Annex 2 - Conditions consistent with the operating schedule
The prevention of crime and disorder
CD5
The Designated Premises Supervisor, when present, and all members of staff shall ensure that all lawful instructions and/or directions given by the Police are complied with.
CD8
A written record shall be kept on the premises by the Designated Premises Supervisor of every person employed on the premises as a door supervisor in a register kept for that purpose. That record shall contain the following details:
a) the door supervisor's name, date of birth and home address
b) his/her Security Industry Authority licence number
c) the time and date he/she starts and finishes duty
d) the time of any breaks taken whilst on duty
e) each entry shall be signed by the door supervisor
That register shall be available for inspection on demand by an Authorised Officer of the Council, the Security Industry Authority or a Police Constable.
CD9
No person in possession of a drink in a sealed or unsealed container shall be allowed to enter the premises except for the purposes of delivery.
CD10
No drink shall be sold from a bar or by staff service or consumed in or on the premises other than in a container made from non-splintering plastic, paper or shatterproof glass. (Your attention is drawn to the requirements of the Weights and Measures Act 1985).
CD11
No drink shall be removed from the premises in an unsealed container.
CD13
A CCTV camera shall be installed at the locations marked, "CCTV CAMERA" on the plan of the premises.
CD14
Where CCTV equipment is fitted, it shall be maintained in good working order in accordance with the manufacturer's instructions.
CD15
A written record shall be kept every time images are recorded by CCTV and shall include details of the recording medium used, the time and date recording commenced and finished. This record shall identify the person responsible for the recording and shall be signed by him/her. Where the recording is on a removable medium (i.e. videotape, compact disc, flash card etc.), a secure storage system to store those recording mediums shall be provided.
CD16
The images recorded by the CCTV system shall be retained in unedited form for a period of not less than 31 days.
CD18
There shall be in place for the premises a written admissions policy to prevent the sale or supply of alcohol to persons under 18 years of age. That policy shall require any person who appears to be under the age of 18 years to produce a recognised proof of age card accredited under the Proof of Age Standards Scheme (PASS), a citizen card supported by the Home Office, a photo driving licence, a passport or official HM Forces or EU ID card bearing photo and date of birth.
CD19
A notice or notices shall be displayed in and at the entrance to the premises where they can be clearly seen and read and shall indicate that it is unlawful for persons under 18 to purchase alcohol or for any person to purchase alcohol on behalf of a person under 18 years of age.
CD21
There shall be displayed on the premises notice(s) to warn members of the public visiting the premises of the incidence of crime, which may affect them. The notice(s) shall be displayed and securely fixed and clearly visible to members of the public.
CD22
There shall be displayed at the entrance to the premises a sign, which is clearly visible to members of the public visiting those premises containing details of the trading hours under the premises licence, the licensable activities permitted on those premises and any maximum occupancy level set for the premises.
CD23
Where the premises licence has restrictions relating to the admission of children, a sign detailing those restrictions shall be displayed at the entrance to the premises where it is clearly visible to members of the public visiting those premises.
CD25
There shall be in force for the premises a Drugs search policy for prospective customers which shall be developed in liaison with and to the satisfaction of Cumbria Police Licensing officer for the area concerned.
CD26
There shall be displayed throughout the premises a notice informing prospective customers of the search policy. The notice shall be securely fixed and visible to members of the public.
Public safety
PS1
When disabled persons are present on the premises there shall be in place arrangements for their safe evacuation in the case of an emergency or other reason. Details of those arrangements shall be recorded in writing and all staff employed on the premises shall be aware of those arrangements.
PS2
All disabled persons on the premises shall be made aware of the evacuation arrangements.
PS3
All parts of the premises shall at all times be kept free from defect and no changes, alterations of any kind to the surface finish or coverings including furniture and flooring on any part of the premises shall be made without the prior approval of the Council.
PS6
All exits and escape routes to those exits (including external escape routes) from the premises shall be provided with slip resistant even surfaces and shall be maintained in good repair, correct working order and kept free from all obstructions when the public are on the premises. External escape routes shall also be kept free from ice and snow.
PS7
The nosings on all steps and landings shall be maintained so that they are clearly visible by painting them in contrasting colours or other similar means.
PS8
All doors or gates both inside and outside the premises which are on an escape route shall be fitted only with approved fasteners and shall at all times be properly maintained, free from obstruction and be capable of being opened easily and fully so that they do not restrict the public leaving the premises and shall open in the direction of the escape route.
