This page is a copy of the management control document provided by Paul Knighton on 6th June 2019,  with contact details removed.

Contents:

1. Stewarding Arrangements
2. Fire Safety Policy and Procedures
3. Untoward Incident Procedures
4. Child Protection Arrangements
5. Alcohol Policy – Sales and Raffles
6. Safety Plan for Playzone and Inflatables Area
7. Safety Plan for Animal Petting Area
8. Risk Assessment and Control Measures
   

 

The purpose of this Control Document is to:

• Explain the purpose of the Fen Edge Festival
• Provide information about the events that will take place at the Fen Edge Festival
• Demonstrate that all aspects of the event have been risk assessed
• Outline the steps that have been taken to minimise risks

 

INTRODUCTION

The Fen Edge Community Association (Charity No. 293020) promotes the educational, recreational and leisure facilities for the residents of the Fen Edge Patch: Cottenham, Rampton, Landbeach, Waterbeach and Willingham (population 17,000). 

In 2004, the Fen Edge Community Association (FECA) believed that holding an event similar to that of the Cottenham Jubilee Celebrations in 2002 (organised by the Parish Council) would be beneficial to all of the five villages within the Fen Edge Patch. It was agreed that this event should take the form of a Family Festival.

The main purpose of the festival was to

• give a greater sense and understanding of our community,
• increase the opportunities for the residents of the FECA to enjoy, appreciate and participate in village life and,
• provide an opportunity to celebrate our community, its diversity and its cohesion.

The FECA Activities Committee formed a sub-committee to organise the Fen Edge Festival (FEF – known in previous years as the Fen Edge Family Festival or FEFF, now rebranded to widen its appeal to the young and old). The committee was made up from members of the FECA, volunteers from the local community and representatives from local organisations, clubs etc.

The inaugural FEFF took place in June 2005 and it has become a bi-annual event. Further events were held in June 2007, June 2009, June 2011, June 2013 and June 2015, June 2017. The next one, now FEF, is taking place from 21st to 23rd June 2019.

Fen Edge Festival 2019 21st – 23rd June

 

Chair / Sponsorship	Lucy Dumbrell
Facilities	Tom Wykes
Activities	Annabel Gerrard Croxon
Food stalls	Rebecca Norman
Stalls	Linda Cockburn
Treasurer/Website/ Publicity and Marketing	Bob Turner
Health and Safety	Paul Knighton
Stewards Coordinator	Will Stockford
Activities	Neil Gough
Activities	Paul Mappledoram
Electrician	Peter Haigh
The Venue: Lights and Sound	Simon Bye
Social Media	Amy Pledger
Petting Corner	Paul Smith
PA Announcers	Ben Shimmens (SATURDAY 10-12:15) Mark Nolan (SATURDAY 12:15-2.30) Eddie Murphy (SATURDAY 2:30-) – 07966 404813 Martyn Leeks (SUNDAY) Alan Leeks (SUNDAY)

 

 

PUBLICITY AND MARKETING

The FEF has a website which provides up-to-date information about the Festival and also has a presence on Facebook and Twitter. People may sign up for updates about the FEF.

In addition to the website, the event will be publicised via a delivery of the Event Guide to households in Cottenham, posters distributed around the villages in the Fen Edge Patch and banners which will be erected, mainly in Cottenham, closer to the event.

The FEF will also be publicized through press releases and editorial opportunities on TV / radio / press as well as uploading activity details to the various what’s on type websites.

The publicity and marketing activity will be complemented by regular e-mail bulletins to subscribers and editorial comment in the Cottenham Newsletter.

Links to website and social media (Ed: link to www.fenedgefestival.co.uk removed, as this merely redirects to the facebook page).

facebook.com/fenedgefestival

twitter.com/fenedgefestival

Programme

 

PLANS AND MAPS

Festival parking

There is some on-street parking available in Cottenham but these spaces will be under severe pressure during the Festival. We are making two car parks available for the weekend. Both will be well signposted and both will involve a short walk to the Village Green.

We will have a restricted number of parking spaces for Blue Badge holders along the road closure by the Village Green.

Car park Histon Road

If you are arriving from the direction of Cambridge or Histon, car park­ing will be available in a field on the approach to Cottenham on the left-hand side of Histon Road (B1049). If you are going out of Cottenham towards Cambridge, it will be on the right-hand side.

Car park Recreation Ground, Lambs Lane

Car parking will also be available at the Recreation Ground in Lambs Lane. Note: Limited spaces on paved area – Grass area should not to be used in wet conditions.

Please DO NOT park……

…….in Denmark Road on the side of the road running from the Chequers Public House to Telegraph Street (West side). If cars are parked on both sides, the bus cannot get through. There will be traffic cones indicating the zone in question.

…….in Rampton Road along the side of the Village Green. Parking in this area causes congestion and stops the flow of traffic. Again, cones will be placed in the area.

For a Plan of Cottenham Village Green and Cottenham Village College, please see the Festival Programme.

Here is a general layout of the Green:

 

Here is a general layout of the College:

 

Main Marquee – Daytime Friday 21st, Saturday 22nd and Sunday 23rd June 2019

 

Main Marquee – evening events : Friday 21st, Saturday 22^nd  and Sunday 23rd June 2019 (example layout)

 

 

SAFETY POLICIES

 This document contains guidance for all organisers of activities at the Fen Edge Festival and for all those concerned with the safety and well-being of people attending or participating in the festival. This includes: Lead Stewards, stewards and other people assisting organisers of activities.

Copies of individual policies will be disseminated to relevant parties.

STEWARDING ARRANGEMENTS

 Lead Safety Officers

Paul Knighton
Eileen Wilson

NB Main daytime activities 10-5.

Helpers start at 7.45 on Sat and Sun.

Minimum FEF steward requirements

Friday 21 June (Ed: corrected)
Times	No. stewards
08:00 -10.00	2
10:00 – 16:00	2
16:00 – 20:00	3
20:00 – 24:00	2 (plus security guard from 11pm)

 

 

Saturday 22 June (Ed: corrected)
Times	No. stewards
08:00 – 10:00	7
10:00 – 18:00	13
18:00 – 20:00	6
20:00 – 23:30	5 (plus security guard from 11pm)

 

 

Sunday 23 June (Ed: corrected)
Times	No. stewards
08:00 – 10:00	6
10:00 – 18:00	10
18:00 – 20:00	5
20:00 – 23:00	4 (plus security guard from 11pm)

 

The Fen Edge Community Association will provide stewards and First Aid cover for all events except for events where, after discussion, it has been agreed that organisers will provide their own First Aid cover and/or stewards.
 

THE ROLE OF STEWARDS

The role of stewards is very important and includes all aspects of public safety. They should be readily identifiable through the use of conspicuous clothing, visible under all lighting conditions, together with a badge. Clothing and badges will be provided.

There should be a ratio of 1:150 or 1:200 members of the public. However, these ratios may be increased where specific risks have been identified requiring a greater number of stewards.

There will be an identified Lead Safety Officer and Lead Steward at any time (see above) also identifiable by high visibility clothing and badges. All stewards will report to the Lead Steward in the Control Tent at the beginning and end of each shift. The Lead Steward will allocate duties and inform stewards of any potential hazards/risks that may occur during their shift, and the correct procedures to manage these.

All stewards will be provided with a handheld two way radio. During a steward’s shift they can report into the Lead Steward for advice and guidance about any concerns that they may have. In addition a steward can call in for back up, which the Lead Steward will then organise. The Lead Steward can liaise with the Lead Safety Officer at any time for advice and guidance.

When an alarm is raised or a call for back up is required, stewards will alert, in the first instance, the Lead Steward or, if the Lead Steward is already involved in a separate incident, the Lead Safety Officer, by a message stating what the incident is.

If direct reference to the type of incident is likely to cause upset or distress to bystanders, the steward may use a message that is coded as follows:

• Red – where there is immediate risk to health or safety or potential serious injury
• Amber – where there is a very urgent need for assistance or guidance but not involving a serious risk to health and safety
• Green – where there is a need for assistance but no risk of harm or injury to a member of the public or other participants

If the incident can be reported freely there is no need to use these codes.

Steward’s duties include:

1) Fire safety and prevention: Stewards will be instructed on the method and use of available fire-fighting equipment (see Appendix A of Fire Safety Policy).

• In the event of a fire the stewards must inform the Lead Steward of the location/cause of the fire.
• The stewards will be responsible for the safe evacuation/prevention of re-entry of/into the marquees in an emergency.
• The Lead Steward is responsible for calling the emergency services.
• In the unlikely circumstances of any bomb threat, a pre-agreed security word will be used and appropriate evacuation of the site/contact with emergency services made.

2) First Aid: Stewards should be made aware of the first aid provision in the form of two first responders based in the control tent.

• They will be responsible for assisting the public to access this service.
• In an emergency the steward will contact the Lead Steward who will contact the emergency services.

3) General safety of the site: Stewards will be responsible for ensuring the general safety of the public whilst at the Family Festival. They will:

• Be aware of the layout of the site and be able to assist the public by giving information about the facilities (see map).
• Be vigilant in relation to the prevention of fire. They will enforce the no smoking policy within the marquees.
• Monitor the entrance/exit of the marquees to prevent overcrowding and to maintain a clear gangway.
• Patrol the perimeter of the site to prevent the public straying into the roadways
• Discourage irresponsible parking around the site.
• Follow the guidance laid out in the child protection policy (see Child Protection Arrangements)

 

Appendix A

INFORMATION FOR STEWARDS

 Report to the Lead Steward at the Control Tent on the Village Green at the start of your shift

• You will be provided with a high visibility jacket and a two-way radio – instructions on use will be provided by the Lead Steward
• The Lead Steward will assign duties – however, duties may change during the shift depending on need
• There will be a changeover period of 15 minutes between one shift and another – this provides an opportunity for volunteers to ask any questions that they might have and for the Lead Steward to highlight any specific issues to be aware of
• For all legal, health and safety, policies, please go to the FEF website:

www.fenedge.co.uk/2019-fen-edge-festival-information-for-stewards/

 

General
Be aware of the layout of the site and assist visitors by giving information about the facilities (see map) and handing out event guides. Be aware of fire safety measures* including: Fire prevention measures What to do in the event of a fire Use of fire extinguishers Be aware of the first aid provision* Be aware of the Child Protection* Policy and the Untoward Incident* Procedure* Hand out wristbands for small children so parents/carers can write mobile numbers on them. However, do not impose this as a strict requirement. Some parent prefer not to do this. Respond to calls for back up from other stewards, the Lead Steward and the Lead Safety Officer. Assist with movements of vehicles on and off the Green during setting up and taking down       Marquees   Monitor the entrance/exit of the marquees to prevent overcrowding and to maintain a clear gangway. Numbers in main marquee not to exceed 499 including stewards, helpers and performers. Be vigilant regarding fire prevention measures.  Please help enforce the no smoking policy within and around the marquees. Assist in setting up seating as required. Assist in changeovers between activities. Be vigilant to help ensure that equipment such as generators, electrical equipment is not being tampered with.	Be aware of where alcohol sales are taking place during the event and that alcohol from sales or alcohol prizes from raffles may only be given to people aged 18 or over. Be aware of the Age 25 alcohol policy* Patrol the perimeter of the site to prevent the public straying into the roadways. Discourage irresponsible parking around the site. Check and empty waste bins when necessary. Pick up litter when necessary (gloves and litter pickers available in the Control Tent). Collect donations from members of the public (evening events)
	Toilets   Monitor the cleanliness of the toilets Replenish stock of toilet rolls/soap etc. Volunteers will occasionally be asked to clean the toilets during their shift.
	Animal Petting Be aware of the Animal Petting Safety Plan Help with setting up animal pens and one-way walkway Ensure that visitors adhere to notices about not smoking, eating or drinking during the visit Ensure that visitors keep to the one-way walkway Encourage all visitors to wash their hands and after the visit.
	Vehicles including steam, military and vintage   Assist people on and off transport Discourage behaviour that might cause damage or injury Ensure that no child rides alone

 

CVC and Road Crossing   Encourage people to use the pedestrian crossing between the Green and the Village College Help out on the crossing. Advise drivers that car-parking is available on Histon Road.

