NEW PREMISES LICENCE APPLICATION-
General description of the premises by the applicant :
The Premises is historic parkland attached to what was an old manor house, which was
destroyed during WW2. The landowner lives on the old site of the original house in a
bungalow built in the mid century.
The landowner has a current event licence for the site, which is not a premises licence
and therefore does not allow sale of alcohol.
We have been holding an annual event on the site for the last 14 years. Improvements
made to the estate by the landowner, have made it much easier to access and the
potential of the site to hold more events has been realised.
The annual event which has traditionally been held on the site, on the weekend that
follows the late May bank holiday, is an event for Exeter University students. The event
has gradually grown to 7000 students, all of whom are bought to site in buses and taxis
therefore the impact on the local residents is minimal. There has historically been no
problems or issues with any aspect of the event, and it is a well-respected and popular
event which sells out in minutes.
Due to the capacity of the site, it would be good to hold other events such as family
fete’s, plays in the amphitheatre, as well as possibly other music events. Therefore, we
are applying for a licence for a larger physical area - not necessarily to be used all at
once, but to allow scope for different events in different locations. Similarly, the current
licence only allows for a single event per year on a Friday or Saturday.
We propose to apply for a cover-all licence to allow any event at any time, on any day,
with the licence conditions that limit the number of events. i.e. although the licence will
cover every day of the year, no event would last longer than 3 days (except potentially
performances of theatre/plays etc).
We propose to limit this licence to 10 events per year where licensable activities take
place, in no way contravening the current licence held by the landowner for their own
events. The hours applied for are again, a cover-all option. We do not propose to operate events
all-day every day, however, for example, we may wish to run a family event on a
Saturday running from 10am to 8pm, but further into the year, on a different Saturday we
may wish to run a music event which starts later but finishes at 4am.
We have no plans to run any events later than 2:30am, however, we are applying for a
longer licenced period to allow us to keep the site open later than planned without
breaching licence conditions in the rare occurrence we should need to - in 2023 we
were in danger of having a H&S issue as we had to close the site due to licence
conditions, but that meant a massive egress of guests that we would not be able to
safely manage. It all worked out ok in the end on that occasion, but to mitigate a similar
situation we are applying for slightly longer licencing hours to allow us the flexibility to
keep a venue open longer in this scenario.
In addition, we are applying for the maximum capacity for the largest event that we wish
to hold. A theatre event would likely be held with a 400 cap. Whereas the current
Enchanted Garden Ball event would like to gradually grow from the current 7500
capacity up to 9999.
We will cap the attendance to; 8000 in 2025, 9000 in 2026 and 9999 in 2027. This
number also includes all staff, artists, security and management, not only ticket holders.
For events of 8000+ then full plumbing will be installed around the site for free drinking
water. However, we will endeavour to provide water stations for attendees to fill their
own receptacles or those purchased via the bars.
For all events a site plan and an EMP will be produced and kept on site for the duration
of the event, along with it’s build and break phases. The SAG will be notified for all
events over 500 capacity via email. Organisers will attend SAG meetings if requested to
do so.For any amplified events, we would request that the sound engineers have a sound
monitor at the control position to ensure that sound levels are kept to a reasonable
volume. Theatre and unamplified events will generally not require a noise management
plan. However, with larger, louder events, such as anything with a “professional level
PA” (more than simply a couple of speakers), or runs beyond 22:00, then a noise
management plan will be created and submitted to the SAG. The sound operators will be
required to operate withing the bounds of the NMP. For events of multiple PA’s or 5000+
capacity an external noise monitoring company is to be employed who will visit the most
noise sensitive locations throughout the event to ensure sound levels are kept within the
legal bounds.
Conditions offered by the applicant in relation to the application.
An Event Management Plan (EMP) (including Noise Management Plan), Risk
Assessments, Site Plan, Crowd Management Plan, Fire Safety Risk Assessments,
Medical Plan and Alcohol Management Plan will be made available to the local Safety
Advisory Group no later than 2 months prior to the event date.
