Static Sound Systems Offi cial Guidance - Notting Hill Carnival

 
Static Sound Systems Offi cial Guidance - Notting Hill Carnival
Static Sound Systems
Official Guidance
Appendices:
A Event Management Plan Guidance & Example
B Emergency Procedures and Contingency Planning
C Risk Assessment Guidance and Template

You can access this information and submit your documents online:
http://nhcarnival.org/sound-systems-guidance
Static Sound Systems Offi cial Guidance - Notting Hill Carnival
INTRODUCTION

This guidance document aims to help you           If you have any questions
as organisers of Sound Systems at Notting         please get in contact with
Hill Carnival to apply for the correct            Alison Thomas
permissions and licences for the 2018             alison@nhcarnival.org
event.                                            You can call us on 020 7221 9700
We are here to support and guide you              Or visit us at The Tabernacle,
through this process.                             35 Powis Square, W11 2AY.

REQUIREMENTS FOR
ALL ACTIVITIES AT
NOTTING HILL CARNIVAL:
Highways Consent – this is permission from the relevant local borough for use of the public
highway for each specific location ie each sound system which could include where your
crowd is located and your infrastructure
Relevant Licence – in addition to Highways Consent you will require a Premises Licence or
Temporary Event Notice for your sound system
Note – both elements are
required for each sound system.

IN ORDER TO GAIN HIGHWAYS CONSENT
YOU WILL NEED TO:
Be listed within the overall Event Management Plan being prepared by
Notting Hill Carnival Ltd.
Provide copies of all of the following, having been signed off by Notting Hill Carnival Ltd for
consideration by the local authorities and MPS where relevant:
A detailed site plan
A detailed Event Management Plan including stewarding arrangements
A detailed Risk Assessment
A copy of your Public Liability Insurance
THESE WILL BE REVIEWED TO ENSURE SUFFICIENT SAFETY INFORMATION IS PROVIDED. ONCE YOU
HAVE GAINED HIGHWAYS CONSENT YOU WILL BE ABLE TO APPLY FOR VEHICLE ACCESS PASSES.
Your Sound Board (which is the permit you will be issued to give you consent for the activities
laid out in your plans) will be issued once all of the above (Highways Consent, relevant
Licence and VAPs) are in place.

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                                                Official Guidance                           2
Static Sound Systems Offi cial Guidance - Notting Hill Carnival
Notting Hill Carnival 2018 · Sound Systems Guidance
Contents                                                Page Send to                     Deadline                                  Check
Introduction                                            2
Site Plan Guidance                                      5
Event Management Plan                                   5    Notting Hill Carnival Ltd   Friday 8 June
                                                             RBKC/WCC
Risk Assessment Guidance                                6    Notting Hill Carnival Ltd   Friday 8 June
                                                             RBKC/WCC
Vehicle Access Pass                                     6    Notting Hill Carnival Ltd   Monday 16 July
                                                             RBKC/WCC
Public Liability Insurance                              6    Notting Hill Carnival Ltd   Friday 13 July
                                                             RBKC/WCC
Licensing requirements                                  7    RBKC/WCC                    Premises
(Premises or TEN application)                                                            ASAP
                                                                                         For anybody proposing to submit
The licensing dates are the latest dates that officers                                    a premises license application, we
recommend that sound systems should submit                                               recommend that these are submitted
their licence applications and TENs in order to                                          immediately to allow a reasonable
allow sufficient time for an appeal, however this                                         chance of the application being dealt
is dependent on court availability so there is no                                        with in time for Carnival.
guarantee that an appeal may be heard in time.
                                                                                         TEN
                                                                                         Friday 13th July
                                                                                         We recommend that Licensing
                                                                                         Applications are filed A.S.A.P.

                                                                                         If a Counter Notice is served, then
                                                                                         there may not be sufficient time to
                                                                                         lodge an appeal and have the appeal
                                                                                         case heard.

                                                                                         If an objection notice is received to a
                                                                                         late TEN, the Licensing Authority will
                                                                                         issue a Counter Notice and the event
                                                                                         will not be authorised.

Street Trading                                          9    RBKC /WCC                   Friday 13 July

Advertising                                             10   Notting Hill Carnival Ltd Friday 8 June
                                                             RBKC/WCC
Temporary Structures                                    11   Notting Hill Carnival Ltd Friday 8 June
                                                             RBKC/WCC

Key Contacts                                            12

Appendices                                                                               More information
Event Management Plan Guidance and Event Plan Template                                   Appendix A
Emergency Procedures and Contingency Planning                                            Appendix B
Risk Assessment Guidance and Template                                                    Appendix C

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                                                                       Official Guidance                                               3
YOUR RESPONSIBILITIES AS A
                        SOUND SYSTEM ORGANISER
      As a Sound System organiser, you have a number of responsibilities to the public
            who return year on year to enjoy your music at Notting Hill Carnival.
      The law requires organisers to provide a reasonable standard of duty of care to
    event attendees and members of the public. Safety must therefore be a consideration
                              before, during and after the event.
          The implications of not considering your duty of care can be very serious,
                               from major fines to imprisonment.

