Setting the standard

Good Practice Guidance for Premises Management

Effective management of licensed premises can go a long way to reduce the

incidence and fear of crime and disorder. In turn this builds a positive reputation for

the premises, licensee and staff.

Licensees should ensure that ongoing risk assessments are carried out to minimize

risks to staff and customers on their premises.

Licensees should have a plan to ensure a swift, effective and safe response to

crime, drug misuse or anti social behaviour. The habit of using particular licensed

premises for such activity develops quickly and must be stopped as soon as

possible.

The combination of a crowded and hot environment, coupled with alcohol can lead to

flashpoints. Licensees should ensure that the ambient temperatures of premises are

kept to a reasonable level.

The number of bar staff should be adequate to ensure no customers are kept waiting

for an undue period of time, and staff should be trained to acknowledge waiting

customers. This creates a positive and friendly atmosphere, which can go a long way

to reduce the likelihood of problems occurring.

In busy licensed premises, licensees should consider the provision of an attendant at

both toilet and cloakroom areas. This had been proven to reduce incidents and the

fear of criminal activity on licensed premises.

Licensees should ensure staff are well briefed on how they should react to problems

with both their own and customer’s safety being of primary importance. Procedures

should be in place to ensure staff are trained and understand their responsibilities,

should problems occur.

Licensees should consider their policy on the sale and consumption of glass bottled

beverages, which can be a source of problems.It is the responsibility of the licensee to actively prevent patrons leaving their

premises with open containers and bottles.

Premises that sell bottled alcoholic drinks should consider the use of secure bottle

bins. Smaller secure bottle bins should be located near the main entrance/exit doors.

Door staff should show due diligence in preventing bottles and glasses being

taken from or into the premises.

Licensees should consider their policy concerning the use of glass containers within

their premises. Toughened glass and Polycarbonate products play a vital part in

reducing incidents of glassing and violence. When broken, glass can be used as an

offensive weapon and the benefits of safer products far outweigh cost

considerations.

The police and PCC’s Public Protection team advocate the use of a daily incident

book in all licensed premises. A well maintained and up to date incident book is an

important part effective premises management.

The following are considered good practice:-

• use an A4 day diary, put an entry in every day

• start with time opened, by whom and any checks that are carried out, such as the

toilets.

Most days should be quiet with comments such as ‘the usual crowd, no problems

closed

at 01.00hrs’ and by whom

• encourage staff to put an entry in when they challenge anyone for ID even if it is

provided; it shows due diligence

• if a person cannot provide any ID and they clearly are 21/25 or under, the sale

should be refused and an entry to be put in the incident book

• if a fight take place, a reasonably detailed entry with names or at least descriptions

of those involved should be entered in the incident book. The police should be

contacted and if not, the reason should be documented in the incident book. If the

incident is a minor scuffle or disorder, it should be recorded in the incident book

• encourage staff to detail toilet checks especially in relation to the misuse of drugs; if

anyone is seen / suspected of being involved in drugs, the police should be

contacted immediately

Maintaining an incident book is not an onerous task, taking around 5 minutes to

complete at the end of each day.

All staff should be encouraged to maintain the incident book

Remember maintaining an accurate and up to date incident book is

showing due diligence and helps to show that you are running your

premises professionally

DPS’s and their staff will not be criticised for contacting police and reporting incidents

involving violence, disorder and drugs,CCTV

The presence of CCTV cameras can be an important means of deterring and

detecting crime at and immediately outside, licensed premises.

It is essential that a CCTV system is capable of recording good quality images at all

times of public access to premises.

When viewed, the system should show accurate time and date details and must be

maintained appropriately. The images should be kept for at least 28days This is

essential should the evidence be required for court as well as ensuring it is compliant

with the Data Protection Act 1998.

The primary objectives of installing a CCTV system are:

• To seek to influence behaviour of the public.

• To prevent or detect criminal or anti-social activity.

• To protect customers, staff and property.

• To assist with good management practices.

