephone complaint number that local residents who may be affected by

11

noise from the licensed events can use. The Licensee shall consider in response to any such complaint received, whether immediate steps are required to adjust the noise levels being generated during a licensed event. vii. Noise propagation tests, rehearsals and sound checks are only permitted to take place between 0900 and 1400 hours. A letter will be distributed to the local residents informing them of all aspects of the event that might be relevant to them. This letter will include a complaints line telephone number.

Noise Management Statement

Introduction The NMS is a working document subject to change and amendment prior to the event.

Objectives 1.1 The primary objective is to monitor and manage the noise levels on and offsite to ensure that nuisance is not caused to nearby residents and that the noise conditions attached to the event’s license are complied with. 1.2 This objective is compatible with the need to ensure sufficiently high levels within the venues to ensure audience satisfaction. 1.3 The Heathcoat's Party 200 will pursue the primary objective by measuring levels on and off-site and effecting changes to on-site levels to ensure the primary objective is achieved.

Noise Management Resource-personnel 2.1 The Heathcoat Party 200 organisers have contracted New Beginning Productions to provide the acoustic advice and they will be appointing a member of their team as a noise monitor manager during the event. NBP’s appointed Noise Management Manager will be the principal consultant who will manage the Audio teams and take the lead role in resolving any noise issues and liaising with the Licensing Authority via the event site management. Personnel will back up this role from the Heathcoat Party in the Park management team to provide assistance when necessary. In particular Production Managers will provide any necessary assistance in regulating venue levels.

Noise Management Resource- equipment 3.1 All sound level meters used for environmental monitoring will be integrating meters to Type 1 specification and subject to a current calibration. Meters will be capable of real time octave and one-third octave band analysis.

Monitoring Strategy 4.1 NBP will be on-site for audio set up on Monday 29th August with a planned sound check between 9.00-14.00. NBP will have 3 main roles: Off-site monitoring at nearest vulnerable dwellings using both locations agreed with the Event management and any locations requested by Mid Devon

12

Council well as any ad hoc locations, complainants etc. considered appropriate. On-site venue level monitoring and control at the main stage and children's Stage. Manage complaints or other noise related issues, provide a contact point for Mid Devon Council and check compliance with miscellaneous noise conditions. The appointed Noise Management Manager will also liaise with the production team, sound engineers and venue managers prior to and during the event. In particular an on-site meeting of the above parties will take place prior to the event to ensure there is a shared understanding of the noise control regime, how it will be implemented and its importance. 4.2 Measurements made on-site will be primarily concerned with monitoring levels to establish the prevailing level against which off-site levels and changes can be viewed. This part of the exercise will provide quantitative information on levels to assist in the situation where they need to be reduced. The on-site monitoring will also provide information to satisfy any specific noise at work measurements. 4.3 Fixed datum locations will be established at each venue engineer mixing position from which to monitor levels. Guidance levels will be set at these locations following sound tests and varied with the findings from the off-site monitoring exercise. 4.4 Weather conditions and forecasts will be reviewed in considering the venue levels and monitoring locations to be used, taking particular account of wind conditions and potential temperature inversions.

Setting levels at venues 5.1 Levels will be set at the principle and secondary stages. 5.2 The sound engineers responsible for providing and setting up the PA systems have performed this role at previous similar events in the past. The intention is to initially run the systems at the same audience levels as the previous event and to modify them should that be necessary after off-site level monitoring, and throughout the event. 5.3 The engineers will be encouraged to leave some “headroom” early in the event to provide a safety margin to insure against the consequence of adverse climatic conditions developing later during the event, and to be able to allow some upward movement of levels should that be necessary to maintain audience satisfaction. 5.4 Sound levels for the duration of the performances will be on the following limits, music noise levels (LAeq, 15min) will not exceed 15dB(A) above agreed background noise levels (LA90, 15min) and, in the 63Hz and 125Hz octave bands, so they shall not exceed Leq, 15min 95dB in any 15 minute period at any representative noise sensitive premises, 5.5 In respect of one music event held in any given year the general noise monitoring will include /permit a period 1 days entertainment to be provided where the target noise level at the mixer desk can be set at 98dBA provided that the music noise level at the agreed monitoring points shall not exceed the noise background levels by more than 18dBA

Sound systems configuration and management to minimise noise disturbance 6.1 The power and location of systems is in the site plans and their locations are shown in the event site plan. All principle and secondary stages will have a

13

minimum of octave band control to the systems to enable control of the frequency of sound. 6.2 The outdoor stage main stage is open air and has the greatest potential for disturbance. All music will finish at 22:30 on Monday as per the licence conditions.

