FIREWORK DISPLAY EVENTS UNIVERSITY CODE OF PRACTICE INDEX 1. Introduction 2. Display event organisers 3. Display event providers 4. Essential steps to planning a display event Before the event During the event After the event Appendix A:- Contact Details Appendix B:- Request Form: Consent to hold an organised firework display event. Appendix C-G:-Standard Letters: To inform of local agencies of proposed firework display event. Appendix H:- Standard Letter: To inform of local residents of proposed firework display event. Appendix I:- List of Streets and Roads: associated with specific venues Appendix J:- Specific Arrangements for Campus Services 1. Introduction Many find fireworks displays are fun, exciting and enjoyable but, conversely, the unexpected light flashes and bangs can frighten people and animals, giving them a less than enjoyable experience. The following Code of Practice provides a means by which a successful display can be planned which will allow those attending to enjoy the display in safety without causing undue annoyance to our neighbours and their pets and local wildlife. 2. Display event organisers Display organisers must be staff members of the University or members of the Guild of Students. Typically displays are organised by: Residence Services (in Corporate Services. Campus Services) o Student events in residences (e.g. end of year Summer balls) Conference and Residence Services o Weddings and large events Guild of Students o Large student events (e.g. balls) Other miscellaneous displays organised by University staff o Large Group events (e.g. Chinese New Year celebrations) 1
3. Display event providers The Display provider must:- o Be professional, reputable and bona fide o Provide a copy of their health & safety policy o Provide a copy of the public liability insurance o Provide a copy of their health & safety risk assessment for the event. This must include a site plan showing the proposed site layout (firing area, fallout area and viewing area). Also the names and contact details of those managing the event. o Provide adequate means of fire extinguishment and staff to use them. o Provide fire marshals to monitor the fall-out area o Clear any fall-out debris from accessible public areas The University s current preferred supplier is: Sonic Fireworks 4. Essential steps to planning a display event (Appendix A: contact details) Before the event No firework displays on the campus may take place without the written consent of the Head of Campus Services. (Appendix B) Copies of the Display Provider s risk assessment must be sent to Assistant Director (Health and Safety), the University Fire Safety Adviser and the Director of Grounds for approval. For the Guild of Students approval must also be sought from the Guild Health & Safety Co-ordinator. A copy should also be sent to Estate Patrol for information. More than two weeks prior to the event City Council, Police, Fire and Rescue Service, West Country Ambulance Control and Airport Air Traffic Control should all be informed in writing of the event. (Appendices C to G) Two weeks prior to the event local residents in nearby properties must be informed of the date and time and location of the event in writing. Refer to Appendix H. The Environmental Health Officer of City Council can recommend the streets which should be targeted. Print a map of these streets for your records. For events in the grounds of student residences, the Committee responsible for organising the event must arrange for the distribution of the letters to houses in the streets that have been agreed by the EHO of City Council. Appendix I, lists the associated roads and streets. 2
During the event Human Resources Adequate First Aid arrangements should be in place. For a large event, First Aid assistance must be provided (St. John Ambulance or similar commercial organisation). For smaller events, a University First Aider must be available. A firing time must be agreed with the company and adhered to. All firework displays must finish by 10.30pm (in the summertime, by 11.00pm). The fall out area, wherever possible, should be kept clear of vehicles. For a small display, the fall out zone will be approx 15 metres and that of a large display can be up to one kilometre. Arrangements must be made control and supervise the attendees. These arrangements are normally made by the Display provider. The attendees will be kept at a safe distance from the display, behind temporary barriers. The barriers must be supervised at all times to prevent unauthorised breaches. Wherever possible, the company should be asked to provide a quieter display. Noise levels must be monitored by the company during the display and a copy of the readings given to the event