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Goodwood Festival of Speed & Moving Motor Show Handbook 11 July – 14 July 2013
CONTENTS & INTRODUCTION
CONTENTS & KEY DATES & SITE PLAN
INTRODUCTION
CONTENTS & INTRODUCTION
ESSENTIAL INFORMATION
CONTENTS Abbreviations
5
Emergency Routes
Accommodation
37
Environmental Health/Health & Safety Executive 32
Accreditation
37
Equal Opportunities
Alcohol
10
Equality Act
12
Animals
10
Event Sustainability
40
HEALTH & SAFETY
MOVING MOTOR SHOW
Ball Big Screens
38
First Aid
Branding and Logos
38
Flags & Flagpoles
13
Camping
38
Floral
13
Car Parking
10
Car Valeting
38
Form 1.1 – Goodwood Partner Additional Requirements
53
Cash Points
39
Catering
39
Form 1.2 – MMS Partner Additional Requirements
54
Form 1.3 – Additional On Event Passes
55
Fund Raising
40
Furniture
13
see Official Festival of Speed Charity
Chauffer-Driven Cars
10
Children
10
Children’s Wristbands
45
Cleaning
11
Communication with Goodwood
11
see Health and Safety
Confirmation of Receipt and Compliance
52
Contractors
11
Cranes
12
Crèche
40
Delivery of Goods
TICKETING
7
Fire Safety and Fire Risk Assessment
Deadlines
FORMS
Event Timings
38
Compressed Gases
2
see Equality Act
Badges for Lord March’s Race Suit
Charity
GENERAL INFORMATION
see Hospitality - VIP
32
6 see Site Access
Disability Discrimination Act (DDA)
12
Disabled Facilities
40
Distribution of Promotional Material
40
Drugs
12
Electrics
12
Emergency Procedures
30
32
see Emergency Procedures
Gate 1
see Site Operations Office
Gas and Hazardous Substances see Health and Safety Generators
see Electrics
Golf Buggies
13
Goodwood Radio
41
Health and Safety
34
Health and Safety Documentation
36
Height Limits
see Health and Safety
Hillclimb Content
41
Hospitality – Corporate
41
Hospitality – VIP
41
House Tours
42
Inflatables
see Stand Building Regulations
Insurance
13
Internet & Telecoms
13
Introduction 4 Lasers
www.goodwood.com
13
CONTENTS &
INTRODUCTION
CONTENTS & INTRODUCTION
KEY DATES & SITE PLAN
Late Working
Site Operations Office 19
see Music and Product Sale Licence
Site Plan 8
Live Hillclimb Feed
14
Site Surveys
Lost Children
42
Smoking 19
Lost Property
42
Sponsors’ Enclosure
Map
see Site Plan
see Production Meetings & Site Surveys
see Catering
Sponsor Feedback 44
14
Sponsor Report
44
Marketing
42
Stand Building Regulations
19
Method Statement see Health and Safety Documentation
Stand Plans
Moving Motor Show
Storage
see Health and Safety Documentation
21
Music 14 Sunday Lunch
see Hospitality - VIP
Noise
see Hospitality - VIP
see Music
Official Festival of Speed Charity Party
42
Sunday Tea
Ticketing 45 Timetable
see Event Timings
see Ticketing
Trackway
21
Passenger Rides
14
Transport 44
PDQ Machines 14
Unusual Exhibits/Items of Special Risk
Plant Hire
14
Vehicle Access
Plant, Tools and Machinery
14
Vehicles on Display Video and Film
Power
Waste Removal
Press Centre
43
Private Aviation
see Transport
Water Features/Displays Water
43
Wifi
Production Meetings & Site Surveys
15
Young Person’s Ticket
Programme
43
Radio Use
15
Reception Desk at Goodwood House
43
Refuelling
15
Restocking of Stands
see Site Access
21 see Accreditation
21 see Health and Safety
44 see Internet and Telecoms
50
TICKETING
Product Sale Licence
21
GENERAL INFORMATION
Plasma Screen 15 see Electrics
HEALTH & SAFETY
see Hospitality - VIP
Passes
MOVING MOTOR SHOW
Materials
23
ESSENTIAL INFORMATION
Licences
14
see Site Access
15
Site Access
16
Site and Ground Protection
19
www.goodwood.com
FORMS
Security
3
CONTENTS &
INTRODUCTION
KEY DATES & SITE PLAN
CONTENTS & INTRODUCTION
INTRODUCTION
ESSENTIAL INFORMATION
Firstly I would like to offer you a warm welcome to the second edition of the Festival of Speed and Moving Motor Show Handbook. 2013 is a big year for Goodwood as it is the 20th Anniversary of the Festival of Speed. It is hard to believe that it has come round so quickly and promises to be an exceptional event. We are very excited about the very special content we have planned for this year’s festival, some of which will form a celebration of all the greatest moments of the last 20 years.
MOVING MOTOR SHOW
Of course, none of this could happen without the support of our Goodwood Partners, who have been tremendously committed to the event over these last 20 years. We are very thankful for your on-going support, commitment and dedication in making the Festival of Speed the largest and most prestigious car culture event in the world. Last year was the first time we produced a dedicated handbook and the feedback we had was very instructive and insightful and has helped us shape the 2013 version. The main changes you will notice are around how we have organised the content to make it more operationally focused and to make it available as an interactive pdf. As a result I hope that this edition proves to be more helpful and valuable for your participation in the event and will address all the key questions you have. Of course, if you cannot find the answer you need then please speak to your Account Manager, who I should stress, should always remain your first point of contact with Goodwood.
HEALTH & SAFETY
This is also a good opportunity to mention a couple of housekeeping points: this year we are communicating our key deadlines earlier than we have ever done before, because we will be sticking to our deadlines much more rigidly than we have done in the past, please take note of p6. Secondly, please ensure you sign and complete the Confirmation of Receipt and Compliance on p52, knowing what is required now will save a lot of time in the lead-up to the event.
GENERAL INFORMATION
Our aim is to be the best in everything we do for our Partners, and to that end, in the last few years, we have invested heavily in our people, resources, process and suppliers to ensure your relationship with Goodwood, in all its facets, is handled as efficiently and smoothly as possible. However we welcome feedback on how we can improve what we do so please do tell us your ideas. Finally, I would like to wish everyone a successful season and look forward to seeing you all in person over the course of the year. Very best wishes
FORMS
TICKETING
Will Hawkins Head of Sponsorship
4
www.goodwood.com
CONTENTS &
INTRODUCTION
CONTENTS & INTRODUCTION
KEY DATES & SITE PLAN
TERMS Exhibitor – Goodwood Exhibitors only
ESSENTIAL INFORMATION
Goodwood Partners – includes both Sponsors and Exhibitors MMS Partners – Moving Motor Show Partners only Partners - includes both Sponsors and Exhibitors Sponsor – Goodwood Sponsors only
ABBREVIATIONS
MOVING MOTOR SHOW
CAA – Civil Aviation Authority CDC – Chichester District Council DDA – Disability Discrimination Act EHO – Chichester District Environmental Health Officer FoS – Festival of Speed GEMD – Goodwood Event Medical Director
HEALTH & SAFETY
HEMS – Helicopter Emergency Medical Service JEC – Goodwood Joint Event Control MMS – Moving Motor Show PPE – Personal Protective Clothing SECAmb – South East Coast Ambulance Service
GENERAL INFORMATION TICKETING FORMS
www.goodwood.com
5
KEY DATES & SITE PLAN
CONTENTS & KEY DATES & SITE PLAN
INTRODUCTION
KEY DATES & SITE PLAN
DEADLINES
ESSENTIAL INFORMATION
The table below details the deadlines by which the various tasks must be completed and highlights the consequences of failing to deliver on time.
Date 13 February
MOVING MOTOR SHOW
28 February 15 March 19 April 19 April 19 April
HEALTH & SAFETY
19 April
GENERAL INFORMATION
19 April
Consequence
Sign and return the Confirmation of Receipt and Compliance on p52 Provide your list of relevant Hillclimb Content for consideration All Site Surveys and Production Meetings must be completed Health and Safety Documentation submitted for all Goodwood Partners, see p36 Fill in and return Form 1.1 on p53 – Goodwood Partners Fill in and return Form 1.2 on p54 – MMS Partners Fill in and return Form 1.3 on p55 for on event passes Submit list of all suppliers to Account Manager
14 June
Submit artwork for Event Programme
14 June
Supply 2x badges for Lord March’s Race Suit
14 June 14 June 14 June
Additional orders for the official Festival of Speed programme (£12 each) Notification of raffle prize for Official Festival of Speed Charity Send through footage for the Big Screens for approval (if contracted)
6
You will not be allowed on-site A surcharge will be applied A surcharge will be applied Risk missing out on passes subject to availability Your suppliers will not be allowed on-site The programme will go to print without your advertisement You will miss out on this additional branding opportunity It will be too late to order any additional programmes
You will miss out on this opportunity TV Crews/photographers/journalists will not receive accreditation for the event
21 June
Accreditation deadline, see p37
21 June
Confirmation of guests’ names for the Festival Your guests will not be allowed entry of Speed Ball
21 June
Stand Catering Order
A surcharge will be applied
27 June
Press Packs for Press Centre
Press Packs will not be on display on event
27 June
Advertising/interviews for Goodwood Radio
You will miss out on this opportunity
FORMS
TICKETING
Task
www.goodwood.com
A surcharge will be applied A surcharge will be applied in addition to the £3 per sq/m charge Additional charge of £5,000 per day will be applied at Goodwood’s discretion
ESSENTIAL INFORMATION
26 July
KEY DATES & SITE PLAN
10 July
Completion of all stand builds to include MMS All large waste must be disposed of in the skips provided by 1200hrs Full extraction from site due to Glorious Goodwood commencing
EVENT TIMINGS
Main build for all Goodwood Partners
Any build outside of these times must have prior approval by Goodwood Any build outside of these times must have prior approval by Goodwood All heavy plant vehicles will be towed off site if not removed by 1900hrs A surcharge will be applied if this deadline is missed Any build outside of these times must have prior approval by Goodwood. A surcharge will be applied if the 1500hrs deadline is missed Any re-stocking must take place outside these times and an After Hours Vehicle Pass must be pre-ordered on Form 1.3 in the Forms Section A surcharge will be applied if this deadline is missed Any breakdown outside of these times must be approved by Goodwood and must not exceed 2200hrs. Large fines will be applied at Goodwood’s discretion to anyone on-site after this time.
MMS build All heavy plant to be removed from site Final touches to main stand and car installation will be permitted MMS vehicle installation
11 July until 14 July 0700hrs until 1900hrs
The Festival of Speed
16 July 1900hrs
All MMS stands must be clear
14 July* until 26 July 0700hrs until 1900hrs
Breakdown
26 July 1900hrs
Complete Extraction
TICKETING
10 June until 8 July 0700hrs until 1900hrs 1 July until 8 July 0700hrs until 1900hrs 8 July 0700hrs until 1900hrs 9 July until 10 July 0700hrs until 1900hrs 8 & 9 July 0700hrs until 1900hrs 10 July 0700hrs until 1500hrs
GENERAL INFORMATION
Notes
HEALTH & SAFETY
Details
MOVING MOTOR SHOW
The table below details the pre-, on and post-event timings.
Date & Time
CONTENTS &
8 July
INTRODUCTION
KEY DATES & SITE PLAN
*Once all public have left the park
FORMS
www.goodwood.com
7
FORMS
TICKETING
GENERAL INFORMATION
HEALTH & SAFETY
MOVING MOTOR SHOW
ESSENTIAL INFORMATION
KEY DATES & SITE PLAN
CONTENTS & INTRODUCTION
KEY DATES & SITE PLAN
SITE PLAN
8
www.goodwood.com
CONTENTS &
KEY DATES & SITE PLAN
ESSENTIAL INFORMATION
MOVING MOTOR SHOW
HEALTH & SAFETY
GENERAL INFORMATION
TICKETING
FORMS
9
www.goodwood.com
INTRODUCTION
KEY DATES & SITE PLAN
ESSENTIAL INFORMATION
CONTENTS & KEY DATES & SITE PLAN
INTRODUCTION
ESSENTIAL INFORMATION
ALCOHOL
Staff Parking
ESSENTIAL INFORMATION
It is strictly prohibited for anyone to be under the influence of alcohol or illegal drugs whilst working at the site or performing site activities, including operating vehicles or equipment. Goodwood reserves the right to remove anybody from site who, in their opinion, is under the influence of either substance.
MOVING MOTOR SHOW
Build-up and Breakdown
On-Event Alcohol will be available for sale from the various catering areas around the site. You are not permitted to bring your own alcohol on-site as this will compromise the premises licence.
ANIMALS HEALTH & SAFETY
CAR PARKING No vehicles may be left within the security fence. Marshals will be patrolling the site to ensure that these regulations are observed. The car parks are not for camping or staying overnight – camping facilities are available by prior booking – see Camping on p38.
GENERAL INFORMATION
Access to this car park will only be possible if you approach from the East or West on the A27 or North on the A285. Join the A27 to the West of Chichester, or if travelling from the East, no closer than Fontwell. If travelling from the North, join the A285 at Petworth or if coming from Singleton, turn left at Goodwood Racecourse and follow the Gate10 signs. If you approach from any other direction, you will not gain access to this Car Park, but will be directed to the nearest Public facility.
CHAUFFEUR-DRIVEN CARS
No animals are permitted at the event site, including the car parks and the campsites, with the exception of registered guide dogs.
No trailers or articulated lorries over 7.5 tonnes can be accommodated in the car parks. If you need parking facilities for these, please see Vehicle Storage on p18.
TICKETING
Each Sponsor can request up to two passes for Car Park 10, subject to availability. Please ensure you fill this in on Form 1.3 on p55. Space is strictly limited and these passes will be distributed on a first come, first served basis. Additional vehicles will be directed to the nearest car park dependent on their direction of travel.
VIP Guests In accordance with your contract, each Sponsor will be provided with VIP car passes for Car Park P. These are included in your ticketing pack.
Guests arriving by chauffeur-driven cars will need to ensure they have the correct pass in order to access either the Gate 1 or Gate 3 Chauffeur Drop-Off Areas. All cars coming from the Aerodrome will need a Gate 3 pass, which should be clearly displayed on the windscreen in order to gain access. Gate 3 is the official VIP drop-off but if your guests need to access the main Sponsor area then Gate 1 may be more convenient. Please fill in Form 1.3 on p55 to request these passes.
CHILDREN Please also refer to: Children’s Wristbands Crèche Lost Children Build-up and Breakdown It is strictly prohibited for children of 16 or under to access the site at any time during build-up and breakdown. On Event
FORMS
Please see the Ticketing section for information on tickets for both children and young people. 10
45 40 42
www.goodwood.com
CONTENTS &
INTRODUCTION
ESSENTIAL INFORMATION
Car Parking Map KEY DATES & SITE PLAN
Car park
S
Car park
P
Car park
Car park
N
M
Car park
4A
ESSENTIAL INFORMATION
Car park
T
Car park
G
Car park
9
Car park
10
Car park (E) CPE
Car park
D
Millsfield
Car park (A) CPA
Campsite
MOVING MOTOR SHOW
B
Arrangements can be made with our on-site cleaners. Please select this on Form 1.1 on p53 and your Account Manager will put you in touch with our preferred supplier.