Management of other potential noise sources 7.1 Traders will not be permitted PA systems unless approved and agreed by the organisers and as listed in the schedule of sound systems.

Liaison with Mid Devon Council and Complaint Handling 8.1 Mid Devon Council officers will be provided with the mobile phone contact number, which is based in the event site office, so a clear chain of command is in place to log and handle complaints and there outcome. The site office can be contacted on the following number 07889 010143. This number will be in use from Friday 26th August until Tuesday 30th August 24hours per day during the event operation and will have an answer phone facility. All complaints will be logged and recorded by the site office manager and passed onto the relevant events team to investigate and implement a solution in order to remedy as soon as possible if the complaint is valid. All complaints response actions will also be logged so a review can take place after the event to ensure any issues are addressed for future events.

Prevention of Unauthorised Sound Systems 9.2 Security will patrol the site in such a way as to be observant and on the lookout for suspicious unauthorised sound systems. Any sound systems suspected of being unauthorised will be immediately seized and impounded for the duration of the event.

Appendix D

14

Appendix E Traffic Management Plan

1. Scope

The purpose of this document is to record the planned system to ensure public safety and the

efficient operation of traffic, parking and transport for the event.

The event will be covered by Public liability insurance to the sum of £25 million for any one

incident. Contractors and exhibitors are expected to provide their own public liability cover.

2. Introduction

Party 200 will be a one day outdoor event featuring live music, children’s entertainment, food and

drink vendors, and bars.

Set up of the event will begin on Friday 25th August and continue on 26th & 27th August. The event

will take place on 28th August from midday to 10:30pm. Breakdown of the event will commence

after that time and throughout 29th August.

It is expected that there will be up to 8,000 visitors to the event.

3. Location

The event will take place in Westexe Recreation Ground, Tiverton EX16 5BP.

Parking for the event will be at Tiverton High School (EX16 6SQ), Petroc and the adjacent fields.

4. Traffic Control

AA Signs are contracted to provide road directional signage, document the system and submit

the necessary applications in relation to signs.

The Park & Ride facility is set up at Tiverton High School.

15

Free parking will be provided at Tiverton High School and Petroc. The main car park will be hard

standing and the overflow car park will be in the field opposite the entrance to Tiverton High

School. Within the car parks, suitably trained volunteers will be directing traffic.

Councillor Wally Burke (TBC) will be assisting with implementation of the temporary traffic

restrictions. Suitably experienced stewards will monitor the operation of the car park at the Park

& Ride facility.

There is one vehicular access point to Westexe Recreation Ground via Queen Street which will

be utilised by contractors.

5. Temporary Traffic Restriction Orders

A temporary parking restriction is required on Wellbrook Street between Melbourne Street and

Wellbrook Green (as per attached) on 28th August from 6am until midnight. This will allow the free

flow of traffic and a clear drop off/pick up point for the Park & Ride minibus.

A temporary parking restriction is required throughout Queen Street and both sides of King Street

for 20 metres in both directions from the Queen Street junction. This restriction will be required

from 6pm on 27th August to 8am on 29th August 2016. This will ensure that there is sufficient

space for vendors and traders to be able to access the Queen Street entrance to Westexe

Recreation Ground. This will also keep the road clear for emergency services to easily access

the ground.

A temporary one way system is required from the Church Street junction of Wellbrook Street

throughout the full length of Wellbrook Street and Patches Road to the junction leading onto

Longdrag Hill. This restriction is required on 28th August from 6am until 29th August at 6am. This

will allow the free flow of traffic whilst providing a drop off/pick up point.