organiser. The number of rockets should be limited and no air bombs should be used. Maximum decibel levels = 105 db @ 25 metres distance, any increase above this level must be agreed by the University. Provision for First Aid must be made. For smaller events this may be provided by University First Aiders. For larger displays this should be provided by an organisation such as St John Ambulance, After the event The Display provider is responsible for all clean up operations on site, returning the site to its former state, prior to the display. It will pick up spent fireworks and fallout from accessible public areas but not from private dwellings and land. Any complaints or claims of negligence should be directed to both the Display provider and the University s Insurance and Business Continuity Office so that liabilities may be considered and determined. The Health and Safety office should also be informed. 3
Appendix A:- Contact Details Head of Campus Services Mr Geoff Pringle Streatham Farm Prince of Wales Road EX4 4PX Sonic Fireworks Mr Mike Glover, Managing Director Sonic Fireworks 26a Honiton Road Cullompton Devon EX15 1PA Tel. 0844 335 1042 Fax. 05603 150 529 www.sonicfireworks.co.uk Devon and Somerset Fire & Rescue Service Control Room Clyst St George EX3 ONW Air Traffic Control Airport Clyst Honiton EX5 2BD Ambulance Control Westcountry Ambulance Service Eagle Way Sowton Industrial Estate EX2 7HY Police Control Room Devon & Cornwall Constabulary Middlemoor EX2 7HQ Environmental Health Officer City Council Civic Centre Paris Street EX1 1RQ University Health and Safety Office Queen s Building The Queen s Drive EX4 4QH HSEOffice@ex.ac.uk 4
Appendix B:- Request Form: Consent to hold an organised firework display event. Head of Campus Services Mr Geoff Pringle Streatham Farm Prince of Wales Road EX4 4PX Dear Sir Consent to hold a Firework Display Event On behalf of..............i request consent to hold a firework display event:- 1 On:- 2 At:- am/pm 3 Duration:- minutes 4 Location:- The Display provider is. The provider is a Bona fide company and they have provided a detailed risk assessment of the event and certificate of public liability insurance. These have been copied to the Health and Safety Office. I have studied the University s Firework Display Event Code of Practice and will adhere to its requirements and recommendations. Yours Sincerely Insert your name and contact details Dear. I hereby GIVE CONSENT for the Event as described above, subject to its compliance with the University s Codes of Practice on Firework Display Events. I hereby DENY CONSENT for the event as described above. Please contact... to discuss the reasons for this decision and to assist with re-submission of this request form Regards Mr Geoff Pringle Director of Campus Services 5
Appendix C:- Standard Letters: To inform of local agencies of proposed firework display event Devon and Somerset Fire & Rescue Service Control Room Clyst St George EX3 ONW New North Road EX4 4PF 4th June 2010 Dear Sir or Madam, Notification of a Firework Display Event, to take place on (Insert Date) I am writing to notify you that, in conjunction with the student end of year Summer Ball, a professionally fired firework display will take place on the above date in the grounds of Birks Halls, New North Road,. The anticipated time of firing is 2245 hours and should last between 5 and 10 minutes. Residents in the surrounding area have been notified in writing. City Council, the Devon & Cornwall Constabulary, Westcountry Ambulance Service and Airport Air Control have also been notified. I trust that this will not cause any difficulties. Yours faithfully, 6
Appendix D:- Air Traffic Control Airport Clyst Honiton EX5 2BD Standard Letters: To inform of local agencies of proposed firework display event Birks Hall New North Road EX4 4PF 4th June 2010 Dear Sir or Madam, Notification of a Firework Display Event, to take place on (Insert Date) I am writing to notify you that, in conjunction with the student end of year Summer Ball, a professionally fired firework display is will take place on the above date in the grounds of Birks Halls, New North Road,, EX4 4PF. The anticipated time of firing is 2245 hours and should last between 5 and 10 minutes. Residents in the surrounding area have been notified in writing. City Council, the Devon & Cornwall Constabulary, Westcountry Ambulance Service and the Devon and Somerset Fire & Rescue Service have also been notified. I trust that this will not cause any difficulties. Yours faithfully, 7