Parking Attendants   Ensure that drivers access and leave the site safely Assist drivers to locate a parking space Close the car park when full Advise drivers to park on residential roads when Histon Road car park is full.

 

This is the 2015 layout, just to show position and permanent features

 

 

 

 

 

 

 

 

 

 

 

FIRE SAFETY POLICY AND PROCEDURES

FIRE SAFETY ADVICE

Marquees

Access and crowd safety

• Marquees are strictly NO SMOKING AREAS.
• Each exit will be clearly identifiable. If this is not the case please contact the Lead Steward or the Lead Safety Officer.
• In the main marquee 4 exits must be maintained at all times. These must be 195cm wide and kept clear of any obstructions. In the second marquee there must be 2 exits, 105cm wide.
• Door flaps when down should hang loose and open outwards by parting at the centre of the exit. If it is necessary to close the door flaps, they should be loosely tied, and an attendant should be on duty at each exit.
• Fire points will be located around the marquees. All organisers and their associates should make themselves aware of the fire point and familiarise themselves with the equipment
• The maximum number of people permitted in the a) main marquee on the Village Green is 400 seated and 499 standing, and in b) second marquee (The Venue and Beer Tent) is 80 seated and 120 standing.
• Gangways leading to the marquee exits shall not be less than 110cm wide and will be kept clear of any obstructions at all times.
• If rows of seating are to be provided, no seat is to be more than 3.6m away from a gangway and the gangway must not be less than 110cm wide. The space between rows will not be less than 30cm measured from the back of any seat to the front of any seat, immediately behind.

Electrical equipment and cables

• All electrical equipment should be in accordance with the Institute of Electrical Engineers Regulations and should have been checked by a competent electrician prior to the event.
• All electrical equipment must be in a safe condition and suitable for the type of use e.g. if in the open air where it may get wet,
• All supply cables must be positioned so they are not liable to physical damage e.g. not through doorways, across the surface of walkways.
• All trailing cables should be kept to a minimum length and securely covered.
• All cables must be positioned so as not to cause a trip hazard.

Cooking and heating appliances and combustible materials

• Cooking and water heating appliances should be positioned well clear of marquee walls/roof and other combustible materials (minimum of 2m).
• Where ‘bottled gas’ is used, the cylinders should be sited outside of the marquee. Similarly, generators must be sited outside the marquee. At all times, such equipment must be supervised and handled by persons fully conversant with manufacturers’ instructions.
• Under no circumstances can candles or similar naked flames be used within or around marquees.
• All organisers and their associates will be aware of what to do in the event of a fire (see below) and of the stewards’ role in relationship to fire safety.
• Any decorations, including scenery etc. shall be rendered and non-flammable (BS5651, BS5438(1980) and BS5867(1980))

Cottenham Village College

• Cottenham Village College has its own fire risk assessment and the following applies to the areas of the College being used for FEF activities

Fire Alarm System

• The means of giving warning in the event of fire is provided by an addressable mostly manual fire alarm system with some automatic detector coverage. The system is tested and maintained in accordance with BS 5839. There is a link via Redcare to an alarm receiving station.

Main Entrance and Reception

Means of Escape

• The means of escape from fire is considered to be satisfactory for members of staff and pupils. This part of the school is a single storey building which is linked to the three storey block by a single storey extension. The building houses office accommodation and toilets, main hall, common room, lecture room, medical room, reception, kitchen, dining hall, gym and changing rooms, staff room and an IT suite. There is a maximum travel distance in a single direction of approx 15m from the lecture room. A fire exit is available through the common room creating an alternative direction of escape from the admin corridor. Alternative escape routes are available from most areas and travel distances are within acceptable limits. Acceptable emergency lighting coverage.

Control and Extinguish

Fire extinguishers in strategic places around the building. 75mm Fire hydrant situated on green by pond. Limited open water supply in pond. Fire Service Access good.

Sports Centre and Dance Studio

Means of Escape

• The means of escape from fire is considered to be satisfactory for members of staff and pupils. This part of the school is a single storey stand-alone building with sports hall, fitness suite, changing rooms, reception and office. There is a maximum travel distance in a single direction of approx 6m from the office. Alternative escape routes are available from most areas and travel distances are within acceptable limits.

Control and Extinguish

• Fire extinguishers by exits.

 

WHAT TO DO IN THE EVENT OF A FIRE.

If there’s a fire, you have no time to spare. You need to know exactly what to do next.

Alert everyone

1. Make sure everyone in the area knows there is a fire.
2. Inform the Lead Steward and Safety Officer using the code “red”.

Get everyone out and gather at the muster point.

• Don’t delay for valuables.
• Don’t investigate the fire.
• The muster point is at the Cottenham Village College Car Park, in front of the pond.

Call 999 when you are safe

Don’t go back in
Not for anything.

Fire extinguishers

Make sure you have the right type of extinguisher

There will be three types of fire extinguisher available in the marquees.

3 x CO2 extinguishers

1 x Foam extinguisher

5 x Water extinguishers

The foam extinguisher is for barbecues and similar open fires and the CO2 extinguishers are for the Main Marquee, The Venue and the Control Tent where the electrical equipment is located. The water extinguishers are for general use in the Main Marquee, Control Tent, Venue and First Aid Tent.

Water based extinguishers are for ordinary combustible materials such as paper, wood, cardboard, and most plastics. Only fight the fire if you’re certain it only contains ordinary combustible materials.

Never use a water extinguisher on grease fires, electrical fires or chemical fires – the flames will spread and make the fire bigger!

Carbon Dioxide (CO2) extinguishers are used for fires involving flammable or combustible liquids and fires involving electrical equipment such as appliances, wiring, circuit breakers and outlets.

Foam extinguishers provide a great option for Class A and Class B fire fighting, including those fires that are caused by the ignition of materials such as wood, paper and fabric as well as liquids such as paints, petrol and oils. The foam is emitted from the foam extinguishers and this forms a seal on the burning surface of the material or liquid, which cools and stops re-ignition.

How to use a fire extinguisher – remember P-A-S-S

Pull the Pin at the top of the extinguisher. The pin releases a locking mechanism and will allow you to discharge the extinguisher.

Aim at the base of the fire, not the flames. This is important – in order to put out the fire, you must extinguish the fuel.

Squeeze the lever slowly. This will release the extinguishing agent in the extinguisher. If the handle is released, the discharge will stop.

Sweep from side to side. Using a sweeping motion, move the fire extinguisher back and forth until the fire is completely out. Operate the extinguisher from a safe distance, several feet away, and then move towards the fire once it starts to diminish. Be sure to read the instructions on your fire extinguisher – different fire extinguishers recommend operating them from different distances. Remember: Aim at the base of the fire, not at the flames!!!!

UNTOWARD INCIDENT PROCEDURES

WHAT TO DO IN THE EVENT OF AN UNTOWARD INCIDENT – GUIDANCE FOR STEWARDS AND ACTIVITY ORGANISERS

An untoward incident can be anything from a minor injury, such as a cut/sprain/, through to a major incident such as fire. Therefore we would advise you to complete the following for any untoward incident:

1. Assess the severity of the untoward incident and decide on the best course of action i.e. are emergency services required/is first aid required.
2. Inform the Lead Steward/Lead Safety Officer immediately and ask them to contact emergency services/arrange first aid.
3. When informing the Lead Steward/Lead Safety Officer please use the red, amber and green codes, where appropriate, to reflect the relative severity of the incident. If in doubt, use the higher severity code.
4. As soon as possible after the event, complete the ‘report of an injury or dangerous occurrence’ form – available from the Lead Steward in the Control Tent. Please make yourself familiar with the information required by this form. This form structure is taken from the Health and Safety Executive; please remember that it has to cover all eventualities. These forms will be kept in the safety policy file, which can be located in the control tent.

 MAJOR INCIDENT/EVACUATION POLICY

This section describes the procedure for dealing with a major incident that would require evacuation of part of or the entire FEF site.

A major incident is any emergency that requires the implementation of special arrangements by one or more of the emergency services, the NHS or the local authority for:

• The initial treatment, rescue and transport of large numbers of casualties;
• The involvement either directly or indirectly of large numbers of people;
• The handling of large number of enquiries likely to be generated both from the public and the news media, usually to the police;
• The need for large scale combined resources of two or more of the emergency services;
• The mobilisation and organisation of the emergency services supporting organisations, e.g. local authority, to cater for the threat of death, serious injury or homelessness to a large number of people.

The FEF takes place on a site that is open and, should a major incident arise, the most likely places that would need to be evacuated are the main marquee, the Village College or the Village Green.

The smaller marquees situated at the front of Cottenham Village College will host a small number of events/visitors. This could increase if the Adverse Weather Contingency Plan is brought into action.  The evacuation procedure will apply in all instances of a major incident.