So far as is reasonably practicable the Premises Licence Holder shall ensure that the
event is run in accordance with the Event Management Plan and no changes may be
made to this plan after 28 days prior to the event date unless the changes have been
requested/advised by a responsible authority.
The EMP will form part of the premises licence conditions and it will be the responsibility
of the licence holder to ensure these are complied with.
All events planned will take into consideration the guidelines laid down in the Purple
Guide, Fire Reform Act and all other relevant guidance and legislation.
The safe capacity of the site should be worked out in conjunction with the Fire reform act
and Purple guide where Evacuation Time, Escape route capacities, Exit flow rate and
Occupancy levels should be considered in conjunction with the amount of infrastructure
present.
There will always be adequate security staff over and above the recommendations in the
Purple Guide for the nature of the event. This will include SIA, supervisors and stewards
as necessary. As a general rule we aim for 1:100 security, with additional personnel on
gates, venue entrances and roaming. This brings the ratio to about 1:75.
For events of 500+, the SAG and therefore all agencies will be made aware of the size,
duration and nature of the event. All events will have some form of Event Management
Plan, and site plan. The event EMP will be scaled as deemed necessary for the size,
scale and nature of the event. A full scale EMP will be submitted to the SAG for events
with capacity of 2500 or more. For smaller events (500-2500) a scaled back EMP may
be supplied if requested. The SAG will be made aware of all events with 500+ capacity,
by email, at least three months prior to the event wherever possible, and certainly for
2500+ capacity events. The EMP will be kept on-site for the duration of the event, it’s
build and break phases. The event will be run in accordance with the EMP that is
produced and specific for that event. The event organisers will attend a SAG meeting at
any point should they be requested to do so.
First aid and welfare provision will be provided for all scales of event. From 1000
capacity events upwards, depending on the capacity and nature of the event, medical
personnel with more advanced training will be on-site for the duration. For events of
5000+ full paramedics and ambulances will be available should the EMP deem them
necessary.
Provision of toilet facilities will be offered over and above those outlined in the Purple
Guide. Our usual practice is to assume 100% female occupancy with 100% male
occupancy added on top – most complaints for events seem to be about toilets and we
are keen to be different.
For larger scale events (2500+) or those with amplified music late into the evening/night,
sound levels will be monitored. Depending on the nature of the event, an external noise
monitoring company may be used to produce a Noise Management Plan and
continuously assess the sound levels (SPL) at various locations that they have identified
as the most noise sensitive areas. On smaller events, such as theatre shows, or those
with just a couple of speakers, the sound engineer may have a monitor set up at the
control position to enable them to keep levels within the correct parameters.
For the current annual student event, all guests access the site via buses or taxis. There
is no parking allowed on-site for anyone, other than staff, for the duration of that event,
thereby increasing safety and removing any concerns about drink-driving. An external
company is used to create a TTRO, one-way system, and supply traffic marshals for the
duration of the event. For smaller events, we may create an on-site carpark or allow
customers to drive to site depending on the nature of the event and considering the
impact on the local residents. We will take guidance from the SAG and Highways for the
larger events.
For events where under18’s are allowed, two members of the team will be dedicated
safeguarding officers and will be tasked to proactively respond to any safeguarding or
welfare incidents involving under18’s. They will always respond as a pair so no
unaccompanied person is left alone with a vulnerable person, to protect all parties.
Where medical provision is increased, safeguarding and welfare will come under their
umbrella
The following are national mandatory conditions-
ANNEX 1 - MANDATORY CONDITIONS
Condition 1
No supply of alcohol may be made under the premises licence -
(a) at a time when there is no designated premises supervisor in respect of the premises licence, or
(b) at a time when the designated premises supervisor does not hold a personal licence or his personal licence is suspended.
Every supply of alcohol under the premises licence must be made or authorised by a person who holds a personal licence.