PS9
Where a door on an escape route opens against the direction of exit travel, it shall be locked in the open position by a tamper-proof fastening when the public uses the premises and there shall be a clearly visible notice in capital letters which contains the following words, “THIS DOOR SHALL BE KEPT LOCKED IN THE OPEN POSITION WHEN THE PREMISES ARE OCCUPIED” displayed in a clearly visible position next to the door.
PS10
All exit doors and gates from premises or enclosure(s) surrounding it shall be capable of being opened by any person without the use of a key, card, code or other similar means and be kept free from all fastening devices when the premises are open to the public.
PS11
All exit routes and doors on such routes shall be checked on every occasion before the premises is used for purposes of a licensable activity and at regular occasions when the premises are open to the public to ensure that they are free from defect, obstruction, trip hazards and surfaces are not slippery. A record of such inspections, any defects discovered and the remedial action taken shall be made in writing in a logbook kept for that purpose. That logbook shall be made available for inspection on demand to an Authorised Officer of the Council, a Fire Officer or a Police Constable.
PS12
The method of opening any exit door or gate from the premises or enclosure(s) surrounding it shall be clearly displayed immediately above or below the fastening in white block lettering on a green background in letters not less than 50 mm high.
PS14
Where a fire-resisting door is fitted within the premises and that door is required to be kept closed at all times then the door shall be clearly marked on both sides with a sign bearing the words "FIRE DOOR KEEP CLOSED" in block letters not less than 50mm high and clearly visible when the premises are open to the public.
PS15
Where a roller shutter or folding gate is used on any escape route, that shutter or gate shall be locked in the open position when the premises are open to the public.
PS18
The furniture or seating in premises shall be arranged so that it does not obstruct any exit, route to any exit or to any facility within the premises.
PS19
Where seats are arranged for a closely seated audience, the seating and gangways shall be fixed and arranged to allow free unobstructed access to exits, routes to exits and the facilities provided in the premises.
Note: Reference for seating arrangements can be found in:
1) Guide to Fire Precautions in Existing Places of Entertainment and Like Premises" ISBN 0-11-340907-9 and 2) “Code of Practice for Places of Assembly” ) BS5588 Part 6 1991 (available from the Stationery Office and all good book sellers).
PS20
Before the premises are opened for the purposes authorised by the licence an inspection shall be carried out to ensure that the premises are safe for use. Details of the inspection, defects discovered and remedial action taken shall be recorded in writing in a logbook kept for that purpose. That logbook shall be made available for inspection on demand to an Authorised Officer of the Council, a Fire Officer or a Police Constable.
PS21
The premises shall be maintained so that the following fire retardancy standards are complied with:
(i) All upholstered seating meets on a continuous basis the pass criteria for smouldering ignition source 1 and crib ignition source 5 when tested in accordance with section 5 of BS 5852:1990.
(ii) All repairs or refurbishment of existing seating or upholstery shall include the removal of untreated polyurethane foam and its replacement by fillings which conform to the Furniture and Furnishings (Safety) Regulations 1988 (as amended).
(iii) Carpets - B.S.4790 low radius of spread.
(iv) Walls and Ceilings - Circulation areas, Building Regulations. Class O General Areas, B.S.476 Class1.
(v) All artificial foliage, floral decorations or any other decoration provided on the premises shall be of inherently flameproof material.
PS22
Where any furnishing or fitting in the premises including wall, floor and ceiling linings, requires further periodic treatment to maintain the surface spread of flame qualities, they shall be treated in accordance with the manufacturers specifications. When such treatment is carried out, a written record shall be made in the logbook kept for that purpose and a certificate showing the treatment has been carried out shall be obtained and retained for inspection by the Fire Authority.
PS23
No curtain, hanging or any other decoration shall be positioned so as to obstruct any exit, sign or fire fighting equipment. Curtains covering doorways should be divided down the middle and so hung that the lower edge of the curtain does not touch the floor. They should not obstruct notices, exit signs, fire fighting equipment etc.
PS24
At all times when the premises are used for the purpose of the licence, the licence holder, manager or designated premises supervisor who is responsible for the management of the premises shall at all times be aware of the number of persons on the premises and shall if requested to do so give that information to an Authorised Officer of the Council, a Fire Officer or a Police Constable.