Major incident and evacuation procedure

Should a major incident be reported or come to the attention of a Steward a report must be made immediately to the Lead Steward and the Lead Safety Officer

The Lead Steward will call the appropriate emergency service and instruct which stewards should attend the incident

The Lead Steward, reporting to the Lead Safety Officer, will be responsible for:

• Liaising with the emergency service
• Liaising with the committee
• Receiving reports from and directing stewards

Procedure to be followed 

1. In a Marquee, all safety exits must be tied back and sides rolled up;
2. In the Village College, Fire Exits will be fixed open and Stewards will guide visitors to Fire Exits;
3. Stewards will direct visitors away from the incident and instruct them to gather at the assembly point or, if appropriate, instruct them to leave the site altogether.
4. The Lead Steward/Lead Safety Officer will arrange for an announcement to be made over the public address system as follows: Ladies and Gentlemen – please listen – this is an important safety announcement. 

For your health and safety, will you please follow the directions of the stewards wearing hi-visibility jackets. They will guide you to the muster point.  Please walk and do not panic and leave in the site in an orderly fashion.

6. If the incident is a fire and if there is no likelihood of personal risk, an attempt should be made to extinguish the fire with an appropriate extinguisher.
7. Stewards will ensure that no-one is left in the area of the incident and will set up an exclusion area with fencing pending the arrival of emergency services. 

The assembly point is at the front of the Village College by the pond.

As the site of the FEF is open, most people may decide to leave the area and they should be encouraged to do so unless this is likely to result in further hazard or unless specific people are required to act as witnesses.

Report of an injury, untoward incident or dangerous occurrence

This form must be filled in by an organiser or other responsible person.

About the reporting individual

What is your full name?  ………………………………………………………………………………………………

What is your telephone number?  ……………………………………………………………………..…….

What organisation are you representing? ……………………………………………………..………

What was your role? …………………………………………………………………………………..………………

About the incident

On what date did the incident happen? ………………../………………………/…………………….

At what time (24hr clock)?  ……………………………………………………………………

Where?  …………………………………………………..……………………

…………………………………………………………………………………………………

About the injured person.

What is their full name?  ……………………………………………………………………………………………..

What is their home address?………………………………………………………………………………

………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..……….

What is their home phone number? …………………………………………………..……………………..

How old are they? ……………………………………………………………….

Are they male/female?

Were they A) a volunteer, or B) a member of the public?                          A      B

About the injury.

What was the injury? ……………………………………………………………………….………….……………….

What part of the body was injured? …………………………………………………..…………………….

Did the injury mean that the person a) had to be taken from the scene of the accident to a hospital for treatment, or b) was given first aid at the scene?                                                                                                        A   B

Did the injured person become unconscious/need resuscitation/ remain in hospital for more than 24hrs/none of the above.

 

About the kind of incident.

Please indicate one that best describes what happened.

 

	Contact with moving machinery
	Hit by moving, flying or falling object
	Hit by a moving vehicle
	Hit something fixed or stationary
	Injured while handling, lifting or carrying
	Slipped, tripped or fell on the same level
	Fell from a height. What height?	meters
	Trapped by something collapsing
	Drowned or asphyxiated
	Exposed to, or in contact with, a harmful substance
	Exposed to a fire
	Exposed to an explosion
	Contact with electricity or an electrical discharge
	Injured by an animal
	Physically assaulted by another person
	Another kind of incident

 

Describe what happened.

Please give as much detail as you can. For instance the events that lead to the incident, the part played by people, what the injured person was doing and any action taken to prevent a similar incident.

 

Signature:                                       Date:

 

 

 

CHILD PROTECTION ARRANGEMENTS

 

CHILD PROTECTION POLICY

The Fen Edge Community Association (FECA) fully recognises the contribution that it must make towards the protection of children whilst they are at the Family Festival. There are two main elements to our policy, prevention and procedures for identifying and reporting cases or suspected cases of abuse. Our policy applies to all the stewards and helpers working at the Fen Edge Festival (FEF).

PREVENTION:

The FECA recognises that good lines of communication are essential in helping to prevent abuse. Therefore the FECA will:

1. Provide free wristbands for small children and encourage parents/carers to write a contact telephone number on the wristband;
2. Remind parents/carers that they are responsible for the children in their care, unless they have been informed otherwise;
3. Ensure that at all times there will be a Lead steward or Lead Safety Officer with particular responsibility for dealing with lost or missing children;
4. Encourage all stewards to be alert for any child that may have become separated from their parents and to be aware of the Lost/Missing Child Policy and Procedure;
5. Inform the general public, that if they need assistance, they can approach a steward, who should be able to assist them, and
6. Inform the general public what procedures the FECA has put in place in order to promote their safety whilst at the FEF.

PROCEDURES: LOST CHILD

If a steward becomes aware of a lost child they will:

1. Inform the Lead Steward and seek the immediate assistance of another steward so they are not left in sole charge of any child.
2. Reassure the child that they will be safe and that their parent/guardian/carer will be found in due course.

The steward, with the assistance of one other steward will:

1. Establish the name and age of the child and name of the child’s parent/guardian/carer.
2. Encourage the child to look around and see if they can identify their parent/guardian/carer. During this time encourage them to describe what their parent/carer looks like, what they were wearing and where they last saw them.
3. If unsuccessful in identifying the parent/guardian/carer, the two stewards will escort the child to the Control Tent.
4. One steward will remain with the child and the Lead Steward.
5. If the child is wearing a wristband with a telephone number, the Lead Steward will contact the number and alert the parent/carer to the fact that their child has been found.
6. If there is no response or if the child is not wearing a wristband, the Lead Steward will arrange for an announcement to be made on the PA system that there is a lost child of ‘x’ description – without disclosing the child’s name. This announcement will be made repeatedly (5 minute intervals) for half an hour.
7. If a person comes forward stating they are the parent/guardian/carer, during this time, they must confirm the name, age and address (if known) of the child and show ID.
8. It will be important for the Lead Steward and accompanying steward to ensure that the child recognises the person who comes to claim him or her.
9. If no parent/guardian/carer comes forward during this time social services/police will be notified and the child handed over to their care.

PROCEDURES: MISSING CHILD

If a person reports a child as missing, the steward will:

1. Refer the person to the Control Tent;

The Lead Steward will:

1. Take details of the missing child, such as age, gender, appearance, where last seen.
2. Alert stewards via the two-way radio of a missing child and provide details as in b).
3. If no positive response has been received within 2 minutes, the Lead Steward will make arrangements for an announcement to be made over the public address system stating that:

there is a missing child and providing details as at b) but avoiding personal details such as the child’s name.

1. Advise those present to report to a steward or Control Tent if they have seen the child or know of the child’s whereabouts.
2. Repeat the announcement at 5 minute intervals.

• When the child is found, paragraph a) of the LOST CHILD procedure (above) will apply and the child should be accompanied by two stewards to the Control Tent. The Lead Steward with the second steward will reunite the child with the parent/carer. Where relevant, a further announcement will be made to the general public to call off the search.
• If, after 20 minutes, the child has not been found and the parent/carer has not already called 999, the Lead Steward will, in consultation with the parent or carer, call 999.

 

 PROCEDURES: ALLEGED/SUSPECTED ABUSE

If a child informs a steward that they are being abused, or if any person, whether a volunteer or a member of the public, has suspicions regarding child abuse, the steward receiving the report or witnessing the incident should:

1. Seek the immediate assistance of another steward as they must not be left in sole charge of any child.
2. Contact the Lead Steward to ask them to call the Lead Safety Officer (Nominated Representative) stating briefly that assistance is required regarding a child protection issue.
3. The Lead Steward will ask the Lead Safety Officer to attend the Control Tent.
4. The stewards should listen to the child, taking care to be calm and reassuring and also ask the child to look around to see if they can see their parent or carer.
5. If no parent or carer is in the vicinity, the stewards, accompanied by any witness to the incident, should take the child to the Lead Steward in the Control Tent.
6. The Steward who was approached by the child and any other witnesses to the incident should stay at the Control Tent until the incident has been dealt with.
7. If the child is wearing a wristband, the Lead Steward will contact the parent/carer and inform them of the child’s whereabouts. If the child is not wearing a wristband or the call is unsuccessful, the Lead Steward will try to establish the child’s name, the name of their parent or carer and address, if possible.
8. Allow a child who is freely recalling significant events to recount what has happened but do not press for detail beyond what is minimally necessary to be clear that some form of abuse is being described.
9. If there is a witness, allow them to recount what it was that was cause for concern.
10. Tell the child that there are people who can help.
11. Tell the child that he/she was right to tell you.
12. All parties to the incident should write down what has been said immediately afterwards, using the child’s words as far as possible, and what you as the Steward/Lead Steward/Lead Safety Officer said in response. Separate what has been actually said from the interpretation you place on it.
13. All parties should sign and date what they have written.
14. The Lead Safety Officer will decide, in discussion with the child’s parent/carer, if appropriate, the further action to take. For example, whether the Police should be involved or whether it would be appropriate to consult with Social Services and send a copy of the written report to Social Services Department.

PROCEDURES: BULLYING/INTIMIDATION

When dealing with bullying and intimidation, the FECA acknowledges that the response will depend upon the severity of the incident. In all cases the priority is to avoid an escalation in bullying or intimidating behaviour.

1. If a steward is confronted by an incident involving bullying or intimidation, they will call for assistance from another steward.
2. Together they will explain that the behaviour exhibited is inappropriate and should cease. At this point the person, to whom the inappropriate behaviour was directed, should be taken to the Control Tent to complete an untoward incident form, if required.
3. If the person/persons are not prepared to follow this advice, the perpetrator/s will be reminded again that the behaviour is inappropriate and should cease, and that if it does not they will be asked to leave the area immediately.
4. An additional steward should be called at this point and the Lead Steward informed of the situation, giving details of person/persons involved and the incident to date.
5. If the behaviour does not stop, the person/persons will be asked to leave.
6. If this advice is not followed and due to the severity of the behaviour the police should be called.

 

 ALCOHOL POLICY – SALES AND RAFFLES

 FECA has a Temporary Event Notice Reference:

TE6760 which applies

Friday, Saturday, Sunday 21st – 23rd June 2019

from midday to 23:00 on each day

to cover the events with music and sales of alcohol as per the FEF programme (to be sent on once a pdf is ready).

Stewards and anyone engaged in the provision of alcohol during any of the events set out above or as part of a raffle should familiarize themselves with the following: 

• Where the organiser of an activity is providing alcohol as a prize e.g. a bottle stall or wheelbarrow of booze, tickets that are intended to give rise to a prize containing alcohol must not be sold to any person under 18.

• Where a raffle has a mixture of prizes, some of which are alcohol, if a person aged under18 wins such a prize, the prize must be collected by the person’s parent or carer or another responsible adult aged over 18.