A temporary no right turn restriction is required at the entrance to Tiverton High School and Petroc

on Bolham Road. This will be from the dual carriageway direction. Drivers will be directed to drive

the full length of Bolham Road and turn back onto Bolham Road at the Kennedy way roundabout.

This restriction is required on 28th August from 6am until midnight.

6. Traffic Strategy

All parking is free at the Park & Ride location and traffic will be directed by clear signage.

16

7. Traffic Density and Times

Public will arrive from 11:30 onwards to the Park & Ride facility. Attendees may leave at any point

during the day and is likely to be in a steady stream. It is expected that traffic will peak from the

Park & Ride location between 9:30pm and 11pm.

8. Public transport, cyclist & pedestrian access

A complimentary half hourly bus service will run from the Park & Ride location to travel to and

from the event site. The last bus will leave Westexe Recreation Ground at approximately 11pm.

A dedicated bus stop area will be located near the site [specific location TBC].

Taxis will be advised to pick up and drop off at Heathcoat Community Centre.

A compound for cycles will be in place onsite near the main entrance (Wellbrook Street) to

Westexe Recreation Ground.

9. Emergency Services

A blue light emergency route to Westexe Recreation Ground is designated at Queen Street.

Access to the Park & Ride facility is via the Bolham Road entrance to Tiverton High School.

It is recognised that in practice, emergency vehicles will approach the sites from any direction.

10. Security, H&S

Suitably experienced stewards will be present at the Bolham Road entrance to Tiverton High

School and the Wellbrook Street entrance to Westexe Recreation Ground.

The car parks will be staffed by volunteer groups headed up by experienced personnel who

assume responsibility for supervision and safety within these car parks.

Portable toilet facilities and a small covered area will be provided at the Park & Ride site.

17

11. Communications

Hand held radios and mobile phones will be utilised between both sites i.e. Tiverton High School

and Westexe Recreation Ground.

12. Vehicle Recovery

A suitable vehicle will be provided to recover vehicles in adverse weather conditions.

13. Subcontractors

All subcontractors are expected to provide proof of the following:

H&S policy

Risk Assessment

Public Liability Insurance

14. Contacts

The following subcontractors have been employed to provide various necessary services:

AA Signs – Signage Steve Duncan [TBC]

Kingdoms Tours Ltd – Bus service Russ Kingdom [TBC]

Appendix F This Agreement is between:

(1) Heathcoat Fabrics Limited (Company registration number 450787) of Westexe, Tiverton,

Devon, EX16 5LL ("Heathcoat Fabrics")

(2) XXXXX of XXXXXXX("the Trader")

in relation to Party 200 to be held on 28th August 2017 at Westexe Recreation Ground, Tiverton.

Payment

Payment must be made in accordance with the invoice issued for the pitch fee. Payment must be made

in full; part-payments will not be accepted.

If payment is not received by the date stipulated in the invoice, the offer may be withdrawn and the

pitch reallocated.

No refunds will be given once payment is made, unless in the event of cancellation. No rebates will be

given to the Trader as a result of bad weather, cancellation on the grounds of war or terrorism, or

18

cancellation at the request of the police or government. Heathcoat Fabrics will not accept responsibility

for the level of trading during the event.

Heathcoat Fabrics does not accept any liability for loss or damage arising directly or indirectly from acts

of terrorism as defined in the UK Terrorism Act 2000.

Trade

Trading is from 12:00 to 22:00 on 28th August 2017. The Trader must be onsite before 10:00 and be

ready to trade at 12:00 on 28th August. The Trader will not be permitted to dismantle its stall or leave

site until the event has officially been declared as “closed” (between 22:30 and 23:00).

The pitch will be allocated to the Trader on arrival (unless agreed prior with Heathcoat Fabrics) and will

be 3x3m. All pitches are on a grass site.

The Trader is responsible for supplying its own hardware including stalls, stands, tables, chairs, gazebos

etc. This must all be contained within the pitch.

The Trader must only sell approved goods at prices specified in its application. Sub-letting a pitch or any

part of a pitch is strictly forbidden. We expect the Trader applying to be the trader will be running and

managing the stall on site.