Condition 2
(1) The responsible person must ensure that staff on relevant premises do not carry out, arrange or participate in any irresponsible promotions in relation to the premises.
(2) In this paragraph, an irresponsible promotion means any one or more of the following activities, or substantially similar activities, carried on for the purpose of encouraging the sale or supply of alcohol for consumption on the premises-
(a) games or other activities which require or encourage, or are designed to require or encourage, individuals to-
(i) drink a quantity of alcohol within a time limit (other than to drink alcohol sold or supplied on the premises before the cessation of the period in which the responsible person is authorised to sell or supply alcohol), or
(ii) drink as much alcohol as possible (whether within a time limit or otherwise);
(b) provision of unlimited or unspecified quantities of alcohol free or for a fixed or discounted fee to the public or to a group defined by a particular characteristic in a manner which carries a significant risk of undermining a licensing objective;
(c) provision of free or discounted alcohol or any other thing as a prize to encourage or reward the purchase and consumption of alcohol over a period of 24 hours or less in a manner which carries a significant risk of undermining a licensing objective;
(d) selling or supplying alcohol in association with promotional posters or flyers on, or in the vicinity of, the premises which can reasonably be considered to condone, encourage or glamorise anti-social behaviour or to refer to the effects of drunkenness in any favourable manner;
(e) dispensing alcohol directly by one person into the mouth of another (other than where that other person is unable to drink without assistance by reason of disability).
Condition 3
The responsible person must ensure that free potable water is provided on request to customers where it is reasonably available.
Condition 4
(1) The premises licence holder or club premises certificate holder must ensure that an age verification policy is adopted in respect of the premises in relation to the sale or supply of alcohol.
(2) The designated premises supervisor in relation to the premises licence must ensure that the supply of alcohol at the premises is carried on in accordance with the age verification policy.
(3) The policy must require individuals who appear to the responsible person to be under 18 years of age (or such older age as may be specified in the policy) to produce on request, before being served alcohol, identification bearing their photograph, date of birth and either-
(a) a holographic mark, or
(b) an ultraviolet feature.
Condition 5
The responsible person must ensure that-
(a) where any of the following alcoholic drinks is sold or supplied for consumption on the premises (other than alcoholic drinks sold or supplied having been made up in advance ready for sale or supply in a securely closed container) it is available to customers in the following measures-
(i) beer or cider: ½ pint;
(ii) gin, rum, vodka or whisky: 25 ml or 35 ml; and
(iii) still wine in a glass: 125 ml;
(b) these measures are displayed in a menu, price list or other printed material which is available to customers on the premises; and
(c) where a customer does not in relation to a sale of alcohol specify the quantity of alcohol to be sold, the customer is made aware that these measures are available.”
Condition 6
1. A relevant person shall ensure that no alcohol is sold or supplied for consumption on or off the premises for a price which is less than the permitted price.
2. For the purposes of the condition set out in paragraph 1-
a) ‘duty’ is to be construed in accordance with the Alcoholic Liquor Duties Act 1979;
b) ‘permitted price’ is the price found by applying the formula-
P = D + (D x V)
Where-
i. P is the permitted price,
ii. D is the amount of duty chargeable in relation to the alcohol as if the duty were charged on the date of the sale or supply of the alcohol, and
iii. V is the rate of value added tax chargeable in relation to the alcohol as if the value added tax were charged on the date of the sale or supply of the alcohol;
c) ‘relevant person’ means, in relation to premises in respect of which there is in force a premises licence-
i. the holder of the premises licence,
ii. the designated premises supervisor (if any) in respect of such a licence, or
iii. the personal licence holder who makes or authorises a supply of alcohol under such a licence;
d) ‘relevant person’ means, in relation to premises in respect of which there is in force a club premises certificate, any member or officer of the club present on the premises in a capacity which enables the member or officer to prevent the supply in question; and
e) ‘valued added tax’ means value added tax charged in accordance with the Value Added Tax Act 1994.