Under the terms of the Licensing Act 2003, the following are offences and non-compliance would result in a fine on conviction:

• the sale or supply of alcohol to children under 18 years of age
• allowing the sale of alcohol to children under 18
• knowingly allowing the consumption of alcohol on the premises by a person aged under 18
• allowing disorderly behaviour on the premises
• the sale of alcohol to a person who is drunk
• obtaining alcohol for a person who is drunk
• knowingly allowing a person aged under 18 to make any sale or supply of alcohol unless the sale or supply has been specifically approved by the premises user or any individual aged 18 or over who has been authorised for this purpose by the premises user; and
• knowingly keeping or allowing to be kept on the premises any smuggled goods which have been imported without payment of duty or which have otherwise been unlawfully imported

So, if in doubt, please ask for proof of age if you are not certain that the person is aged 18 or over.

Drinkaware signs must be displayed where alcohol is on sale. Anyone who appears to be under age 25 can be asked to provide proof of age.

 

 

 

 

 

 

 

 

 

 

 

SAFETY PLAN FOR PLAYZONE AND INFLATABLES AREA

 General Points:

• Adhere to the Instructions for Use of Inflatables (attached)
• Awareness of child protection policy
• Although every precaution is taken to prevent an untoward incident, children will remain the responsibility of their parent/guardian/carer at all times
• First Aid cover will be available on the Green next to the Control Tent
• The whole Playzone area will be fenced off and there will only be one point of entry/exit.
• Should an injury, accident or incident occur, please complete an Untoward Incident Form (Available from the Control Tent)

 Inflatables Area:

• This area will be fenced and with a separate entrance/exit.
• The entrance will be supervised by a responsible adult.
• There will be signs reminding parents/carers to remove shoes and any sharp objects i.e. badges/belts etc. These items will remain the responsibility of the adult accompanying the child.
• Only (number to be determined) children will be allowed into the inflatables area at one time.
• There will be a responsible adult allocated to the inflatables, who will ensure that the children are playing safely.
• The responsible adult will be easily identifiable and will have a whistle to use if necessary in order to maintain control. They will also have guidelines about their role and responsibilities.
• The children will have a time limited period within the bouncy castle area. This is at the discretion of the supervisors.
• There will be crash matting at the base/on/off points of the inflatables.
• There will be signs stating that children remain the responsibility of the parents/guardians/carers at all times.

Ride-on Toys:

• This area will be fenced off and there will be one entrance/exit
• This area will be supervised by a responsible adult.
• At busy times the supervisor will manage the number of children in the area at one time.
• Parents/guardians/carers will be encouraged to supervise their children when in this area.

 Tractors, steam engines:

• Children will be assisted on and off of these items, by a responsible adult.
• Parents/guardians/carers will be encouraged to supervise their children when in this area.

 Face Painting/Cake stall

• There will be signs displayed reminding people to check for possible allergies.

SAFETY PLAN FOR INFLATABLES

 General Points:

• Adhere to the Instructions for Use of Inflatables (below)
• Awareness of child protection policy
• Although every precaution is taken to prevent an untoward incident, children will remain the responsibility of their parent/guardian/carer at all times
• First Aid cover will be available on the Green next to the Control Tent
• Should an injury, accident or incident occur, please complete an Untoward Incident Form (Available from the Control Tent)

Inflatables Area:

• This area will be fenced and there will be a separate gated entrance and exit.
• The entrance will be permanently manned by a responsible adult.
• The entrance will be divided into fenced queues. One for under 5’s, one for each of the inflatables.
• Children will remove their shoes and any sharp objects i.e. badges/belts etc whilst in the queue. These items will remain the responsibility of the adult accompanying the child.
• Only (number to be determined) children will be allowed into the inflatable area at one time.
• There will be a responsible adult allocated to each inflatable, who will ensure that the children are playing safely.
• The responsible adult will be easily identifiable and will have a whistle to use if necessary in order to maintain control. They will also have guidelines about their role and responsibilities.
• The children will have a time limited period within the inflatables area. This is at the discretion of the supervisors.
• There will be crash matting at the base/on/off points of the inflatables.
  

INSTRUCTIONS FOR USE OF INFLATABLES

 Please be aware of the following rules for safe use of the equipment 

1. The unit is designed for use by children, 14 years and under only.

2. The inflatable should be supervised by a responsible adult at all times.
3. No food, drinks or chewing gum to be allowed on or near the inflatable.
4. All shoes, glasses, jewellery, badges MUST be removed before using this inflatable.
5. No pets, toys or sharp instruments are allowed on or near the inflatable.
6. NO FACE PAINT, party poppers, coloured streamers or silly string to be used either on or near the inflatable.
7. No smoking or barbecues near the inflatable.
8. Climbing, hanging or sitting on walls is DANGEROUS and must not be allowed.
9. Always ensure that the inflatable is not overcrowded and limit numbers according to the age and size of the children using it. To avoid injury, try to avoid large and small children from using it at the same time.
10. Ensure the children are not pushing, colliding, fighting or behaving in a manner likely to injure or cause distress to others.
11. If the inflatable is not being used for any part of the day, please switch off the fan at the mains. Before doing so, please ensure all children are off the inflatable. If it rains, please leave the inflatable inflated and please cover the electrics to avoid an electric shock.
12. Do not allow anyone to bounce on the front safety step as children could easily bounce off the inflatable and get hurt. The step is there to assist users in getting on or off only.
13. Ensure than no-one with a history of back or neck problems or who suffers from a heart complaint uses the inflatable or anyone who is feeling unwell or suffering the effects of alcohol or drugs.
14. Do not allow anyone to be in the inflatable during inflation or deflation as this is DANGEROUS.
15. Ensure that children are not attempting somersaults and are clothed appropriately and that nothing can fall out of their pockets.

 

 

SAFETY PLAN FOR ANIMAL PETTING AREA.

 

Although ill health following visits to open farms is unusual, it is imperative that the following guidance is adhered to, to minimise the risk to the general public who visit the petting area at the Fen Edge Festival.

• High standards of cleanliness must be maintained in and around the petting area. For example, once the petting area is set up and the fencing that is used to pen the animals is in place, the fencing will be disinfected and if at a later time becomes contaminated with faeces it must be cleaned immediately using disinfectant. If an animal in the petting area defecates, the faeces will be removed to the allocated site, away from the access of the general public.
• The penned animals will not be able to gain access to the walkway that the general public will take through the petting area, thus reducing the likelihood that the walkway will become contaminated with faeces. This walkway will be one-way and will also have been covered with straw saturated in disinfectant. If, in the extremely unlikely circumstances that, the walkway becomes contaminated, the petting area will be temporarily closed, the contaminated straw removed and clean straw replaced. (Please see Appendix A for plan of walkway)
• The entrance to the petting area will be manned continuously by a responsible adult. This person will be fully briefed on the risks and what the general public entering the petting area are/not allowed to do (see appendix B).
• At the entrance to the petting area there will be clearly visible signs (see Appendix C) informing the general public of the risks, the control measures put in place to prevent these risks and their responsibilities in relationship to their own well-being.
• Throughout the petting area there will be signs reminding the general public not to feed the animals, not to put fingers in their mouths, not to eat/drink whist in the petting area and that it is a no-smoking area.
• Each penned animal will be supervised by its owner, who will be responsible for ensuring that any contact between the general public and their animal is safe.
• Once the general public have walked through the petting area, they will be guided to the hand-washing facilities. This will be a portable hand-washing unit with warm running water and antibacterial soap. In this area there will be signs instructing the general public to wash their hands prior to leaving the petting area.
• All eating areas are situated well away from the animal petting area. The eating area is situated near to the main toilet provision and signs will be placed in this area, reminding those that have visited the animal petting area, that they must wash their hands prior to eating.

 

Appendix A

APPENDIX B – BRIEFING MATERIAL FOR STEWARD MANNING THE ENTRANCE OF THE PETTING AREA

Those entering the petting area may be exposed to the bacterium, E-coli, or other harmful micro-organisms. These can potentially cause severe disease and even be fatal. (Please see attached information sheet for more information). Therefore it is essential that you follow the guidance laid out below:

• As visitors enter the petting area please draw attention to the information signs.
• Remind people that they are not allowed to take food or drink into or smoke within the petting area. Remove any visible items and assure people that they can collect these after they have gone through the area.
• If any persons refuse to take note of the information signs or to hand over items, you must refuse them entrance. If they become hostile please call for back-up using your two way radio. The Lead Steward/Lead Safety Officer will come and address the matter.
• Only allow 20 people in the petting area at one time. When someone leaves the petting area, you may allow another person in. This will mean that there will be enough time (approximately 20 minutes) for people to look around and that if the entrance/exit rate is staggered, each person should not have to wait for more than a couple of minutes to access the hand washing facilities i.e. 20 people who take 2 minutes each to wash their hands, equals 40 minutes, divided by 20 minutes to walk around the area, equals two people accessing the two toilets per two minutes.
• As people enter the petting area, please verbally remind them to wash their hands at the end of their visit.
• As people enter the petting area, please remind them that there is a one-way route around the attraction.

APPENDIX C – SAMPLES OF SIGNS TO BE USED IN THE ANIMAL PETTING AREA

 

 

 

RISK ASSESSMENT AND CONTROL MEASURES

 

Risk Assessment

All activity providers and stallholders have been asked to provide (Annex A):

• A risk assessment of their activity or stall – either using the Fen Edge Festival template or their own if they are a commercial provider.
• A current Public Liability Insurance policy for their activity or stall
• A copy of any relevant certificates e.g.
  • Safety certificates for equipment, marquees, inflatables.
  • A gas safety certificate where they are using gas equipment.
  • A current food handling certificate, if they are preparing and serving food.

All activity providers and stallholders have been provided with a Health and Safety Checklist containing “on the day” instructions and safety information about the Fen Edge Festival. (Annex B and Annex C)

Annex A

RISK ASSESSMENT INFORMATION – FEN EDGE FESTIVAL 2019

 Friday 21st, Saturday 22nd and Sunday 23rd June 2019 – 10.00am to 11.00 pm

Cottenham, Cambridge

Dear Activity Provider/Stallholder,

The organisers of an event like the Fen Edge Festival must make sure that all reasonable steps are taken to avoid or reduce the risk of anyone visiting, working or volunteering at the event from coming to any harm. The standard way of achieving this is to carry out a risk assessment for each activity.

We are asking each person who is providing an activity or running a stall at the event to complete a risk assessment and to return a copy at the same time as their booking form. If you already have a risk assessment for your stall or activity, please send a copy of that. Otherwise, please use the form below.

The standard process for a risk assessment is to think about:

• potential hazards associated with the activity that may cause harm;
• the likelihood of the hazard arising;
• how severely someone could be injured; and
• the measures that need to be put in place to reduce/avoid the risk

Once the activity has been assessed for risk, the person in charge of the activity should work out how to put the planned action into practice and keep a written record of the plans.