Failure to return the radio will result in the cost of the radio being charged on to you via your Account Manager. If you are still unable to contact your Account Manager then please call Goodwood Control on 01243 755110 or email goodwoodcontrol@goodwood.com
HEALTH & SAFETY
CLEANING
COMMUNICATION WITH GOODWOOD
GENERAL INFORMATION
Please see Radio Use on p15 if you require a radio for your own staff.
CONTRACTORS
You must ensure all contractors receive a copy of this handbook. It is your responsibility to ensure that all contractors, their agents, employees or sub-contractors are familiar with, understand and comply with all applicable health and safety legislation, HSE guidance and approved codes of practice, British Standards and any appropriate guidelines, council or venue rules that apply to their work. For details relating to contractor passes, please see Ticketing on p45.
www.goodwood.com
FORMS
The radio will be available for collection from the Site Operations Office at Gate 1 from 0900hrs on Monday 8 July and must be returned by 1100hrs on Monday 15 July.
If you need to sub-contract all or any part of your stand build you may use a business choice, subject to the terms of your contract. Details of all contractors engaged must be provided in your Health and Safety Documentation on p36.
TICKETING
During build-up, on-event and breakdown, all Goodwood Partners must continue to liaise with their Account Manager as their first point of contact for everything unless it is an Emergency, in this event please see Emergency Procedures on p30. This can be done via either their mobiles or by radio as, new to 2013, Sponsors can request a radio, which will be on a dedicated Client Services frequency. This is purely for contacting your Account Manager if you are unable to get hold of them on their mobile, it is not for any other use. To note, only one radio is allowed per Sponsor and you must sign in on collection and sign out on return, please fill in Form 1.1 on p53 to order.
11
CONTENTS &
INTRODUCTION
KEY DATES & SITE PLAN
ESSENTIAL INFORMATION
CRANES
ESSENTIAL INFORMATION
The use of cranes is permitted. However, you must inform your Account Manager of any craning dates in advance, as the site falls within the controlled airspace of Goodwood Aerodrome and 24 hours notice is needed. Without the appropriate notice, you will not be able to use the crane.
MOVING MOTOR SHOW
DISABILITY DISCRIMINATION ACT (DDA)
HEALTH & SAFETY
Goodwood recognises that Goodwood Partners may wish to be innovative with their stand design. However, it should be noted that the Disability Discrimination Act 1996, along with provisions relating to disability in the Equality Act 2010 must be adhered to in all aspects of stand design, build and operation. This requires you to consider making reasonable adjustments to arrangements and facilities to meet the requirements of disabled users, contractors and visitors to the event.
GENERAL INFORMATION
When submitting stand designs, please clearly document the measures in place to meet the requirements of the DDA 1996. For further information, please visit www.drc-gb.org or www.disability.gov.uk
Generators Should a generator be required for your stand, please select this on Form 1.1 on p53. Generators must be situated outside your structure but on the boundary of the allocated site and must be screened off. Screens must be a minimum of 1.5m from the generator. Refuelling must be arranged through Goodwood and must take place outside the event opening hours, please select this on Form 1.1 on p53. No smoking signs should be displayed adjacent to the unit and no fuel should be stored on or around your stand. This is applicable to all generators regardless of size.
EQUALITY ACT 2010/EQUAL OPPORTUNITIES
DRUGS Illegal drugs are not permitted on any part of the estate. Any person found to be in possession of or under the influence of illegal drugs will be removed from the estate.
ELECTRICS TICKETING
Mains lighting and power supplies are not available within the main exhibition areas. All portable electric equipment brought onto the estate must be in a safe working condition, with a current PAT test certification. All electrical equipment must be suitable for the purpose for which it is to be used.
These obligations include requirements to refrain from any kind of discrimination and to treat everyone with dignity and respect, regardless of sex, race, colour, national origin, age, marital status, disability, pregnancy, sexual orientation, religion or belief or any other protected characteristic. The responsibility for upholding this commitment is shared by, and is intended to benefit, Sponsors and Exhibitors and their employees, agents and contractors.
FORMS
All electrical installations must comply with the Electricity at Work Regulations 1989 and the IEE Wiring Regulations 17th Edition: (BS7671: 2008). All work must be carried out by NIC/EIC registered contractors.
Goodwood expects all Partners to fully comply with their obligations under the Equality Act 2010 in relation to both their own employees and workers and also to the provision of goods and services to members of the public.
12
www.goodwood.com
INTERNET & TELECOMS
If you require assistance in hiring furniture for the event, please request further information on Form 1.1 on p53.
IT solutions, including telephones, broadband, wifi, wireless PDQ machines and networking, are available. If you would like more information on ordering any of these, please highlight this on Form 1.1 on p53 and you will be put in touch with our supplier directly to discuss your individual requirements in more detail.
GOLF BUGGIES
For both MMS Partners and Premier Exhibitors who have standard wifi included in their package, please note it is only suitable for the following:
INSURANCE
• Email capture and retrieval
All Goodwood Partners are required to ensure that they have adequate insurance with a reputable insurer to cover all potential liabilities and risk to their business, employees, agents, contractors, third parties and members of the public attending their stands and exhibits. We require Public Liability cover of a minimum of £10 million per individual claim. Cover should include stands, displays, exhibits, all property, employee and third-party risks, damage, abandonment, cancellation or curtailment of the event.
• Web browsing
GENERAL INFORMATION
If you require a golf buggy, whether it is a fourseater, a six-seater or a 4x4, please specify this on Form 1.1 on p53.
HEALTH & SAFETY
FURNITURE
MOVING MOTOR SHOW
If you require any floral arrangements, please request further information on Form 1.1 on p53.
ESSENTIAL INFORMATION
Goodwood Partners participate in the event and activate their rights at their own risk. Goodwood is not liable for claims arising from damage, loss, injury, disease or death involving employees, officers, agents or contractors of the relevant Partner, third parties or members of the public which arise out of the activation or exploitation of the Sponsorship rights or which occur on a Partner’s stand or display, howsoever caused (although this shall not exclude or limit liability in respect of death or personal injury arising from negligence). Goodwood Partners must include all copies of all relevant insurance certificates with their Health and Safety Documentation which must be supplied by Friday 19 April. The insurance cover must be valid from the first day on-site, throughout build-up, live days and breakdown until you have left the Estate.
FLORAL
KEY DATES & SITE PLAN
Goodwood provides each Sponsor with flags and flagpoles according to their contract. These are stored by Goodwood each year and will be renewed if damaged. It is imperative that you ensure your Account Manager is aware of any re-branding taking place by Friday 19 April so that they can ensure your latest logo is displayed. If any additional flagpoles are required over and above your contracted allowance, please select this on Form 1.1 on p53.
CONTENTS &
FLAGS & FLAGPOLES
INTRODUCTION
ESSENTIAL INFORMATION
• Sending emails • Social networking • Twitter
TICKETING
LASERS No lasers or special effects are permitted without written authority from Goodwood.
FORMS
www.goodwood.com
13
CONTENTS &
INTRODUCTION
MOVING MOTOR SHOW
ESSENTIAL INFORMATION
KEY DATES & SITE PLAN
ESSENTIAL INFORMATION
LATE WORKING
PASSENGER RIDES
Work on-site past 1900hrs should be avoided where possible. Your foreman must consider staff welfare at all times and ensure that operatives are not working unacceptable hours. Should late working be necessary please report to Goodwood Control with full details of the number of people working, the activities they will be undertaking and the mobile number of the person in charge. Please remember that a first aider and health and safety representative must be present with your operatives at all times.
Passengers may only be carried on the hillclimb in cars running in the following classes: Supercar Run, First Glance and FoS-TECH. These classes (which run together in Batch 6) are subject to specific regulations, in particular all drivers in the Supercar and First Glance classes must hold a current MSA race licence and drivers and passengers in all classes must wear helmets in accordance with current MSA regulations.
LIVE HILLCLIMB FEED
HEALTH & SAFETY
Should you wish to watch the action on the hillclimb from your own stand, we can connect you to a live feed. Please request further information on Form 1.1 on p53. Please also specify on this form whether you require a plasma screen.
MATERIALS
GENERAL INFORMATION
All materials, goods and workmanship shall be in accordance with good building practice and the latest British Code of Practice and be suitable for the purpose for which they are intended.
TICKETING
Should you require a PDQ machine, please specify this on Form 1.1 on p53. If you are supplying your own, we recommend you run the machine through the internet rather than a mobile phone line as mobile signals can be unreliable on event due to the amount of people present.
PLANT HIRE
Telehandlers, Cherry Pickers, Scissor Lifts, Forklifts
All recorded and live music must be approved by your Account Manager and a licence will be required. Please contact your Account Manager as soon as possible and provide exact details of what you are planning. The costs for the associated licences will be passed on to you and these will depend on what you are doing. When planning music on your stand, consideration must be given to your neighbours and under no circumstances may music cause a nuisance to them. Speakers should be pointing inwards towards your stand. Goodwood reserves the right to terminate any music which, in their opinion, causes nuisance or disturbance or is detrimental to the event as a whole.
FORMS
PDQ MACHINES
Winner Plant Hire, based on site, is our approved supplier for all heavy plant hire to include:
MUSIC
14
Goodwood will not provide any such helmets and it is each manufacturer’s responsibility to ensure that their drivers and passengers are suitably equipped. Please contact your Account Manager for further information and full regulations.
To find out more information please highlight this on Form 1.1 on p53.
PLANT, TOOLS & MACHINERY Goodwood Partners, their sub-contractors and third parties are responsible for ensuring the suitability and condition of all plant, tools, equipment and PPE and full compliance with all relevant regulations and directives. All machinery should only be used by competent people who have the relevant training and qualifications, in accordance with the manufacturers’ operational guidelines.
www.goodwood.com
RADIO USE
REFUELLING
Golf Buggies These will be full on collection and should not require re-fuelling over the event. However, if you should require re-fuelling please contact your Account Manager.
The safety of your stand and any goods contained within are your sole responsibility. Goodwood will maintain a general level of security throughout the site. However, all Goodwood Partners display their products, goods and equipment at their own risk and are entirely responsible for their security. Absolutely no liability will be accepted by Goodwood for any loss or damage to, or theft of, any Partner’s property, howsoever caused. It is not possible for Goodwood to check the ownership of any goods or products being removed from the event grounds. Security will patrol the site from 1800hrs to 0600hrs on Wednesday, Thursday, Friday and Saturday night of the event and there will be no designated security outside of these hours a day. Security will patrol the site for 24 hours and may be called if required. Should you require stand security, please select this on Form 1.1 on p53.
TICKETING
Diesel refuelling will be available from Monday 8 July until Sunday 14 July – please fill in Form 1.1 on p53 if you require this service so we can ensure you are on our list. Any refuelling outside of these dates must be booked in advance through your Account Manager. Refuelling takes place through the night and it is essential the generator service doors are easily accessible and not locked. You are responsible for insuring all equipment against all risks to its full replacement value.
SECURITY
GENERAL INFORMATION
Generator
A signature by a person authorised by a Goodwood Partner and the relevant Partner’s name will be required for any fuelling on-site, except for generators (see above). Please note that any production company who is named on the refuelling schedule will be charged so it is in your interest to instruct all suppliers to use the Goodwood Partner’s name.
HEALTH & SAFETY
Goodwood use a number of different licensed radio frequencies and it is vital that there is no interference. Goodwood Partners may use handheld communication equipment if they wish to do so but should first check with their Account Manager to ensure that the proposed frequency will not conflict with any others in use. If you would like to hire a radio for the event, please select this on Form 1.1 on p53.
Moving Motor Show Vehicles Unleaded 95ron and diesel 15/25ron will be available on-site near the MMS structure. Fuel will only be available between 0900hrs and 1800hrs on Wednesday 10 July. Any refuelling needed on Thursday 11 July should be requested through your Account Manager and cannot be guaranteed.
MOVING MOTOR SHOW
All site surveys and production meetings must take place by Friday 15 March. Please contact your Account Manager to make arrangements.
Heavy Plant On-site refuelling for heavy plant is available during the build-up and breakdown periods and will be invoiced after the event. Please contact your Account Manager to arrange this.
ESSENTIAL INFORMATION
PRODUCTION MEETINGS & SITE SURVEYS
KEY DATES & SITE PLAN
Should you require a plasma, please specify this on Form 1.1 on p53.
CONTENTS &
PLASMA SCREEN
INTRODUCTION
ESSENTIAL INFORMATION
FORMS
www.goodwood.com
15
CONTENTS &
INTRODUCTION
KEY DATES & SITE PLAN
ESSENTIAL INFORMATION
SITE ACCESS MAP
ESSENTIAL INFORMATION
Check - in Office
THE KENNELS
GOODWOOD HOUSE
Festival of Speed site location
GOODWOOD HOTEL
MOVING MOTOR SHOW
from East Lavant New Roa d
GOODWOOD MOTOR CIRCUIT
New Roa d
Claypit La ne
Chicane Paddock
Chichester
A285 to Halnaker
GENERAL INFORMATION
HEALTH & SAFETY
A27
Any Goodwood Partner arranging stand security through any other organisation must inform their Account Manager and must provide full details of that organisation by Friday 19 April for approval. Such security is in relation to the stand only and at no time may any security personnel, other than those appointed by Goodwood, patrol the event site either on foot or by vehicle. Goodwood Partners will be responsible for providing all admission passes necessary for security personnel to gain entry to the site during opening hours, please see Ticketing on p45.
SITE ACCESS
In the unlikely event that there is a theft on-site, please follow the below steps:
Planning and Design
TICKETING
1. Company who discover theft/loss to contact Goodwood Control on 01243 755110 2. Goodwood Control will contact Goodwood Security to attend the relevant stand/structure
FORMS
3. Goodwood Security will assist the Company to report the loss to the local police
16
The system of obtaining access to the Festival of Speed 2013 has changed. To improve vehicle movement on-site it is important that all Goodwood Partners, contractors and their representatives adhere to the new procedure. An outline of the new procedure is below. Please refer to the Event Timings on p7 for access dates and times.
When planning your time at the Festival of Speed, please take into account that there is a limited amount of space on the event site to accommodate each Partner’s requirements. We therefore ask that you plan your site logistics and stand build carefully, ensuring that only essential infrastructure required to carry out your build is on-site and only at the prescribed time, and that contractors utilise the correct size vehicle for deliveries, for example, they do not deliver one pallet on an articulated lorry.
www.goodwood.com
Couriers
Please ensure that all parcels being delivered have the correct information on them as detailed below:
The check-in office is open between 0700hrs and 1900hrs every day from Monday 10 June. Anyone turning up at Site Operations at Gate 1 without a pass will be redirected to the Motor Circuit. Please see Ticketing on p45 for further information on all passes and tickets. Non-Essential Vehicle Car Park Private cars/non-essential vehicles must park in the car park located opposite the Motor Circuit entrance and travel to site on the shuttle buses which will operate between 0700hrs and 1900hrs to and from the site. All passengers must be wearing a build-up/breakdown wristband in order to get the shuttle bus. The bus stop will be located next to the check-in office in the chicane paddock at the Motor Circuit. The bus will stop in the park in the avenue of trees, running towards the metal gates (Gate 2). Nonessential vehicles will not be allowed on-site at any time. Display Vehicles
TICKETING
Contact name c/o Goodwood Partner (Note this should be the name of the participating company not their contractor) On-site mobile number Goodwood Ticket Office Goodwood Motor Circuit Goodwood PO18 0PH
Goodwood Partners and their contractors must check in at the Site Accreditation Cabin located in the Chicane Paddock at the Motor Circuit, which will be clearly signposted. All build-up/breakdown passes will be issued from this point.