3. Where the permitted price given by Paragraph (b) of paragraph 2 would (apart from this paragraph) not be a whole number of pennies, the price given by that sub-paragraph shall be taken to be the price actually given by that sub-paragraph rounded up to the nearest penny.
4. (1) Sub-paragraph (2) applies where the permitted price given by Paragraph (b) of paragraph 2 on a day (“the first day”) would be different from the permitted price on the next day (“the second day”) as a result of a change to the rate of duty or value added tax.
(2)The permitted price which would apply on the first day applies to sales or supplies of alcohol which take place before the expiry of the period of 14 days beginning on the second day.
Conditions for licence to sell or supply alcohol for consumption OFF the premises
Condition 1
No supply of alcohol may be made under the premises licence -
(a) at a time when there is no designated premises supervisor in respect of the premises licence, or
(b) at a time when the designated premises supervisor does not hold a personal licence or his personal licence is suspended.
Every supply of alcohol under the premises licence must be made or authorised by a person who holds a personal licence.
Condition 2
(1) The premises licence holder or club premises certificate holder must ensure that an age verification policy is adopted in respect of the premises in relation to the sale or supply of alcohol.
(2) The designated premises supervisor in relation to the premises licence must ensure that the supply of alcohol at the premises is carried on in accordance with the age verification policy.
(3) The policy must require individuals who appear to the responsible person to be under 18 years of age (or such older age as may be specified in the policy) to produce on request, before being served alcohol, identification bearing their photograph, date of birth and either-
(a) a holographic mark, or
(b) an ultraviolet feature.
Condition 3
1. A relevant person shall ensure that no alcohol is sold or supplied for consumption on or off the premises for a price which is less than the permitted price.
2. For the purposes of the condition set out in paragraph 1-
a) ‘duty’ is to be construed in accordance with the Alcoholic Liquor Duties Act 1979;
b) ‘permitted price’ is the price found by applying the formula-
P = D + (D x V)
Where-
i. P is the permitted price,
ii. D is the amount of duty chargeable in relation to the alcohol as if the duty were charged on the date of the sale or supply of the alcohol, and
iii. V is the rate of value added tax chargeable in relation to the alcohol as if the value added tax were charged on the date of the sale or supply of the alcohol;
c) ‘relevant person’ means, in relation to premises in respect of which there is in force a premises licence-
i. the holder of the premises licence,
ii. the designated premises supervisor (if any) in respect of such a licence, or
iii. the personal licence holder who makes or authorises a supply of alcohol under such a licence;
d) ‘relevant person’ means, in relation to premises in respect of which there is in force a club premises certificate, any member or officer of the club present on the premises in a capacity which enables the member or officer to prevent the supply in question; and
e) ‘valued added tax’ means value added tax charged in accordance with the Value Added Tax Act 1994.
3. Where the permitted price given by Paragraph (b) of paragraph 2 would (apart from this paragraph) not be a whole number of pennies, the price given by that sub-paragraph shall be taken to be the price actually given by that sub-paragraph rounded up to the nearest penny.
4. (1) Sub-paragraph (2) applies where the permitted price given by Paragraph (b) of paragraph 2 on a day (“the first day”) would be different from the permitted price on the next day (“the second day”) as a result of a change to the rate of duty or value added tax.
(2)The permitted price which would apply on the first day applies to sales or supplies of alcohol which take place before the expiry of the period of 14 days beginning on the second day.
FILMS
No children shall be admitted to the exhibition of any film unless they have reached the age specified in the British Board of Film Classification (“BBFC”) Certificate, or the Classification issued by the Licensing Authority.
DOOR STAFF
All individual(s) at the premises for the purpose of carrying out a security activity must:
(a) be authorised to carry out that activity by a licence granted under the Private Security Industry Act 2001; or
(b) be entitled to carry out that activity by virtue of section 4 of that Act.