Summer Days Festival 2016 Clitheroe Castle, Clitheroe
Peppermint Events Ltd.
Bar & Alcohol Management Plan (CONFIDENTIAL)
Contents
1. Introduction to Peppermint Bars & Events Ltd 2. Core team names & further information 3. Operating Systems 4. Responsible Drinking Policy
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1. Introduction
With over 10 years’ experience, we are industry leaders in providing festival bars for events of all sizes. Our reputation is based on a quality, accountability and a professional service. During that time we worked on a wide range and breath of UK festivals including; The British Summer Time Concerts in Hyde Park, Glasgow Summer Sessions, Bestival, Secret Garden Party, Shakedown Festival, Bingley Music Live, Field Day, RockNess, Camp Bestival, Henley Regatta, T4 on the Beach, Lovebox, Hevy Festival, Led Festival, Red Bull X fighters, Cowes Week, Metro Weekender, Eastern Electrics, Circo Loco, Shakedown and many more. One of the other sides to our business is to build and manage “pop up” bar environments which can last between 1 week to 3 months, past projects have included The Moose bar in Canary Wharf, The Moose in Manchester Spinning Fields and The Feast Restaurant and Bar as part of the Brighton Pavilion Ice Rink.
We are committed to the continual process of making the event a safe and pleasant environment for the public to enjoy themselves through effectively managing the sale of alcohol. Our responsible drinking policy is focused on meeting the 4 licensing objectives to ensure the consumption of alcohol is carried out responsibly at all times during the event. We do this through the following methods;
Training Whenever possible we employ Personal License Holders to manage our bars in the addition to all senior management having Personal Licenses (Peppermint Bars and Events are now a fully recognised training centre by the BIIAB)
We will carry out briefings prior to the event opening and throughout the event for all bar staff on the licensing objectives and the measures in place meet them. The mechanics of how and where the initial briefings will take place are currently being discussed once we have decided on the best way to implement this; an update will be sent out.
Information We communicate the issues regarding the responsible sale of alcohol in a number of ways including briefings at the beginning of every shift; we also issue every member of staff with an info lanyard, please see appendix A for an example of this. We operate a strict Think 25 policy, implemented through briefings, signage for staff and the public.
Recording of refusals Following advice from the Police we will implement a system to record refusals that ever member of staff has access to. These will be on every till point which we call a “station”. A station in one of our bars comprises of a maximum of four serving staff and one till operator. It will be the responsibility of the bar servers to complete this register, the till operator’s will not be required to complete this register as they will not be directly dealing with customers. An example of how the new refusal registers will look like the example appendix B.
The Responsible sale of Alcohol We do not offer any drinks promotions over the bar and we price our drinks appropriately as not to encourage large orders or heavy drinking by individuals. We only serve wine and spirits according to the weights and measures act of 1985 please see appendix C for a copy of the signage we will display in our bars.
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2. Core team names & further information
Name Phone Email 1st point of contact Adam Coverdale 07752 013 014 [email protected] Project Manager Berin Johnston 07791 394 225 [email protected] Staff / HR Adam Hempenstall 07956 360 946 [email protected] Martyn Owen 07813 980 059 [email protected] Stock Lee Mitchell 07564616150 [email protected]
Adam Coverdale, Head of New Business With 18 years’ experience in both sales and operations within the events, festivals, corporate hospitality and beverage industries, Adam joined the Peppermint team in 2015 to facilitate new business opportunities. Alongside Berin Johnston, he will be the main point of contact in the lead up to the project for all matters concerned such as commercial details, contractual agreements, developing bar concepts and liaising with all other involved parties. Adam is also a personal licence holder.
Berin Johnston, Project Manager Berin Johnston has over thirteen years’ experience in the design and management of festival and concert bars/venues and previously worked for seven years as the lead project and production manager for the majority of public bars at Glastonbury Festival. In addition, Berin recently worked with Live Nation to design, plan and produce several public bars and entertainment venues - as well as other site work and projects with various clients / promoters.
Berin has extensive event experience in scheduling, production planning, site logistics, décor installations, sound/lighting equipment, health and safety, infrastructure, services, site crew, management and load in / load out procedures and is also a personal license holder.
Adam Hempenstall, HR Director Joint founder of the company- over the past 10 years Adam has grown and developed the Peppermint staffing team from 10 to over 10,000 active members of staff on an annual basis. Peppermint is now able to deploy over 2,000 staff in one weekend, managed by a team of expert staffing managers. Adam has overseen the development of bespoke online systems for recruiting and managing staff and has been instrumental in building excellent staff loyalty with the majority of managers and core staff returning year after year. Adam will be a joint first contact for all matters relating to staffing and will oversee the management of Peppermint’s staffing team both in the lead up to and during the festival.