HOW TO RUN A SAFE EVENT
CHOOSE WHO WILL BE CHARGE OF YOUR SOUND SYSTEM SAFETY
This person will be responsible for the safety of your Sound System who can outline processes
for managing health and safety on the day, but also for the install and de-rig of the sound
system. This person is likely to be the Sound System Manager and will be responsible for the
overall running of the system as well as crowd safety and management.
PROVIDE DOCUMENTS TO BOTH
NOTTING HILL CARNIVAL LTD AND RBKC/WCC
YOU SHOULD PROVIDE THE FOLLOWING PRIOR TO APPLYING FOR A LICENCE:
Site Plan (to scale and accurately labelled)
Event Management Plan
Risk Assessment
Public Liability Insurance policy with a minimum coverage of £5 million.
Please ensure you consider both the event timings and the install and de-rig times
when confirming your policy
Temporary Structures Licence (if applicable)
Contact details of those on-site managing the Sound System site

You will need to ensure you have the specified documentation available for Notting Hill
Carnival Ltd to review in the case of an incident to prove you did everything you could to
provide a reasonable standard of duty of care.
YOU CAN EMAIL YOUR DOCUMENTATION TO ALISON@NHCARNIVAL.ORG
YOU CAN ALSO POST THE DOCUMENTS BY RECORDED DELIVERY OR HAND DELIVER TO:
Notting Hill Carnival Ltd
The Tabernacle, 34-35 Powis Square, London W11 2AY

                                               Static Sound Systems
                                               Official Guidance                          4
THE DOCUMENTS REQUIRED TO BE SENT TO
BOTH YOUR LICENSING AUTHORITY (RBKC OR WCC)
     AND NOTTING HILL CARNIVAL LTD ARE:

           EVENT MANAGEMENT PLAN

                  RISK ASSESSMENT

       DETAILS FOR VEHICLE ACCESS PASS

     COPY OF PUBLIC LIABILITY INSURANCE

                SITE PLAN GUIDANCE

          HAVING A PLAN OF YOUR EVENT SITE OR VENUE IS
          A NECESSARY COMMUNICATION TOOL FOR YOU,
     THE LOCAL AUTHORITIES, AND OTHER PLANNING PARTNERS
       TO SEE HOW PEOPLE WILL INTERACT WITH THE SITE AND
          HOW THE CROWD WILL MOVE AROUND THE AREA.
      IT ALSO HELPS TO ENSURE CONTRACTORS AND STAFF ARE
       PLACING INFRASTRUCTURE IN THE CORRECT LOCATIONS
                     DURING THE EVENT BUILD.

                              Static Sound Systems
                              Official Guidance             5
SITE PLAN GUIDANCE
WHEN DESIGNING YOUR SITE PLAN FOR YOUR SOUND
SYSTEM YOU SHOULD CONSIDER THE FOLLOWING ASPECTS:
Location of any staging/temporary structures
Location of speakers and which direction they are facing in
Barrier and general infrastructure locations including generators (all generators
should be barriered off to the public)
Street trading locations / bar sites nearby which may impact crowd flow around
your site
Emergency access – is there a clear route out in case of an incident?
Access routes to facilitate residents to get in and out of their properties or from
one side of the Sound System to the other. Think about including a sterile barrier
between the Sound System and the crowd to create an access route channel.
Are there any specific pinch points that cause crowding issues that could be reduced
by moving elements of the site plan around?

Notting Hill Carnival Ltd, Metropolitan Police Service and the Local Authorities are
happy to work with you to help design an appropriate site plan for your Sound System.
Please send a to-scale and accurately labelled copy of your site plan to
Notting Hill Carnival Ltd for review and inclusion into the Event-wide
2018 Event Management Plan.

    SOUND SYSTEM SITE PLANS ARE AN ESSENTIAL FEATURE
            OF THE EVENT MANAGEMENT PLAN
       PLEASE SUPPLY SITE PLAN DOCUMENTS BEFORE
                    FRIDAY 8TH JUNE
               EVENT MANAGEMENT PLAN
                 SUBMISSION DEADLINE

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                                             Official Guidance                           6
EVENT MANAGEMENT PLAN
It is good practice for event organisers to produce an Event Management Plan for events big
or small. This helps the organisers, local authority, stakeholders and other agencies to better
understand your event planning.
It is a requirement for all Sound Systems to provide Notting Hill Carnival Ltd with
an Event Management Plan for each location. To help with this process, we have
produced some guidance on what should be included in your plan.
As an organiser you should also consider documenting your Emergency Procedures in case of
an incident.
See Appendix A – Event Management Plan Guidance.
See Appendix B – Emergency Procedures and Contingency Planning

CONTACT DETAILS
On the day contact mobile telephone numbers for your Sound System Manager & key
members of staff. This is so you can be sent SMS text updates over the weekend with any
key updates or urgent information. This information may be used by the local authorities,
Metropolitan Police Service or Notting Hill Carnival Ltd

RISK ASSESSMENT GUIDANCE
Events can have many associated risks. These can arise from an unusual site, large numbers
of people, the moving of equipment, as well as weather conditions and even the mood of the
audience.
All of the above, and many others, can create a variety of potential hazards. All events
organisers have a responsibility to thoroughly assess risks to help reduce or remove potential
dangers to staff and attendees and the general public.
Notting Hill Carnival Ltd have contracted health and safety specialists Gallowglass to work
across the event and they will be able to provide additional guidance and support.
See Appendix C – Risk Assessment Guidance and Template

