Agenda item

To consider a report that provides information for a shadow premises licence on land within the grounds and owned by Belvoir Castle, known as Knipton Pastures & Frog Hollow, Belvoir Castle grounds, Belvoir NG32 1PE for the Forbidden Forest Festival. The applicant currently holds a Premises Licence MMA0327 for this site which is for a four-day festival for up to 14,999 persons. The new application is for a five-day festival for up to 24,999 persons.  Members will be required to consider the information presented and determine the application by taking such steps it considers necessary for the promotion for the Licensing objectives.

The Chair explained the procedure for the hearing and it was agreed that each party be allocated 30 minutes for their representation. It was also confirmed that all parties had received the relevant documentation.

 

The Council’s Barrister, Duncan Craig, advised that an email had been received from Mr Pape last Friday regarding certain details and questioning whether these had been dealt in a proper manner and he had advised the Council on process in accordance with the 2018 Data Protection Act, in particular with Schedule 2 and with GDPR, and in accordance with the Licensing Act and Hearing regulations and therefore the Council had dealt with the information in a proper and lawful manner.

 

The Licensing and Compliance Officer, Sarah Flower, presented a report that provided information for a shadow premises licence on land within the grounds and owned by Belvoir Castle, known as Knipton Pastures & Frog Hollow, Belvoir Castle grounds, Belvoir NG32 1PE for the Forbidden Forest Festival. The applicant currently held a Premises Licence MMA0327 for this site which was for a four-day festival for up to 14,999 persons. The new application was for a five-day festival for up to 24,999 persons.  She advised that an updated report was circulated after the initial agenda despatch which referenced the appropriate links to the appendices.

 

Members were required to consider the information presented and determine the application by taking such steps it considered necessary for the promotion of the Licensing objectives.

 

Philip Kolvin KC, Barrister for the applicant, presented the application.

 

Members asked the following questions to which Mr Kolvin and the Applicant’s Team members responded:

 

The Sub Committee asked what had been learnt from previous events and was now being done differently?

In response it was stated that the main point was that previously there was not a lot of police visibility and problems were exported off site. So they wanted to give a greater feeling of community safety and therefore there would be a far greater police visibility this year. They had also spoken with the parishes and wanted to listen to them better so there was now a group set up with a proper reporting mechanism that allowed information to come through and be dealt with onsite. Traffic was also a concern and they had considered parking, zones, access etc through this group. There would be temporary traffic restriction orders in place and traffic police on duty with more monitoring and resources to protect the public and the villages. They were doing everything they could to alleviate concerns.

 

The Sub Committee asked how were the event organisers dealing with noise complaints as it was a different type of noise with a base note that lifts and travels. Was there a detection for base noise?

Mr Kolvin explained that there would be no extra noise due to the increase in numbers. They would measure the base noise at the agreed locations and the Council will get a full log of the noise levels. The limits were set out in the management plan and the noise monitoring would be done from the stage to those homes/locations where concerns had been logged.

 

The Sub Committee asked whether amplified music would be played after 11pm?

Members were reassured that all amplified music would end at 11pm after that there would be no amplified music. No sound systems would be allowed onto the campsite. The carrying of sound depended on the weather and wind direction and the sound team would be circulating to monitor this, if there was too much noise in one area, the noise would be dampened. There would be a silent disco after 11pm.

 

The Sub Committee asked the event organisers how they would enforce that under 18s do not enter the site?

It was explained that under 18s were not allowed to attend the festival. There were checkpoints at the entrance for searches and ID was checked at this time. Everyone had to show their ID before they were allowed entry.

 

The event organisers were asked what are the exit arrangements assuming everyone leaves on the Monday morning?

Mr Kolvin stated that previous evidence was that people started to leave on Sunday afternoon and continued into the evening. The egress took place over 18 hours and this left approximately 2k to leave on the Monday and many of these left very early to get to work.

 

The Sub Committee asked how would the event organisers control the traffic for the site build and suppliers entering the area?

It was explained that instructions were given to those involved in the site build and suppliers outlining the routes into the site. These were monitored, photographed and date stamped on entry.

 

The Sub Committee asked which routes would be signposted?

The Sub Committee were reassured that there would be additional signage along the A52 and A607. Visitors would be advised to turn off satnav and use the signage. They were advised to follow A1 north and use the A52.

 

The Sub Committee asked how would the event organisers control parking in the villages?

It was explained that when reports are received to the event control centre, the response team can get there quickly and deal immediately with any parking issues. There will be no waiting restrictions in place. There will be a roaming police presence around the villages by Leicestershire Police who would deal with cross boundary villages too and then liaise with other counties as needed.

 

The Sub Committee questioned what the powers of the roving police would be?

Members were informed that the police have enforcement powers on parking and have the power to tow away obstructions.

 

Members asked how will event organisers deal with HGVs using the village roads and whether they could be penalised?

The Sub Committee were informed that HGVs are directed to appropriate weight restriction roads and event traffic is aware of the weight restrictions.

 

The Sub Committee asked that with lots of lorries arriving at one time, are there places where they can park up and wait to help with congestion during set up?

It was explained that the site can hold many vehicles and there are 2km of Belvoir Estate roads if needed to park up and wait their turn as required.

 

The Sub Committee asked where would the taxi pick up areas be?

It was advised that meetings with taxi companies were planned to show them the routes. Pick up and drop off points would be in place on the site. These would be available for those being dropped off and picked up by private individuals too.