Appendix E:- Standard Letters: To inform of local agencies of proposed firework display event Ambulance Control Westcountry Ambulance Service Eagle Way Sowton Industrial Estate EX2 7HY Birks Hall New North Road EX4 4PF 4th June 2004 Dear Sir or Madam, Notification of a Firework Display Event, to take place on (Insert Date) I am writing to notify you that, in conjunction with the student end of year Summer Ball, a professionally fired firework display is booked to take place on the above date in the grounds of Birks Halls, New North Road,. The anticipated time of firing is 22.45 hours and should last between 5 and 10 minutes. Residents in the surrounding area have been notified in writing. City Council, Airport Air Control, Westcountry Ambulance Service and the Devon and Somerset Fire & Rescue Service have also been notified. I trust that this will not cause any difficulties. Yours faithfully, 8
Appendix F:- Standard Letters: To inform of local agencies of proposed firework display event Police Control Room Devon & Cornwall Constabulary Middlemoor EX2 7HQ 4th June 2010 Birks Hall New North Road EX4 4PF Dear Sir or Madam, Notification of a Firework Display Event, to take place on (Insert Date) I am writing to notify you that, in conjunction with the student end of year Summer Ball, a professionally fired firework display is booked to take place on the above date in the grounds of Birks Halls, New North Road,. The anticipated time of firing is 2245 hours and should last between 5 and 10 minutes. Residents in the surrounding area have been notified in writing. City Council, Airport Air Control, Westcountry Ambulance Service and the Devon and Somerset Fire & Rescue Service have also been notified. I trust that this will not cause any difficulties. Yours faithfully, 9
Appendix G:- Standard Letters: To inform of local agencies of proposed firework display event Environmental Health Department City Council Civic Centre Paris Street EX1 1RQ Birks Hall New North Road EX4 4PF 4th June 2010 Dear Sir or Madam, Notification of a Firework Display Event, to take place on (Insert Date) I am writing to notify you that, in conjunction with the student end of year Summer Ball, a professionally fired firework display will take place on the above date in the grounds of Birks Halls, New North Road,. The anticipated time of firing is 2245 hours and should last between 5 and 10 minutes. Residents in the surrounding area have been notified in writing. Airport Air Control, Westcountry Ambulance Service, the Devon & Cornwall Constabulary and the Devon and Somerset Fire & Rescue Service have also been notified. I trust that this will not cause any difficulties. Yours faithfully, 10
Appendix H Human Resources 4th June 2010 Birks Hall New North Road EX4 4PF Dear Sir or Madam, Notification of a Firework Display Event, to take place on (Insert Date) I am writing to notify you that, in conjunction with the student end of year Summer Ball, a professionally fired firework display is booked to take place on the above date in the grounds of University of, Birks Halls, New North Road,. The anticipated time of firing is 2245 hours and should last between 5 and 10 minutes. The local Environmental Health Office and other relevant authorities have been informed of the event. We do hope that this will not cause too much inconvenience. We thank you, in advance, for your cooperation. Yours faithfully, 11
Appendix I Human Resources Birks Halls Dunvegan Close, Elmbridge gardens, Lodge Hill, Kilbarran Drive, Glenthorne Road, Copplestone Drive, High Croft, King Edward Street Duryard Halls Lower Argyll Road, Westgarth Road, King Edward Street, Copplestone Drive, Glenthorne Road, Cowley View, High Croft, Elmbridge Gardens, Cherry Tree Close, Woodleigh Close Halls Prince of Wales Road, Hoopern Avenue, St Germans Road, Pennsylvania Close, Pennsylvania Road (from Kingsgate Residential Home up to Hoopern Avenue) St. Luke s College Road, Magdalen Road, Raleigh Road, College Avenue, Baring Crescent 12
Appendix J:- Specific Arrangements for Campus Services Weddings: In the event of a request for display at a wedding, the above procedures should be adhered to. However, at Reed Hall, it has been agreed that firework displays should only be allowed if they are of the reduced height and noise level (maximum 30 metres and 80 db) variety. This may also apply to weddings held in other locations on the campus, e.g. Hope Hall. The Events Team will advise residents in Streatham Drive and Streatham Rise if an event is due to take place, a phone call should be made to the phone numbers listed to inform them of the details of the date of the display no more than two weeks prior to the event. Multiple Events: Those organising the events should speak with other relevant residence managers to ensure that there are not too many displays in one week. Firework displays should be limited to special events only and once a year per residence. 13