PS25
Printed notices shall be prominently displayed in the premises detailing the essential steps that must be taken if a fire is discovered or the fire alarm goes off or other emergency arises and how to call the Fire Service.
PS26
A person who is nominated for the purpose of taking control in the event of a fire, fire alarm, emergency or event which may effect the safety of persons attending the premises shall be on and in charge of the premises at all times when any licensable activity is being provided.
That person shall be responsible for calling the Fire Service in the event of any fire and that person shall also be responsible for meeting the Fire Service and advising them of the location of the fire.
PS27
Any outbreak of fire of any kind shall be reported to the Fire Service immediately and a written record shall be made in a logbook kept for that purpose.
PS28
Where the water supply to any hydrant, hose reel, sprinkler, drencher or any other fire extinguishing installation is cut off or restricted the Fire Service shall be notified immediately.
PS29
Clear and unobstructed access shall be available to the premises for use by the emergency services and emergency service vehicles at all times.
PS30
There shall be maintained on the premises at all times an adequate and appropriate supply of first aid equipment and materials.
PS31
At all times when the public are present, at least one person who holds a current recognised first aid certificate or award shall be present on the premises. Where more than one such person is present their duties shall be clearly defined.
PS32
When the public, members or guests are present, the lighting levels in all parts of the premises shall be capable of providing sufficient illumination for the public, members or guests to leave the premises safely and there shall be at least one person who is nominated to switch on the house lights in an emergency situation.
PS33
All fire instruction signs shall be illuminated so that they can be easily read at all times when the public, members or guests are present on the premises.
PS34
The controls for the emergency lighting shall be protected from unauthorised use and accidental operation and the system designed so that the emergency lighting cannot be altered.
PS35
Every battery which is used to power an emergency light or exit sign shall be maintained in a fully charged condition at all times.
PS36
On every occasion before the public, members or guests are admitted to the premises an inspection of all normal and emergency lighting shall take place. A record shall be kept in a logbook of those tests and any faults discovered together with a record of the work carried out to repair those faults. All faults discovered shall be repaired immediately or if that cannot be done then as soon as is possible and the reason for the delay shall be entered in the logbook. (See also PS71)
PS37
No temporary electrical wiring or distribution system shall be installed in the premises unless, the installation is carried out by a suitably qualified and competent person. The premises licence holder or Club Premises Certificate holder shall obtain a certificate from that person that the installation is fit for purpose and complies with British Standard 7671 and where applicable, British Standard 7909. A copy of that certificate shall be produced by the Premises Licence Holder or the Club Premises Certificate Holder if requested to do so by an Authorised officer of the Council or an Officer of the Cumbria Fire and Rescue Service.
PS41
A Registered Medical Practitioner shall be present at any sports entertainment involving boxing, wrestling, judo, karate or other sports entertainment of a similar nature.
PS42
Where the entertainment requires the provision of a ring, it shall be installed by a competent person who shall ensure that it is properly constructed and supported and all materials used in its construction are non-combustible. The Premises Licence Holder or the Club Premises Certificate Holder shall obtain a certificate from that competent person that the ring has been correctly constructed is fit for use and is constructed of non-combustible material. The Premises Licence Holder or the Club Premises Certificate Holder shall produce that certificate if required to do so to an Authorised officer of the Council or Cumbria Fire and Rescue Service. (See also PS19 - seating arrangements).
PS45
No smoking or naked flames shall be permitted on any part of the stage during any entertainment unless that use has been notified to the Council and is provided in accordance any guidance given by Cumbria Fire and Rescue Service.
PS46
No explosive, liquefied petroleum gas or any other highly flammable materials shall be used or stored on the premises unless notified to the Council and is used in accordance any guidance given by Cumbria Fire and Rescue Service.
PS47
No pyrotechnics including fireworks shall be used or stored at the premises unless notified to the Council and they are used in accordance with any guidance given by Cumbria Fire and Rescue Service.
PS48
No dry ice machines or cryogenic fog, smoke machines or fog generators shall be used at the premises unless notified to the Council and is used in accordance any guidance given by Cumbria Fire and Rescue Service.
PS49
Lasers shall not be used on the premises unless notified to the Council. They should only be used in accordance with the requirements for the safe use of lasers as set down in the HSE Guide, The Radiation of Safety Lasers Used for Display Purposes (HS (G) 95) and BS 60825: Safety of Laser products British Standard 4803: part 3.