GENERAL INFORMATION
Items being delivered by courier must be directed to the Chicane Paddock situated by the entrance to the Motor Circuit and must be left in the check-in office, from where they will be delivered to your stand.
Goodwood Partners must submit a list of approved suppliers who are working on their stand throughout the build-up and breakdown to their Account Manager by Friday 19 April.
HEALTH & SAFETY
Please ensure that all contractors, couriers and transport companies delivering to you on-site have the contact name and mobile number of your representative on-site.
To access the Festival of Speed site during the build-up and breakdown, everyone is required to wear a build-up/breakdown wristband.
MOVING MOTOR SHOW
Deliveries to Site
Build-up and Breakdown Passes and Wristbands
ESSENTIAL INFORMATION
Once unloaded, all vehicles must be removed from the event site. Parking is available in the car park opposite the Motor Circuit and there is a shuttle bus service to and from the site. For oversized loads, we strongly recommend that your logistics provider carries out a reconnaissance survey of the local road network.
KEY DATES & SITE PLAN
Vehicles needing access to the site should report to the traffic holding area in the Chicane Paddock at the Goodwood Motor Circuit and report to the check-in office, see map on p16. No access will be given to vehicles going directly to site. Once passes have been issued, the traffic marshals will then direct them to the appropriate gate to access the park.
CONTENTS &
Access to Site
INTRODUCTION
ESSENTIAL INFORMATION
All transporters must report to the traffic holding area at the Motor Circuit, where they can unload. Once vehicles have been unloaded they can be driven on-site. Please note the drive into the site involves driving on the public highway. Goodwood Partners are responsible for ensuring all vehicles are road legal.
FORMS
www.goodwood.com
17
CONTENTS &
INTRODUCTION
KEY DATES & SITE PLAN
ESSENTIAL INFORMATION
For Moving Motor Show vehicles please see the Moving Motor Show section on p23.
All vehicles requiring access to the site on Sunday 14 July to break down stands must proceed to the holding park at Goodwood Racecourse from 1600hrs. Vehicles will be held until such time as the operations on the Hillclimb Course have ceased and the general public have left the core area of the site. Vehicles will then be allowed to access the site via Gate 6 only and will be escorted into the grounds to ensure a controlled breakdown. Anyone entering the site on foot will need to have a build-up/break down wristband to access the site once the event site has closed.
Vehicle Storage
Site Access from Monday 15 July
There is limited storage facility on-site for heavy plant, telehandlers, forklifts, cherry pickers or goods lorries. Please inform your Account Manager by Friday 19 April of any storage requirements. Storage will be charged at a rate of £50 per night per trailer and will be reserved strictly on a first come, first served basis.
From Monday 15 July, the site access procedures will resume from the motor circuit.
ESSENTIAL INFORMATION
All Partners must have a representative on-site to receive the keys for the cars. Neither Goodwood nor their agents will accept keys on behalf of Goodwood Partners and keys cannot be left in the traffic office. Non road legal vehicles such as prototypes, race cars and non runners can be delivered to site after check-in.
HEALTH & SAFETY
MOVING MOTOR SHOW
Goodwood does not take any responsibility for vehicles left in the traffic holding area.
Re-stocking on Event
GENERAL INFORMATION
Re-stocking may only take place between 1930hrs and 0630hrs and you will require an After Hours Vehicle Pass which can be obtained by filling in Form 1.3 on p55. Any support vehicles on-site after 0630hrs will be towed off site by our approved contractor. Site Access on Sunday 14 July for Breakdown Labels will be required for breakdown access and can be collected from the Site Accreditation Office.
TICKETING
Event breakdown will commence when it is deemed safe due to the number of visitors remaining on-site. No vehicles will be allowed onto the site until, in the Event Management’s opinion, it is safe to do so. All vehicles will enter the site under instruction from the Traffic Marshals.
Non-essential vehicles will be required to park in the car park opposite the Motor Circuit and take the shuttle bus to site. Everyone will be required to wear a build-up/break down wristband. The bus will not take any passengers without a wristband. Vehicles needing to gain access to site will be required to go to the Site Accreditation Office and obtain a pass to access site. Any organisations not pre-registered will not be allowed access to site until they have registered on the day – which will delay access to site. Removing Display Vehicles Individual vehicles must be driven out of the site which involves driving on the public highway. Goodwood Partners are responsible for ensuring that all vehicles are road legal. The display vehicles will need to be driven to the Motor Circuit where transporters can collect them. Transporters will not be allowed to drive into the show site to collect cars. Goodwood Partners must have a representative on-site to manage the keys for the cars. Neither Goodwood nor their agents will accept keys on behalf of Partners and keys cannot be left in the Site Accreditation Office. Goodwood does not have any responsibility for vehicles left in the traffic holding area.
FORMS
This system will be in place until the event site closes on Friday 26 July. If you have not cleared your area by this time a charge will be applied at Goodwood’s discretion. 18
www.goodwood.com
During build-up, on-event and breakdown, Goodwood Partners should, in the first instance, make contact with their Account Manager. If for some reason your Account Manager is not available, please contact the Site Operations Office which is located at Gate 1 and will be open as follows:
SMOKING Smoking is not permitted within 20m of the trackside bales or inside structures. “No Smoking” notices should be posted as soon as a roofed structure has 50% of its sides enclosed. This is a legal requirement in the United Kingdom.
STAND BUILDING REGULATIONS Please also refer to: Equality Act Fire Safety and Fire Risk Assessment Health and Safety Health and Safety Documentation Music Site and Ground Protection
p12 p32 p34 p36 p14 p19
Please note that all stand designs and safety paperwork must be submitted by Friday 19 April. Failure to meet this deadline will result in a fine and permission to come on-site to build denied.
TICKETING
All exhibition-sites need to be scanned for underground services by Goodwood. Please confirm that this action has taken place with the Site Operations Office at Gate 1 prior to any works commencing on-site.
Breakdown 15 July to 26 July – 0800hrs to 1800hrs
GENERAL INFORMATION
Temporary access and ground protection will be planned with your stand builder. Goodwood alone has the right to specify the volume of additional trackway required and will charge accordingly. All trackway will be laid prior to construction works commencing.
On event 11 July to 14 July – 0630hrs to 1930hrs
HEALTH & SAFETY
Due to the organic status of Goodwood Park, foreign soils, fills and ground make up may only be laid on a ground protective membrane and must be removed by the stand builder post event. The use of foreign soils is strictly subject to the approval of Goodwood through your Account Manager. Consequently, the distribution of woodchip is at Goodwood’s discretion.
Build-up 10 June to 8 July – 0800hrs to 1800hrs MOVING MOTOR SHOW
Due to our Soil Association organic status the pouring of wastewater and foreign liquids straight into the ground is strictly prohibited. Failure to adhere to these terms will lead to penalties. You are requested to manage all forms of liquid waste responsibly and in line with current legislative controls.
ESSENTIAL INFORMATION
Goodwood Park is listed Grade 1 on the National Register of Historic Parks and Gardens. It is host to an Ancient Scheduled Monument and also forms part of the South Downs National Park, each securing the highest grade of protection for land and buildings. As such, all excavations are strictly prohibited. Failure to adhere to these terms will lead to financial penalty, the amount of which will be determined and measured based on the damage caused. Extreme care should be taken when operating in and around your stand space. Any damage to the ground and grass beyond reasonable wear and tear will be charged at £150 per sq/m.
KEY DATES & SITE PLAN
SITE OPERATIONS OFFICE – GATE 1
CONTENTS &
SITE AND GROUND PROTECTION
INTRODUCTION
ESSENTIAL INFORMATION
Please take into account both the unique setting and the fact that all work is being carried out on permanent pasture.
FORMS
www.goodwood.com
19
CONTENTS &
INTRODUCTION
KEY DATES & SITE PLAN
ESSENTIAL INFORMATION
Stands should be designed in accordance with:
ESSENTIAL INFORMATION
• IStructE Temporary Demountable Structures Third Edition. • The Event Safety Guide. • The EGuide (for internal layouts).
• Any other temporary infrastructure to service your stand. • Generators can be positioned on the boundary of your stand (space permitting) and must be screened off. Screens must be no closer than 1.5m to the generator.
• The Regulatory Reform Act (Fire Safety) 2005. • MUTAmarq – Safe Use and Operation of Temporary Demountable Fabric Structures.
Capacity You are responsible for calculating the occupancy capacity of your structure and ensuring that at all times the capacity is not exceeded. A monitoring system must be in place and this must be detailed within your Health and Safety Documentation on p36.
MOVING MOTOR SHOW
Stands should be designed taking into account the time available for building and dismantling with allowances built into your schedule for adverse weather. All external work to stands must be complete by Monday 8 July at 1800hrs and all heavy plant must be removed from site during the evening of Sunday 7 July.
HEALTH & SAFETY
Non compliance may be brought to the attention of the County Fire Officer and may prevent your stand from opening, you may even be instructed to dismantle and remove your stand before the event opens. Goodwood reserves the right to request any amendments to designs they feel are necessary in the interest of the overall event at any point either pre-event or on-site.
Capacity of Exits The number, capacity and distribution of exits must be sufficient to allow visitors safe egress in the event of an emergency. Inflatables Inflatable objects are not permitted (including both large and small balloons) on stands due to helicopter pleasure flying and air displays.
GENERAL INFORMATION
Internal Doors/Vision Panels Design and Pre-Event Planning Goodwood encourage all Sponsors to design their stands with 360-degree access. All the elements of the stand must fit within the boundaries of the stand area and as such, the designated site allowance must include: • Structures.
Escape Routes
TICKETING
• Access to the stand – for both able-bodied and disabled visitors. • Fire escapes. • Convenience hire.
The required minimum effective clear width of a door is 800mm. Doors must have a vision panel with a zone of visibility spanning from 500mm to 1500mm above the floor. The exception to this are doors to small storerooms, where a small panel may suffice.
Escape route signs should be illuminated at all times. All escape routes and exits shall be in good order with non-slippery and even surfaces and free from trip hazards.
• Back-of-house storage. • Static vehicle displays. FORMS
• Catering, dry storage and refrigeration.
20
Fire Doors All emergency exit doors must open in the direction of travel, quickly and easily and be able to open without the need for a key. www.goodwood.com
Stands must not exceed a height of 10m from level plain starting at ground level.
UNUSUAL EXHIBITS/ITEMS OF SPECIAL RISK
ESSENTIAL INFORMATION
Height Limit
KEY DATES & SITE PLAN
No assumptions should be made regarding the levels of Goodwood Park. You are required to carry out a full topographical survey by the end of Friday 15 March. To arrange a site survey please contact your Account Manager.
If you are doing anything on your stand that may be considered out of the ordinary or is not directly related to the event content, please notify your Account Manager. Failure to notify Goodwood of such activities may result in the cancellation of the activity.
The luminescence of electronic lighting display walls such as LED walls may have to be adjusted to avoid disturbance to neighbour stands. Such devices should be placed in such a way to not affect surrounding stands. Second Floors
Travel Distances Travel distance must adhere to relevant guidelines.
Storage should be incorporated into your stand design, as additional storage is extremely limited. If you wish to enquire about availability please fill this in on Form 1.1 on p53. Please note that this is likely to be located some distance from your own stand.
TRACKWAY
A minimum charge for waste management applies at a rate ÂŁ3.00 per sq/m of exhibition space. This covers provision of recycling facilities on-site for your waste materials. If you generate rubbish during the event please do not fill litter bins but contain your rubbish in plastic bin bags, which can then be collected every evening. If you have dry mixed recycling please use a see-through bin bag. We encourage the re-use of as many of the materials you have used as possible. Please work with our waste management team to recycle wherever possible and ensure you are legally and appropriately disposing of your waste. We expect to find your allocated space in the condition it was provided to you. Any rubbish that is left on your stand space will incur a clearance charge.
TICKETING
Please work with our waste management team to recycle wherever possible and ensure you are legally and appropriately disposing of your waste. We expect to find your allocated space in the condition it was provided to you. Any rubbish that is left on your stand space will incur a clearance charge.
www.goodwood.com
FORMS
Goodwood Partners are reminded that anyone working within the site during build-up and breakdown has a responsibility to ensure that the grass is not damaged. Any damage caused to the grass will incur a charge of ÂŁ150 per sq/m and so it is imperative that you order additional tracking where necessary. Please select this on Form 1.1 on p53 so your requirements can be discussed directly.
WASTE REMOVAL
GENERAL INFORMATION
STORAGE
As a safety measure, please ensure that all vehicles on display are fitted with lockable filler caps which are wired closed. Additionally, please ensure battery leads are disconnected. No vehicles are permitted to fire their engines whilst the event is open to the public.
HEALTH & SAFETY
All stands require a minimum of two means of escape from the second floor of structures.
MOVING MOTOR SHOW
VEHICLES ON DISPLAY
LED Walls
CONTENTS &
Ground/Surface Levels
INTRODUCTION
ESSENTIAL INFORMATION
21
CONTENTS &
INTRODUCTION
KEY DATES & SITE PLAN
ESSENTIAL INFORMATION
ESSENTIAL INFORMATION
All large skips will be removed by 1200hrs on Wednesday 10 July, so please ensure you have disposed of all your large waste by this time. All skips will be brought back on-site for breakdown by 2100hrs on Sunday 14 July.
FORMS
TICKETING
GENERAL INFORMATION
HEALTH & SAFETY
MOVING MOTOR SHOW
Goodwood Partners are obliged to fill skips safely and evenly with no sharp or hot materials and no rubbish is to be burned in them.
22
www.goodwood.com
Each MMS Partner will receive the following as part of their MMS package:
DivX3.11, DivX4.12, DivX5.x, DivX6, Xvid1.00, Xvid1.01, Xvid1.02, Xvid1.03, Xvid1.10 beta-1/ beta-2, Mpeg-1, Mpeg-2, Mpeg-4, H.264/AVC, VC1, JPEG, Sorenson H.263.
• 2 x white wooden walls, approx. 2.44m high x 8m long. These can be branded using lightweight materials secured with temporary fixings i.e. tacks and small screws. Nothing may be drilled into the walls. All branding must be removed after the event and any damage will be chargeable.
• 2 x standard signs hung at either end of the stand containing the name of the Partner.
Audio Format Dolby Digital, AAC, Mpeg, MP3, LPCM, HE-AAC, ADPCM, WMA.