 

The Sub Committee asked how would the event organisers ensure coach travel was sufficient to cover demand as there had been a shortage last time?

The Sub Committee were reassured that there would be a shuttle bus from Grantham and more coaches would be available to ensure there was no shortage.

 

It was noted that there appeared to be travel provision for the 65% coming from the north and midlands and 35% from the south, however there was no mention of the use of the Birmingham to Melton line from the west?

There was coach provision from cities such as Birmingham, Manchester, Leeds etc and if there was a demand for a shuttle from Melton and other towns such as Newark, then it would be in their interest to put this service in place.

 

Members asked how the event organisers calculated arrival peaks?

It was explained that currently they try to elongate the process however a high percentage arrive on the Friday and day tickets arrive throughout Saturday and Sunday. It is expected that 40% will arrive on the Thursday.

 

The question was raised on whether the reference to fireworks in the operator’s schedule, would be retained?

In responding, it was explained that currently there were no plans for fireworks but they would like to retain the option in case the situation changed.

 

Members asked how many security staff would be on duty?

It was explained that the proportion was 1/100 and usually there were about 350 people with some on the outside. They worked 8 hour shifts. Peak times were during arrival. Each function had dedicated security but staff could be moved around to where a boost was needed. There were several layers of search including on arrival and when moving from the campsite to the main arena and search lanes were opened and closed as required.

 

It was asked how many people were rejected during searches?

It was responded that for substances a judgement was made on whether they entered or not in consultation with the police. Their ticket was rejected if not allowed and entry would be refused throughout the event.

 

The Sub Committee asked would the event organisers add the villages to the litter picking schedule?

In responding it was explained that part of the discussion with the villages was to find out what they needed and they were looking to improve on this. 

 

Mr Craig advised that Mr Pape had contacted the Council last Thursday, 18 January 2024 not on the Friday as stated earlier.

 

There was a short comfort break adjournment at 11.30am.

 

Representations were made by the following:

 

Peter Carr - Belvoir Parish Council

Sue Bellamy - Denton Parish Council

Robin Pape - Member of the public

Steve Exwood - Barkestone, Plungar and Redmile Parish Council

 

A Member questioned what the policing numbers should be for an event of 25k and in response Mr Duncan advised the noise was to be monitored and the event security plan should include protecting the community.

 

The Licensing and Compliance Officer, Simon Greensmith, advised that correspondence had been received from Lincolnshire County Highways withdrawing their representation following consultation with the applicant and subject to the following conditions; evidenced engagement with Denton and this be available on request, there be a recorded system for fining drivers of HGV infrastructure vehicles using the Denton route which needs to be available on request, photos of the traffic management set up and daily records to show that signs are in place and are visible and be available on request, speed reductions on the A607 around Denton to assist with safety ie. 60s, 40s, 30s, a shuttle bus from Grantham proposed route on the traffic management plan so they could ensure the route was clear, a full traffic management plan no later than 29 March 2024 for Lincolnshire highways to raise any traffic regulation orders and they can check with their team that they can be raised with Leicestershire and cover the area and a register of an event on the highway form for Leicestershire County Council be submitted by 23 February 2024 and register the event that affects the highway for Lincolnshire County Council so they could plot and advise any potential conflicts.

 

Mr Kolvin confirmed that he had received this communication also and was in agreement with the terms. 

 

Each party was given the opportunity to make a closing statement.

 

Mr Kolvin made a closing statement and responded to concerns raised by those making representations.

 

At 12:45 pm, the meeting was adjourned to allow the Sub Committee to consider their decision.

 

At 1.57pm the meeting was reconvened.

 

RESOLVED

 

On consideration of the evidence, the Licensing & Compliance Officer’s report, the relevant legislation, case law and policies, the Sub-Committee took the decision to grant the new Premises Licence subject to the following modifications to the conditions contained within the operating schedule by way of amendment to or addition to the conditions as briefly set out below (full decision notice) :

 

·       Limit the capacity of the event to 22,000 being made up of no more than 17,000 campers and 5,000 day tickets; the reason for this being  to address the numbers of people arriving on the Thursday and Friday and expectation of a significant spike on the Friday, and this takes steps to mitigate concerns around traffic movement

·       Add a requirement to install signage on the A1 and the surrounding rural roads in order to prevent people going through Denton

·       Add a requirement for the shuttle service and their own logistical traffic in terms of routes in particular in relation to avoiding Denton and also to engage with local taxi companies to that end also although it is acknowledged that this is not as much within their gift as with the shuttle service

·       Modify condition 57 on the operating schedule in relation to the Community Liaison Group that this include the Parish Councils and  place a requirement that the licence holder conducts 3 monthly meetings in the 3 months that precede the event taking place

·       Debrief with that group within a month of the event to include an element of data sharing where appropriate and matters of noise, traffic and crime be discussed at all the above meetings

·       Modification of condition 58 to cover 3.5 miles

·       Reinforcement of the condition relating to the silent disco that there be no amplified music on the Thursday and all amplified music ends at 2300 on the Friday, Saturday and Sunday

·       The conditions agreed with the highway authorities be contained within the licence

 

Right to Appeal

 

There is a right of appeal in respect of this decision. Any appeal of the Sub-Committee’s decision must be lodged at the Magistrates’ Court with 21 days of notification of the Licensing Authority’s decision.