• Where necessary, to provide unequivocal evidence of an incident to assist

subsequent prosecution

In order to comply with the Data Protection Act 1998, all systems, other than those

used in domestic circumstances, must be registered with the ICO at www.ico.gov.uk

This web site also provides all details required in respect of CCTV

All areas in the venue accessible to the public should be covered by CCTV. Blind

spots must be minimised within the venue ensuring there are no blank areas where a

criminal act may take place; this would include the vicinity of sinks in all toilets.

The system must obtain a recognition/identification standard image at entry/exit

points of the premises, preferably with colour rendition.

The fields of view of all cameras must be well lit to enable them to operate as

required under normal working conditions.

Fire exits should be alarmed and again covered by CCTV, as should the areas

immediately outside the venue.

Signs should be displayed prominently throughout the premise highlighting that

CCTV is in operation for the safety and protection of the customer and staff.

Pub Watch

Pub watch schemes have been in existence throughout the United Kingdom for over

20 years and range in size from over 200 premises in cities to small rural schemes

with as few as 5 premises involved.

The basic working principle underpinning a watch scheme is that licensees of

premises involved agree a number of policies to counter individuals who threaten

damage, disorder, and violence or use or deal in drugs in their premises.Normally, action consists of all bar watch members agreeing to refuse to serve

individuals that cause, or are known to have caused, these sorts of problems.

Refusal of admission and service to those who cause trouble has proved to be

effective in reducing anti social behaviour.

To be effective any watch scheme must work closely with the police, licensing

authorities and other agencies.

The National Pubwatch Good Practice Guide provides advice on how such schemes

can be established locally and includes Codes of Practice on sharing information,

photographs and banning policies with regard to responsibilities under the Data

Protection Act 1998. Information about pub watch can be obtained through their

website:

Admissions Policy

An admissions policy is a great way of highlighting to your customers your ‘house

rules’ and set the standard of operation.

An admissions policy will generally incorporate the following:-

Where there is any doubt over a customer’s age, then as a matter of course

identification should be sought i.e. passport, driving licence with photograph or proof

of age card with PASS hologram

Customers are not allowed to bring into the premise or take out of the premise any

alcohol, glasses or bottles

As a condition of entry customers agree to random drug searches by door staff, if

they do not consent entry will be refused

Customers who are intoxicated or under the influence of drugs will be refused

admission

The policy should be formally reviewed on an annual basis and be clearly on display

at the point of entry, made as large as practicable.

Drugs Policy

Devon and Cornwall police expect licensees of venues likely to be affected by drugs

to take all reasonable steps to prevent the entry of drugs into their premises;

DPS’s are required to take appropriate steps to prevent drugs changing hands

within the premises; and to take practical measures to prevent problems arising as a

result of drug misuse.

A drugs policy should include the provision of free water and a disposal policy for

drugs and needles.A drugs policy will give the licensee the opportunity to carefully consider all the key

issues which affect the safety of customers who take drugs.

Staff should receive relevant information, training, supervision and support to

implement any policy.

The policy should incorporate a zero tolerance regarding the misuse of illegal drugs

in relation to both staff and customers who visit the venue.

The policy should be seen as a working document, continuously being amended and

improved in response to new developments in drug use or health and safety

legislation.

The policy should be formally reviewed on an annual basis.

Search Policy

Consideration should be given to adopting a search policy.

A search policy will ensure door staff are fully aware of search, seizure and arrest

procedures, particularly in relation to controlled drugs and offensive weapons.

Signs should be prominently on display in the venue highlighting that random

searches are conducted as a condition of entry.

Door Supervisors

Door supervisors are a valuable asset in reducing crime and disorder

within licensed premises,

they can assist in :-

• Preventing the admission and ensuring the departure from the

premises of the drunk and troublesome customer, without causing further disorder

• Keeping out individuals excluded by court bans, Pub Watch or by the licence holder

• Searching and excluding those suspected of carrying illegal drugs, or carrying

offensive weapons

• Maintaining orderly queues outside of venues.

As from 14th November 2004, it is illegal to work as a door supervisor without a

Security Industry Authority licence.

Information about the Security Industry Authority can be obtained through their

Website; www.the-sia.org.uk

You will need a licence if you are responsible for security, protection, screening the

suitability of people entering premises or dealing with conflict in pubs, clubs andother licensed premises open to the public. Anyone involved in door supervision,

whether under contract or employed in house, will need a licence. This includes

employees, managers, supervisors and directors of security companies.