FRIDAY 8TH JUNE
EVENT MANAGEMENT PLAN
DOCUMENT SUPPLY DEADLINE

                                               Static Sound Systems
                                               Official Guidance                             7
VEHICLE                                          PUBLIC
ACCESS PASS                                      LIABILITY
All vehicles that need to enter the event
footprint at any point will require a Vehicle
                                                 INSURANCE
Access Pass (VAP).                               As an organiser, you are inviting members of
                                                 the public to an area, contracting suppliers,
The following information is                     employing staff, coordinating volunteers –
required for a VAP:                              and you have a duty of care towards them.
Sound System Name                                Although every effort should be made, no
Driver’s name                                    amount of planning will eliminate all risk
                                                 and avoid all accidents; therefore having
Driver’s address                                 insurance cover for your potential liabilities
Driver’s date of birth                           is important and in some instances a legal
                                                 requirement or condition of the venue.
Driver’s driving licence number
A photocopy or scan of the driver’s              Each Sound System is required to have
licence                                          a minimum of £5 million Public Liability
                                                 Insurance in order to gain Highways
Vehicle registration                             Consent. This should also cover the build
Vehicle make                                     and break down of your event.
Vehicle model                                    You will be required to provide a copy
Vehicle colour                                   of this to the relevant local borough as
                                                 part of your application.
Is the vehicle hired?
                                                 When purchasing your insurance policy,
        if yes, please provide a copy            please provide an accurate expected
        of the hire agreement                    capacity/attendance figure to the insurance
        if no, please provide a copy             company to ensure your cover is suitable for
        of insurance certificate                  your site and activities.
Please email this information to                 You should also request the Public Liability
Alison@nhcarnival.org,                           Insurance and risk assessment for each
                                                 of your contractors for your own internal
You can also post by registered delivery or      records.
hand-deliver documents to:
                                                 It is also worth considering purchasing
Notting Hill Carnival Ltd                        Employers Liability Insurance to cover any
The Tabernacle                                   staff working at your Sound System during the
34 – 35 Powis Square                             event, build and de-rig.
London W11 2AY

MONDAY 16 JULY                                   FRIDAY 13 JULY
                                                 PUBLIC LIABILITY INSURANCE
VEHICLE PASS
                                                 DOCUMENT SUPPLY DEADLINE
APPLICATION DEADLINE

                                                Static Sound Systems
                                                Official Guidance                         8
LICENSING
PREMISES LICENCES
Premises Licences are required for events where licensable activities are provided (e.g.
playing of amplified music or sale of alcohol) with either a capacity or attendance of more
than 499 people at any one time and/or run for a period of over 168 hours.
If you already have a Premises Licence, the annual fee is due on the anniversary of it being
granted. Please ensure the correct fee is paid on time.
You should check your licence to ensure it has the appropriate location that you intend to
use and that you are capable of complying with all the conditions attached to the premises
licence. If you have any questions about this, please contact the Licensing Team of the
relevant borough.
New Premises Licences Applications
Officers recommend that new applications should be submitted to Licensing before 15 May.
This should be accompanied by a Site Plan and Risk Assessment. You must comply with the
statutory application process.
Applications can be made online
Royal Borough of Kensington and Chelsea
HTTPS://WWW.RBKC.GOV.UK/LICENSING-INFORMATION/APPLICANTS-AND-BUSINESSES/APPLY-PREMISES-LICENCE-GRANT
Westminster
HTTPS://WWW.WESTMINSTER.GOV.UK/PREMISES-LICENCE
If you submit your application online, the application will be served on all the responsible
authorities automatically.
Licensing applications can also be made via post.
Any application for a new premises licence will have to be advertised. The statutory
advertising requirements require the applicant to place a notice in a local newspaper within
10 working days of making the application and place a notice (blue paper of at least A4 size)
advertising the application on or at the premises for a period of 28 consecutive days, starting
on the day after the application was made, outlining the details of the application.
The Licensing Teams will be able to advise you if you are unsure, alternatively you could
instruct an agent or solicitor.
A new premises licence application costs £100.

ASAP                                              For anybody proposing to submit a premises
                                                  license application, we recommend that
                                                  these are submitted immediately to allow a
PREMISES LICENSING APPLICATIONS                   reasonable chance of the application being
MUST BE FILED AS SOON AS POSSIBLE                 dealt with in time for Carnival.

                                                         Static Sound Systems
                                                         Official Guidance                              9
TEMPORARY EVENT NOTICE (TEN)
TENs are required for events with licensable activities (e.g. amplified music or sale of alcohol)
with either a capacity or an attendance less than 499 people at any one time, or that will run
for no longer than 168 hours.
Your TEN should be submitted once you have approval from the relevant Borough Events
Team that you have a suitable Event Management Plan, Site Map and Risk Assessment.
A TEN allows the temporary sale of alcohol and/or regulated entertainment.
As a guide, to ensure support and relevant guidance (allowing time for any changes, appeals
etc.) we recommend that TENs are submitted at least 6 weeks prior to the event - Friday 13
July.
To apply for a TEN with Kensington and Chelsea please visit:
HTTPS://WWW.RBKC.GOV.UK/LICENSING-INFORMATION/APPLICANTS-AND-BUSINESSES/TEMPORARY-EVENT-NOTICES

To apply for a TEN with Westminster please visit:
HTTPS://WWW.WESTMINSTER.GOV.UK/TEMPORARY-EVENTS-NOTICE

A TEN costs £21.
For the Westminster City Council, please fill out the TEN application digitally to minimise
impact of time delay and documentation getting lost. You will be able to upload supporting
documents, such as event management plans.
There is a section on the form where you will need to explain how you will manage a
maximum capacity of 499 people in the location you propose to use the TEN

FRIDAY 13 JULY
TEN LICENSING
APPLICATION DEADLINE

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                                                         Official Guidance                         10
TEN Objections
TENs are assessed by the Police and Environmental Health responsible authorities
and only they may object to a TEN.
If they believe that any of the licensing objectives will be undermined by the event, they
will issue an ‘Objection Notice’ to all relevant parties. The Objection Notice will outline the
reasons why the TEN is being objected to and will be issued within 3 working days of the TEN
being formally served. If objections are received, it is referred to the Licensing Sub-Committee
to be determined.
The more information you can provide within your Site Plan, Event Management Plan and Risk
Assessment, the more you will help support this process.
Where an objection notice is received from either the Police and/or Environmental Health to
a ‘Late TEN’, i.e. between 9 and 5 days before the event, the licensing authority will issue a
counter notice without the need for a hearing by the Licensing Committee, which means that
the event is NOT authorised.