MOVING MOTOR SHOW
• Solid floor – if you wish to put an alternative floor down, please let your Account Manager know by Friday 19 April. Costs of replacement floors are the responsibility of the Partner.
ESSENTIAL INFORMATION
Video Format
KEY DATES & SITE PLAN
MMS PACKAGE
Bit Rate Within 32 Kbps to 320 Kbps (MP3). External Subtitle Format *.smi/*.srt/*.sub (MicroDVD,Subviewer1.0/2.0)/* .ass/*.ssa/*. txt(TMPlayer)/*.psb(PowerDivX).
• 2 x 16amp sockets which will be sunk into the floor at the centre of the stand. No additional electrical sockets may be ordered other than power for lighting rig (if being used).
Internal Subtitle Format
HEALTH & SAFETY
• 4 x 13amp double sockets located at the base of the side walls – 2 positioned on either wall at floor level. Please see diagram on p29.
Only XSUB (It is the subtitle format used in DivX6 files).
• A dividing rope at the front edge of the stand.
• 2 x 42" plasma screens with USB connection for video playback. These will be positioned centrally on each side wall. They must not be removed by any party other than the official suppliers.
Images JPEG Baseline: 64 x 64 to 15360 x 8640 Progressive: 64 x 64 to 1920 x 1440
GENERAL INFORMATION
• Wifi – a single user password will be issued to each Partner on Wednesday 10 July.
You can play JPEG files. Non-supported files are displayed in the form of predefined icon.
ADDITIONAL ITEMS TO BE ORDERED
Plasma Inputs RF, Scart, HDMI, USB 2.0
Video Files Movie(*.mpg/*.mpeg/*dat/*.ts/*.trp/*.tp/*. vob/* .mp4/*.mov/*.mkv/*.divx/*.avi/*.asf/*. wmv/* .flv/*.avi(motion-jpeg)/*. mp4(motion-jpeg)/* .mkv(motion-jpeg))sup¬porting file.
The following items are also available as part of the package, however, MMS Partners must order them. Orders must be submitted by Friday 19 April and will not be accepted after this date – please fill this in on Form 1.2 on p57.
TICKETING
Please only use a USB storage device which has been formatted as a FAT32 file system.
CONTENTS &
MOVING MOTOR SHOW
INTRODUCTION
MOVING MOTOR SHOW
• 1 x reception desk – available in either black or white. Dimensions 1100cm high x 120cm long and 60cm wide.
www.goodwood.com
FORMS
• 2 x high stools – available in black or white.
23
CONTENTS &
INTRODUCTION
KEY DATES & SITE PLAN
MOVING MOTOR SHOW
Additional Items Available for Hire
ESSENTIAL INFORMATION
The below items can all be ordered by filling in Form 1.2 on p57: • Lighting rig (additional power required). • Power for lighting rig. Note additional power, up to a maximum of 32amp 3 phase, must be ordered for lighting rigs. • Stand cleaning. To note, the roadway is cleaned automatically each day.
MOVING MOTOR SHOW
• Telephone line. • Live feed.
BUILD-UP AND BREAKDOWN TIMES
HEALTH & SAFETY GENERAL INFORMATION
• Transporters delivering cars should report to the Motor Circuit from where cars must be driven to the MMS. Transporters are not allowed to drive into the show site. • Transporter drivers do not need a pass to access the holding area, however, cars to be taken into the site will be issued passes at the check-in office. • The MMS runs will end at 1800hrs on Thursday 11 July. Test drive cars may be removed at 1830hrs under the supervision of the MMS Manager. Cars must not be removed before this time. • Stands within the MMS structure must be redressed for Festival of Speed by 2100hrs on Thursday 11 July.
TICKETING
The following Health and Safety Documentation must be submitted by Friday 19 April. You are required to submit two hard copies of the Health and Safety paperwork, in separate folders to your main stand folders. It must be clearly marked Moving Motor Show with The MMS Partner’s name clearly visible and sub-divided into the sections below.
• Full set of designs and floor plans.
• Vehicles used for test drives may be delivered from Monday 8 July and must be fully installed by 1500hrs on Wednesday 10 July.
• Stands must be manned throughout the Festival of Speed from 0700hrs – 1900hrs each day. • Stand displays and vehicles may be removed from the MMS structure from 1900hrs on Sunday 14 July once the site has been officially closed by the Event Manager. No goods may be removed before this time.
FORMS
DOCUMENTATION TO BE SUBMITTED
For Build-up and Breakdown
• Stand build and stand dressing may start on Monday 1 July and must be completed by Monday 8 July at 1900hrs.
24
• All stands must be clear by 1900hrs on Tuesday 16 July as Goodwood will then be dismantling the main structure.
• Risk assessments and method statements for build and breakdown together with a method statement for all elements of the build and breakdown process and from all parties involved in the installation and removal, including contractors and MMS Partners’. • A full set of names of site operatives, identifying the Site Manager and Health and Safety representative, and the hierarchies in the principal contractor and sub-contractor relationship. • A copy of the public liability insurance showing cover of at least £10 million from all organisations involved in the installation and extraction of the stand, including contractors, agencies and any third-party suppliers. This must cover all four days of the event. For Live Day • A full risk assessment and method statement covering the test driving activity. • A copy of your organisation’s public liability, demonstrating cover as outlined in Insurance Obligations on p26 specifically bullet 1.
www.goodwood.com
The obligations of each MMS Partner at the Moving Motor Show are set out in the contract with Goodwood and in addition, the following requirements apply. Each MMS Partner must:
• No car turntables or plinths are permitted within the MMS structure. • No vehicles, other than those being used specifically for test drives, are permitted into the structure at any time. • Car vinyl’s indicating price are strictly forbidden.
• Your design must not compromise the solid run of rope dividing the public on your stand area from the main roadway.
• The Moving Motor Show structure will be equipped with the appropriate number of fire extinguishers.
• Public access to Partner stands on Thursday will be via the walkways on either side of the Paddock Tent. This access should be kept clear at all times, as it is also the designated exit in case of any emergencies. • A strict 5mph speed limit will be in operation in the structure and hazard lights must be in operation whilst inside the structure.
• Ensure that each participant invited by the MMS Partner to drive at the venue will be competent and suitably qualified to take part, being the holder of a licence that entitles him or her to drive on the public highway in the UK and is considered fit and healthy enough to drive. The eyesight of each participant must be adequate for public highway driving, with corrective lenses being worn if normally required by the participant. • Take all reasonable steps to ensure that no representative of the MMS Partner or participant will be allowed to drive at the venue whilst under the influence of alcohol, intoxicating drugs or substances likely to cause drowsiness. Any prescribed medication being taken must be deemed compatible with driving a car on the public highway in the UK. If in doubt, MMS Partner’s must seek the advice of the Senior Doctor on-site.
www.goodwood.com
FORMS
Any concerns should be raised with one of the Goodwood marshals on duty at each Partner bay. These marshals will be in radio contact with MMS Control/Goodwood Control in case of emergency situations.There will be toilets located centrally to the MMS structure, which will be shown on the plans sent prior to the event.
• Ensure that each vehicle is supervised during all activity by a representative of the MMS Partner and that all representatives will be suitably experienced and competent to supervise the driving activities of any third party allowed to drive the vehicle on the course. These representatives must at all times operate in accordance with the instructions issued by Goodwood and its agents, both in writing in advance of the event and verbally during the event.
TICKETING
• It is the responsibility of all staff working in this area to ensure that a safe operation is maintained at all times.
• Ensure that any car or motorcycle which the MMS Partner is responsible for supplying will be a model capable of being registered for use on the public highway and will be in good and suitable mechanical condition and fit for its purpose. Goodwood will not be inspecting or scrutinising vehicles prior to them being allowed to participate.
GENERAL INFORMATION
• The central roadway will be sterile from pedestrians from 0700hrs until 1900hrs on Thursday 11 July. The Hillclimb and roadways around the Estate will continue to have vehicle activity until 0900hrs when the MMS goes live.
• Inspect the venue and satisfy itself that it is suitable and fit for the intended purpose.
HEALTH & SAFETY
• On Thursday 11 July it is your responsibility to ensure that at no time may a member of the public access the track from your stand unless escorted by a member of your company.
• Use the venue only for the purpose as described.
MOVING MOTOR SHOW
• The 3m walkway at the back of the stand must be kept clear at all times on Thursday 11 July (it can be utilised over the remainder of the weekend).
ESSENTIAL INFORMATION
• Stand designs must not extend beyond the allocated stand space of each MMS Partner.
KEY DATES & SITE PLAN
INSURANCE OBLIGATIONS
CONTENTS &
GENERAL REGULATIONS
INTRODUCTION
MOVING MOTOR SHOW
25
CONTENTS &
INTRODUCTION
KEY DATES & SITE PLAN
MOVING MOTOR SHOW
ESSENTIAL INFORMATION
• Have in force a suitable Public Liability Insurance policy for the event which provides cover for at least £10 million for any one incident. This policy must provide an indemnity in respect of the MMS Partners’ involvement in the Moving Motor Show and all visitors, participants and staff of the MMS Partner; including indemnity in respect of all vehicle movements and driving activity. It is also the MMS Partner’s responsibility to provide insurance cover in respect of accidental damage to the MMS Partner’s own vehicles.
MOVING MOTOR SHOW
• Put in place a system, if required by the MMS Partner’s insurance policy, to ensure that all participants sign any specified Declaration and/or Agreement. It is not Goodwood’s responsibility to require any visitor, participant or staff of the MMS Partner to sign any separate declaration.
HEALTH & SAFETY
• Ensure the welfare of all MMS Partners’ employees, agents and sub-contractors while performing their roles at the MMS, including rest breaks and refreshments. • Comply with any instruction by Goodwood to terminate any part of the activity; if in the opinion of Goodwood’s management, safety is potentially compromised by the activities or the conditions prevalent during the event.
GENERAL INFORMATION
Goodwood has the right to preclude any person or MMS Partner from participating in any activity if they do not comply with the requirements or act in a manner considered careless, reckless or dangerous.
TICKETING
If you have an incident on the MMS route or need medical assistance while on the test drive, please pull over and contact one of the route marshals, they will then radio for any assistance needed. While you are on the MMS test drive you must follow all the instructions given by our route marshals, this may involve stopping on the side of the road to allow access for emergency vehicles. Goodwood have the right to terminate any test drive if instructions are ignored.
FORMS
A verbal briefing will take place for all in-car representatives at 0700hrs on Thursday 11 July in the Paddock Tent. Please attend this briefing and also collect one of the marked route maps that will be issued at this time as additional guidance. After the verbal briefing you will have the opportunity to travel on the route, to familiarise yourself with the layout and special highlighted areas, between 0745hrs and 0815hrs. Please share cars for this route familiarisation period and note that there will be other vehicles on the route and that marshals will still be setting up – drive accordingly and with consideration for others. Cars for the opening runs will be called to the start line from 0845hrs, prior to the event going live at 0900hrs. Please note the following: • Seat belts must be worn at all times when cars are in motion. Crash helmets are not required. Any other passengers carried in the car must be properly seated in the vehicle and also wear seatbelts. • You will be responsible for driving the manufacturer’s vehicle with the participant as a passenger from the Paddock Tent to the queue at the start line. Only then may the participant take over in the driving seat if this has been authorised by the manufacturer. • The Paddock Tent roadway will be a sterile area, with no pedestrians allowed. However, extreme care should still be taken when driving to and from the Partner area and a strict walking pace/5mph speed limit must be observed.
INCIDENT/MEDICAL EMERGENCY PROCEDURE
26
BRIEFINGS
• Please be ready to report to the start line assembly areas at least five minutes before the start of your 15-minute run slot, but only set out from the Paddock Tent upon the direct instruction of a marshal. It is important that you have a copy of the timetable of runs and know when you are due on the start line of the driving route. If you are late we will endeavour to slot you in as soon as we can, but we cannot guarantee this will happen immediately.
www.goodwood.com
• The first section of the route will follow the Festival of Speed Hillclimb, where the route is lined with straw bale barriers. After the Hillclimb finish line you will fork to the left and come out of the trees opposite the Racecourse. A left turn here will utilise a short link section of public road, closed exclusively for use by the Moving Motor Show, before the route turns left again and re-enters the Estate woodlands with a downhill section simulating country lane driving. The final section of route goes behind The Kennels and then turns right, skirting around the edge of the Festival of Speed Cathedral Paddock area before linking back to the drop-off point just before the Paddock Tent via a trackway road.
FORMS
www.goodwood.com
TICKETING
• The route will be one-way only for all except one short section towards the end, which will be highlighted to you on the route map. At certain sections, other traffic will be permitted to cross or join the route between participating vehicles under strict supervision. Do not overtake these vehicles until they leave the route.
• The route will be kept under observation along its complete course by a team of marshals who will be in radio contact with MMS Control based at the start line. There will be rescue/medical intervention and recovery vehicles available to move along the route to the scene of any incidents should it be necessary. If these vehicles approach from behind you with lights/horns in operation please move your vehicle over to one side showing indicators, and let them pass if it is safe to do so.
GENERAL INFORMATION
• The driving route is to be conducted at appropriate road speeds commensurate with the weather, road and traffic conditions you encounter on the route. It is the responsibility of the in-car representative to ensure that this condition is strictly adhered to. Please also ensure that you are equipped with appropriate clothing and have suitable refreshments to cope with the likely weather.
• The route map to be issued will clearly highlight the areas that the organisers feel may present some difficulty or confusion. Please communicate these to the driver and guide them through these areas safely and with care.
HEALTH & SAFETY
• Vehicles will be released from the start line onto the driving route at approximately 15-second intervals. This is roughly the time it takes for a car to get to the first corner.
MOVING MOTOR SHOW
• The run token will be collected from the car by a marshal prior to the release of the car. It is important that the token is handed over so that Goodwood can monitor the number of runs undertaken by each manufacturer.
• This is strictly NOT a race or competition or speed event of any kind. Wherever possible, you should maintain your distance from other participating cars. However, also encourage your driver to keep up a brisk road driving speed to avoid falling back towards the next vehicle behind. If you are in a vehicle being driven particularly slowly you are expected, if possible, to permit the cars behind to overtake. To aid this, the route map will identify Passing Places in particular areas. Clearly indicate your intention to pull over to one of these and pull off the route safely. Vehicles behind are expected to pass safely and sensibly, with the passed car being ready to promptly slot in behind and continue without disrupting further following vehicles. Following cars should ONLY overtake with the express prior indication of the car in front.
ESSENTIAL INFORMATION
• Marshals will assemble batches of cars towards the start line. Be aware that supervised vehicle and pedestrian crossing points will be in use at various points along this assembly route.
KEY DATES & SITE PLAN
• It is advisable to use the time spent in the queue to familiarise the participant with the controls and features of the vehicle in good time before they get to the front of the queue.
CONTENTS &
• Upon leaving the Paddock Tent, follow the link road through the trees to the start line assembly area. As you enter this area, turn right and keep to the right – you will be queued in batches down to the turning circle near to the gates at the end of the road, where you will turn around and continue to queue back up towards the start line. Rather than keeping the engine running and edging forward one car at a time, please note that we will call the queue forward in batches of 12 to 15 cars.