Proof Of Age Standards Scheme

It is unlawful for any person under the age of 18 to buy or attempt to buy alcohol.

It is unlawful for any other person to supply or sell alcohol to any person under the

age of 18.

To prevent such crimes, it is necessary to adopt a policy at all licensed premises

requiring the production of “proof of age” before such sales are made.

This should not be limited to recognized “proof of age” cards, but allow for the

production of other proof, such as photo driving licenses and passports.

The Government also strongly supports the PASS accreditation system, which aims

to approve and accredit various ‘proof of age’ different quotation marks schemes in

existence.

The Devon and Cornwall Police and the Plymouth City Council Public Protection

Office recommend the Challenge 25 Policy.

Details and training packages can be obtained from swercots@cornwall.gov.uk

Fire Assessment

The following items are a summary of the requirements of the Regulatory Reform

(Fire

Safety) Order 2005

A suitable and sufficient fire safety risk assessment should be undertaken and

should be made available on the premises. The assessment should cover all

significant risks, which may affect any person who may be affected by fire and

should include the means of access and egress from the premises.

The assessment should be reviewed at regular intervals (at least once a

year), and when a significant change is made.

Fire Alarm

An appropriate fire alarm warning system in accordance with BS 5389 Part 1: 2002,

should be

provided in the premises, Advice may be sought from a suitably qualified person.

The fire alarm

system should be maintained in efficient working order and be tested in accordance

with BS5839 Part 1 which includes a weekly test using a different manual call point

for each successive test. The installation should be serviced by a competent

engineer at six monthly intervalsEmergency Lighting

Emergency lighting in accordance with BS 5266, 2005, must be provided throughout

the premises, emergency lighting on escape routes must be of the maintained type.

The emergency lighting system should be tested in accordance with the current

British standard which should include a monthly and 6 monthly function test and a 3

yearly full-duration discharge test and examination by a competent person.

Firefighting Equipment

Firefighting equipment, appropriate for the risk, should be provided. All fire fighting

equipment should be inspected and maintained in accordance with BS5306: Part 3-

Monthly and Annual inspections.

Emergency Routes & Exits

Emergency exits are to be kept and maintained clear at all times. Door fastenings

and associated furniture should be of an approved type, and should provide egress

without the use of a key(Push bar or Pad)

Safety Assistance

The responsible person must appoint adequate competent persons to assist in

undertaking preventive and protective measures.

Staff Training

The responsible person must ensure that the safety training provided –

a) includes suitable and sufficient instruction and training on the appropriate

precautions and actions to be taken by the employee in order to safeguard

themselves and other relevant persons on the premises

b) be provided in a manner appropriate to the risk identified by the risk assessment

and be repeated regularly

Log Book

A log book must be kept in which details of all tests and the type and duration of staff

training should be recorded

Violence

Ensure the following procedures are in place:

• Staff must adhere to legal requirement not to sell alcohol to intoxicated

Customers

• Incident log filled out as soon as possible after incident

• Staff made aware of barred customers

• Staff trained in good, polite behaviour and how to avoid confrontation following

violence policy when to call police etc

• Regular glass collection• Cashing up done after hours/out of customers’ sight

Smoke free in Licensed Premises

The smoke free law was introduced to protect employees and the public from the

harmful effects of second hand smoke.

On July 1st 2007, the smoke free law was introduced.

This made it against the law to smoke in virtually all 'enclosed' and 'substantially

enclosed' public places and workplaces (see below for definitions).

No-smoking signs must be displayed in all smoke free premises and vehicles,

including taxis.

Staff smoking rooms and indoor smoking areas are no longer allowed, so anyone

who wants to smoke has to go outside.

Managers of smoke free premises and vehicles have legal responsibilities to prevent

people from smoking.

Premises are considered 'enclosed' if they have a ceiling or roof and (except for

doors, windows

or passageways) are wholly enclosed either on a permanent or temporary basis.

Premises are considered 'substantially enclosed' if they have a ceiling or roof, but

have an opening in the walls, which is less than half the total area of the walls.

The area of the opening does not include doors, windows or any other fittings that

can be opened or shut.