Appeal Process
Every decision of the Licensing Sub-Committee can be challenged by way of an appeal to
the Magistrates’ Court. Not only does an applicant for a licence or review of a licence have
a right to appeal against a decision of the Sub-Committee, but so does any other person,
the police and the other responsible authorities, who originally submitted representations. An
appeal can be lodged if the Sub-Committee grants an application, refuses an application,
partially refuses an application, revokes or suspends a licence, or attaches, or fails to attach,
conditions to a licence, or issues a counter notice in respect of a TEN.
If any party to such an application wishes to appeal against the decision they must lodge
their appeal with the court (which in this area would be Westminster Magistrates Court, 181
Marylebone Road, London NW1 5BR) within 21 days of the notice of the sub-committee’s
decision being received.

                                                 Static Sound Systems
                                                 Official Guidance                         11
TEMPORARY STRUCTURES LICENCE
If you are planning to have a temporary structure as part of your sound system you
may be required to have a Section 30 Temporary Structures Licence.
This application will be sent to the Council’s District Surveyor to ensure your
structure is safe to operate in a public space.
Please be aware any structures you are planning as part of your Sound System should be
declared in advance for review by Gallowglass and (if relevant) licenced through the relevant
borough. If there were to be an incident such as a stage collapse or a roof / stage cover blew
off and fell into a crowd, your insurance may become invalid and you may be held liable.
You will need a temporary structures licence if your structure is:
A platform or stage with a covered roof or sides regardless of height
A platform or stage off the ground by 1 metre or above
Any truss structures
Marquee or gazebo with a span of 6 metres or over
Speaker or lighting towers
If you are planning to have any structures that match the above description, please send a
photo marked with dimensions to Notting Hill Carnival Ltd & the relevant borough Carnival
Team who will advise whether S30 licences will be necessary, and if necessary send you the
application form.

FRIDAY 8 JUNE
TEMPORARY STRUCTURES
APPLICATION DEADLINE

                                              Static Sound Systems
                                              Official Guidance                       12
ADVERTISING AND
PUBLIC COMMUNICATIONS
In order to ensure the safety of public areas and manage crowd movement properly,
we require each contributing sound system to submit a plan of their planned advertising
before and during the period of the Notting Hill Carnival event as part of their Event
Management Plan.
A known hazard to public safety to consider is the mis-use of real-time social media
promotions during the event resulting in sections of crowds chasing from one area to
another.
Each Sound System’s event plans should ensure to state their use of advertising and
promotions, ensuring that advertising and promotions occur long before the event rather
than during it – particularly if employing social media tools such as facebook or twitter.
We advise that Sound Systems can advertise they are at Notting Hill Carnival, but not to
emphasise the specific timings of acts or performances.
The supplied event plan should include a full description of the proposed use of signage,
advertising and social media to help plan the necessary safety measures.

FRIDAY 8TH JUNE
EVENT MANAGEMENT PLAN
DOCUMENT SUPPLY DEADLINE

                                             Static Sound Systems
                                             Official Guidance                        13
STREET TRADING LICENCES
If you are intending to sell merchandise, food or alcohol / a bar site you will require a street
trading licence. Pitches are available in both boroughs and have different processes.
If you are planning to trade at your Sound System pitch, you will need to propose to the
relevant borough including any new / changes to existing sites.
Once approved, a licence will be required and details should then be contained within in your
Event Management Plan.

TRADING IN KENSINGTON AND CHELSEA
If you are trading within the Kensington and Chelsea footprint:
Contact the RBKC carnival office to express interest or renew your interest in a site:
CARNIVAL@RBKC.GOV.UK
020 7341 5119
020 7341 5762
020 7341 5147

All street trading sites should be included in your site map.
A meeting may be required with RBKC and organisers to understand what you propose if it is
a new site.
Once approved a licence will be required, and details should then be contained
within your Event Management Plan.

Please complete your application via the online application system. Details of how
to do this will be provided once your interest in a site is approved.

For the purpose of guidance on fees, the 2017 fee was £57.50pm² but the schedule of rates
has not been confirmed for 2018. You are unable to Cook/re-heat food on a site that is
smaller than 12m².
Once your application is completed and paid, you will then be issued with a licence and/or
permissions upon attending a mandatory carnival street trader training session (training dates
provided upon application completion).

