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THE PROCESSION: MAKING IT SPECTACULAR

Click here to view and download an entire how-to for the artistic aspects of planning a street procession

 

Here are the entry guidance notes for Colchester Carnival 2011 Copyright of this section is reserved to Colchester Carnival.

Procession participation guidance


The Colchester Carnival organising committee has drawn up this information document to help you with your Carnival entry. This is not definitive guidance.


The Carnival organising committee has an appointed Safety Officer and it is their duty to ensure that
all entries are safe and come up to a minimum standard. They have the right to refuse entry into the procession and as such it is in your interest to have a suitable entry or float for inclusion in the procession.

General Information
Please nominate an adult member of your group to be responsible for all aspects of safety, and act as a single point of contact between your group and Carnival organisers both before and during the event.

Although there will be first aid provided at the rear of the procession, and at Castle Park, it is advisable to carry a small first aid kit. Children should have an adequate number of adult supervisors.


We would discourage the throwing of solid or heavy items as this could cause injury. Also, the spraying of water should be kept to a minimum. Please be careful of others around at that time such as the elderly members of our community.


The consumption of alcohol whilst in the procession is strictly prohibited.


Please ensure that any electrical items to be used are fitted safely, are waterproof and are suitable for outside use. Remember that light bulbs can get very hot. We also suggest that mains operated equipment be inspected before use.

Please ensure that you are equipped for the expected weather conditions on the day; for instance that you have a supply of sun screen if it is likely to be hot (it is July, and the procession could last for a few hours), or waterproof gear if it is likely to rain (we do live in the UK). Also, we recommend that you have supplies of food and water available for your participants since the set up and operation of the procession may take some time.


If there are any problems, there will be stewards and police all along the procession route, and they
will be there to provide assistance should you have a problem. If there is an emergency dial 999 immediately.


Pedestrian Entrants
If you are wearing a large costume consider that there may be winds which may catch it and force you to fall over. It is always a good idea to have somebody help you with it and monitor your fatigue.


Remember, costumes are usually flammable so stay away from sources of heat.


If you have children in your walking group, please keep them together and away from moving vehicles and ensure that you have enough adult helpers for the number of children in your party. We recommend a ratio of 1 adult to every 4 children.


Float Specific Entries
Please be careful not to use flammable materials in the construction of the float. A simple match test
will show if any of the materials you are anticipating to use on your float will burst into flame should
a naked light come into contact with them.


You should be able to detach and secure parts of the construction of your float to allow for transportation to and from the event at normal highway speeds. You should be able to drive to andfrom the event without the need to drive at excessively slow speeds and cause a highway
obstruction.

You will be permitted to set up at Abbey Fields, and to make safe your float on East Hill when the procession ends at the Castle. This should not take longer than a few minutes, to avoid traffic jams.


If you are going to have people on your float then a good rule of thumb for capacity would be to allow 1 square metre per person as a nominal load capacity. If they are seated, the seating structure should be secured in such a manner as to prevent the passenger from being thrown should the vehicle have to break abruptly while in the procession. As a minimum you should have adequate
handrails to prevent passengers falling off. Keep the number of people on the float to a reasonable level.


All vehicles should carry a suitable fire extinguisher.


It is recommended that your float does not exceed 14 feet in height and therefore you may wish to make the height of your float adjustable if road height issues could be discovered on the route.


Where power is supplied by a generator, then ideally this should be a diesel unit. A method to quickly shut down the unit and fuel system from the edge of the float should be deployed, removing the need to remove access panels etc to gain direct access to the unit.


Adequate ventilation should be ensured to keep the generator unit cool and not allow a build up of heat to occur. You should not rely on a forward motion of the float to provide cooling air and you may choose to carry this unit on your towing vehicle. If you are using a generator, please take all necessary safety precautions when filling it, and store fuel away from sources of heat in approved
containers. The use of a diesel generator is advisable.

The vehicle or towing vehicle and trailer must be in a legal and roadworthy condition. The trailer must not exceed the maximum towing capacity of the towing vehicle.


The driver of the towing vehicle is responsible for the general safety of the vehicle, towing mechanism, break-away chain and general sturdiness of the float, including adequate insurance cover. The driver must be appropriately licenced to drive the vehicle; for example, if the vehicle is a HGV, then the driver should have this licence.

Anything that could fall off must be secured. The driver of the towing vehicle must have a clear view of the road ahead and both sides of the float at all times.