Event Managers – Reports to Project Manager (Berin Johnston) The Event Manager supporting the project manager in every aspect of the bar operation from build to show days - to the last vehicle leaving site. There will be a team of four highly experienced event managers who have a minimum 3 years of experience managing large scale events for Peppermint. Each of these event managers will be allocated a specific sector of the festival site for build and live days. This is a well-tested working practice we use at large scale events and ensures that detailed, direct oversight of a small number of venues & bars on a large site is achieved at all times. They are all experienced in working in sensitive and challenging environments such as London Parks, city centre green field sites. It goes without saying they are fully experienced with the latest H & S legislation, site safety guidelines and PPS, provision of First Aid and numerous plant operator licences between them.
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Bar Managers – Reports to Staffing Managers Our team of Bar Managers is second to none. We are proud of our staff loyalty and retention rates and we have managers working for us that have been with Peppermint for over 8 years. All bar managers will have a number of years’ experience managing large scale bar operations. They each oversee the signing in and out of all staff on bars, oversee breaks, quality of service, staffing levels and queuing times. Each Bar Manager will be supported by at least one Assistant Manager (dependant on the size and complexity of the bar this will increase) and a Cellar Manager who looks after ensuring stock levels are maintained and back of house remains functional. For more on our recruitment and retention rates please see section 2. To see the rest of the bar team please see appendix 2.
Martyn Owen, Head Staffing Manager – Reports to HR Director (Adam Hempenstall) Peppermint Staffing is a subsidiary company of Peppermint Events which is overseen by Martyn Owen. Martyn has worked with the company for the past 8 years and has helped develop the vast database of staff from bar servers to senior management. Martyn will work with a team of two staffing managers and staffing assistants who have worked for Peppermint for several years. Pre-event the staffing managers organise budgeting, transport, welfare, rota creation, meals and accreditation. On site their role is critical as they are responsible for ensuring that each bar has its correct allocation of staff - but more importantly - is constantly walking around site to ensure that staffing levels are maintained and when any bar is under pressure staff are quickly moved to combat this. This role happens very much in the background – but is critical to the service we provide, being pro-active to ensure that staffing levels match the crowd flows around site. At each show we use past event data and programming information in order to predict pinch points and busy periods on bars near stages or programmed areas.
Martyn’s team also oversees all pre event training and ensuring that all members of the team have relevant licencing and bar training.
Head of Security, Gary Relf – Reports to Cash Operations Manager (Antonio Lambiase) & Project Manager (Berin Johnston) Peppermint takes the safe and secure management of cash handling and bar security extremely seriously. For the past three years we have worked closely with our head of security Gary Relf and his company Intelligents UK to ensure our protocols and procedures are second to none. Gary has over 22 years of experience in the personal and close protection industry and in law enforcement, including serving with Sussex Police for over 12 years and the British military. Gary leads a team of highly trained SIA security officers who have many years of Police, military and security experience.
Gary carries out full pre-event site risk assessments to ensure our security levels are sufficient for the threat level in each given location, he also liaises with the head of on-site security and Police team to ensure an integrated approach can be taken and that all parties are aware of each other’s presence and procedures. During the show a full log is kept of all actions including incidents or staff stop and search procedures. After the event a full security report is compiled by Gary and his team which includes an overview of security at the event, suggested threats at a specific site as well as suggestions and solutions to resolving any specific incidents in the future.
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3. Operating Systems
Main Bars x 2 Mass Dispense Unit Bar (MDU) For two main bars at Summer Days we will deploy large scale / mass dispense bars with the aim to split the back of house support team into 3 areas which would be managed by a specific cellar manager - stock runners, table teams and draught equipment.
- A team brings the cold stock from the refrigerated artic vehicles or designated storage area to the stock points situated down the bar. - The table teams then stock up each of the back bar areas in the designated station – ensuring that the tables full of cold stock and tidy. - The Mass Dispense Unit machines have two users per machines, one to pour the product and another dispense the drink to the correct section. This means the machine never stops pouring allowing maximum efficiency.
Between the stock table sections there is a cash register which is managed by a till operator. The till operator handles all the cash and is quick and efficient at using the till, this significantly cuts down till waiting times and also add an additional security measure as it limits the amount or personnel who are responsible for handling cash.
The servers are allocated to a till op (maximum 2-3 per till to avoid queuing at the till) and to keep the servers equally spread out. The servers never have to move from there section/till to get drinks or products as they remain fully stocked throughout the event.