The form attached will take you through the risk assessment process step by step.

Please don’t be put off by the number of pages – if you take it step by step it shouldn’t take you much longer than 10-15 minutes.

Once we have received your form, we will record, in the Health and Safety folder that will be sent to South Cambridgeshire District Council, the control measures that you have agreed to put in place.

We will also send you a Risk Assessment Agreement that will contain generic control measures applying throughout the Festival as well as your own measures.

If you have any problems or any questions please contact:

 

(Ed: risk assessment forms not included)

RISK ASSESSMENT FORM – FEN EDGE FESTIVAL 2019

 

FIRE RISK ASSESSMENT FOR:	Fen Edge Festival, Cottenham Green and Cottenham Village College
Establishment: The village green and village college front grounds	Assessment by:   Paul Mappledoram	Date:   1st May 2019
Review Date:	Safety officer approval:   Paul Knighton	Date: 25th May 2019

 

Hazard / Risk	Normal Control Measures	Are Normal Control Measures Y/N/NA
		In Place	Adequate
Main BBQ	This is a gas BBQ run by an external entity. Risk assessment will be sought. Site away from combustible material such as board and paper waste, and maintain a safety margin with other stallholders. Stewards to remain vigilant.	Y	Y
Portable BBQs	None present at previous events. Their use is discouraged but we cannot prevent their use. Stewards should monitor and advise as necessary.	Y	Y
Food stalls	All stalls will have their own risk assessment and precautions. Stalls are sited clear of obvious combustible materials	Y	Y
Generators	Should be sited clear of obvious combustible materials and operated within their recommended output range. Vigilance required if sited on dry grass.	Y	Y
Hot exhausts	Can be a hazard if near dry/dead vegetation. Should be sited clear of obvious combustible materials such as dry grass, hedges or over hanging branches. Stewards to remain vigilant.	Y	Y
Waste bin fires	An unpredictable hazard. Waste bins will be sited away from obvious combustible materials, and a safe distance from temporary canvas structures. Wheelie bin fires can be tackled with appropriate hand-held extinguishers if safe to do so; metal skip fires would require the fire service to attend. Stewards to remain vigilant.	Y	Y
Electrical fires	An unpredictable hazard. All electrical supply cables will be connected and distributed by a competent electrician, and should be periodically monitored. An electrical fire would require that zone to be isolated from the supply and the fire attacked as appropriate. Stewards to remain vigilant.	Y	Y
Cigarette butts	Could happen anywhere, any time. Stewards to remain vigilant.  Grass is very short. No smoking in enclosed areas/marquees.	Y	Y
Steam powered attractions	The attractions will have their own risk assessment and precautions, and will be sited clear of obvious combustible materials. The site should be inspected for hazards prior to operation.	Y	Y
Malicious arson	Could happen anywhere, any time. Stewards to remain vigilant and report suspicious activity. In such cases the fire service should attend.	Y	Y
	Explanation of terms:   1. Stewards to remain vigilant: Stewards should look out for conditions that are unsafe or for conduct thought to be detrimental to the safety of festival attendees, and report such observations to the lead steward in the control tent.   2. Combustible materials: these include but are not limited to the following: Cardboard, paper, timber, plastic, gas containers, vehicle fuel, dry or decaying vegetation, canvas   3. An unpredictable hazard: An event beyond the reasonable control of a festival steward and possibly of a clandestine or malicious nature.   4. Have their own risk assessment and precautions: The festival attraction will have conducted its own assessment as to the risk of harm from its festival attendance and will have taken reasonable steps to mitigate risks.

 

 

RISK ASSESSMENT FOR:	Fen Edge Festival, Cottenham Green and Cottenham Village College
Establishment:	Assessment by: Paul Knighton	Date: May 2019
Review Date:	Safety officer approval: Paul Knighton	Date: June 5, 2019

 

Hazard / Risk	Who is at Risk?	How can the hazards cause harm?	Normal Control Measures	Are Normal Control Measures Y/N/NA
				In Place	Adequate
Fire / hot activities	All attendees	Burns scalds Property damage / loss	·         All staff and volunteers advised of emergency procedures ·         Smoking not permitted indoors/in marquees/within enclosed spaces/. ·         Area is kept clear of rubbish and trip hazards. ·         Appropriate fire extinguishers available. ·         Barriers to keep public away from hot / hazardous areas i.e. tables or barriers. ·         Only designated persons allowed in immediate hazard area	Y Y   Y   Y Y   Y	Y Y   Y   Y Y   Y
Electrical equipment & sockets Using poorly maintained equipment   Overloading   Power leads present a tripping hazard	All attendees	Electrical shock Burns Fire       Cuts / abrasions, muscular skeletal and other physical injuries	·           Pre-use check conducted by users ·           Electrical equipment subject to regular safety inspection and test (‘PAT testing’) ·           Sufficient outlets to support the range of equipment normally used. Use extension leads and adaptors only where necessary. ·           Cable covers to be used. ·           Ensure good housekeeping is maintained. ·           Mains powered portable equipment to be protected by RCD in higher risk situations, e.g., equipment used outside or in wet conditions, and for equipment where there is a risk of cables being severed. ·           System for reporting faults and taking equipment out of service in place	Y Y     Y     Y Y Y           Y	Y Y     Y     Y Y Y           Y
Use of external companies / contractors   Poor practices   Lack of competency	All attendees	Electrical shock/burns   Property damage/fire   Cuts / abrasions, muscular skeletal and other physical injuries   Slips, trips and falls	·         Risk assessments and method statements provided. ·         Appropriate public liability insurance in place  ( min £5m public liability) ·         Any safe systems of work to be used agreed prior to commencing on site ·         Insurer contacted to ensure adequate coverage and that any special conditions are met	Y   Y   Y	Y   Y   Y
Overcrowding Inadequate space / exits Blocked exit routes	All attendees	Fire evacuation hindered/unsafe access/egress	·         Maximum number of attendees established. ·         Adequate space, circulation routes and emergency exits. ·         Designated entrance and exit points. ·         Adequate numbers of committee/volunteers supervising ·         Agreed emergency procedures in place	Y Y   Dual   Y   Y	Y Y   Y   Y   Y
Use of specialist equipment (separate risk assessment may be needed e.g. bouncy castle, vehicles etc)	All attendees	Electrical shock/burns   Property damage/fire   Cuts / abrasions, muscular skeletal and other physical injuries   Slips, trips and falls	·         Supplied / erected by competent persons. ·         Barriers and adequate supervision  to prevent unauthorised use and control access and egress ·         Limit on numbers using equipment. ·         Sited in appropriate location. ·         Attendants must constantly watch the activities on the equipment ·         Inspected prior to the first use following supplier/ manufacturers instructions	Y Y     Y Y Y   Y	Y Y     Y Y Y   Y
Access / egress   Unauthorised access   Inadvertent access   Contact with children	All attendees	Abduction, assault, child protection issues	·         Clearly defined designated access routes ·         Lock areas of building not in use ·         Tape off / mark areas as out of bounds. ·         Adequate supervision	Y Y Y Y	Y Y Y Y
Inadequate lighting of exit routes	All attendees	Fire evacuation hindered/unsafe access/egress	·           All escape routes should be sufficiently lit for people to see their way out safety. ·           Extent of emergency lighting reviewed considering all areas of school used outside of ambient daylight hours / without natural daylight ·           Ensured that all escape routes are adequately lit in event of a power failure. ·           Where ambient light is not sufficient torches may be acceptable for trained staff to use.	Y   Y       Y   Y	Y   Y       Y   Y
Insufficient and/or unsuitable first aid cover	All attendees	Accident / injury, delayed assistance in emergency	·         First aid equipment on site and close to use. ·         Designated qualified first aiders available. ·         Telephones available in school; organisers and volunteers with mobile phones and two-way radios	Y Y Y	Y Y Y
Vehicular access   Lack of emergency vehicle access   Ineffective pedestrian vehicle segregation	All attendees	Delays in attending to fire or accident emergencies   Cuts / abrasions, muscular skeletal and other physical injuries Broken bones   Significant head / multiple injuries	·         Clear route maintained for emergency services; road closure cones readily removable ·         Restricted access, visitors advised accordingly. (access points managed by staff) ·         Vehicle movements restricted ·         Pedestrian walkways maintained	Y   Y   Y   Y	Y   Y   Y   Y
Inadequate welfare facilities	All attendees		·         School toilets are used ·         Adequate additional toilets and (for animal petting) additional washing facilities ·         Adequate supervision	Y     Y	Y     Y
General lifting and carrying /	Caretakers Volunteers	Cuts / abrasions, muscular skeletal and other physical injuries	·         Manual handling minimised as far as possible, broken down into smaller loads / assistance sought. ·         Appropriate footwear worn ·         Mechanical lifting aids available (trolleys etc.) ·         Good housekeeping and workplace layout. ·         Heavy items stored at waist level. ·         Floor surfaces unobstructed and slip free	Y Y Y Y Y Y	Y Y Y Y Y Y
Surface of field / internal areas Slips, Trips and Falls	All attendees	Cuts / abrasions, muscular skeletal and other physical injuries	·         Immediate cleaning up of spillages ·         Ensure arrangements are in place for clearing up and safely disposing of any litter left after the event ·         Regular premises inspections. ·         Any holes are filled in. ·         If heavy rain prior to event, the event is cancelled/ relocated. ·         Adequate external lighting available	Y Y   Y Y Y   Y	Y Y   Y Y Y   Y
Supplying Food and Drink  Poor standards of hygiene   Physical contamination   Incorrect storage of food   Poor temperature control	All attendees	Salmonella Listeria Allergies Anaphylaxis   Scalds from urns and kettles Scalds from hot drinks	·       Follow advice given in ‘Food Hygiene advice for teachers, parents, pupils and classroom assistants’   Personal hygiene ·      Exclusion for food handlers following illness (48hrs). ·      Tie back long hair. ·      Staff to wash hands before handling food and after visits to the toilet etc. ·      Ensure that warm water, soap and towels (disposable) are available. ·      Cuts etc. are covered with waterproof adhesive dressings   Transport / Storage ·         Food that requires refrigeration must not be supplied unless adequate facilities for taking to school and keeping in a chilled state exist. ·         Buffets, sandwich fillings etc. kept out of fridge for shortest time possible. ·         Keep food covered wherever possible outdoors. ·         Parents encouraged transport food in sealable containers / covered.	Y       Y   Y   Y   Y       Y     Y   Y Y	Y       Y   Y   Y   Y       Y     Y   Y Y
			Food from reputable suppliers The school must not accept food from parents, pupils or staff where they are suspicious about the hygiene in preparation or storage prior to arrival at the school   Food handling ·      Minimise handling of ready to eat foods, use tools (cutlery, tongs scoops etc) where possible to handle food rather than hands. ·      High risk / raw foods kept apart at all times ·      Limit preparation of food in advance if displayed at ambient temperatures. ·       Make sure that cheesecakes and any cakes or desserts containing cream are out of the fridge for the shortest time possible. ·       Ensure food appropriately signed to prevent allergies and anaphylaxis ·        Ensure urns and kettles sited on firm level surfaces, not over filled.   BBQ ·         Frozen food properly thawed before cooking ·         Meat kept in cool box / fridge until needed ·         Small portions cooked, evenly / thoroughly ·         Access to hand washing facilities / antiseptic wipes ·         Keep cooked food separate from raw meat – use separate utensils	Y     Y Y   Y     Y   Y       Y Y Y Y Y	Y     Y Y   Y     Y   Y       Y Y Y Y Y