The driver should keep up with the procession and not allow significant gaps to form. This is to ensure that spectators are not tempted to cross between floats, which may lead to accident and injury. The driver should pay particular attention to spectators trying to cut across the procession ahead of them, and crowding to the side.

Please try to keep your vehicle centrally away from either
side of spectators in case a spectator falls or is pushed into the road.


It is recommended that you assign adults to walk along side the float, who can be clearly seen by the driver; these people can provide an additional pair of eyes along ide the float as processions can be very busy places.


Nobody should ride on a float hanging over the edge, or go in between the towing vehicle and float when it is in motion. You should only climb onto or off your float when the vehicle has stopped moving.


We have a policy that all collections for charity or otherwise should only be for the benefit of the
Carnival fund. This is to prevent unfairness in the Carnival.

We would invite all participants to apply for a grant using the procedure we have set out. This money will be distributed following the Carnival according to the criteria of the grants committee. Please do not collect donations directly for your organisation on the day of the Carnival.

A copy of your certificate of public liability insurance should be provided prior to the event starting.

This year the Carnival committee is working in partnership wYour entry could be refused unless a prior
arrangement with the event organiser has been made before the event to ensure that alternative
insurance cover has been arranged if so chosen. If you drive a vehicle, you should not assume that
your vehicle insurance covers you to participate in the Carnival. We recommend that you check this
out with your insurer.


You will be expected to sign a statement that your float complies with the Procession Terms & Conditions, and these form part of this pack. This will be a condition of entry in the event for your safety and that of the public and the event for the future.

We would like to take this opportunity to thank you for wishing to take part in our Carnival procession. We hope you have a safe and a fun Carnival procession and help us to keep it a safe one for you, your group, and the spectators, we look forward to seeing you on the day!

Road Closures are dealt with here

Stewarding and marshalling policy here

Essentially, you will need to know the difference between Stewards and marshalls and collectors.

The job of stewards is mostly to do with safety and security. They should be placed walking with the procession wherever possible and spaced in a sensible manner. They should carry a radio, and wear High-visibility clothing and badges. It is a usual requirement that they must hold a current SIA certificate

They must:

Look out for children running into street, or people trying to cross between floats.

Ensure that the people watching and the participants in the carnival are safe, especially those riding on vehicles

To act as the eyes and ears of the organisers and report any emergencies, first aid needs etc as efficiently as possible using the disaster plan

Marshalls are there to facilitate the smooth running of the procession and do not normally have radios. Tney are there to help the paraders, however they too must act as eyes and ears and report to stewards in case of problems. They do not need an SIA certificate, but by the same rules must not interact with the public, and certainly issue no orders such as "stand back" or "please move along". Tey too should wear hi-vis clothing or equally identifiable uniform.

Neither stewards or marshalls should act as collectors. This is a specialist job. They need to be photographed, carry and ID, sign for their buckets (which must be uniqely identified with a number) and be responsible persons.

Barriers

These are not invariable necessary along the route. You have to do a thorough risk assessment and negotiate with the emergency authorities. Where they are used to hold back crowds, they need to be properly secured and of such a construction that they cannot easily be tipped over by pressure of the crowds. Where there are barriers there must also be sufficient stewards to watch out for problems.

Forming up and dispersing processions: some considerations

Mixed processions are complex things to programme. Please bear in mind: Noise leakage between different kinds of music: exhaust fumes: proximity of children to vehicles: physical space requirements: the fact that some performers, e.g. samba bands like to stop and perform on the spot sometimes, which can lead to backlog of vehicles and people.

When forming up the parade, each unit should be allocated a place number in the parade and this strictly enforced. However individual performers, such as stilt walkers and odd costumed characters can find themselves a place and take their own time in processiong, moving back and forth.

Dispersing the parade is more complex still: In the case of Colchester carnival, when it finishes in the park, the paraders have to be given instructions as to where to go in other parts of the park so as not to cause a jam inside the gates. Vehicles must be seperated out and sent directly to a suitable dismantling point where loose items can be removed and then the vehicle should go off under normal traffic conditions to their homes.

Communications The communications protoco is here

VIPs Any VIP's, guests of ther Mayor and so on should be allocated a dedicated minder and helper

Insurance proper insurances for at least £5million must be held, and this must cover all aspects of the event. If in doubt, specialist eventinsurance must be obtained from a suitable broker.

 

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