Real Ale Tent This will serve a range of locally sourced ales and will be served in pint and half pint measures from plastic cups (no glass)
VIP Bar The VIP Bar will serve lager and cider in PET bottles, with spirits and soft drinks served in plastic cups. In addition we will be selling champagne and wine by the glass bottle, however this area will be monitored by two event security staff at all times to ensure that no glass reaches the main arena. In addition there will be signage in place to remind customers that no glass can leave the VIP area. Cleaning teams will also remove any empty bottles to reduce any glass left in this area. All drinks in the VIP area will be served in plastic cups.
Queuing Systems - managing queuing times / dealing with peaks and troughs
Peppermint is committed to achieving less-than-5 minute queuing times on all bars across the site.
With all the available data or experience at an event – there will always be peak and troughs, expected or not. This is why we have a dedicated staffing team, split into sectors that roam the event performing the following tasks to ensure the bars are running efficiently:
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Evaluating staffing levels using an evaluation tick sheet – e.g. hour-by-hour assessment of whether the bars are overstaffed, under staffed or at maximum efficiency Moving staff from bar to bar Managing the relief team
4. Responsible Drinking Policy
1. Peppermint Bars are committed to operating all of its licensed premises responsibly, safely and within the law. We support the four prime objectives of the Licensing Act 2003:
The prevention of crime and disorder; Public safety; The prevention of public nuisance; The protection of children from harm;
We seek always to work closely and constructively with the key authorities, including Police, Fire, Environmental Health and Local Authorities, in pursuit of these objectives.
We support regional Crime & Disorder partnerships and aim to participate fully in the drive against 'binge drinking' and its related effects, as outlined in the Alcohol Harm Reduction Strategy for England.
From October 1st 2010 the seven Mandatory Licensing Conditions Order in England and Wales under the Licensing Act 2003 will be complied with as follows:
1. No sale or supply of alcohol can be made without an appointed Designated Premises Supervisor (DPS). 2. Every sale or supply of alcohol must be made or authorised by a Personal License Holder. 3. Free portable tap water must be provided for customers. (Applies to all premises where alcohol is served for consumption on the premises). On festival sites staff to be informed of where the nearest water point is located. 4. No alcohol may be dispensed directly into the mouth of another person. 5. The responsible person must ensure that staff do not carry out, arrange or participate in any irresponsible promotions. 6. You must have an Age Verification Policy in place. 7. The provision of smaller measures must be offered and a notice of their availability be given. (applies to all premises where alcohol is served for consumption on the premises)
2. Peppermint Bars will at all times observe the law with regard to the sale of alcohol and all other products by:
Not serving customers who are intoxicated; Not serving alcohol to people who are under 18 years old and, where there is any doubt, following the Operational Guidelines (as listed below). Supporting 'test purchasing' as a way of helping to enforce the law, whilst recognising that under the law, the company cannot undertake test purchasing. Observing all other conditions of licensing law.
3. Peppermint Bars operates a Responsible Pricing and Promotions Policy for all alcoholic drinks, the guiding principles of which are:-
To offer guests real service and real value at fair, competitive prices. To seek to encourage increasing numbers of guests to visit and return to Peppermint Bars Events, rather than to seek to encourage increased consumption by individual guests during any one visit.
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To ensure guests are offered choice and value without inducements to drink to excess.
4. In relation to the drinks we serve:-
Where possible and appropriate, we will communicate the unit alcoholic content. Designated driver and other anti-drink/drive activities will be encouraged and supported - tap water will always be provided free where main water is available close to the bar structure. Peppermint Bars only uses plastic cups when working at outdoor events. All of our event bars will offer small single size measures from 125ml to compliment a larger offering of 175ml measures of still wine. 250ml measures may also be served. Our standard spirit measure is a single 25ml, however on occasions a 35ml measure may be served. Beer and Cider will be available in half pint measures when available in a draught form.
Across site – Peppermint propose for drinks to be served in the following formats / packaging:
Draught Lager / Cider / Ale – served in recyclable Pint & Half Pint Cups Wines served in 187ml and 750ml PET packaging Bottled lager & cider served in 330ml and 400ml PET packaging Spirits VIP – there
5. Peppermint Bars is committed to educating, training and supporting event bar Managers and staff so that they are able to carry out their duties under this policy and the law.
Peppermint Bars Responsible Pricing and Promotions Policy
The guiding principles are as stated in Peppermint Bars Alcohol & Social Responsibility Policy.
All promotional activity will avoid or limit the following:-
Association with anti-social behaviour. Appealing particularly to under-25's rather than to adults. Purchase by or sale to under-18's. Suggestion of sexual success or prowess. Association with illicit drugs. Encouragement of illegal, irresponsible or immoderate consumption.
