Preston Guild 2012 Trades Procession Information
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GUILD PROCESSIONS 2012 Thank you for your interest in the Preston Guild 2012 Trades Procession. Whether you are interested in registering a float or have already submitted your registration, this pack is designed to provide you with the basic information you need to design a safe and interesting float for the Guild celebrations. The processions are a vital part of the unique â€œonce every 20 yearsâ€? tradition that goes back 800 years. For many people their strongest memories of Preston Guild are of taking part or watching the spectacular processions and 2012 will be no exception. The planning, design and making of a float is a unique way to encourage creativity, boost morale, and build dynamic relationships in your group, oh and to have fun! This will culminate in participating in a truly memorable carnival and promoting your company or group to huge crowds and beyond through news coverage. You are invited to get together, get your thinking caps on and get creative to work out how you could produce something amazing. We will appoint a Processions Producer to provide artistic direction to the four Processions Organising Committees and support to you as you design and create your own unique piece of history.
The Trades Procession will take place on Saturday 1st September 2012, start time 11.00 am. Trade is at the very heart of the Guild Merchant. Although much has changed, the Trades Procession is the direct descendant of the first processions of traders, craftsmen and merchants going back to at least 1762 (the earliest documentary evidence). In 1992 3,000 people from 123 firms took part in a magnificent procession of 148 imaginatively decorated floats supported by 20 bands. In 2012 the decorated floats and walkers will represent the current day industries, businesses and public services of the City. This is a unique, once a generation, opportunity to promote your business through networking and wide reaching PR/ marketing exposure.
The Trades Procession is led by the Trades Steering Group, which includes representative from a range of Preston businesses and industries. The steering group is led by the Chamber of Commerce and it will guide and support participants that register a float for the Trades Procession. For more information about the Trades Procession please email firstname.lastname@example.org and use the subject Trades Procession.
THE PROCESSIONS ROUTE The map below shows the processions route as it is currently planned. All logistical information, about access routes, timings, gathering and dispersal points, etc. will be made available to registered organisations nearer the time.
PLANNING A FLOAT FOR PRESTON GUILD 2012 Where to start? Planning for a float to take part in a procession can seem a bit difficult! There certainly is a lot to think about, but fear not! These guidelines are here to help you, not to put you off! They will be updated as we move further towards the Guild.
STEP 1 – DO I NEED INSURANCE? Procession vehicles must be covered by at least Third Party Vehicle Insurance in order to travel on the highway. The Council also needs £5 million public liability event insurance coverage for each float and accompanying passengers/walkers. You need to make these documents available as part of your entry paperwork for the procession.
STEP 2 – THE VEHICLE General Requirements Procession vehicles, when used on a public road, are subject to the same legislative requirements as other vehicles, despite their mainly charitable purpose. Procession vehicles must be in a legal and roadworthy condition, have a valid Department of Transport Inspection Certificate or an equivalent Plating Certificate (Large Vehicle MOT) and/or VSO where applicable. Problems faced by carnival organisers using ‘off-road’ vehicles are overcome through the Vehicle Special Orders scheme (VSOs). VSOs made under section 44 of the Road Traffic Act 1988 provide a common standard of legality for all carnival vehicles, together with a framework for administration and enforcement. They authorise the use of carnival vehicles on the road, even when such vehicles do not comply in all respects with construction and use regulations. Further information is available from www.dft.gov.uk The driver of your float must be licensed to drive that class of vehicle or towing vehicle and trailer. A copy of the driver’s licence must be submitted prior to the event for inspection. The driver should also have previous experience of driving large vehicles/towing trailers in processions.
You have a choice of which type of vehicle to use for your float. Choice 1. - Articulated or Rigid Lorry Mounted Floats •
The trailers of any articulated lorry should not be more than 12m long and rigid vehicles should be limited to 9m in length. The height of the float decoration should be adjustable if the total height from the ground is more than 3 metres high. Although the procession route itself does not have any restrictions below the normal 5 metres expected on the public highway, your journey to and from the muster point may have lower obstructions.
Curtain sided vehicles have a ready-made roof which provides shelter from the weather for electrical equipment such as P.A./sound systems and portable generators and any passengers. The curtain framework also provides supports for handrails where required and for float decoration items.
Choice 2. Towing Vehicle and Trailer Mounted Floats •
Any trailer over 500kg must be fitted with a fully working over run brake which will also be operated by a break-away system, that will apply the trailer brakes should the main method of attachment to the towing vehicle become detached for whatever reason. These should not be concealed within the float construction so that easy inspection can take place to check that all is well with both the hitch and brake system.
Any trailer over 3500kg should ideally be of a double axle construction so as to minimize the heavy loads on the towing vehicle. The use of ring and pin hitches is recommended for floats in these classes.