INTRODUCTION
MOVING MOTOR SHOW
27
CONTENTS &
INTRODUCTION
KEY DATES & SITE PLAN
MOVING MOTOR SHOW
Please keep your speed down to 5mph/walking pace on this final section of trackway.
MOVING MOTOR SHOW
ESSENTIAL INFORMATION
• At the end of the run you will approach the rear of the Paddock Tent on the trackway section of route. If you are confident that the driver can cope with the other traffic in the Paddock Tent, you are permitted to allow the guest to drive into the Paddock Tent and back to the Partner area to vacate the car. If you have any doubts as to their ability, there is space at the drop-off area to stop and drop off the participant. The Partner representative should then drive the vehicle into the Paddock Tent under controlled circumstances back to the Stand of the Partner, ready for the pick up of the next participant. • The Paddock Tent will be a sterile area, with no pedestrians allowed. However, extreme care should still be taken when driving to and from the Partner area, and a strict 5mph/walking pace must be observed.
GENERAL INFORMATION
HEALTH & SAFETY
• Special arrangements will apply for the Partners based in areas outside the Paddock Tent. Their vehicles will proceed slowly all the way through the Paddock Tent (having changed driver to the Partner’s representative at the drop-off area if necessary) and follow a specially detailed route back to their own final drop-off area on the infield. These arrangements will be briefed separately to those affected to avoid confusion.
TICKETING
• If, at any point on the driving route, you have a problem with the car and have to stop, please clearly indicate your intentions to following drivers, then slow down and pull clear of the route. When pulling off the route, it is important to do so in such a way that following cars are able to pass. Stationary or very slow cars should show hazard lights as a further warning, and other vehicles should pass them with care. Once stopped, try to make contact with the next marshal post in order to alert Control that you need assistance.
• Unless there is a major incident or a blocked track, we will try to keep the event running. If there is a major problem ahead, the marshals on the route will display a board saying, “Stop”. If you are shown this board, please slow down safely, pull off the route and stop as soon as possible to allow emergency vehicles to pass. Having stopped, please await further instructions from your nearest marshal before proceeding along the route. • If you suffer a puncture we will attempt to assist at the scene. If the car needs to be recovered, it will be collected and towed/carried around the route, or off the route via public roads, to a special service area in a non-public area for repair/recovery off site. Please make sure that if the towing eye is not fitted, it is readily available in the car in case it is needed. • Any Partner representative who allows a vehicle to approach or pass the scene of an incident in a careless or reckless manner may not be permitted to participate any further in the event. In particularly serious or repeated cases the Partner may be excluded from further runs. • If these guidelines are followed, there should be no problems with vehicles making contact with each other. However, should this happen, it will be treated as a road traffic accident. If minor contact occurs, please try to return to the Paddock Tent if possible, or pull over where it is safe to do so, leaving space for following vehicles to pass. In the event of an incident, you must ensure vehicle/driver details are recorded, and inform the nearest marshal if any back-up is required. Upon returning to the Paddock Tent – either under your own steam or having been recovered – you should swap details of the vehicles/drivers involved.
FORMS
• If there is a particular hazard ahead, the marshals will warn you by displaying a board saying “Slow Down”. If you are shown this signal, please slow down and proceed with care.
28
www.goodwood.com
A track access pass will also be handed to the stand manager on Wednesday 10 July. Cars will not be allowed access to the track if this pass is not displayed.
TOWING EYES
MOVING MOTOR SHOW
Runs tokens will be issued to the stand manager on Wednesday 10 July and one must be handed into the marshals at the start line at the beginning of each run.
These tokens will be used to check the number of runs being undertaken by each Partner. The number of tokens retained by the Partner at any one time also gives the Partner an idea of how the run schedule is being maintained. Any queries should be referred to MMS Control.
ESSENTIAL INFORMATION
It is the responsibility of each MMS Partner to book their guests in according to the number of runs they have per hour, at times to suit themselves. It is important that the schedule is followed as closely as possible i.e. number of runs allocated per hour. Whilst it may be possible to accommodate late arrivals, no guarantees can be made.
KEY DATES & SITE PLAN
Each MMS Partner will be allocated a particular number of runs per hour and the track will be operational from 0900hrs – 1800hrs. The runs schedule will be issued in advance.
CONTENTS &
RUNS SCHEDULE AND TOKENS
INTRODUCTION
MOVING MOTOR SHOW
These do not need to be fitted to cars undertaking runs on the route, but must be freely available within the car if required. We would suggest that these are carried in the glove box rather than the boot.
HEALTH & SAFETY
MMS Electrical Positions
GENERAL INFORMATION TICKETING FORMS
www.goodwood.com
29
HEALTH & SAFETY
CONTENTS & KEY DATES & SITE PLAN
INTRODUCTION
HEALTH & SAFETY
EMERGENCY PROCEDURES
• Cordon off the site and restrict access.
ESSENTIAL INFORMATION
Health and safety is the responsibility of each individual. It is crucial that each person is familiar with our safety and emergency procedures both for your own safety and the safety of your team.
• Write a log to include a list of names, companies and why they need access to the restricted area. Please also include all entry and exit times. Major Incident
Emergency During Build-up and Breakdown
MOVING MOTOR SHOW
If an incident requires an emergency response during the installation and extraction of the Festival of Speed, please follow the procedure below: • Dial 999. • Inform the emergency services that you are in Goodwood Park. • Contact our event safety team on the numbers below:
HEALTH & SAFETY
Fire During Build-up and Breakdown If you discover a fire, please follow the procedure below: • Dial 999. • Call Goodwood Control on 01243 755110 and inform them of your location by using grid reference and Goodwood Partner name.
Event Operations Director, Chris Salmon – 07976 803991 Duty Security – 07909 876823 Goodwood Control – 01243 755110
• Move all persons away from the fire zone. Do not retrieve belongings.
• No machinery, items or structures are to be moved or cleared away until Goodwood Health and Safety attend the scene. • Cordon off the site and restrict access. • Write a log to include a list of names and companies and why they need access to the restricted area. Please also include all entry and exit times.
GENERAL INFORMATION
In the event of a major incident or disaster, Goodwood Control will implement the Major Incident Plan.
• Contact our event safety team immediately: Event Operations Director Chris Salmon – 07976 803991 Duty Security – 07909 876823 • If it is a small fire and it is safe to do so, attempt to extinguish the fire using the correct extinguisher, see p33. Fire During the Event If you discover a fire, please follow the procedure below:
Emergency During the Event
TICKETING
If an incident requires an emergency response during the Festival of Speed, please follow the procedure below: • Call Goodwood Control on 01243 755110 or contact any member of Goodwood staff who has a radio to contact control by radio.
• No machinery, items or structures are to be moved or cleared away until Goodwood Health and Safety attend the scene.
FORMS
• Goodwood Control will then instruct the on-site fire teams to respond. • Move all persons away from the fire zone. Do not retrieve belongings.
• Inform Goodwood Control of your location by using the grid reference and Goodwood Partner name.
30
• Call Goodwood Control on 01243 755110 or contact any member of Goodwood staff who has a radio to contact Goodwood Control.
• If it is a small fire and it is safe to do so, attempt to extinguish the fire using the correct extinguisher. Please see Fire Precautions on p33 for type of extinguisher to use.
www.goodwood.com
Suspicious Package During the Event On finding a suspicious package: • Do not touch it.
ESSENTIAL INFORMATION
• First aid is located at Gate1. If you need a first aider to come to your stand please call Goodwood Control on 01243 755110.
KEY DATES & SITE PLAN
If the situation requires an ambulance, please see Emergency During Build-up and Breakdown.
• Try quickly to establish who the owner is. • Contact Goodwood Control on 01243 755110 immediately.
• Goodwood’s Event Health and Safety Officer will attend all incidents however minor.
• Assist as directed to clear and cordon off the area. • Remain calm. Do not panic.
Suspicious Package During Build-up and Breakdown On finding a suspicious package:
In the event that you receive a bomb warning or threat, the information must be passed immediately to our Safety Officers or to Goodwood Control on 01243 755110. If a threat is received, the site may be evacuated, please follow instructions from Goodwood staff, marshals and emergency services. Evacuation During Build-up and Breakdown In the event of an evacuation during build-up or breakdown, please follow the instructions from Goodwood staff, marshals and emergency services.
GENERAL INFORMATION
• There are four Treatment Centres located as follows: next to Information, behind Pheasantry Grandstand, on the Activities Field, next to the cricket pitch and at the Top Paddock/Rally Paddock. Maps of Treatment Centre locations are available at Site Operations at Gate 1.
Bomb Warning/Threat
HEALTH & SAFETY
• If anyone (staff or visitor) requiring medical assistance cannot be moved, please contact Goodwood Control on 01243 755110 or contact any member of Goodwood staff with a radio to contact Goodwood Control.
MOVING MOTOR SHOW
Medical Procedure During the Event • Anyone (staff or visitor) requiring medical assistance should be directed to the nearest treatment centre. Medical treatment centres are staffed by appropriately trained doctors and Emergency Care Practitioners, and are supported by healthcare professionals and ambulances from the South East Coast Ambulance Service (SECAmb).
Evacuation During the Event If an evacuation is ordered, a message will be broadcast on the public address system and messages displayed on the television and jumbo screens. All evacuations, either full or partial, will be co-ordinated via Joint Event Control, under the direct instruction of the Goodwood Safety Officers.
• Try quickly to establish who the owner is. • Contact our event safety team immediately. Event Operations Director, Chris Salmon – 07976 803991 Duty Security – 07909 876823 Goodwood Control – 01243 755110 • Assist as directed to clear and cordon off the area.
TICKETING
In the event of an evacuation being ordered, the BARC Stewards will suspend track activity. This will be co-ordinated by BARC Race Control in conjunction with Joint Event Control.
• Do not touch it.
CONTENTS &
Medical Emergency During Build-up and Breakdown
INTRODUCTION
HEALTH & SAFETY
Visitors and all staff will be evacuated to designated areas away from the potential danger by either BARC Track Marshals, BRMC Spectator Trackside Marshals, Event and Exhibition stewards, Goodwood security or Sussex police. FORMS
• Remain calm. Do not panic. www.goodwood.com
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CONTENTS &
INTRODUCTION
Staff will be directed as to where to go and they may also be required to act as additional emergency staff.
FIRE SAFETY AND FIRE RISK ASSESSMENT
ESSENTIAL INFORMATION
Useful Numbers in case of an emergency:
Please also refer to:
Event Operations Director Chris Salmon – 07976 803991
Health and Safety Health and Safety Documentation Stand Building Regulations
MOVING MOTOR SHOW
KEY DATES & SITE PLAN
HEALTH & SAFETY
Duty Security Team – 07909 876823
FoS Event Manager Katie Bridger – 07733 011966
Goodwood Control – 01243 755110
In common with all places of public entertainment, the event will be inspected by Environmental Health Officers and the Fire Safety Officer from West Sussex Fire and Rescue, and each stand will be assessed. For more information on Fire Regulations please see
Health, Safety and Security Office – 01243 755110
www.communities.gov.uk/publications/fire/ regulatoryreformfire.
EMERGENCY ROUTES
Fire Risk Assessment
Event Health and Safety Assistant Lucille Adams – 07875 249031
HEALTH & SAFETY
The event has a number of emergency routes which must be kept clear at all times to ensure that emergency vehicles may access the site.
GENERAL INFORMATION
A copy of the site plan indicating the emergency routes will be available at your production meeting, see Production Meeting and Site Surveys on p15 or can be requested directly from your Account Manager.
ENVIRONMENTAL HEALTH / HEALTH & SAFETY EXECUTIVE
TICKETING
Goodwood maintains close working relations with the statutory authorities and responsible agencies for the safe planning and execution of the event. As such, the Environmental Health Officers and the Health and Safety Executive regularly visit and have full access to the site.
FORMS
Any practices deemed to be unsafe are likely to result in an enforcement notice or prohibition notice being placed upon you. To avoid this action, please ensure that you and your contractors maintain the required standard of health and safety and environmental compliance while on-site. Should you be subject to either of these notices, no guarantees will be provided by the Health and Safety Executive that its terms will be lifted prior to the event. 32
p34 p36 p19
In accordance with The Regulatory Reform (Fire Safety) Order 2005, all Goodwood Partners must carry out a documented Fire Risk Assessment, which covers the duration of the event (build-up, event days and breakdown) and a copy must be included in your Health and Safety Documentation, see p36. The Fire Risk Assessment for your activity at the event should include (but not limited to) the following: • The name of the competent person who is designated as responsible for fire safety at the event. This person must ensure that fire safety controls are in place during the event and that all personnel are aware of the fire safety procedures for the duration of the event. • Plan to minimise fuels and flammable materials. Wherever practicable, non-flammable and flame retardant treated materials must be used (including drapes, dressings, furniture etc). • Arrangements to be in place to eliminate or control sources of ignition (e.g. no naked flame, electrical equipment to be tested etc). • Planned and signed escape routes. • Action to be taken upon discovering a fire and how to raise the alarm in relation to your stand.
www.goodwood.com
KEY DATES & SITE PLAN
• Ensure that all your staff, contractors and any third-party working on your stand are familiar with emergency and fire procedures.
• Ensure that all materials used on your stand are sufficiently fire retardant. • Ensure that all relevant Health and Safety Documentation is included in your Health and Safety Documentation, see p36.
www.gov.uk/workplace-fire-safety-yourresponsibilites.
• Ensure that there is no build-up of combustible items in or around your stand and that your stand and surrounding area are clean and clear.
Fire Precautions
• Make Goodwood aware of any hazardous substances used on your stand. This includes the use of LPG.
All Goodwood Partners must:
Fire extinguishers can be hired from: Canon Fire Protection Wickford Point Bepton, Midhurst West Sussex, GU29 9RB Tel: 01730 815209
HEALTH & SAFETY
• Bring sufficient numbers, sizes and types of your own fire extinguishers and any other fire-fighting equipment necessary to adequately deal with the fire risk on your stand throughout the event period (build-up, event days and breakdown) – see table below. All fire-fighting equipment should display a valid certificate.
MOVING MOTOR SHOW
Further advice on how to carry out a fire risk assessment can be found on the following website
ESSENTIAL INFORMATION
• Ensure that no naked flames or flammable substances are in use (unless agreed in advance with Goodwood).
• Details of fire-fighting equipment required on your stand and name of competent persons to use it in the event of an incident.
GENERAL INFORMATION
• Ensure that all escape routes and emergency exits on your stand area are maintained, unobstructed, in good order with non-slippery and even surfaces and free from trip hazards at all times. • Ensure that all filler caps on any display vehicles are locked or wired closed to prevent malicious interference, and all batteries are disconnected. Display vehicles on exhibition stands may not be started during the event.