                                               Static Sound Systems
                                               Official Guidance                        14
TRADING IN WESTMINSTER
If you are trading within the Westminster footprint, we will require the same information we
ask from our casual traders. The application form must be completed in full and clearly show
where you wish to trade, and what you wish to trade in e.g. hot food or other goods.
The form will be available to download from
HTTPS://WWW.WESTMINSTER.GOV.UK/STREET-TRADING-SPECIAL-EVENTS
In the meantime, existing traders should register interest for a pitch with the Carnival Team at
CARNIVAL@WESTMINSTER.GOV.UK
The form must be completed in full and returned to Street Trading, Licensing Service, 22nd
Floor, Portland House, Bressenden Place, Victoria, London, SW1R or via email to
Each application must include:
2 photographs of the applicant and 2 photographs of all
assistants (up to 6) must be included.
A photocopy of your Public Liability Insurance
with a minimum cover of £5,000,000
A copy of the food safety certificate for all food selling stalls
Copies of photographic I.D for the applicant and ALL assistants.
This must be either a valid passport or a valid driving licence.
Gas safety certificates.
All of the above items must be sent together and received by no later than Friday 13th July
2018. You should ensure you allow sufficient time for mail to be delivered by the deadline.
The Council shall accept no liability for any applications ‘lost’ in the post.
Applications can only be received by post since we are asking for passport-style
photos to be submitted.

                                                        Static Sound Systems
                                                        Official Guidance                 15
KEY CONTACTS
We are here to help facilitate Sound Systems and any other enquiries relating to Carnival. If
you have a question or need some support, please feel free to ask us!

Notting Hill      Organiser                 020 72219700    matthew@nhcarnival.org
Carnival Ltd
Notting Hill      Organiser                 020 72219700    tara@nhcarnival.org
Carnival Ltd
Notting Hill      Administrator             020 72219700    alison@nhcarnival.org
Carnival Ltd
Gallowglass       Gallowglass                               chrisvarney@gallowglass.com
                  Health & Safety

RBKC               Department               Telephone       Email
Greg Colley        Carnival Team - Events   020 7341 5119   carnival@rbkc.gov.uk
Helen Scally       and Street Trading       020 7341 5762
                                            020 7341 5147
                   Licensing Team – TENs    020 7341 5152   licensing@rbkc.gov.uk
                   or Premises Licence
                   applications and
                   enquiries
Keith Mehaffy      Noise Team               020 7361 3002   environmentalhealth@rbkc.gov.uk

                   Environmental Health –   020 7361 3002   environmentalhealth@rbkc.gov.uk
                   Health and Safety

Westminster        Department               Telephone       Email
Katherine Eaton    Carnival Team - Events   020 7641 2390   carnival@westminster.gov.uk
Salil Patel
Josie Pether
David Sycamore     Licensing Team           020 7641 6500   carnival@westminster.gov.uk
David Sycamore     Street Trading           020 7641 6500   carnival@westminster.gov.uk
Dave Nevitt        Noise Team               020 7641 2390   carnival@westminster.gov.uk
Dave Nevitt        Environmental Health     020 7641 2390   carnival@westminster.gov.uk

                                                 Static Sound Systems
                                                 Official Guidance                         16
Static Sound Systems
Appendix: A

Event Management
Plan Guidance
APPENDIX A
EVENT MANAGEMENT PLAN
GUIDANCE
It is good practice for event organisers to produce an Event Management Plan
for events big or small. This helps the local authority, key stakeholders and other
agencies to better understand your plans.
A TYPICAL PLAN SHOULD INCLUDE DETAILS OF THE FOLLOWING:

ABOUT YOUR SOUND SYSTEM
Name of the Sound System
Location and background information
How long has the Sound System been running for?
What kind of music will be played?
Capacity for the Sound System area – If you are operating under a TEN you are limited to a
capacity of 499 people – How is this being managed?
Audience Profile – What is the expected age / gender? How many people are you expecting
to attend your Sound System?

KEY CONTACTS
A table with contact details of organisers
Who has overall responsibility of the Sound System?
Who is responsible for Health and Safety of the public on the day?
It is important to provide contact details of at least two people responsible for the
Sound System on the day of the event. This is so the local boroughs can send you
important information where necessary.
Please ensure the numbers provided are correct.

                               Static Sound Systems
                               Appendix A · Event Management Plan               A2
TIMINGS
Breakdown of timings for the event build, performance and event breakdown.
This should also include load in and out timings, infrastructure build, staff deployment timings,
deliveries, vehicle movement (if necessary), sound checks.
 I.e. 14:00 – 15:00 Barrier delivery

SITE PLAN
When designing your site plan for your Sound System you should consider the
following aspects:
Location of any staging/temporary structures
Location of speakers and which direction they are facing
Barrier and general infrastructure locations including generators (all generators should be
barriered off to the public)
Type of barrier being used. For example: Mojo if you have a dense crowd / crowd at front of
stage and not lightweight barrier
Street trading locations / bar sites nearby which may impact crowd flow around your site
Emergency access – is there a clear route out in case of an incident?
Access routes to facilitate residents to get in and out of their properties or from one side of the
Sound System to the other. Think about including a sterile barrier between the Sound System
and the crowd to create an access route channel.
Are there any specific pinch points that cause crowding issues that could be reduced by
moving elements of the site plan around?

                                   Static Sound Systems
                                   Appendix A · Event Management Plan                    A3
WELFARE AND INFORMATION
As the Sound System organiser, you have a duty of care to look after the welfare
of the public in your area. Your plan should detail the procedures for how you will
look after vulnerable people at your Sound System
What is your procedure if you were to find a lost child? Or have a child reported as missing?
This should be documented and briefed to all of your volunteers prior to the event.
If someone were to fall ill at your Sound System do you have any welfare facilities? For
example, bottled water.
If there were an injury at your Sound System, how would this be handled? Who would you
inform?