The towing vehicle should be correctly matched to the float and a check of the total weight of the completed float should be known. This must not exceed the rated towing capacity for the towing vehicle, and the two must not exceed the total kerb side weight for the towing vehicle.
Important points which refer to both choices: •
Flatbed lorries and trailers may have to be fitted with scaffolding to provide a framework for roof tarpaulins, banners, decorations etc. and/or handrails if people are being carried.
Tyres must be in good condition and of the correct type/rating. Just because it is a carnival float it is not exempt from the Road Traffic Act, and as such needs to be in good condition and checked every time before use. Wheel nuts should also be checked and the use of plastic ‘tell tells’ (small fluorescent yellow plastic pointed tags, which rotate with the nut, and if the nut becomes loose, the point of the tag shifts noticeably out of alignment with the other tags) is highly recommended as often the wheels are not easy to access on a completed float.
All vehicles should carry suitable fire extinguishers one positioned in the driver’s cab and one on the float, which need to be secured in a way that does not impede their speedy use in an emergency situation i.e. quick release straps.
STEP 3 – DESIGNING YOUR FLOAT The Processions Producer will work with the organizing committees of all 4 processions to provide artistic direction and support you as you design and create your float and costumes. •
The dimensions of the float must not exceed the lowest height or narrowest width restriction on the route. The procession route may have over head obstructions, banners, street decorations etcetera for the Guild 2012 processions but these are at the normal 5 metres expected on the public highway. You should also be able to detach and secure parts of your float construction to allow for transportation to and from the event at normal highway speeds, possibly in windy conditions.
Don’t use flammable materials when making your float. A simple match test on a small sample of the materials will show if any of the materials you are intending to use on your float will burst into flame should a naked light come into contact with them. You can apply sprays to both natural and synthetic materials which will then meet the requirements of BS 5867: part 2: 1980 (This part of BS 5867 specifies flammability requirements for fabrics and fabric assemblies for use in the production of curtains, drapes and window blinds). Natural fabrics include cotton; wool and cotton backed draylon, Synthetics include nylon and mixed fibres such as cotton/polyester.
Make sure that float decorations do not obstruct the vision of the driver or block exhaust outlets, ventilation grills or cover essential running lights.
Fabrics must be securely fixed in place and be strong enough not to be torn by the breeze created by the forward motion of the vehicle.
Protection around the wheels may be needed to prevent fabrics and/or decorations being drawn into the wheels.
Decoration should not hang over or protrude beyond the base of the float.
No sharp objects should protrude from the sides of the float/trailer or vehicle.
All fittings must be secure and be able to deal with braking loads at 5 mph during the procession, and also withstand the stresses involved when it travels over traffic calming measures (speed bumps) during the journey to and from the float assembly/dispersal locations at higher speed and therefore increased wind and braking loads.
Plain glass should not be used on floats. This includes light fittings and fixtures. Clear plastics should be used in widows or partitions etc. Light fittings should be fully protected to ensure that materials used elsewhere on the float are unable to make direct contact with the lamp fitting.
STEP 4 – BUILDING YOUR FLOAT •
Flatbed Lorries and trailers may have to be fitted with scaffolding to provide a framework for roof tarpaulins, banners, decorations etc. and/or handrails if persons are being carried. All structural bolts on your float should have at least 2 threads showing through the nut head and be easily accessible for inspection. Those that are not easily accessible should be of an anti vibration type so they are unlikely to become loose while your float is in use.
If you are going to have people on your float allow 1 square metre per person as a nominal load capacity. Open sides of the float must be fitted with a sturdy handrail around the perimeter of the flatbed or articulated trailer deck with the top rail at least 1.2m from the float deck with a mid-rail positioned centrally (gaps between should not exceed 450mm). If people are to be seated, the seating structure should be secured to the vehicle in such a manner as to prevent the passenger from being thrown should the vehicle have to brake abruptly.
Make sure you don’t prevent the driver having full vision or obstruct exhaust outlets, ventilation grills or essential running lights.
You need to keep the deck of the float or trailer free of trip hazards such as trailing cables, ropes, ties and fabric. You should check the surface to make sure that it does not become slippery if damp or wet in if it rains during the procession. If you secure contract carpet to the deck and/or instruct passengers to wear suitable non-slip footwear, this will reduce the likelihood of slips taking place.
Ideally all electrical systems on your float should be very low voltage. Where this is not practicable, then the use of 110 volts equipment is preferred. Where equipment operates in excess of 55 volts all equipment should be installed by a fully qualified electrician, and Portable Appliance Test (PAT) certificates should be available for inspection. All equipment should be correctly earthed to the chassis of the float.
Where power is supplied by a generator, then this must be a diesel unit with a ‘run time’ greater than the expected procession duration as re-fueling the generator during the procession will not be permitted. The fuel supply shutoff and emergency stop mechanism of the generator must be easy and direct to access, without moving access panels or float decoration pieces, in order to shut the unit down quickly.