 

 

 

Additional Control Measures (to take account of local/individual circumstances including changes such as working practices, equipment, staffing levels).	Action by Whom (list the name of the person/people who have been designated to conduct actions)	Action by When (set timescales for the completion of the actions – remember to prioritise them)	Action Completed (record the actual date of completion for each action listed)	Residual Risk Rating
DATE OF REVIEW: Record actual date of review	COMMENTS: Record any comments reviewer wishes to make. Including recommendations for future reviews.
DATE OF REVIEW:	COMMENTS:
DATE OF REVIEW:	COMMENTS:

 

 

 

 

Annex B

Dear Activity Provider,

Fen Edge Festival 21st to 23rd June 2019

1. On the Day instructions
2. Health and Safety Provision for the Festival

Thank you for providing an activity at the Fen Edge Festival. We are all looking forward to the weekend, which is nearly upon us.

This communication confirms the arrangements for setting up and clearing away activities and provides general information about the Festival’s Health and Safety arrangements.

It is important for the safety of visitors to the Festival that providers respect the times for setting up their activities and for the prompt removal of vehicles from the Festival site. It is also important for all providers to observe the Health and Safety provisions, which have been drawn up to ensure a safe and happy environment for all visitors to the event.

I enclose a Health and Safety Checklist which provides general information for all providers. In addition to the Checklist, we have a set of Safety Policies and Procedures relating to: Fire Safety; Untoward Incidents; Child Protection; Alcohol Sales and Raffles. We also have specific Safety Plans for the Playzone/Inflatables and for the Animal Petting Area. Copies of these policies will be held in the Control Tent on Cottenham Village Green which will be manned at all times by a Lead Steward.

If you require any of these as particularly relevant to your activity, please contact the Health and Safety Officer (see below). It is also a requirement that all activity providers observe all legal restrictions and the Health and Safety provisions which have been drawn up to ensure a safe and happy environment for all visitors to the event.

If there are any aspects of the Health and Safety provisions that you would like to discuss, please contact the Health and Safety Officer, Paul Knighton (Ed: personal data removed).

If there are any aspects of the Health and Safety provisions that you would like to discuss, please contact the Health and Safety Officer, Paul Knighton (Ed: personal data removed).

On the day

1. On arrival activity providers must report either to the Control Tent on Cottenham Village Green or to their designated contact at the agreed time to be assisted to find their allocated space.

2. FECA is not responsible for any property left unattended during the Festival or any that is left overnight.

3. Please note that FECA are unable to provide gazebos, tables etc, unless specific arrangements have been agreed in advance.

4. Many activities are outdoors so we strongly recommend that if you are using a gazebo that it has sandbags/weights on the corners.
5. Guy-ropes can only be used on gazebos if absolutely necessary and must be marked with hi-visibility tape to avoid any potential trip hazards.
6. All Vehicles must be off the green and other stall areasby 9.30am – vehicles can return from 5pm but must be off the Green by 5.30pm because of evening events.

Health and Safety

When making your booking, you would have been asked to complete and return a Risk Assessment relating to your activity and to provide a copy of your Public Liability Insurance Certificate as well as any safety certificates for your equipment.

If you have not provided up-to-date documentation and you have not discussed with the organisers, please contact the FEF Health and Safety Officer, Paul Knighton at p.knighton@runbox.com or call 07787 530394

In addition to the specific control measures that you have already identified for your activity, I attach a Health and Safety Checklist containing some general provisions that we are asking all activity providers and stallholders to observe. Some may overlap with those that you have already identified.

Again, if you have any questions or need further clarification please contact  the FEF Health and Safety Officer (as above).

Health and Safety Checklist

Set up period:  7.00-9.30 Fri, Sat & Sun

Clear up period:  17.00-18.00 Fri, Sat & Sun

Checklist:

• FEF Activity Organisers will brief activity providers about the location of the First Aid/toilets/Control Tent/car parking and briefly about the steward’s role.
• Stewards wearing high visibility jackets and equipped with hand-held two-way radios will be present throughout the event.
• Guy-ropes can only be used on gazebos if absolutely necessary and must be marked with hi-visibility tape to avoid any potential trip hazards.
• Activities using an electricity generator must site the generator so as to avoid risk to the public;
• Activities using electrical cable to connect to the mains electricity supply must only use suitable outdoor, waterproofed cabling systems and these must be fixed down to avoid a tripping hazard;
• All vehicles will be removed from the site at least half an hour before the Festival is due to commence, and will not be able to return to the site until the event is finished – a Festival car park is available on Histon Road.
• All Activity Providers should ensure that they and any helpers are aware of the Child Protection and Untoward Incident Procedures.
• In the event of an untoward incident or a lost or missing child, a steward should be informed as soon as possible. The steward will take appropriate action as laid out in the Safety Policy. The Lead Steward or Lead Safety Officer will be informed and an Untoward Incident Form completed.
• Activity providers carrying out an activity in a marquee or in Cottenham Village College should familiarise themselves with the Fire Safety Policy and what to do in the event of a fire.
• Activity providers selling alcohol should familiarise themselves with the Alcohol – Sales and Raffles Policy
• In the case of very bad weather or high winds, the Lead Safety Officer may decide that stalls must be removed, activities closed down or moved if they are likely to present a risk to members of the public.

Annex C

 Dear Activity Provider,

Fen Edge Festival 21st to 23rd June 2019

1. On the Day instructions
2. Health and Safety Provision for the Festival

Thank you for providing an activity at the Fen Edge Festival. We are all looking forward to the weekend, which is nearly upon us.

This communication confirms the arrangements for setting up and clearing away activities and provides general information about the Festival’s Health and Safety arrangements.

It is important for the safety of visitors to the Festival that providers respect the times for setting up their activities and for the prompt removal of vehicles from the Festival site. It is also important for all providers to observe the Health and Safety provisions, which have been drawn up to ensure a safe and happy environment for all visitors to the event.

Health and Safety

When making your booking, you would have been asked to complete and return a Risk Assessment relating to your activity and to provide a copy of your Public Liability Insurance Certificate as well as any safety certificates for your equipment.

If you have not provided up-to-date documentation and you have not discussed with the organisers, please contact the FEF Health and Safety Officer, Paul Knighton (Ed: personal data removed).

I enclose a Health and Safety Checklist which provides general information for all providers. Some may overlap with those that you have already identified.

In addition to the Checklist, we have a set of Safety Policies and Procedures relating to: Fire Safety; Untoward Incidents; Child Protection; Alcohol Sales and Raffles. Copies of these policies will be held in the Control Tent on Cottenham Village Green which will be manned at all times by a Lead Steward.

If you require any of these as particularly relevant to your activity, again please contact the Health and Safety Officer.

On the day

1. On arrival activity providers must report either to the Control Tent on Cottenham Village Green or to their designated contact at the agreed time to be assisted to find their allocated space.

2. FECA is not responsible for any property left unattended during the Festival or any that is left overnight.

3. Please note that FECA are unable to provide gazebos, tables etc, unless specific arrangements have been agreed in advance.

4. Many activities are outdoors so we strongly recommend that if you are using a gazebo that it has sandbags/weights on the corners.
5. Guy-ropes can only be used on gazebos if absolutely necessary and must be marked with hi-visibility tape to avoid any potential trip hazards.
6. All Vehicles must be off the green and other stall areasby 9.30am – vehicles can return from 5pm but must be off the Green by 5.30pm because of evening events.

 

Health and Safety Checklist

Set up period: 6:30-9.30 Fri, Sat & Sun

Clear up period:  17.00-18.00 Fri, Sat & Sun

Checklist:

• The FEF Stall organisers will brief the stall holders about the location of the First Aid/toilets/Control Tent/car parking and briefly about the steward’s role.
• The FEF Stall organisers will encourage the stall holders to maintain good standards of hygiene and safety in relationship to their business/stall.
• Stallholders selling food will be required to hold and display a food hygiene certificate;
• Stallholders selling food that is prepared on site will be responsible for ensuring that they have appropriate facilities for warm water hand-washing;
• Stallholders using gas equipment will need to demonstrate that they have a “Gas Safe” certificate
• Guy-ropes can only be used on gazebos if absolutely necessary and must be marked with hi-visibility tape to avoid any potential trip hazards.
• Stallholders using an electricity generator must site the generator so as to avoid risk to the public;
• Stallholders using electrical cable to connect to the mains electricity supply must only use suitable outdoor, waterproofed cabling systems and these must be fixed down to avoid a tripping hazard;
• All vehicles will be removed from the site at least half an hour before the Festival is due to commence, and will not be able to return to the site until the event is finished – a Festival car park is available on Histon Road.
• In the event of an untoward incident, the stewards at the event will take appropriate action as laid out in the safety policy document. The Lead Steward or Lead Safety Officer will be informed and an Untoward Incident Form completed
• In the case of very bad weather or high winds, the Lead Safety Officer may decide that stalls must be removed if they are likely to present a risk to members of the public.

 

HEALTH AND SAFETY FACILITIES

 Police:

• The Police, along with the Ambulance and Fire Services, have been notified of the road closure and event.

• The local Police have been notified of the event

Medical Risk Assessment

Table 1 – Event Nature		Score
(A) Nature of Event	Agricultural County Show	2
(B)  Venue	Other outdoor	3
(C)  Standing/Seated	Mixed	2
(D) Audience Profile	Full mix in family groups	2
	Total (A)+(B)+(C)	9
Table 2 – Event Intelligence
(E)  Past History	Good data/low casualty rate less than 1%	-1
(F)   Expected Numbers	Less than 3000	2
	Total (E)+(F)	1
Table 3 – Sample of additional considerations
(G) Expected queuing	Less than 4 hours	1
(H) Time of year	Summer	2
(I)    Nearest A+E	Less than 30 minutes by road	0
(J)    Choice of definitive care	Large A&E Department	2
(K) Additional Hazards	None	0
(L)  Additional on-site facilities	None	0
	Total (G)+(H)+(I)+(J)+(K)+(L)	5
Overall score for the event	Table 1+Table 2+Table 3	15

 

Medical Risk Assessment

We have carried out a medical risk assessment as above

The event has been scored as follows:

Table 1….. 9

Table 2….. 1

Table 3….. 5

Total     =   15

As a result it has been recommended that two first aiders are employed during the event .