COMMUNICATIONS PLAN
It is essential that stewards and organisers are able to communicate effectively
between each other, volunteers, and the public.
You should consider the below and document:
PRIOR TO THE EVENT
How are you advertising your sound system to the public?
How will you communicate with businesses and residents (see Business and Resident
engagement below)
STEWARD / VOLUNTEER COMMUNICATION
How will your team communicate on the day of the event? Will you have radios? Mobile
phones? A WhatsApp group?
Please note that the use of mobile phones can often be unreliable at large scale events
due to issues with reception and noise. The best form of communication is through radio
communications.
AUDIENCE COMMUNICATION
What methods do you have to communicate with the public at your Sound System?
Microphone? Loud hailers? Tannoy system? Screens with messaging?
CARNIVAL AGENCY TEAM
Prior to the event and once you have received your Highways Consent and Sound Board you
will be provided a contact telephone number to reach the Event Liaison Team (ELT) over the
weekend made of the different agencies and emergency services. You should call into the ELT
in the case of an emergency situation.

                                 Static Sound Systems
                                 Appendix A · Event Management Plan                 A4
NOISE
Your event management plan should document how you will manage the noise
from your Sound System during the event, build and breakdown.
It is good practice to log your noise levels at different points throughout the
event and keep a record. You can either hire sound measurement equipment or
download a sound measurement app on smart phone – however, using a smart
phone is less accurate.
Please ensure you inform the neighbouring properties about any sound-taking
or recording taking place in your business and residents engagement letter. This
should provide times of sound checks and weekend performance timings.
You should consider the below and document:

PRE − EVENT NOISE MANAGEMENT
     How will any noise be managed which occurs as part of the build of your Sound
     System?
     Consider the timings you schedule sound checks to cause minimal disturbance to
     neighbours. This should not be early morning or late at night.
     Consider which neighbouring properties will be affected by the noise from your Sound
     System. Have they all been consulted?
     When setting up your speakers consider the direction your speakers are facing, this can
     help control the movement of the crowd and contain movement in a specific location.

DURING THE EVENT NOISE MANAGEMENT
     How will you manage your noise levels during the event?
     Have the mobile phone number provided on the business and residents letter available
     to answer complaints about noise over the event period.

                               Static Sound Systems
                               Appendix A · Event Management Plan                 A5
CROWD DYNAMICS

If your Sound System is likely to attract a large number of participants or
spectators, you will need to consider how you will manage your crowd flow
and any crowding issues that may occur. Such plans are very important as an
emergency could involve rapid, large-scale movement of people with potential for
overcrowding and injury.
You should review past experience of crowds at the Sound System and areas are
aware may cause particular problems. Consider the below as part of your crowd
dynamics plan and document:
How many people usually attend your Sound System?
What direction do crowds flow to and from to access your Sound System? Is there a train
station nearby?
If you are operating on a TEN and are limited to a capacity of 499 people at your Sound
System how is this being managed? What mechanisms do you have in place should you
exceed this number to ensure you comply with your licence?
Are there any hazards that could cause crowding issues? Such as infrastructure, Street
furniture, food stalls or bars?
Identify any areas where crowds may be flowing against the direction of one another.
How would you manage the safety of the crowd in the event of an emergency? E.g. due to fire
or bomb threat.
How will you communicate with your crowd in case a situation arises? Clear, calm messages
from the DJ and stewards on the ground can help present dangerous situations arising.
Consider planning these messages prior to the event and including them in your plan. Another
tip is to change the tempo and volume of music to change crowd behaviour.
Consider how you will communicate with your staffing to provide the appropriate response if
a problem arose. This could be through radio or telephone communications.
You may need to keep certain areas clear of people, for example an area adjacent to a
means of escape. This can be done by barriering-off the areas or obstructing sight lines. For
example, side-stage sight lines can be reduced, so that people do not congregate in those
areas.

                                Static Sound Systems
                                Appendix A · Event Management Plan                 A6
SECURITY AND STEWARDING PROVISIONS
Depending on the size of your Sound System, you will need to ensure sufficient
stewarding resources are in place to help manage the public.
You should consider the below and document:
How the public attending will be managed?
How working areas, for example production compounds or backstage areas will be secured?
How an incident will be controlled?
How many security staff or stewards you will require and what level they are trained to?
Where your security staff or stewards will be located?
What hours your security staff or stewards will be employed including build and breakdown
times?
Have the key personnel been identified? e.g: Event Organiser, Health and Safety Manager,
Chief Steward, Stewards?
Have trained, briefed and clearly identifiable stewards been appointed? Hired Security must
be appropriately SIA (Security Industry Authority) trained?
If using volunteers, have they been briefed sufficiently?

You will need to write a Security/Stewarding Plan, detailing the planned staff
deployment. The easiest and most effective way to do this is to annotate a copy of
your site map.

                                Static Sound Systems
                                Appendix A · Event Management Plan               A7
BUSINESS AND RESIDENT ENGAGEMENT

A letter / leaflet should be distributed to all residents and businesses affected by
your Sound System area. This should include:
      Timings for load in, event timings, and breakdown information
      Details of how residents and business can access their homes / premises
      Information about any noisy works and sound checks
      A pre-event contact number should be provided so questions from the residents can be
      facilitated
      An on-the-day contact number should be provided in case of any resident access,
      emergency issues or complaints. This number should be contactable at all times.

Notting Hill Carnival Ltd are happy to help check over business and residents letters, please
contact alison@nhcarnival.org.
A copy of this should be in your plan with a list of streets consulted.
These should be distributed to the street your Sounds System is located on. If this is more than
one street you can issue one letter to multiple streets listing the locations.
You may want to consider wristbands to enable easy access through your barrier plans – it
must be clear that you are not restricting residents to a certain number of visitors but ensuring
vital access is maintained.