B C Electrical Fire Vehicle Fire
Type of Fire
Water Foam AFF Spray
CO2 Gas
Paper, Wood, Textile, Fabric Flammable Liquids Flammable Gasses Electrical Hazards
YES
YES
YES
NO
Dry Powder YES
NO NO NO
YES NO NO
YES YES NO
YES YES YES
YES YES YES
Vehicle Fire
NO
NO
YES
NO
YES
TICKETING
Class of Fire A
CONTENTS &
• Means of evacuating your staff and visitors on your stand to a place of safety, depending on the severity of the fire (this will also be in conjunction with Goodwood and the overall event plans). Your evacuation plan should include detail of available staircases etc if your construction is two tier.
INTRODUCTION
HEALTH & SAFETY
FORMS
www.goodwood.com
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CONTENTS &
INTRODUCTION
KEY DATES & SITE PLAN
HEALTH & SAFETY
HEALTH AND SAFETY • Corporate Manslaughter and Corporate Homicide Act 2007.
ESSENTIAL INFORMATION
Please also refer to: Children Disabled Facilities Emergency Procedures Fire Safety and Fire Risk Assessment Stand Building Regulations
p10 p40 p30 p32 p19
• COSHH (Amendment) 2003, COSHH (Amendment) 2004. • Dangerous Substances and Explosive Atmospheres Regulations 2002.
HEALTH & SAFETY
MOVING MOTOR SHOW
• Electricity at Work Regulations 1989. Goodwood aims to provide and maintain the highest standards of health, safety and welfare in order to protect its employees and visitors whilst on the estate. Goodwood has a duty to ensure, as far as is reasonably practicable; that any activity undertaken by any third party is conducted safely and without risk.
• Employers Liability (Compulsory Insurance) Act 1969.
It is a contractual term of your agreement with Goodwood that your employees, agents, sub-contractors or any third party engaging in activities at Goodwood are required to comply with these instructions and with all relevant UK statutory and regulatory provisions. If you or your employees, agents, sub-contractors or third parties working on your behalf act in breach of this term, Goodwood shall not be liable if you are prevented from activating the Sponsorship rights or if remedial action has to be taken.
• Food Safety Act 1990.
GENERAL INFORMATION
If any unsafe practices or methods of activity are brought to the attention of Goodwood, you or your employees, agents, sub-contractors or third parties working on your behalf will be required to cease the practices or activity and reduce any risks without delay. In the case of a sub-contractor or third party, this may result in them being asked to leave the site.
TICKETING
All of your employees, contractors and subcontractors operating at Goodwood at any time must comply with all statutory requirements which apply directly or indirectly to their activities, including (but not limited to) the following: • Construction (Design and Management) Regulations 2007. • Construction (Head Protection) Regulations 1989.
FORMS
• Control of Substances Hazardous to Health (COSHH) Regulations 2002.
34
• Employers Liability (Compulsory Insurance) Regulations 1998. • Event Safety Guide. • Food and Environmental Protection Act 1985. • Food Safety (General Food Hygiene) Regulations 1995. • Food Safety (Temperature Control) Regulations 1995. • Gas Safety (Installation and use) Regulations 1998. • Health and Safety at Work Act 1974. • Health and Safety (Consultation with Employees) Regulations 1996. • Health and Safety (Enforcing Authority) Regulations 1998. • Health and Safety (First Aid) Regulations 1981. • Health and Safety Information for Employees Regulations 1989. • Health and Safety Information for Employees (Modifications and Repeals) Regulations 1995. • Health and Safety (Training for Employment) Regulations 1990. • Lifting Operations and Lifting Equipment Regulations 1998. • Management of Health and Safety at Work Regulations 1999. • Manual Handling Operations Regulations 1992. • Noise at Work Regulations 2005.
www.goodwood.com
• Provision and Use of Work Equipment Regulations 1998. • Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995.
Cylinders must be marked with approved Home Office markings, located vertically and within a secure store within your stand space. Please note that helium is not permitted on-site. Due to the proximity of the air displays, promotional balloons are strictly prohibited. If compressed gases are being used Goodwood must be informed, details of type, location, quantity and storage methods must be detailed in your Health and Safety Documentation on p36. COSHH
• Working Time Regulations 1998.
A COSHH risk assessment will be required for any hazardous substances and must be included in your Health and Safety Documentation on p36.
• Workplace (Health, Safety and Welfare) Regulations 1992.
MOVING MOTOR SHOW
• Regulatory Reform (Fire Safety) Order 2005. • Working Time (Amendment) Regulations 2001.
ESSENTIAL INFORMATION
• Petroleum-Spirit (Plastic Containers) Regulations 1982.
KEY DATES & SITE PLAN
• Personal Protective Equipment Regulations 2002.
Hot Work Permits
• Work at Height Regulations 2005.
• IStructE Temporary Demountable Structures Third Edition.
Goodwood operates a Hot Works Permit system so please contact Goodwood’s Health and Safety Assistant on 07875 249031 for a permit before any works are carried out. Incidents
• MUTAmarq Safe Use and Operation of Temporary Demountable Fabric Structures.
All accidents, incidents, dangerous occurrences and near misses must be reported to Goodwood Control on 01243 755110 immediately, see Emergency Procedures on p30 for more details.
Any sub-contractor or third parties working on your behalf may be subject to inspection so please ensure that your Safety file is available at all times. You must provide Goodwood with the names and contact details of your on-site Project Manager and Health and Safety representative, who must all be able to communicate fluently in English.
Local Authority and Health and Safety Executive regulations apply to the use of compressed gases in places of public entertainment. Some gases are permitted, but only the smallest cylinder suitable for the purpose may be used. Cylinders may not be changed during the event opening hours and all cylinders should be located outside any vehicle or tented structures.
Personal Protective Equipment (PPE) All contractors are required to wear high visibility clothing with their company name on the back and the appropriate footwear. All other items of PPE, including hard hats, are to be used in accordance with their company’s risk assessment for the task involved. To note, all contracting staff actively involved on their construction stand build must wear hard hats when there is overhead working in progress or when instructed to do so.
TICKETING
Compressed Gases
GENERAL INFORMATION
• eGuide.
HEALTH & SAFETY
Useful Guides:
CONTENTS &
• Personal Protective Equipment at Work Regulations 1992.
INTRODUCTION
HEALTH & SAFETY
RIDDOR
www.goodwood.com
FORMS
Any incident occurring on your site which requires reporting as a RIDDOR must also be reported to the Goodwood Health and Safety Team.
35
CONTENTS &
INTRODUCTION
KEY DATES & SITE PLAN
HEALTH & SAFETY
Water
Section 2 Structural calculations, prepared by a qualified Structural Engineer for all structures, to include fixing details for cladding, wind loads, live loads and dead loads, paying particular attention to your loading medium. If in any doubt, over specify on your loading sole plates.
ESSENTIAL INFORMATION
Formal permission must be sought from Goodwood for the use of any water feature. Any application is to include a Legionella risk assessment. Working At Height
Goodwood reserves the right to test your structural calculations.
MOVING MOTOR SHOW
Working at height must only be carried out when it is not reasonably practicable to carry out the work otherwise. Working at Height Regulations apply.
HEALTH AND SAFETY DOCUMENTATION You must submit two hard copies of your full Health and Safety Documentation by Friday 19 April.
HEALTH & SAFETY
The files must each be a ring-bound file, clearly marked with the name of the Sponsor and whether the file relates to the main stand or the Moving Motor Show. (Please see Moving Motor Show section for details of what must be included in that folder.)
GENERAL INFORMATION
The files must be broken down into the following sections with clear dividers between each section: Cover Sheet The name and contact details for your on-site team including the person in charge, the project manager, site foreman and health and safety manager – together with a 24-hour emergency contact number for a responsible person within the organisation, which must be operational from the first day of build-up to the last day of extraction.
Section 4 A copy of your Event Safety Plan for installation, event days and breakdown Section 5 Details of your planned use of heavy plant and copies of certificates of operatives to use such plant. Section 6 Copies of public liability insurance documents for all organisations involved with the installation, running of and removal of your stand. This includes a copy of the Sponsor’s public liability insurance cover of £10 million per individual claim, which must be in date at the time of the event. If the insurance is up for renewal, proof of commitment to renew the insurance must be provided. Any other relevant insurance documentation.
FORMS
TICKETING
Section 1 Full set of designs and floor plans and full set of construction drawings.
Section 3 Risk assessments, Fire Risk assessments and Method statements, including loading considerations and capacity control, covering the build and breakdown of your stand as well as during the live event days from all parties involved including your organisation and any third-party working on your behalf, specific to the Festival of Speed. Due to the complex nature of some stands, Sponsors should manage their stands in accordance with the management framework and reporting systems detailed in the CDM (2007) regulations and this should be detailed in this section.
36
www.goodwood.com
During the Festival of Speed the demand for nearby accommodation far outweighs supply and the only way for Goodwood to secure a suitable service for its Sponsors is to act as an intermediary.
At the same time we must manage the TV broadcast and associated rights so as to protect the rights and interests of existing (and future) broadcast Partners who have made a significant financial contribution to Goodwood for international programme rights. Therefore, attendance of TV crews at the event is restricted to bona fide and approved broadcasters and Sponsors in order to maintain an efficient, safe and suitable working environment.
Please also see Camping on p38.
Press Accreditation Process All accreditation requests must be submitted by Friday 21 June and must come via your Account Manager in the first instance.
Sponsors may bring one TV crew free of charge consisting of one camera only and up to four crew members. This crew will need to be nominated by the Sponsor and accredited through the normal Press and TV accreditation process. Any additional crews requested by the Sponsor must pay a mandatory access and accreditation fee of £1,000 per crew.
GENERAL INFORMATION
ACCREDITATION
Only Goodwood cameras may film the action on the hillclimb or rally stages and Goodwood owns all copyright in all materials acquired from or filmed at the event. Action footage may be purchased by advance order from Goodwood and fees will be advised according to requirements. Should any Sponsor have specific filming requirements but is unable to bring a crew, then the host broadcaster will be able to quote for all production requirements including crews and equipment.
HEALTH & SAFETY
If you are interested in securing accommodation through Goodwood then please contact your Account Manager for a full version of this Charter and accommodation options.
MOVING MOTOR SHOW
Goodwood has agreed a Charter in conjunction with Chichester and Arundel Hotels Association and the West Sussex Tourism Initiative. Its purpose is to ensure that sufficient quality hotel accommodation is available to Goodwood’s key Sponsors and competitors throughout the Festival of Speed, whilst also ensuring that those hotels that support the event are not unduly compromised by assigning their available accommodation to Goodwood’s Partners. It is imperative that any party expecting to secure accommodation through Goodwood agrees to support this Charter fully and unconditionally and it is on this basis that Goodwood offers help in sourcing accommodation.
ESSENTIAL INFORMATION
TV exposure needs to benefit the event and the Sponsors as well as the TV companies that attend.
KEY DATES & SITE PLAN
ACCOMMODATION
CONTENTS &
GENERAL INFORMATION
INTRODUCTION
GENERAL INFORMATION
For all other filming and media enquiries, please contact Gary Axon or Janet Bradley at the Goodwood Motor Sport Press Office: Telephone: 01243 755109 Email: speed@goodwood.com
Journalists
TV Crews
Goodwood ensures that the majority of the event is covered by photographers for our own records and use. As part of this process a photographer may ask to capture images of your guests either on your stand, enjoying corporate hospitality or at the Ball. Please ensure table hosts at the Ball are aware of this and allow access to the photographer. It will be a speedy and noninvasive process.
www.goodwood.com
FORMS
The Festival of Speed attracts large crowds and media interest from around the world.
Photographers
TICKETING
Goodwood invites several hundred journalists, both UK and International. We also encourage our Goodwood Partners to invite their own journalists, who will need to be accredited in order to gain entry into the event.
37
CONTENTS &
INTRODUCTION
KEY DATES & SITE PLAN
GENERAL INFORMATION
ESSENTIAL INFORMATION
Should you wish for a specific event to be photographed, it may be possible for a Goodwood photographer to cover this over the weekend. Please contact your Account Manager with more details. However, if you wish to have extensive coverage you would need to appoint your own photographer and they will need to be accredited by the Goodwood Press Officer.
MOVING MOTOR SHOW
BADGES FOR LORD MARCH’S RACE SUIT
HEALTH & SAFETY
There is an opportunity to have a fabric badge of your corporate identity sewn onto Lord March’s race suit. As a natural target for the press, this affords plenty of coverage. Please send through two embroidered badges of appropriate size (maximum 80mm x 80mm) to your Account Manager by Friday 14 June if you would like to take up this opportunity.
BIG SCREENS
GENERAL INFORMATION
Please refer to your contract to see if Big Screen footage is included. All screen content must be approved in advance and space is subject to availability. Please send the file to your Account Manager by Friday 14 June as a .mov file or equivalent. Following approval you will need to supply the footage on Digi Beta 16:9 anamorphic aspect ratio (4:3 graphic safe) to the address below by Friday 27 June:
TICKETING
Steve Saint Director Artifexmedia Ltd B2 Endeavour Place Coxbridge Business Park Alton Road, Farnham Surrey GU10 5EH
Please supply full colour and mono logos in both .jpg and vector .eps format to your Account Manager and please ensure you keep them updated with regard to any corporate re-branding.
CAMPING Camping overnight in the main event site and car parks is not permitted; this includes staying in mobile homes, caravans and tents. Camping may only take place in the official Goodwood campsites. Should you wish to hire a motor home for the event, we can recommend Southern RV Hire. For all booking enquiries, please call 0845 8339777 or email info@southernrvhire.co.uk Non-Electric Sites – Campsite E Pitches within the campsite are 7m x 9m in size. The campsite includes showers, toilets, bins, fire extinguisher points and 24-hour security.The site will be open from Monday 8 July until Monday 15 July. Shuttles run from the campsite to Gate 1 between 0600hrs and 1900hrs and from 1900hrs to 2300hrs to and from The Goodwood Hotel, where there is live music every evening as well as food and drink available. Frequency of the shuttle is dependent upon demand. Campsite E will only be accessible with a CAMSPITE E label clearly displayed in the windscreen of the vehicle, which you can purchase at a discounted rate via your Account Manager subject to availability. Please fill in Form 1.3 on p55. Electric Sites If you require an electric site please call the Ticket Office directly on 01243 755055 or order online at www.goodwood.com. These pitches are limited and are released on a first come, first served basis.
BRANDING AND LOGOS
CAR VALETING If you require car valeting on your stand, please request this on Form 1.1 on p53.
FORMS
Dependent on your contract, your corporate identity will be used on all pre-event collateral as well as the Goodwood website.
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www.goodwood.com
Please also refer to: p41 p41
Breakfast is served from 0700hrs until 1030hrs Lunch is served from 1130hrs until 1500hrs Afternoon Tea is served from 1530hrs until 1800hrs Alcohol is available between 1000hrs until 1830 hrs
Barbeques are strictly prohibited within the exhibition area from the start of build-up throughout the event until the end of breakdown.
Sponsors are required to set up an account facility in the Sponsors’ Enclosure to cater for their guests’ needs each day. Please contact your Account Manager for further information.
Hampers
Staff Catering
A selection of hampers are available to pre-order from Goodwood Food. These can be collected from the Startline Bar each day of the event. Each hamper contains a delicious meal for two, accompanied by a choice of a bottle of Veuve Clicquot Champagne or red or white wine. Please contact your Account Manager for further details.