 

First aiders will be provided as follows:

 

Event Date/s: 21, 22, 23 June 2019		Total number expected to attend? 2000 to 4000 over the three days. 300 – 500 at any one time
Attendance times? 8am until 11pm		Deborah Slator First Aid Training (Ed: personal data removed)

 

 The defibrillator will be provided by FECA

 

First aiders will be available as follows:

. 

 Friday 21st June

8.00am to 11.00pm

1 x First Aid Member

1 x Advanced First Aider

 

Saturday 22nd June

8.00am to 11.00pm

1 x First Aid Member

1 x Advanced First Aider    

 

Sunday 23rd June

8.00am to 11.00pm

1 x First Aid Member

1 x Advanced First Aider    

 

• There is a dedicated First Aid post on the Village Green, which will be sign posted and located on the maps provided to the general public. This post will be manned all day and all organisers of events are aware of this facility..

 

Fire Safety

There will be a total of 9 fire extinguishers available, 

2 x CO2 extinguishers

2 x Foam extinguisher

9 x Water extinguishers

 

• Each Marquee has fire safety equipment points which are sign posted. Each marquee is supplied with fire extinguishers:
• The foam extinguisher is for barbecue and similar hazards on the Green, and the CO2 extinguishers are for the Main Marquee and the Control Tent where the electrical equipment is located. The water extinguishers are for general use in the Main Marquee, Control Tent, Venue, Pond Marquee and First Aid Tent.

• Each Marquee has illuminated fire exit signs. 

• Each Marquee has signs explaining what to do in an emergency. 

• Each event organiser is aware of the fire safety requirements, as laid out in the Fen Edge Festival Safety Policy. 

• Stewards are briefed about their role in helping to maintain a safe environment, as laid out in the Fen Edge Festival Safety Policy and in the Steward Role and Briefing Documents. 

• Each Marquee and its contents conform to the necessary fire safety standards. 

• Each marquee and the immediate area surrounding it, is a non-smoking area. This is clearly sign posted. 

• One carbon dioxide extinguisher will also be provided for the barbecue.

  

Refuse

The following provisions have been made to deal with refuse:

Amey Cespa will provide:

Amey cespa bins

• 5 x 1100 litre lockable bins for general waste
• 14 x 240 litre bins for mixed recycling
• 3 x 8 yard skip for general waste
• A supply of green bin-liners
• Litter pickers (FEF supplied)
• Heavy duty rubber gloves (FEF supplied)

These will be delivered on Thursday 22^nd June and collected on Monday 26^th June.

The Fen Edge Festival Stewards will on Sat/Sun/Mon morning complete a litter collection.

• The Stewards patrolling the site throughout the weekend will monitor the mobile refuse bins. If these are becoming full they will empty the bin into the large covered skip and re-place.

Water  for drinking and handwashing

• There will be a supply of fresh drinking water for stewards and volunteers.
• Water, soft drinks and other refreshments will be available for sale at all times across the Festival site.
• Food and drink facilities will have access to a source of clean, warm water for handwashing and cleaning.
• There will be a fresh warm water supply to the hand washing facility for the Animal Petting area
• The temporary toilets will provide handwashing facilities – running water, soap and paper towels.

Toilets

Latta Loos will be supplying

6 cubical loos, 1 disabled/baby changing loo, 1 6 bay urinal. All 
serviced on Sat and Sun morning.

Travis will supply
4 cubicals for Venue. We will two in use on Saturday and lock the other two, then swap for the Sunday, as Travis don’t service. 

• It will be part of the stewards’ role to check the toilets on regularly and ensure they are fit for purpose.
• Stewards will ensure that there are adequate supplies of toilet paper and anti bacterial soap.
• If the toilets are not fit to be used, the steward will notify the Lead Safety Officer, who will decide the appropriate course of action i.e. close the toilet/contact the hire company/clean the toilet.
• The Fen Edge Community Association will supply appropriate safety and cleaning equipment.

Electricity

There will be min. 2 electrical supply boxes on the Village Green. 

• We have employed the services of a qualified electrician to ensure that the electricity supply to each area is safe.
• All electrical services will meet with the necessary health and safety requirements i.e. water proof sockets for market traders.
• There will be a power breaker which will cut the power supply immediately in the event of a short, avoiding any risk of electrocution. 
• Contact details for the electrician are included in the Safety Policy document and will be available to all stewards.
• Each organiser of an event is aware of the safety aspects of the use of electricity i.e. securing trailing cables etc.

Lighting

• Each Marquee has internal and external lights.
• Each Marquee has illuminated fire exit signs.
• The two toilet areas will be illuminated at night.
• Exits from the marquees and village green will be illuminated at night by street lights
• Stewards for evening events will be provided with torches.

Loading and unloading of equipment, for example, musical instruments

Unloading and loading of equipment for performers will be allowed at the wide end of the Village Green at the end of the closed road.

• Once vehicles have been unloaded, drivers will be instructed to park in the car park in Histon Road or using on-street parking, if available.

Insurance

The Fen Edge Community Association has public liability insurance of £5,000,000 with Zurich through Tennyson Insurance. Policy No. XAO:1220548393. Additional insurance covers the temporary toilets, the chiller, fire extinguishers and two-way radios, which have all been hired for the weekend.

Security

• Security of the site is an essential role of the stewards.

FECA will provide overnight security as follows:

Thursday 20^th June 2019   (2300 – 0800)   x1 Guard
Friday 21^st June 2019        (2300 – 0800)  x1 Guard
                                             (2000 – 0800)   x1 Guard @ The Venue
 Saturday 22^nd June 2019  (2130 – 0800)  x1 Guard
                                             (1930 – 2230)  x1 Guard
                                             (2000 – 0800) x1 Guard @ The Venue

Sunday 23^rd June 2019      (2300 – 0800)  x1 Guard

SIA LICENCED SECURITY

• Overnight security guarding / lone-worker patrolling / event protection and safeguarding.
• Officers first aid trained, safeguarding certificated, and SIA licenced.
• Uniformed manned guarding on festival green & The Venue to protect personnel and property on the overnight shifts.
• The guards will be on hand to patrol the site during the night. they will be equipped with a two-way radio and be provided with numbers to contact in case of emergency. One SIA qualified security guard will be patrolling the CVC area with particular view to ensuring the security of the bar and Venue marquees Friday 21^st June 2000 – 0800 and Saturday 22^nd June 2000 – 0800
• Arrangements have also been made for a response vehicle with two support officers with an arrival time of approx. 25 mins.

The Security Firm is
RGP Security Ltd.
128A High Barns
Ely, Cambs.
CB7 4RP
Regional Office: 01353 662733
Mobile               : 07833 720746

                           
Company Number:  6935399
Insurance:  BJP/BRIT/2018/2963

• Arrangements have been made for monies to be collected during the day and at the end of the day’s activities and deposited in a secure location.
• The person collecting the money will be accompanied by a steward until the money is deposited in the secure location.

Steward and helper briefing

Briefing documents provided by: Paul Knighton – Health and Safety Officer

Communication

• Stewards, First Aiders and the Lead Safety Officer will maintain contact with mobile phones and will be supplied with 2 way radios.
• There will be a Lead Safety officer available throughout the Festival. Their mobile phone numbers are located in the Safety Policy.
• There will be a central information point, that will be signposted and located on the maps given to the general public.
• There will be a public address facility to make safety announcements/raise the alarm.

Weather

• In the event of extreme wind the following activities will not take place:
  • Inflatables
  • Outdoor sporting games and activities
  • Animal Petting Area
  • Market stalls using gazebos and potentially hazardous structures
• In the event of extreme rain the following activities will not take place:
  • Inflatables
  • Outdoor sporting games and activities
  • Animal Petting area
  • Market stalls
• In the event of extreme rain/wind, as many of the outside stalls and activities will be accommodated within the marquees, and if available, within the premises of Cottenham Village College.
• In the event of extreme heat, free drinking water will be made available to volunteers. Non-alcoholic drinks will be on sale throughout the Festival site.

Contacts for Lead Steward

Fen Edge Festival 2019 21st – 23rd June

(Ed: personal data removed)

 

ROAD CLOSURE

 

Cambridge Fire and Rescue Service

Fire Station

Brampton Road

Huntingdon

PE29 2NA

 

30 May 2019

 

Dear Sir/Madam,

 

Re: Fen Edge Festival 21st to 23rd  June 2019

I am writing on behalf of the Fen Edge Community Association to inform you of the above event and that we have applied for a ‘Short Term Road Closure’ from the Local Authority. This will be from Saturday 22nd June at 6.00am through to Sunday 23rd  June at 6.00pm. The Road affected is Cottenham High Street, on the far side of the village green, starting from the Rampton road junction to the T-junction where it re-joins the main high street (near the mini-roundabout). Access will be maintained for the residents of the properties on this stretch of the road throughout the closure period. An enclosed map highlights the proposed part to be closed.

The road will be closed as a result of the Village Green and the surrounding area being used for the Fen Edge Festival. We have ensured that there will be adequate stewards at the event for public safety. A copy of our safety policy (control document) can be found on our website at www.fenedgefestival.co.uk. I will also be happy to send you a copy on request. We have arranged for First Aid cover, and emergency access to the area will be maintained.

Therefore we would ask you to bear the above event and road closure in mind when responding to any calls for your services from the public.

Thanking you in anticipation

Yours sincerely,

 

 

 

Paul Knighton, FEF Safety Officer

(Ed: personal data removed)

 

East of England Ambulance Service

NHS Trust Headquarters
Whiting Way
Melbourn
Cambridgeshire
SG8 6EN

 

30 May 2019

 

Dear Sir/Madam,

 

Re: Fen Edge Festival 21st to 23rd  June 2019

I am writing on behalf of the Fen Edge Community Association to inform you of the above event and that we have applied for a ‘Short Term Road Closure’ from the Local Authority. This will be from Saturday 22nd June at 6.00am through to Sunday 23rd June at 6.00pm. The Road affected is Cottenham High Street, on the far side of the village green, starting from the Rampton road junction to the T-junction where it re-joins the main high street (near the mini-roundabout). Access will be maintained for the residents of the properties on this stretch of the road throughout the closure period. An enclosed map highlights the proposed part to be closed.