                                   Static Sound Systems
                                   Appendix A · Event Management Plan                   A8
SUPPORTING DOCUMENTATION
APPENDICES TO YOUR EVENT MANAGEMENT PLAN
The following supporting documentation should be provided as appendices to your
Event Management Plan:
Copy of Premises Licence / TEN confirmation
Risk Assessment
Public Liability Insurance policy (Minimum of £5 million)
Copies of contractor’s insurance policies and risk assessments
– barriers, security, generator, PA system.
Please refer to the Sound System Guidance document for a full list of documentation required
to gain highways consent and receive your sound board.

                                Static Sound Systems
                                Appendix A · Event Management Plan                A9
Static Sound Systems
Appendix: A

Example Event
Management Plan

              Static Sound Systems
              Appendix A · Event Management Plan   A10
NOTTING HILL CARNIVAL 2018
SOUND SYSTEM EVENT PLAN
SUNDAY 26 AUGUST & MONDAY 27 AUGUST

Name of Sound System

Location of Sound System

About Your Sound System

2. Key contacts
1. Full Name
Role and Responsibility
daytime mobile #

2. Full Name
Role and Responsibility
daytime mobile #

3. Full Name
Role and Responsibility
daytime mobile #

4. Full Name
Role and Responsibility
daytime mobile #

                           Static Sound Systems
                           Appendix A · Event Management Plan   A11
ORGANOGRAM OF LINES OF
COMMUNICATIONS & REPORTING

                Name

                Role

       Name

       Role

Name                                  Name

Role                                  Role

                Name

                Role

                       Static Sound Systems
                       Appendix A · Event Management Plan   A12
3.1      Timetable of delivery

Refer to Appendix A Page A3

Saturday 25 August

Time

Action

                                 Static Sound Systems
                                 Appendix A · Event Management Plan   A13
3.2      Timetable of delivery

Refer to Appendix A Page A3

Sunday 26 August

Time

Action

                                 Static Sound Systems
                                 Appendix A · Event Management Plan   A14
3.3      Timetable of delivery

Refer to Appendix A Page A3

Monday 27th August

Time

Action

                                 Static Sound Systems
                                 Appendix A · Event Management Plan   A15
4. Site Plan
Insert a labeled and to scale drawing of your site plan below.
For detailed guidance refer to Page 6 of the Static Sound Systems Event
management plan guidance, also Appendix A Page A3

                             Static Sound Systems
                             Appendix A · Event Management Plan           A16
Details of any electrical kit, infrastructure or vehicles to be used as part of your
Sound System:

                               Static Sound Systems
                               Appendix A · Event Management Plan            A17
5. Business and Resident Engagement

Insert copy of business and resident engagement letter and a list of locations where
the letter has been distributed.
for detailed guidance refer to Appendix A Page A8 of Static Sound Systems Official
Guidance

                             Static Sound Systems
                             Appendix A · Event Management Plan         A18
6. Security and Stewarding Provisions

Insert detail of stewarding provisions for your Sound System.
Refer to Appendix A Page A7- Static Sound Systems Official Guidance

7. Crowd Dynamics

Insert detail of your crowd management plan for your Sound System.
for detailed guidance Refer to Appendix A Page A6 of Static Sound Systems Official
Guidance

                             Static Sound Systems
                             Appendix A · Event Management Plan       A19
8. Noise Management Plans

Insert detail of your noise management plan for your Sound System.
Refer to Appendix A Page A5 of Static Sound Systems Official Guidance

9. Welfare and Information Plans

Insert detail of your welfare plan for your Sound System.
Refer to Appendix A Page A4 of Static Sound Systems Official Guidance

                            Static Sound Systems
                            Appendix A · Event Management Plan         A20
10. Communications Plans

Insert detail of your welfare plan for your Sound System.
Refer to Appendix A Page A4 of Static Sound Systems Official Guidance

11. Contingency and Emergency Plans

Insert detail of your welfare plan for your Sound System.
Refer to Appendix B – Emergency Procedures and Contingency Planning for detailed
guidance.

                            Static Sound Systems
                            Appendix A · Event Management Plan         A21
12. Supporting Documentation

Please attach the following supporting documentation:

Copy of Premises Licence / TEN confirmation
Risk Assessment
Public Liability Insurance policy (Minimum of £5 million)
Copies of contractor’s insurance policies and risk assessments – barriers, security,
generator, PA system.

                              Static Sound Systems
                              Appendix A · Event Management Plan         A22
Static Sound Systems
Appendix: B

Emergency Procedures &
Contingency Planning
APPENDIX B − EMERGENCY
PROCEDURES AND CONTINGENCY
PLANNING
Your emergency plan will detail what procedures you will follow in the event of an emergency
at your event.
What counts as an emergency? Examples of emergencies include:
Fire
Medical
Extreme Weather
Major crowd issue
Act of terrorism

INFORMATION THAT SHOULD BE INCLUDED IN YOUR
EMERGENCY PLANNING INCLUDES:
Suitable rendezvous points
– If you needed to evacuate your crowd in the case of an emergency, where would this
be? Agree a nominated meeting point for your staff and volunteers and ensure this is
communicated before the event.
Code words for use over open radios to avoid public panic
Emergency vehicle access routes
Venue evacuation routes
‘Show stop’ procedure
 – If you need to stop your Sound System performance, what will the procedure be and what
messaging will you give to the audience? It is helpful to pre-set these messages so they are
ready in case of an emergency.