Make sure you hire/borrow a generator designed for use at events as this type is less noisy is internally wire to reduce interference with sound systems/PAs etc. Don’t enclose the generator or cover it by the float decoration. Adequate ventilation is required to keep the unit cool and prevent a build up of heat. Exhaust gas outlets and pipes from your towing vehicle/lorry and generator must not be covered by any decorations and should be directed away from your float and any passengers.
All vehicles should carry suitable fire extinguishers one positioned in the driver’s cab and at least one on the float/trailer. They need to be secured in a way that does not prevent their speedy use in an emergency situation, such as by using quick release straps.
STEP 5 – CONSIDER THE PEOPLE INVOLVED The driver •
The driver of the towing vehicle is responsible for the general safety of the vehicle and trailer, towing mechanism, break-away chain and general sturdiness of the float. He or she should carry out the usual roadworthy vehicle safety checks before setting off, such as tyres, lights, wipers, fluid levels etc. (Please see Procession Vehicle Checklist) and make sure that all equipment is securely attached to the vehicle and that all float passengers are correctly positioned and ready to proceed.
Although the use of mirrors is permitted, the driver should have clear vision all round from the driving position. We also recommend having walkers, wearing high visibility clothing, alongside the float while in the procession and/or while the vehicle is being maneuvered into its allotted starting position, to provide additional observation positions to help the driver.
The driver should be experienced in driving at very slow speeds. The maximum speed of vehicles taking part in a procession must be restricted to 5 mph, however as the average walking speed of humans is approximately 3 to 3.5 mph vehicles will be actually be travelling at or below this lower speed. The minimum distance that should be maintained between vehicles and also between vehicles and groups of walkers is 5 metres to allow for safe vehicle stopping distances. Please note that this distance may need to be increased on unavoidable gradients en-route, this would need to be assessed during the event.
The passengers •
You need to provide an easy to use method to load and off load your float, ideally as a series of steps that form part of the float construction. A step ladder rested against the side is not really suitable for loading and off loading passengers, but if this is your only option then the step ladder must be in good order, of suitable construction and must be secured to the float when in use.
If you are going to have people on your float allow 1 square metre per person as a nominal load capacity. Open sides of the float must be fitted with a sturdy handrail around the perimeter of the flatbed or articulated trailer deck with the top rail at least 1.2m from the float deck with a mid-rail positioned centrally (gaps between should not exceed 450mm).
If people are sitting on your float, you need to secure the seating structure to the vehicle to prevent the passenger from being thrown should the vehicle have to brake abruptly.
Please Note: Passengers are not permitted to travel on the float whilst on the open highway and are only permitted on your float whilst travelling along the procession route.
Children and/or vulnerable passengers •
The recommended ratio of supervising adults to children is as follows: Under 5 years minimum ratio 1:2 Between 5 and 8 years
minimum ratio 1:4
Between 8 and 12 years
minimum ratio 1:6
Between 12 and 16 years
minimum ratio 1:8
From 16 and up to 18 years
minimum ratio 1:1
Ideally all children should be seated when the vehicle is in motion. The seating structure should be secured to the vehicle in such a manner as to prevent the seat and/or passenger from being thrown should the vehicle have to break abruptly. Where possible, very small children should be restrained in their seats by means of a lap belt or similar seat belt.
The float must be fitted with a sturdy handrail around the perimeter of the flatbed or articulated trailer deck with the top rail at least 1.2m from the float deck with a mid-rail positioned centrally (gaps between should not exceed 450mm).
An easy to use method for the children to get on the float should be provided, ideally a series of steps with a handrail that form part of the float construction is recommended. A step ladder just rested against the side is not acceptable where the young are concerned. Propriety portable access steps fitted with single and dual handrails are available to hire from most plant and equipment hire shops.
Please note that if any supervising adult is likely to be left on their own and unobserved with a child, other than their own offspring, then he/she should have CRB clearance.
The walkers •
Four walkers per row across the width of the road is the most commonly used formation. However marching bands, who are experienced in walking in formation, tend to have five persons per row. Walkers wearing large or elaborate costumes may need to walk in twos or even single file.
The distance between each row of walkers should be at least 1 metre. However where walkers are wearing large or elaborate costumes the space between the rows will need to be increased. Allow 12 metres for large banners or other structures being carried by walkers.
Marching bands arrange themselves to allow adequate space to play their musical instruments whilst marching
A distance of 4 metres should separate each group of walkers and/or a marching band.