The road will be closed as a result of the Village Green and the surrounding area being used for the Fen Edge Festival. We have ensured that there will be adequate stewards at the event for public safety. A copy of our safety policy (control document) can be found on our website at www.fenedgefestival.co.uk. I will also be happy to send you a copy on request. We have arranged for First Aid cover, and emergency access to the area will be maintained.

Therefore we would ask you to bear the above event and road closure in mind when responding to any calls for your services from the public.

Thanking you in anticipation

Yours sincerely,

 

 

 

Paul Knighton, FEF Safety Officer

(Ed: personal data removed)

 

 

 

 

Cottenham Parish Council

Community Centre

250a High Street

Cottenham

CB24 8RZ

 

30 May 2019

 

Dear Sir/Madam,

 

Re: Fen Edge Festival 21st to 23rd  June 2019

 

I am writing on behalf of the Fen Edge Community Association to inform you of the above event and that we have applied for a ‘Short Term Road Closure’ from the Local Authority. This will be from Saturday 22nd June at 6.00am through to Sunday 23rd June at 6.00pm. The Road affected is Cottenham High Street, on the far side of the village green, starting from the Rampton road junction to the T-junction where it re-joins the main high street (near the mini-roundabout). Access will be maintained for the residents of the properties on this stretch of the road throughout the closure period. An enclosed map highlights the proposed part to be closed.

 

The road will be closed as a result of the Village Green and the surrounding area being used for the Fen Edge Festival. We have ensured that there will be adequate stewards at the event for public safety. A copy of our safety policy (control document) can be found on our website at www.fenedgefestival.co.uk. I will also be happy to send you a copy on request. We have arranged for First Aid cover, and emergency access to the area will be maintained.

Therefore we would ask you to bear in mind the above event and road closure when responding to any calls for your services from the public.

 

Thanking you in anticipation

 

Yours sincerely,

 

 

 

 

Paul Knighton, FEF Safety Officer

(Ed: personal data removed)

 

 

 

 

 

 

Cambridge Constabulary

Hinchingbrooke Park

Huntingdon

PE29 6NP

 

30 May 2019

 

Dear Sir/Madam,

 

Re: Fen Edge Festival 21st to 23rd  June 2019

 

I am writing on behalf of the Fen Edge Community Association to inform you of the above event and that we have applied for a ‘Short Term Road Closure’ from the Local Authority. This will be from Saturday 22nd June at 6.00am through to Sunday 23rd June at 6,00pm. The Road affected is Cottenham High Street, on the far side of the village green, starting from the Rampton road junction to the T-junction where it re-joins the main high street (near the mini-roundabout). Access will be maintained for the residents of the properties on this stretch of the road throughout the closure period. An enclosed map highlights the proposed part to be closed.

 

The road will be closed as a result of the Village Green and the surrounding area being used for the Fen Edge Festival. We have ensured that there will be adequate stewards at the event for public safety. A copy of our safety policy (control document) can be found on our website at www.fenedgefestival.co.uk. I will also be happy to send you a copy on request. We have arranged for First Aid cover, and emergency access to the area will be maintained.

Therefore we would ask you to bear the above event and road closure in mind when responding to any calls for your services from the public.

 

Thanking you in anticipation

 

Yours sincerely,

 

 

 

Paul Knighton, FEF Safety Officer

(Ed: personal data removed)

 

 

Dear Resident,

 

This year we will again be holding our bi-annual festival centred on the village green and the grounds of the community college. The dates are Friday 21st  to Sunday 23rd  June 2019 and as in previous festivals we hope to provide a weekend of fun and celebration for both our residents and those of the surrounding fen villages.

 

For details of the event, please see the Festival Programme which will be put through your door shortly, and www.fenedgefestival.co.uk.

 

We will try to ensure that any disturbance to you as a resident is kept to a minimum. Evening events will stop at around midnight on Friday and Saturday, 10.30pm on Sunday, and noise levels will be kept to within the environmental health recommendations. There will be a security presence throughout the night.

 

We have applied for a temporary road closure for the Saturday and Sunday, which will mean the road to your property may be restricted to access for the period that the road is closed. As in previous years, there would be no restriction of vehicular access to you as residents during this period (other than asking for cones to be moved). It is also intended to place traffic cones around the remaining two sides of the Cottenham Green triangle and also up Denmark Road to discourage inconsiderate parking by members of the public. Traffic management of this planned road closure will be carried out by Messrs. Durman Stearn of Cottenham.

 

We appreciate that this can cause some disruption to you as a resident and thank you in advance for your tolerance and understanding. The event does allow considerable sums of money to be raised which all goes to local charities for the benefit of many in Cottenham.

 

If you have any queries, please do not hesitate to contact me.

 

If you have any concerns during the event, please speak directly to one of the stewards (in fluorescent jackets) patrolling the Green.

 

With thanks for your support,

 

 

 

Paul Knighton, FEF Safety Officer

(Ed: personal data removed)

 

 

Fen Edge Festival 2019  –  Traffic Management Plan

 

Traffic Management Plan for the 6th Fen Edge Festival, to be held in the village of Cottenham from 21st to 23rd  June 2019

 

Background

Fen Edge Community Association (FECA) has organised five previous events on the combined sites of Cottenham village green and the grounds of Cottenham Village College, attracting visiting totalling on average 1000 at any one time during the event. The purpose of the Festival is to provide family entertainment for the residents of the Fen Edge Patch, namely Cottenham, Willingham, Rampton, Landbeach and Waterbeach.

The management of the event is organised by a Committee and the Site and Event Manager is Neil Gough, (Ed: personal data removed).

The management of traffic flow, generated by crowds attending the Festival, was an important consideration from the outset and work to overcome the nuisance and inconvenience to neighbours was initiated at an early planning stage.

The following plan states the controls and processes that the event project team have instigated to manage traffic.

 

Pre- Event Information

All press releases and constantly updated web information can be found at:

http://www.fenedgefestival.co.uk/

 

This site contains details of where and when the events will be held, including information about restrictions to on-site parking and directions to the designated Event Car Parks. Advertising boards have been placed liberally around the Fen Edge area.

Event information will be sent to Cambridge News, Radio Cambridgeshire, Heart Radio and Star Radio. It will also be advertised in the Cottenham Newsletter and the Fen Edge News.

 

Car Parking for Pre-Event Contractors

Those contractors who are erecting the marquees and toilets will be allowed on to the village green on Thursday 18^th June under the supervision of members of the organising committee.

Car Parking for Visitors

Parking will be available for visitors at the Cottenham Recreation Ground on Lambs Lane and on a field on Histon Rd.  Parking for disabled drivers will be available on the road closure. (See Map B for details).

The public car park will open as follows:

Saturday 20th June 9.30am to 12midnight

Sunday 21st June 9.30am to 11.30pm

Parking of vehicles will be managed by one steward at each venue.

Temporary Road Closure (Map A: shown in blue)

Permission for temporary road closure was submitted to Cambridgeshire County Council by Colin Bower of Durman Stearn on behalf of the FECA Festival Committee and was granted by the Office of Environment & Community Services of Cambridgeshire County Council on or around 10^th June 2019. As is the case during the previous Family Festivals, in 2005, 2007. 2009, 2011, 2013, 2015 and 2017, part of the High Street adjacent to Cross Keys Court, that which runs from Rampton Rd to the B1049, will be closed to through traffic during daylight hours on the Saturday and Sunday of the Festival to provide: access to the Green for setting up stalls, access to the Main Marquee, space for temporary toilets and disable parking.

Signage to this effect will be erected at each end of the proposed closure one week before the event.

As in previous years, there would be no restriction of vehicular access to residents or authorised traffic during this period and all residents in the vicinity of Cottenham Green have been informed in writing.

Traffic management of this planned road closure will be carried out by Messrs. Durman Stearn of Cottenham.

It is also intended to place traffic cones around the remaining two sides of the Cottenham Green triangle to discourage inconsiderate parking by members of the public.

Public Road Safety

Stewards will be present throughout the weekend to encourage members of the public to take care whilst using the zebra crossing connecting the Green to the Village College thereby maintaining public safety whilst facilitating unrestricted traffic flow along Cottenham High Street.

 

 

 

ROAD TRAFFIC REGULATION ACT 1984

SECTION 16A AS AMENDED BY THE ROAD TRAFFIC REGULATION

(SPECIAL EVENTS) ACT 1994

 

CAMBRIDGESHIRE COUNTY COUNCIL

 

(VARIOUS LOCATIONS: CHARITABLE AND COMMUNITY EVENTS)

(TEMPORARY PROHIBITION OF DRIVING, WAITING AND ONE WAY)

ORDER Events/2013/10

 

Wheareas Cambridgeshire County Council (“the Council”) in consultation and with the agreement of The District and Parish Councils being the traffic authority for Various Locations in the Various Parishes and Towns described is satisfied that traffic on the said roads should be restricted by reason of relevant events proposed to be held on or adjacent to the said roads.

 

NOW THEREFORE the Council in exercise of its powers under Section 16A of the Road Traffic Regulation Act 1984 (as amended by The Road Traffic Regulation (Special Events) Act 1994 and of all other powers enabling it in that behalf makes the following Order:-

 

1. This Order shall come into operation on the 30 day of May 2013 and may be cited as CAMBRIDGESHIRE COUNTY COUNCIL (VARIOUS LOCATIONS: CHARITABLE AND COMMUNITY EVENTS) (TEMPORARY PROHIBITION OF DRIVING, WAITING AND SPEED RESTRICTIONS) ORDER EVENTS/2013/10

2. It is anticipated that this order will only apply at the locations, date and times specified in Schedules 1 to 3 in this Order. 

3.1       No person shall cause or permit any vehicle to proceed in any direction over roads described in Schedule 1 to this Order other than any vehicle connected to the relevant event.

3.2       No person shall cause any vehicle to wait in or upon any road described in Schedule 2 to this Order.

3.3       The restriction in Schedule 3 shall only apply to the road at such times as the signs in accordance with The Traffic Signs Regulations and General Directions 2002 are duly in place to indicate the said restrictions.

 

4. Nothing in this Order shall prevent access and egress from premises or land adjacent to the roads as mentioned in the Schedules attached.

 

5. The condition in Schedule 3 shall only apply to the road at such times as the signs in accordance with The Traffic Signs Regulations and General Directions 2002 are duly in place to indicate the said restrictions are suspended.

Nothing in this Order shall apply so as to prevent the passage of any vehicle being used by any member of the Police Force, Fire and Rescue Service, Ambulance Service, a vehicle being used by Special Forces during the execution of their duties or to any person acting with the permission or upon the direction of a Police Officer in uniform or of a Traffic Warden.