A staff catering facility is available on-site pre-, on and post-event from Monday 24 June until Monday 15 July. This is located near Gate 1 and is open from 0700hrs until 1900hrs, offering a selection of foods and drinks which must be paid for at the point of purchase. During the event there is also a selection of mobile catering units throughout the site, from which you can either purchase directly or you can arrange vouchers via your Account Manager for your staff to redeem. We would recommend that you set up £5 and £10 vouchers, as the units are unable to give change on voucher payments.
Sponsors’ Enclosure
Whether you are entertaining guests or providing sustenance for your event team, the culinary team at Goodwood Food has produced a variety of packages to help you enhance your day. The options range from hot or cold continental breakfasts, picnic lunches, afternoon tea selections, Champagne receptions and hot drinks packages. If you have a bespoke requirement, Goodwood Food would be delighted to discuss your options further and tailor-make a package for you.
www.goodwood.com
FORMS
The dedicated Sponsors’ Enclosure is situated trackside, in front of Goodwood House. It provides an ideal meeting point or base and offers a relaxed environment for you to entertain your guests.
Stand Catering TICKETING
Should you wish to entertain your guests away from your stand and outside the Sponsors’ Enclosure, there are a variety of options that your Account Manager will be able to inform you about, including the Porsche Café Le Mans, Champagne & Smoked Salmon Bar and PitStop Café. Payment for these venues must be completed at the time of purchase and tables cannot be pre-booked.
GENERAL INFORMATION
Barbeques
HEALTH & SAFETY
The Sponsors’ Enclosure has a separate bar and restaurant area. This will enable you and your guests to relax and enjoy a beverage while we prepare a table for you.
MOVING MOTOR SHOW
As the official caterer, the Goodwood Food team looks forward to welcoming you to the Festival of Speed 2013.
Public Catering
ESSENTIAL INFORMATION
The enclosure opens at 0700hrs and closes at 1830hrs, serving breakfast, lunch and afternoon tea as well as a full range of alcoholic beverages in both the bar and restaurant.
CATERING Hospitality – Corporate Hospitality – VIP
KEY DATES & SITE PLAN
It is accessible each day with either a swing or metal badge. It also contains a grandstand for exclusive use of Sponsors, their guests and other VIPs.
Cash point machines are located behind Park Grandstand and in the F1 Paddock.
CONTENTS &
CASH POINTS
INTRODUCTION
GENERAL INFORMATION
39
CONTENTS &
INTRODUCTION
KEY DATES & SITE PLAN
GENERAL INFORMATION
ESSENTIAL INFORMATION
All orders must be made by Friday 21 June and payment must be made to Goodwood Food in advance. No entertaining on your stand may take place outside event hours unless prior permission has been agreed by Goodwood.
MOVING MOTOR SHOW
Please contact your Account Manager for a detailed presentation on the packages Goodwood Food can provide.
Please also refer to:
CRÈCHE Children’s Wristbands Lost Children
p45 p42
HEALTH & SAFETY
A crèche facility will operate between the hours of 0700hrs and 1900hrs in the Family Area, which will be manned by qualified CRB-checked supervisors. Entry is free of charge but a donation to our Official Charity will be gratefully received.
DISABLED FACILITIES Disabled parking is located to the South of the event from where courtesy cars shuttle guests to the main entrance. Please contact the ticket office if you require a Disabled Parking Ticket.
GENERAL INFORMATION
Electric scooters can be booked in advance through Shopmobility on 01243 372022. Disabled viewing platforms with electrical charging points are located at the start line and beside the Park Grandstand. Disabled grandstand viewing is available in the Pheasantry Grandstand, tickets for which can be purchased from the Ticket Office on 01243 755055 and online at www.goodwood.com
TICKETING
DISTRIBUTION OF PROMOTIONAL MATERIAL
FORMS
Advertising of any type is only authorised within the boundaries of each individual stand and may only advertise the relevant company’s own organisation. The distribution of printed materials and promotional samples will not be permitted outside your stand.
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It is strictly forbidden to advertise in public areas. The practices of approaching the public with advertising or fly posting leaflets on vehicles in car parks are strictly forbidden. Advertising by means of aircraft, kite, balloon or loud speaker is not permitted and in the interest of safety the sale, display and handing out of kites or balloons is strictly prohibited. Any Partner who does not comply with these rules will be charged with the costs incurred in cleaning the site and removing such materials.
EVENT SUSTAINABILITY ISO 20121: The International Standard for Event Sustainability Management. We are certified by BSI to the International Standard for Event Sustainability Management (ISO 20121). This means that Goodwood is committed to integrating sustainability into our operations to facilitate the preservation and enhancement of Goodwood for the enjoyment of future generations. We are committed to minimising our impact wherever possible and have created a strategic plan to address our way of working throughout the estate. As one of our event Partners, we expect you to support us on our sustainability journey and ask you to consider how you operate when you are onsite at Goodwood. As a minimum please consider the materials you bring on-site and wherever possible ensure you are taking them away for re-use rather than creating unnecessary waste. You can find out more at www.goodwood.co.uk/ goodwood-estate/our-environment/sustainability. aspx or alternatively send your feedback to sustainableevents@goodwood.com
FUND RAISING Charity collections and promotions at the event may only be carried out with the express permission of your Account Manager. Those authorised may only carry out their fund raising, including all cash collections, within the perimeter of their stand. Please note the guidelines on collecting and handling cash charitable donations issued by the Charities Commission www.charity-commission.gov.uk
www.goodwood.com
Festival of Speed Ball – Saturday 13 July
Telephone: 01264 369369 or 07747 116701 Email: toby.gunter@sounddec.com
HOSPITALITY – CORPORATE
For those guests staying at the Goodwood Hotel, there is a fleet of luxury vehicles providing a shuttle service between the Hotel and Goodwood House. Details regarding this will be provided in the Hotel Rooms. All guests either driving or being driven to the ball can come through Gate 3 and no pass is required. Chauffeurs can drop off directly outside Goodwood House or, if you are driving yourself, you will be directed to a parking area. Goodwood House Sunday Lunch – Sunday 14 July
TICKETING
The Festival of Speed has a range of dedicated corporate hospitality facilities where you can entertain your guests at a special Sponsors’ rate either in a dedicated pavilion or a shared restaurant. Please contact your Account Manager with your requirements and for availability. To note, these areas are extremely popular so please book early to avoid disappointment.
Please inform all of your guests that there will be a raffle for the Festival of Speed’s nominated charity for 2013 and entry is £20. Please see Official Festival of Speed Charity on p42 for further information.
GENERAL INFORMATION
The Motorsport Competitions department schedule all car-related content at the Festival of Speed. Please provide a list of historic racing cars, rally cars, Supercars and FoS-TECH relevant content for consideration to your Account Manager by Thursday 28 February. While it may not be possible to satisfy all your requests, the Motorsport Competitions team will do their best to ensure that manufacturers’ wishes are borne in mind when finalising the entry list.
Guests are seated at tables of 10. The number of tables available to you is confirmed in your contract. If you wish to use a seating plan you may gain access to your tables earlier in the day to set out your own place names. For Health and Safety purposes please supply your Account Manager with a list of the names of all of your guests by Friday 21 June. The evening starts with a Veuve Clicquot Champagne & Gordon’s cocktail reception followed by dinner in Goodwood House. There is then a live show and entertainment (Will Young in 2009, Jimmie Vaughn in 2010, The Feeling in 2011 and Kenny Wayne Shepherd in 2012).
HEALTH & SAFETY
HILLCLIMB CONTENT
A black tie ball for approximately 1,500 people; invitations are provided to our Main Sponsors to send to guests and these will be available in your ticketing packs at the Sponsors Meeting on Wednesday 13 February.
MOVING MOTOR SHOW
Sponsors are able to promote their association with Goodwood and the event through advertisements and interviews with VIP guests, senior personnel and brand ambassadors either live or pre-recorded and these will be broadcasted frequently over the event weekend. For further information and costs, please contact Toby Gunter directly by Thursday 27 June on:
ESSENTIAL INFORMATION
Goodwood Radio 87.7fm is live from 0700hrs on Thursday 11 July until 2100hrs on Sunday 14 July keeping you updated on the event activities as well as any traffic issues. It is preset on the earpiece radios that come free of charge with the event programme and can also be picked up 30 miles away from the event (dependent on direction of travel).
KEY DATES & SITE PLAN
HOSPITALITY – VIP
FORMS
The time your guests have been invited for lunch will be detailed on your Sunday lunch tickets. Your guests will be seated at tables of 10 and the number of tables available to you is confirmed in your contract. There will be a table plan available on the day but seating plans and place cards are your responsibility and you will be able to gain access on Sunday morning to set these out.
www.goodwood.com
CONTENTS &
GOODWOOD RADIO
INTRODUCTION
GENERAL INFORMATION
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CONTENTS &
INTRODUCTION
KEY DATES & SITE PLAN
GENERAL INFORMATION
Entry is strictly by ticket only with both a VIP Sponsors’ Guest Badge and a Lunch ticket (see Ticketing on p45 for more information).
ESSENTIAL INFORMATION
Time: Please refer to ticket Dress Code: Casual
LOST PROPERTY Any lost property should be taken to the Site Operations Office at Gate 1.
MARKETING Goodwood House Sunday Afternoon Tea – Sunday 14 July
MOVING MOTOR SHOW
Your Sunday guests are also entitled to a mid afternoon cup of tea and cake in Goodwood House. Entry is strictly by ticket only with both a VIP Sponsors Guest Badge and an Afternoon Tea ticket, (see Ticketing on p45 for more information). Time: 1600hrs Dress Code: Casual
HOUSE TOURS
GENERAL INFORMATION
HEALTH & SAFETY
It is possible to book private tours of Goodwood House with a guide for parties of up to 20 guests at a time. You will learn about the fascinating history of the family and study the renowned art collection up close. Availability may be limited, so please contact your Account Manager for further information and costs. We have access to German, French, Spanish, Japanese and Italian speaking guides.
LOST CHILDREN Please also refer to: Crèche Children Children’s Wristbands
p40 p10 p45
FORMS
TICKETING
If you have a lost child on your stand, please contact Goodwood Control on 01243 755110 immediately. Ensure two members of staff remain with the child at all times until two members of Goodwood security/Police Officers attend to take the child to a place of safety. If you have parents attend your stand having lost a child, contact Goodwood Control who will ask them a series of questions regarding the child. Security or Police will then attend your stand.
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We are keen for our Goodwood Partners to make the most of their year-round Sponsorship and your Account Manager can help you activate this to its full potential with various joint marketing initiatives. As soon as you have your marketing plan in place we recommend you discuss this with your Account Manager as they act as your Ambassador at Goodwood and can help promote your presence pre-event through e-newsetters, social media, the Goodwood website, Goodwood Radio, The Goodwood Magazine, The Telegraph (our media Partner) and other less obvious initiatives such as our new motorsport network fortyonesix.com With regard to on-site branding and logo positioning, your contract will confirm your advertising assets. Please make sure your Account Manager is aware of any press moments you may be planning at your stand so that we can fully support these as much as possible. We can also then check the event timetable to highlight whether anything might conflict with or disrupt your moment.
OFFICIAL FESTIVAL OF SPEED CHARITY Each year, the Festival of Speed raises money for a chosen charity to be the nominated beneficiary at the event. With the generous support of Goodwood Partners, competitors and visitors, a substantial sum of money is raised every year to support a variety of worthwhile causes. The official Festival of Speed charity for 2013 is the Kent Surrey Sussex Air Ambulance. Their aim is to relieve sick and injured people in South East England and surrounding areas, by providing a Helicopter Emergency Medical Service (HEMS) and Air Ambulance Service for the benefit of the community. The service in Kent, Surrey and Sussex
www.goodwood.com
You will be allocated one programme per VIP guest as part of your package and these will be delivered to your stand in a daily quantity. Please let your Account Manager know if you would prefer them in one single delivery. If you wish to order programmes, these will be charged at £12 each. If it is a large order then please place it by Friday 14 June to ensure the print run can be incorporated into your requirements. Please contact your Account Manager.
RECEPTION DESK AT GOODWOOD HOUSE Sponsors may have a reception desk in the Front Hall of Goodwood House manned by your own staff, which can be used by your guests as a general meeting point. There is a limited amount of space and this is available on a first come, first served basis. Should you wish to secure a space please contact your Account Manager as soon as possible.
FORMS
Goodwood House Chichester West Sussex PO18 0PX
There is the opportunity to advertise in the dedicated Festival of Speed programme and Northstar, our programme publisher, will contact you directly regarding content and advertisements for the publication in accordance with your contracted rights. If you are not contracted any space in the official programme or you wish to purchase additional space, there may be an opportunity, subject to availability. Please contact Helen Craig at Northstar Publishing on 0207 833 7410 for further details.
TICKETING
With over 700 members of the media attending the event, the Press Centre presents a fantastic opportunity to highlight your involvement with Goodwood and the Festival of Speed. If you would like to provide Goodwood with Press Packs, please send these through to the address below by Friday 27 June:
Separate programmes will be produced for both the Festival of Speed and the Moving Motor Show and these will be available on event.
GENERAL INFORMATION
PRESS CENTRE
PROGRAMME
HEALTH & SAFETY
To ensure your gift is listed, please provide details of your donation to your Account Manager by Friday 14 June.
If you sell products under licence, please ensure that copies of relevant licences or other authority are available on your stand, as Trading Standards officers will be on-site over the weekend.
MOVING MOTOR SHOW
As an additional boost to the charity fundraising over the weekend, Sponsors are invited to donate a prize for the raffle that takes place at the Ball on the Saturday night. As a guide, previous prizes generously donated have included: £500 Harrods Voucher, signed limited edition prints, VIP passes to other motorsport events, signed wing of an F1 car, weekends abroad, hampers, limited edition watches, chauffeured cars, fountain pens, and sale catalogue subscriptions. These prizes are itemised on the dinner tables at the Ball as a means of acknowledging and thanking Sponsors for their generosity.
PRODUCT SALE LICENCE
ESSENTIAL INFORMATION
Sandra May Finance Department Hangar 8, Goodwood Motor Circuit Goodwood Estate Chichester West Sussex PO18 0PH
KEY DATES & SITE PLAN
Should Goodwood Partners wish to make a corporate donation these are extremely welcome; a suggested sum is £2,000 and cheques should be made payable to Goodwood Road Racing Company Ltd in order for us to collate all monies and send them to the charity in one go. Please send cheques to:
CONTENTS &
costs around £5 million annually to stay airborne. Receiving no statutory funding the charity relies almost entirely upon the generosity of the public to support the two helicopters, based at Marden and Redhill.
INTRODUCTION
GENERAL INFORMATION
www.goodwood.com
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CONTENTS &
INTRODUCTION
KEY DATES & SITE PLAN
GENERAL INFORMATION
SPONSOR FEEDBACK
Taxi Companies
ESSENTIAL INFORMATION
Your Account Manager will send you a Feedback Form following the event and it is extremely important to us that you fill this in and return it to your Account Manager by the date requested. This enables us to receive your feedback, which is invaluable to us in order to develop and improve the Festival of Speed for 2014 and beyond. Please do not underestimate the importance of this form.