PS50
Strobe lighting shall not be used on the premises unless notified to the Council. A notice which can be clearly seen and easily read by the public warning that strobe lights are in use in the premises shall be displayed at each entrance to the premises.
PS52
No person shall sit on any floor within the premises.
PS54
In no circumstances shall any person be allowed to:
(a) sit in any gangway
(b) stand or sit in front of any exit; or
(c) stand or sit on any staircase including any landing
PS62
Where the audience is seated around tables, the seating need not be fixed but both tables and chairs shall be arranged so that gangways are clearly identifiable and unobstructed.
PS63
Where less than 250 temporary seats are to be used, then unless the seats are in boxes which cannot accommodate more than eight persons or in other areas which have been approved, chairs or single seats shall be secured together in lengths of not less than four seats and not more than twelve seats.
PS71
Emergency Lighting will be tested in accordance with BS 5266 Part 1, 1999 Emergency Lighting. The results of the tests will be recorded in a logbook. A satisfactory NICEIC (or equivalent) inspection report will be provided annually to the Licensing Authority.
PS72
The fire alarm detection system will be tested in accordance with BS 5839 Part 1 2002 Fire Detection and Fire Alarm Systems for buildings. The results of the tests will be recorded in a log book. A satisfactory inspection report will be provided annually to the Licensing Authority.
PS73
The electrical installation will be inspected and a satisfactory NICEIC (or equivalent) inspection report will be provided annually to the Licensing Authority.
PS74
Any gas boiler, calorifier or other gas appliance will be tested on a regular basis and a satisfactory CORGI (or equivalent) inspection report will be provided annually to the Licensing Authority.
PS75
Where retractable seating is installed, this will be regularly inspected and a satisfactory inspection report will be provided annually to the Licensing Authority.
n.b Ceilings - see PS61
Temporary Electrical Installations - see PS36
PS76
Fire fighting equipment shall be provided throughout the premises at suitable locations and be appropriate to the risk to comply with BS 5306 Part 8, Selection and Installation of Portable Fire Extinguishers.
PS77
The extinguishers shall be hung on a wall bracket with the handle or carrying device approximately 1.1 metres from the floor.
PS78
Firefighting equipment shall be examined regularly by the manufacturer or other competent person and maintained and tested in accordance with BS 5306 Part 3, 2000.
PS79
All members of staff will be familiar with the operation of the firefighting equipment.
PS80
All staff shall be instructed and trained to ensure that they understand the fire precaution measures in the building and the procedure and action to be taken in the event of fire.
PS81
Practice fire drills shall be carried out at least once per year or at such additional times as required to train new staff. A competent person will conduct the drills by operating the fire alarm so that staff can rehearse their specific task or duties.
PS 82
All training and instruction shall be recorded in a log book.
PS83
A ventilation system will be provided and suitably maintained to deliver fresh air and extract contaminated air away from staff and customers.
The prevention of public nuisance
PPN3
No nuisance shall be caused by noise coming from the premises or by vibration transmitted through the structure of the premises.
PPN4
All external doors and windows shall be kept closed when regulated entertainment is being provided except in the event of an emergency.
PPN5
The noise level from the premises whilst being used for public entertainments purposes, shall not cause nuisance to noise sensitive dwellings in the vicinity.
PPN6
The licence holder or his representative shall conduct regular assessments of the noise coming from the premises on every occasion the premises are used for regulated entertainment and shall take steps to reduce the level of noise where it is likely to cause a disturbance to local residents. A written record shall be made of those assessments in a log book kept for that purpose and shall include, the time and date of the checks, the person making them and the results including any remedial action.
PPN7
There shall be placed a dispersal policy / warden scheme in place to assist dispersal of clientele from the area in a swift, efficient and safe manner. Notices will be displayed at all exits from the premises in a place where they can be seen and easily read by the public, requiring customers to leave the premises and the area quietly.
PPN8
Refuse such as bottles shall be disposed of from the premises at a time when it is not likely to cause a disturbance to residents in the vicinity of the premises.
PPN9
There shall be no emission from the premises of any offensive smells, which are likely to cause a nuisance.
PPN10
Where there are any offensive smells created on the premises, provision shall be made for such smells to be vented from the premises so that they do not cause a nuisance to nearby premises.
PPN11
There shall be provided at the premises containers for the storage and disposal of waste foods and other refuse from the premises. Those containers shall be constructed, maintained and located so that access to them by vermin and unauthorised persons is prevented and arrangements shall be made for the regular lawful disposal of their contents.