The Trader must ensure that its menus and prices are clearly displayed.

Concessions have been agreed separately for sales of alcohol. If the Trader is found to be selling alcohol,

they will be evicted.

Passes and Vehicles

The Trader is responsible for ensuring its staff have the relevant and approved passes. The Trader will

need to provide the names of its crew before 31st July 2017.

Vehicle movement must be kept to a minimum and the onsite speed limit of 5mph must be adhered to.

Vehicles must be offsite by 10:30 on 28th August 2017 and can return after 23:00, or earlier if escorted

by an approved official.

All vehicles brought onsite are at the risk of the Trader. These must be suitably insured. Heathcoat

Fabrics cannot take responsibility for any loss or damage that may occur.

Requirements

The Trader’s stall is subject to the inspection by members of the event’s safety team as well as by the

Local Authority and Fire Brigade officers. The Trader must comply with general legislation relating to

Health & Safety.

Written Food Safety Management Procedures are required by law. These must be available for

inspection at all times.

Written allergen information on all unpackaged food must be available, as required by law. The Trader

may display a sign advising consumers that further information is available upon request.

19

Risk Assessments should be submitted by 30th June 2017 and should cover setup, trading at the event

and derig.

Fire Risk Assessments are required by law and should be submitted by 30th June 2017. These must be

available at all times during the event and include information on preventing fire and action to be taken

if a fire breaks out. The Trader is required to provide its fire safety equipment including but not

exclusively, extinguishers, blankets and signs.

If the Trader is utilising gas it should ensure that a Gas Safety Engineer has inspected gas burners,

griddles and any other equipment.

The Trader must be prepared for all weather conditions.

The Trader is not permitted to play background music.

The Trader must provide proof of Employers Liability and Public Liability Insurance by 30th June 2017.

The Trader is required to carry £5 million cover for each of these insurances.

Paperwork demonstrating proof of PAT testing, gas safety tests and food hygiene certificate will need to

be supplied by the Trader by 30th June 2017.

The Trader must have a minimum food hygiene rating of 4 or above and proof of this must be supplied.

The Trader must be registered with its own Local Authority.

The Trader should provide a suitable bin for waste created from their stall throughout the event. Bins

provided for the public should not be utilised by Traders.

Oil and cooking liquids must not be disposed of in drains and must be removed in containers to be

disposed of offsite.

Glass is not permitted onsite.

Service

Each pitch has one commando type plug socket. Extension leads should be provided by the Trader. The

Trader must not overload its leads and it must ensure that it is utilised in a safe manner. All electrical

equipment must be PAT tested.

Indemnity

In signing these Terms & Conditions, the Trader (subject to approval by Heathcoat Fabrics) shall indemnify

Heathcoat Fabrics and all event staff from and against actions, costs, losses (including legal fees), claims

or demands in respect of any accident, damage, death or injury to any person or property arising directly

or indirectly from the Trader’s use of the pitch.

Disclaimer

To the maximum extent permitted in law, the Trader agrees that Heathcoat Fabrics is not responsible for

any financial losses, or for any loss or damage to the Trader’s equipment, goods or personal belongings

and for any personal injury to the Trader or any part or person connected with the Trader.

20

Variation

No variation of these Terms & Conditions or of any of the documents referred to in it shall be valid unless it is in writing and signed by, or on behalf of Heathcoat Fabrics. Heathcoat Fabrics may vary these Terms at any time prior to the event by notifying the Trader in writing of such variation.

No Partnership

Nothing in these Terms & Conditions shall be deemed to constitute an association, partnership or joint venture between the parties or constitute any of the parties as an agent of the other party.

The Law

These Terms, and any dispute or claim arising out of or in connection with it or its subject matter, shall be governed by, and construed in accordance with, the law of England and Wales. The parties irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim that arises out of or in connection with these Terms or its subject matter.

Breaches of any of these Terms & Conditions or general legislation including, but not exclusively,

Environmental Health, Food Safety and Health & Safety can result in eviction. If the Trader is closed

down and/or evicted it will not be entitled to any rebate.