Central Cars
01243 780780
Chichester Cab Company
01234 785765
City Taxis
01243 533335
Dunnaways Car Hire
01243 782403
Starline Minicabs
01243 531666
Private Aviation
MOVING MOTOR SHOW
SPONSOR REPORT
HEALTH & SAFETY
As a memento of your experience of the weekend, Goodwood presents each Sponsor with two high-quality Sponsor Reports. These incorporate generic photographs of the event, specific shots relating to your exhibition stand, your guests at the ball, celebrity signings, branding and a selection of media coverage from the event. These make an impressive record for the boardroom or office reception, and will be issued in the autumn. Additional copies can be ordered at cost via your Account Manager.
TRANSPORT
GENERAL INFORMATION
Buses Stagecoach operates a shuttle service from Chichester train station directly to Gate 1 of the event. Buses go every 30 minutes but please check the official timetable available closer to the event by calling Chichester Bus Station on 08457 484950 or by visiting their website www.stagecoach.com/south
Fixed wing and rotary aircraft may fly into Goodwood Aerodrome with prior permission only. If you are flying in by light aircraft or helicopter, please call Goodwood Aerodrome on 01243 755087 to book a landing slot. Limited slots are available, so please book in advance to avoid disappointment. Avgas and Avtur are available on request. Our preferred helicopter supplier is Elite Helicopters, who have first refusal on all landing slots. They can arrange bespoke transport from a pre-agreed location for your guests. They also run a shuttle service (flight time approx. 10-15 minutes) from Eashing Farm near Godalming, which is easily accessed from the A3. Please contact Elite Helicopters directly on 01243 530165 or email ops@elitehelicopters.co.uk
WATER Water is available on-site in limited supply and dependent upon your request. If you require water, please fill this in on Form 1.1 on p53.
TICKETING
Travel tickets can be purchased onboard. For train times please call National Rail directly on 08457 484950. Chauffeur Service
FORMS
Should you wish to hire a 24 hour executive chauffeur service for the event, we can recommend MBZ 2000 Ltd. For all booking enquiries, please call 0800 3897792 or email info@mbz2000.co.uk
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www.goodwood.com
CONTENTS & KEY DATES & SITE PLAN
TICKETING
INTRODUCTION
TICKETING
BUILD-UP/BREAKDOWN
ESSENTIAL INFORMATION
To access the Festival of Speed site during the build-up and breakdown, everyone is required to wear a build-up/breakdown wristband. New to 2013, no build-up and breakdown passes or wristbands will be sent out pre-event. All Goodwood Partners and their contractors must check in at our office located in the Chicane Paddock at the Goodwood Motor Circuit, see map on p16. All build-up/breakdown passes will be issued from the check-in office, which will be open between 0700hrs and 1900hrs every day from Monday 10 June. Anyone turning up at Site Operations at Gate 1 without a pass will be redirected to the Motor Circuit. Please see Site Access on p16 for further information in regards to vehicles allowed on-site.
MOVING MOTOR SHOW
CHILDREN’S WRISTBANDS Entry to the Festival of Speed is free for children of 12 and under and we recommend that they wear a Junior Wristband on which the parent/guardian can write their contact details. These can be ordered free of charge either via the Ticket Office on 01243 755055 and online or through your Account Manager by filling in the relevant part on Form 1.3 on p55. Please see image below.
HEALTH & SAFETY
HOSPITALITY
GENERAL INFORMATION
If you have purchased additional hospitality then those tickets will allow you and your guests access both into the event as well as your hospitality venue. If you have ordered this hospitality by Friday 1 February then these tickets will also be included in your ticketing allocation at the Sponsors’ Meeting on Wednesday 13 February.
SPONSORS’ GUESTS At the Festival of Speed Sponsors’ Meeting on Wednesday 13 February you will be able to collect all your guests ticketing. Please refer to your Sponsorship contract with Goodwood for quantities.
TICKETING
You will receive two types of ticketing – VIP and General admission – the quantity of which will be dependent on your contract. These tickets will need to be scanned both on arrival at the event in order to gain entry and on departure. Please ensure these are sent to your guests in plenty of time as anyone without a valid ticket will be unable to enter the event.
FORMS
www.goodwood.com
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CONTENTS &
INTRODUCTION
KEY DATES & SITE PLAN
TICKETING
VIP Tickets Your VIP guests will have access to:
ESSENTIAL INFORMATION
• Car Park P, a dedicated Sponsors’ car park (1 pass per couple). • The outdoor areas including all paddocks. • The Sponsors’ Enclosure. • The Sponsors’ Grandstand. • Goodwood House.
MOVING MOTOR SHOW
• Goodwood House Balcony. • Goodwood House for Sunday Lunch and Tea (with relevant Sunday Lunch/Tea ticket). The below images detail exactly what your guests need each day in order to gain entry into the event and all the areas detailed. Please use this as a checklist.
GENERAL INFORMATION
HEALTH & SAFETY
Thursday
FORMS
TICKETING
Friday
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www.goodwood.com
CONTENTS &
INTRODUCTION
TICKETING
KEY DATES & SITE PLAN
Saturday
ESSENTIAL INFORMATION MOVING MOTOR SHOW
Sunday
HEALTH & SAFETY GENERAL INFORMATION TICKETING
SUNDAY 2013 LUNCH (SERVED AT - 12.30PM) G O O D W O O D
H O U S E
PLEASE HAND TO STAFF AT FRONT DOOR ON ARRIVAL
FORMS
www.goodwood.com
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CONTENTS &
INTRODUCTION
KEY DATES & SITE PLAN
TICKETING
General Admission Tickets Your non-VIP guests have access to:
ESSENTIAL INFORMATION
• The outdoor areas including all paddocks. They will require a general admission ticket only for each day of the event and these are shown below.
THURSDAY 2013 ADMISSION TICKET G AT E S O P E N 7 . 0 0 A M S T R I C T LY N O T F O R R E S A L E A N D N O R E F U N D S G I V E N YO U M U S T K E E P T H I S T I C K E T W I T H YO U AT A L L T I M E S TO GAIN ACCESS AND TO EXIT FOR CONDITIONS OF ADMISSION SEE REVERSE
TICKETING
FRIDAY 2013
GENERAL INFORMATION
HEALTH & SAFETY
THURSDAY 2013
MOVING MOTOR SHOW
All Main Sponsors are entitled to offer all their UK-based Sponsor company employees the opportunity to purchase up to four general admission tickets to the event at a 25% discount (not applicable for the weekend ticket). To initiate your discount, simply send your Account Manager a code ending in 13. These codes are closely monitored so that they cannot be abused. If you wish to purchase a bulk order of additional general admission tickets please speak to your Account Manager directly as these are dealt with on a case-by-case basis and dependent on availability.
FRIDAY 2013 ADMISSION TICKET G AT E S O P E N 7 . 0 0 A M
FORMS
S T R I C T LY N O T F O R R E S A L E A N D N O R E F U N D S G I V E N YO U M U S T K E E P T H I S T I C K E T W I T H YO U AT A L L T I M E S TO GAIN ACCESS AND TO EXIT FOR CONDITIONS OF ADMISSION SEE REVERSE
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www.goodwood.com
CONTENTS &
INTRODUCTION
TICKETING
KEY DATES & SITE PLAN ESSENTIAL INFORMATION
SATURDAY 2013
SUNDAY 2013
HEALTH & SAFETY
SUNDAY 2013
MOVING MOTOR SHOW
SATURDAY 2013 ADMISSION TICKET G AT E S O P E N 7 . 0 0 A M S T R I C T LY N O T F O R R E S A L E A N D N O R E F U N D S G I V E N YO U M U S T K E E P T H I S T I C K E T W I T H YO U AT A L L T I M E S TO GAIN ACCESS AND TO EXIT FOR CONDITIONS OF ADMISSION SEE REVERSE
GENERAL INFORMATION TICKETING
ADMISSION TICKET G AT E S O P E N 7 . 0 0 A M S T R I C T LY N O T F O R R E S A L E A N D N O R E F U N D S G I V E N YO U M U S T K E E P T H I S T I C K E T W I T H YO U AT A L L T I M E S TO GAIN ACCESS AND TO EXIT FOR CONDITIONS OF ADMISSION SEE REVERSE
FORMS
www.goodwood.com
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CONTENTS &
INTRODUCTION
KEY DATES & SITE PLAN
TICKETING
STAFF
ESSENTIAL INFORMATION
Each member of staff working at the event will be required to wear a wristband to both access and exit the event. This must be worn at all times. There are two types of wristband dependent on your role, a Sponsor’s Wristband and a Sponsor’s Access All Areas (AAA) Wristband, both will allow you access into the event. Both these wristbands need to be ordered by filling in Form 1.3 on p55 and returning it to your Account Manager by Friday 19 April. You will then need to ensure these are distributed to all staff in plenty of time prior to the event as without them they will not be able to gain entry. Sponsor’s Wristband
MOVING MOTOR SHOW
This is what most of your staff will be required to wear and it is equivalent to a general admission ticket and will not allow the wearer into any of the VIP areas. Please see image below.
AAA Wristband
GENERAL INFORMATION
HEALTH & SAFETY
New for 2013, the AAA pass is now a wristband rather than a swing badge and it now also allows you entry into the event so you do not need to wear a Sponsor’s Wristband as well. This wristband is equivalent to a VIP guest swing badge and will allow you into all the VIP areas on event so you can entertain your guests. To note, these wristbands do not allow entry into the Driver’s Club and are carefully monitored to ensure VIP areas don’t get overcrowded and only five are allowed per Sponsor. Please see image below.
YOUNG PERSON’S TICKET
FORMS
TICKETING
Young people aged between 13 and 21 are entitled to a Young Person’s Ticket at 50% off the adult price. These can be purchased directly from the Ticket Office on 01243 755055 and online at www.goodwood.com. Please see images opposite.
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www.goodwood.com
CONTENTS &
KEY DATES & SITE PLAN
ESSENTIAL INFORMATION
MOVING MOTOR SHOW
HEALTH & SAFETY
GENERAL INFORMATION
TICKETING
FORMS
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www.goodwood.com
INTRODUCTION
TICKETING
FORMS
CONTENTS & KEY DATES & SITE PLAN
INTRODUCTION
FORMS
CONFIRMATION OF RECEIPT AND COMPLIANCE
ESSENTIAL INFORMATION
Clause 3.1 (g) of the standard terms of the Sponsorship agreement between each Sponsor and Goodwood states that:
MOVING MOTOR SHOW
Please print, sign and return by Wednesday 13 February.
This manual constitutes such rules and regulations and each Sponsor is therefore requested to sign the acknowledgement below.
“the Sponsorship Rights are subject in all respects to and must be exercised by the Sponsor in accordance with all applicable media and domestic laws and regulations as well as in accordance with such rules and regulations of the Event(s) as shall be notified in writing by Goodwood to Sponsor.”
1) I have received and read the instructions, specifications and requirements of GRRC relating to Event Activation and Build at the Festival of Speed and Moving Motor Show 2013 (as applicable). 2) The Sponsor acknowledges responsibility for the erection, dismantling and removal of any structures or facilities to be placed on or at the event site in accordance with these instructions, specifications and requirements.
HEALTH & SAFETY
3) The Sponsor acknowledges that its exercise of the Sponsorship rights is subject to these instructions, specifications and requirements. 4) The Sponsor will fully comply with the instructions, specifications and requirements.
GENERAL INFORMATION
5) I am authorised by the Sponsor to sign this acknowledgement.
Sign: Print: On behalf of (Sponsor):
FORMS
TICKETING
Date:
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www.goodwood.com
KEY DATES & SITE PLAN
Please return by Friday 19 April. Goodwood Partner: Contact:
ESSENTIAL INFORMATION
Please indicate your requirements below and send this form to your Account Manager by Friday 19 April. They will then put you in touch with our preferred supplier, where appropriate, to discuss your requirements directly. Please speak to your Account Manager should you have any queries. Main Stand and General Y/N Cost
Quantity
(where relevant)
On request
6-seater buggy
On request
4 x 4 buggy
On request
Additional flagpole
£120 each
Additional programmes
£12 each
Additional stand space (dependent on location) Additional tracking
£50 per sq/m
On request
Floral
On request
Furniture
On request
Generator
On request
Generator refuelling Heras fencing
Dependent on volume used on event £20 per panel
Live feed
On request
PDQ machine
On request
Plant hire
On request
Plasma screen Radios – Sponsors own use Radio – Client Services frequency (1max.) Secure storage (dependent on space) Security Stand cleaning Stand catering Water Wifi / Telecoms
On request On request.
GENERAL INFORMATION
Electrical distribution
HEALTH & SAFETY
Car valeting
£75 per panel dependent on length of hire On request
Notes
MOVING MOTOR SHOW
4-seater buggy
TICKETING
£35 On request
FORMS
On request On request On request On request On request www.goodwood.com
CONTENTS &
FORM 1.1 GOODWOOD PARTNER ADDITIONAL REQUIREMENTS
Item
INTRODUCTION
FORMS
53
CONTENTS &
INTRODUCTION
KEY DATES & SITE PLAN
FORMS
FORM 1.2 MMS PARTNER ADDITIONAL REQUIREMENTS
ESSENTIAL INFORMATION
Return by Friday 19 April. Sponsor: Contact: Please indicate your requirements below and send this form to your Account Manager by Friday 19 April. They will then put you in touch with our preferred supplier, where appropriate, to discuss your requirements directly. Please speak to your Account Manager should you have any queries.
MOVING MOTOR SHOW
MMS Only Y/N
Cost
High stools x2 in black or white (please specify) Lighting rig
Free
Live feed
On request
Power for lighting rig
On request
Reception desk in black or white (please specify) Solid flooring
Free
Stand cleaning
On request
Telephone line
On request
On request
Free
FORMS
TICKETING
GENERAL INFORMATION
HEALTH & SAFETY
Item
54
www.goodwood.com
Notes
CONTENTS &
INTRODUCTION
FORMS
KEY DATES & SITE PLAN
FORM 1.3 ADDITIONAL ON EVENT PASSES Return by Friday 19 April.
ESSENTIAL INFORMATION
Sponsor and contact name: Address for passes to be sent: Please indicate your on event ticket requirements below. Please note build-up and breakdown passes are no longer supplied pre-event, see Ticketing on p45 for further information on queries relating to tickets and passes. Cost
Access All Areas (AAA) Wristband (5 max.) After hours Vehicle Pass (1900hrs to 0630hrs) Car Park 10 Pass (2 max.) Chauffeur Drop Off Pass – Gate 1 (5 max.) Chauffeur Drop off Pass – Gate 3 (5 max.) Children’s Wristbands (under 12) Non-electric Camping Pass (limited availability) Sponsors Wristbands
Free
Quantity
MOVING MOTOR SHOW
Pass
Notes
Free Free Free
HEALTH & SAFETY
Free Free £100
GENERAL INFORMATION
Free
Please notify your Account Manager if these tickets do not arrive, as a replacement order cannot be sent out unless the original order is cancelled.
TICKETING FORMS
www.goodwood.com
55