In addition, we will not undertake:-
Drinking Games – which require or encourage individuals to drink a quantity of alcohol (or as much as possible) within a time limit. Large quantities of Alcohol for Free or a Fixed Price – this prevents promotions such as a fixed entry price allowing ‘all you can drink’. However this also covers unlimited or unspecified quantities of alcohol free or for a fixed price being offered to a particular group of people defined by a particular characteristic (which makes them more vulnerable or more likely to be involved in crime and disorder as a result of the consumption of alcohol). Prizes and Rewards – The sale, supply or provision of free or discounted alcohol or any other item as a prize to encourage or reward the purchase and consumption of alcohol over a period of 24 hours or less. Posters & Flyers – sale of alcohol in connection with posters or flyers which are considered to condone, encourage or glamorise anti-social behaviour or refer to the effects of drunkenness in any favorable
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manner.
Any promotional activity must also observe the following company guidelines:-
No single glass should contain more than 4 units of alcohol. o No 'free' alcohol inducements. No customer should receive additional drink without asking for it and paying for it. No unreasonable price based volume inducements. For example:- o No volume purchase should exceed four serves of a normal measure. For example, no pitchers (for sharing) larger than four pints. o Shared drink serves such as cocktail pitchers or pitchers of beer, which are for consumption by groups of customers, will be at prices which reflect reasonable discounts from the price, were the component drinks to have been bought individually. o A double measure of spirits for £1 more than a single measure is acceptable. A double represents around 2 units of alcohol, about the same as a standard pint of lager. No time limited promotion will last less than one hour. No promotion will be acceptable which involves:- o An initial payment to obtain reduced price alcohol. o Drinking games such as 'yard of ale'. o Driving in any way, including cars as prizes. Any single full serve size alcoholic drink priced below £2.00 will require the approval of a Director. No single full serves will be priced below £1.50 All specific promotional activity will be signed off by the relevant Retail Business Manager. All promotions will take full account of both the substance and the spirit of this policy.
Operational Guidelines for Under 18's
Peppermint Bars will at all times observe the law and ensure that alcohol is not served to people who are under 18 years old.
Peppermint Bars will operate the ‘Challenge 25’ schemes on all bars. Vinyl posters are displayed in a prominent position in bar areas to demonstrate commitment to this scheme. (see fig.1)
If a guest appears to be under 25, depending on which scheme is represented, then we require proof that he/she is over 18. In these circumstances staff is required to:-
Explain that it is against the law to serve alcohol to Under 18's. Ask for identification. Only three types are acceptable:- o ‘PASS’ hologram proof of age card o British Passport. o Photograph driving licence. If a guest does not have identification, suggest they return with some and they will be served when they do. Be polite and tactful, but firm, when asking for identification. Do not antagonise the situation if a guest becomes aggressive and/or refuses to leave. Inform a member of management.
Where applicable, Citizen ‘Pass’ card application forms will be displayed and staff encouraged to talk up the scheme with guests and suggest they apply. The card provides a convenient way for over 18's to prove their age. Once verified, applicants are provided with a tamper-proof, laser etched card, which is practically impossible to forge.
As a matter of course, all team members, including door staff, are to be made aware of Peppermint Bars legal and social obligations, and of the need for proof of age. Where necessary, new team members are to
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be trained and must sign the relevant documentation to confirm their training.
Regular updates are to be given at team meetings on any articles on under-age drinking which the company communicates through brand newsletters, or communication from line management.
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Alcohol & Social responsibility - Staff Training
Management Peppermint Bars and Events are now a fully recognised training centre by the BIIAB. The course Peppermint will be offering is the BIIAB Level 2 Award for Personal Licence Holders (APLH).
The BIIAB APLH is awarded to those who pass an examination covering the syllabus as defined by the Home Office. The course covers licensing law as defined in the Licensing Act 2003 and in subsequent relevant legislation, and the social responsibilities of the personal licence holder.
Whilst the majority of Peppermint’s core staff already hold Personal Licenses – Peppermint are striving to ensure it is a company standard that all managers, assistant managers and support staff are put through the training programme in an effort to set themselves apart as an industry leader in this field.
All staff Each member of staff receives a comprehensive training covering all key aspects of working in a licensed premises including H & S policies as well as education as to the legal requirements of their role, including their responsibilities not to serve under 18's and those who are intoxicated. Their training includes a multiple choice exam that covers Licensing, Challenge 25, H & S, responsible service of alcohol and quality of service.
This is re enforced on site at the briefing by the personal license holding manager on each bar. After the briefing the manager ensures that all the staff signs the authorisation to sell alcohol document; this means that anyone who is not a personal licence holder who is selling alcohol has been given permission to do so by a personal licence holder.
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Appendix A
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Appendix B
Appendix C
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