Businesses and organisations should contact their local council if they require further

guidance. on whether their premises are 'enclosed' or 'substantially enclosed'.

For advice on planning permission and shelters, please visit

public.protection@plymouth.gov.uk

What do I do checklist

Employers, managers and those in charge of smoke free premises and vehicles

need to:

• display 'no-smoking' signs in smoke free premises and vehicles;

• take reasonable steps to ensure that staff, customers/members and visitors are

aware that premises and vehicles are legally required to be smoke free;

• ensure that no one smokes in smoke free premises or vehicles.

Alcohol licensing :-

Ensure

 the summary licence is correctly displayed in a prominent position the premises licence or a certified copy is available for inspection on request

 a well maintained and up to date incident book is kept

 that any personal licence holder who is working, has their personal licence on

them and available for inspection

 staff on duty who are spoken to display an up to date knowledge of the

licensing law

 that both the DPS and bar staff know the conditions of the premises licence,

especially if they may be left in charge.

 Staff understand there is potential for them to breach the licence and this

could lead to a fine. For the staff member, the DPS and The Premises

Licence holder

 Staff are aware that on occasion Police and Trading standards will carry out

test purchase operations within licensed premises and that the person making

an illegal sale will commit a criminal offence

 Please ensure that all staff follow the challenge 21/ 25 policy

 If a customer cannot produce identification to prove age, the sale should be

refused and documented in your incident book.

 Staff are aware two consecutive sales to underage persons within a 3 month

period can lead to fines of up to £20,000 and the premises licence being

suspended for up to 3 months.

 If in doubt, do not to serve alcohol to someone who does not look old enough

and cannot produce valid ID.

It is expected premises are properly managed, and staff will be diligent and proactive

wherever possible.

Please read this guide, get to know it, and get your staff to do the same.

The Devon and Cornwall police and the other responsible authorities will work with

you to address any problems.

If you have any issues, or concerns. Please contact one of the police

licensing team who will be happy to help.

licensingwest@devonandcornwall.pnn.police.ukIt is vitally important that you do not ignore issues. The police and responsible

authorities will support you and work towards a resolution if you report a problem.

Quick Reference

Essentials for Running Professional Premises

• Read your premises licence and be fully aware of the conditions

attached

• Read this guide and get to know it

• Encourage your staff to read it

• Encourage you staff to apply for a personal licence

• Support Pub watch by attending the meetings and adhering to the

bans imposed by Pub watch

• Keep a detailed up to date incident book

• Have an active Challenge 21 policy

• Contact the Licensing Officer / Police Officer about any concerns

that may affect your licence or your premises

• Check the conditions on your licence, get to know them and

enforce them

• Check your fire risk assessment once a year and make sure it is up

to date

DO NOT

Leave your premises in charge of a person who cannot maintain the

management to your own standard and run it your way

Sell alcohol to those people who are, or appear to be, under 18

years of age without being able to prove their age

Sell alcohol to anyone who is drunk

Allow customers to assume they run the premises

Allow staff or door supervisors to fail to meet your standards

REMEMBER:-

Call the police if you have a problem on your premise. The police

and partners will support you if you show responsible management

Banned from the following licensed premises.

In total over 152 sites are pubwatch member’s

All sites within waterfront inc all on the barbican

All licensed venues on mutley plain

All wetherspoon sites

All sites within city centre and including royal William yard

Brewdog

Turtle Bay

The junction

The Fortescue

Air

The Mannamead

The underground

The Newmarket

The Tamar & Golden Hind

Caffeine Club

Skiving scholar

Revolution & Fever

The Roundabout

The Brass monkey

Kitty O'Hanlon's

The Eagle

The Noah's ark

Gog & Magog

James st vaults

The student's union

The cherry tree

The Slug & lettuce

The Britannia

Union rooms

Switch

Kings head

The Dakes Drum

Popworld

The Bank

The Golden hind

Walkabout

All sites in the union street area

All sites in Torpoint

All sites in Plympton

Also banned from any other site that joins Plymouth pubwatch during this 5 year ban.

The information regarding your ban may also be shared with other pubwatch’s in the Plymouth & surrounding area.