IT IS IMPORTANT THAT ALL SOUND SYSTEM STAFF AND CONTRACTORS ARE TRAINED TO
UNDERSTAND THAT THEY SHOULD ALWAYS REPORT ANY ISSUE THAT GIVES RISE TO CONCERN
AND THAT SAFETY IS EVERYBODY’S RESPONSIBILITY.

The following guidance for suspect packages, acid attacks and firearm attacks should be
briefed to your Sound System staff and volunteers.

                                              Static Sound Systems
                                              Appendix B · Emergency Procedures     B2
Suspect Package
In the incident a suspect package is reported by any of your staff or a member of the
public, you should apply the HOT principles issued by the British Transport Police. If
you think an item is HOT please approach the nearest steward or police officer.

                                              Static Sound Systems
                                              Appendix B · Emergency Procedures      B3
Acid Attacks
In the incident of an acid attack the NHS have issued the following
guidance. In this instance please approach the nearest steward or
police officer.

                                              Static Sound Systems
                                              Appendix B · Emergency Procedures   B4
Fire Arms Attack
In the incident of a firearms attack the police have issued the following
guidance. In this instance please approach the nearest steward or
police officer.

                                               Static Sound Systems
                                               Appendix B · Emergency Procedures   B5
Static Sound Systems
Appendix: C

Risk Assessment Guidance
& Template
APPENDIX C
RISK ASSESSMENT GUIDANCE AND
TEMPLATE
This document will help assist you in the production and delivery of a risk
assessment which will help towards a safe event for Notting Hill Carnival in 2018
Firstly, for those that are not accustomed to writing risk assessments they are a step
by step guide for looking at risks for a particular activity and looking at ways to
minimising hazards within that activity
Risk assessments can be broken down to these elements for quantifying risk.
By law, a risk assessment must be ‘suitable and sufficient’, but it must also be
simple to understand and implement.
Step 1: Identify the task/hazard. What equipment, materials and chemicals will be used? Do
you have any electrical installations? What are the emergency procedures?
Step 2: Decide who could be harmed and how. Who will be affected by your work and be
most at risk? Think of your employees, contractors, exhibitors and visitors on or near your
stand. Safe working depends on co-operation between all the groups within the area. Take
this into account and consider necessary precautions on every aspect of the work being
carried out, which include training and the provision of information to all the different parties
who are at risk.
Step 3: Evaluate the risks. Once you have done this adequately, you can then decide on the
appropriate action. Ask yourself (a) Can the hazard be removed completely or the work done
in a different way? (b) If the hazard cannot be eliminated, can it be isolated, controlled, or
reduced? (c) Can protective measures be taken that will protect the entire workforce on site?
Protective clothing should be the last resort and is often not the only solution.
Step 4: Record the findings. Write down the findings of your risk assessment. Pass on
information about significant risks to those people identified in Step 2 and record the measures
you have taken to control those risks for future reference.
Step 5: Review your findings. This allows you to learn by experience and take account of any
unusual conditions or changes that occurred on site.
If you require any assistance completing the form
please email chrisvarney@gallowglass.com

                                                   Static Sound Systems
                                                   Appendix C · Risk Assessment
Notting Hill Carnival 2018 Appendix C – Risk Assessment Guidance & Template

                   Contractor General Information
                    (To be completed by the Supplier / Sound System)

Work Request
Name of group
Name of Responsible
Person (RP)
Contact telephone

Email Address
Date of works (From –
                                   /    /2018 –      /   /2018
To):
Equipment and
materials being
supplied:
(Inc. all plant / machinery &
equipment)
All documents to be provided in English

                                                                      Yes     No
Attached Documentation
Task-Specific Risk Assessment
Insurance Documentation – Public Liability Insurance
Power Plans – proof of Portable Appliance Testing (PAT Test)
Technical Drawings & Structural Calculations ( if relevant)

Additional Information / Comments

                                               Static Sound Systems
                                               Appendix C · Risk Assessment
Notting Hill Carnival 2018 Appendix C – Risk Assessment Guidance & Template

                      Reviewed by H&S Advisor
                         (To be completed by Safety Advisor)

RAMS Review
                          Author of RAMS Clear
                          Correct Company Name
                          Contact Details (Email & Phone)
                          Commencement / End Dates / Time & Duration
                          Risks identified
RA Review:                Risk Control measures documented
                          Workforce Identified (Numbers, Names etc)
                          Plant, Tools, Equipment & Materials to be used (Certification)
                          PPE identified
                          First Aid Provision documented

Comments /
Amendments
Required:

Review

                             Proceed with
                             Comment
Proceed                                                     Rejected
                             (Amendments
                             required)

H&S Advisor sign:
Print Name:                                 Date:

                                              Static Sound Systems
                                              Appendix C · Risk Assessment
Risk Assessment for Works

Risk Assessment

 5    5    10     15    20   25

 4    4    8      12    16   20

 3    3    6      9     12   15

 2    2    4      6     8    10

 1    1    2      3     4     5

      1    2      3     4     5

                                         Static Sound Systems
                                         Appendix C · Risk Assessment
Static Sound System
          Risk Assessment

                                                                                                                                                           Appendix C · Risk Assessment
                                                                                                                                           Static Sound Systems
Ref #   Hazard   Persons at Risk   What Might Happen?   Rating     Controls Measures and Further Precautions to Reduce Risk   New Rating
                                                        L S Risk                                                              L S Risk
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