PPN12
Where the premises provide food to the public for consumption on or off the premises there shall be provided at or near the exits, sufficient waste bins to enable the disposal of waste food, food containers, wrappings etc.
PPN14
No light from or on the premises and any other light under the control of the premises shall be provided where that light causes a nuisance to any nearby premises.
The protection of children from harm
PCH 2
No person under the age of 12 years, unless they are accompanied by a person over 18 years, shall be shall be permitted on the premises at any time between 23.00 hrs and 10.00 hrs when the premises are being used for the purposes of a licensable activity other than the supply of alcohol.
PCH 3
No person under the age of 18 shall be permitted on the premises between the hours of 00.00 hrs and 10.00 hrs.
PCH16
The Premises licence holder and the designated premises supervisor shall at all times comply with the Portman Group Code of Practice and with the requirements or recommendations of any Portman Group Retailer Alert Bulletin.
Conditions attached to the licence applicable only on Cumberland Show day
General
The premises’ licence holder shall notify the Licensing Authority and the following Responsible Authorities, namely Cumbria Constabulary, Cumbria Fire and Rescue Service and Carlisle City Council Environmental Health, of the date selected for any concert or similar event at which more than 499 persons will be present. Notice should be given one month in advance for events where 500 - 1500 persons will be present and two months in advance for larger events
Should the site layout for the event differ from the original plan submitted, a further plan, produced in accordance with the legislation should be provided with the above notification. This should include the siting of marquees where appropriate
The above named Responsible Authorities will be invited to any Event Safety Management meeting organised by the premises’ licence holder.
During any concert or similar event the licence holder shall effectively manage proceedings so as to ensure that undue disturbance is not caused to local residents resulting from excessive noise. In order to facilitate this the licence holder shall also comply with any requirements made in this respect by an officer of the Responsible Authorities
During any concert or similar event the licence holder shall take all reasonable measures to protect the health, safety and welfare of all persons present. In this respect regard should be given to the guidance contained in the ‘Guide to Health, Safety and Welfare at Pop Concerts and Similar Events’ published by the Health and Safety Executive
During any concert or similar event, all officials and authorised representatives of the above named Responsible Authorities shall be granted unrestricted access to all areas of the site and facilities thereon for the purposes of enforcing any relevant statutory provisions relating to crime and disorder, public safety, public health and environmental protection
The Society works closely with relevant authorities during preparation of event each year
The Event is arranged through an annual safety meeting to which all responsible authorities are invited
The Society adopts a responsible attitude towards all stated objectives, and trains it's volunteers in required actions
On site safety briefings for volunteers immediately prior to event
Permit on site attendance of representatives from Responsible Authorities
Good communications across premises through short wave radio links (with dedicated emergency channel) and the PA system
Post event safety review immediately following the event
Prevention of Crime and Disorder
The Special Constabulary will be invited to be present
Entry is by ticket, controlled by trained stewards
Site security is ensured prior to event
Public Safety
St John’s Ambulance and Paramedic services will be present on site
We will adhere to the safety procedures contained in the safety plan and risk assessments
We will comply with safety guidelines issued by relevant authorities (including fire service in respect of marquee exits, exit notices and no smoking signs, and material used by marquee suppliers)
Use of established and reputable suppliers, who conform to regulations for marquees and electrical work
Safety rules will be issued to all trade exhibitors and livestock exhibitors
Declaration required from the trade exhibitors that risk assessment and health and safety policy are in place as condition of accepting reservation
Fire Service guidelines to be issued to all suppliers of services within large marquees (catering, bars, food hall, members areas)
Dedicated health and safety officer will be provided
Checks on trade exhibitors and catering concessions, by the safety officer, to ensure regulations are adhered to
Accident reporting and follow up procedures
Work with environmental protection services prior to event, and keep them informed of catering concessions and relevant trade exhibitors
Catering concessions are required to demonstrate that food hygiene regulations are met prior to confirming their presence
Controlled parking and vehicle movement
Strict adherence to vehicle movement rules on the showground
Gridded plan available to all stewards along with safety training
Prevention of a Public Nuisance
Control of trade exhibitors to ensure no public nuisance
Action taken by society volunteer stewards on the day
Presence of Special Constabulary
Protection of children from harm
Promoted as a family event and families encouraged to attend together through purchase of reduced family ticket
Designated area for location of lost children whilst separated from accompanying adults