GUILD PROCESSIONS FAQ’S I am interested in entering a float in one of the processions. How do I go about registration? Registration for all four processions - Trades, Churches, Community and Torchlight - is available now online through the Guild website on www.prestonguild2012.com/processions. The majority of registrations will be made online but manual applications can also be taken and paid for at the Visitor Information Centre which will become a key interface with members of the public on Guild matters. Postal applications will not be accepted. Registration closes on Friday 2nd March 2012.
What happens next after I register a float or walking group? Your registration will be processed by the Trades Steering Group who will contact you with further details. They will then be your direct liaison on information and support you may need.
How much will it cost to have a float or a group of walkers in the Trades Procession ? A float or a group of walkers will each be a unit and the cost of each unit will be as follows: Trades Procession: A sole trader/ single business/single premise/ under 50 employees: £150 if register up to 30th September 2011 £200 if register on or after 1st October 2011 A large business/multiple business interest/multiple premises/ 50 or over employees: £300 if register up to 30th September 2011 £500 if register on or after 1st October 2011
What is a unit? • •
• • •
A float – (a decorated lorry/trailer) with or without people on it and up to a maximum of 50 walkers behind it equals one unit A float with or without people with between 51 – 100 walkers behind equals two units. Additional walkers above 100 will make a further unit which equals 3 units. A walking group of up to 100 walkers without a float equals one unit. A walking band playing live music is free of charge A band playing live music as the major part of a float is free of charge
Will there be any provision for wheelchair users who want to view the processions? Yes there will be raised access viewing areas created that will enable you to see the processions. The primary area for these will be adjacent to the grandstands in the markets area offering both covered and uncovered options. Whilst pre-booking is required there will be no charge for the viewing area for disabled persons and their carers if necessary. The grandstand application form will be available from January 2012. When you complete it, make sure you tick the disabled viewing platform.
Can I reserve a seat to view the procession and what are the locations of the reserved seating? Grandstand seating will be available to pre-book for each of the four processions. The locations will be centred around the markets area in the city centre, with a choice of covered or non covered seating. Covered seating will be under the large and small markets and un-covered seating will be on the flag market. There will be concessionary pricing for multiple bookings (i.e. more than one procession or family/group booked seating).
What will be the price of grandstand seating? Rates will be advertised when booking goes live from January 2012
Can I take part in more than one procession? Yes, if you fulfil the criteria for the processions and there are places available, you are more than welcome to take part in more than one procession (e.g. you might want to take part in the community or trades procession and then produce a different float for the torchlight procession.)
Are there any themes for the four processions? The Guild itself has six overall themes which can influence your ideas for your involvement in the processions. The themes are: Creative Guild- Our theme is ‘Creativity and Innovation’ – we want to inspire groups and individuals to think big for Preston Guild 2012 Merchant Guild – Trade is at the heart of the Guild and the spotlight will be on business excellence. People’s Guild - Preston Guild’s long standing tradition is one of community involvement and celebration – it is the People’s Guild Welcome Guild - The warm Lancashire welcome is what we are famous for and we will be sending it out to friends of Preston and the Guild – old and new, from all generations, countries and backgrounds Green Guild - Sustainable communities and environmental practices are at the heart of every thought processes and with a green charter, a commitment to fair trade and community involvement, the Guild 2012 is set to be the most sustainable Guild yet. International Guild - The Guild celebrates not only everything good about Preston, Lancashire and the North West – it showcases world-class quality in a multiplicity of disciplines However, each organising committee will establish an overall theme for their procession. An artistic Procession Producer will be available after September 2011 to assist all Organising Committees and individual groups.
Will our group need to provide any insurance cover for taking part? All groups in the processions will be expected to take out public liability insurance to the value of £5million. This is to ensure that in the unlikely event of a problem occurring that causes damage or injury to persons attending or taking part in the processions, your group will be covered against liability. Insurance is to protect you legally for anything that might go wrong to do with your float. We are discussing with insurance companies the best way and most cost effective way for groups to insure themselves and further details of insurance companies will be provided to you via the organising committees of the four processions. If your organisation already has public or employee liability insurance you may want to ask your own insurer about extending the cover you have to include public events.
Is there any guidance available on how we create and decorate our float? The Guild team is recruiting an artistic procession producer who will help the organising committees to establish the individual procession themes and work with you, through a series of workshops, to deliver dynamic, innovative and high quality processions. If you look at the earlier pages of this booklet you will see detailed advice about the health and safety aspects of decorated vehicles and what you need to do to make sure your float can to take part both safely and legally.
Where might I obtain a HGV for our float? As a group you will be responsible for arranging your own vehicle for your float. You will need to assess how long you need your vehicle for in order to decorate the float. You will need to have a qualified and experienced driver for the procession. We will also provide advice for the drivers about taking part in processions. At previous processions or at carnivals groups have either hired vehicles or made approaches to haulage companies about short term hire or borrowing a vehicle / trailer.
Can animals be part of any of the processions? Animals taking part in the procession will need to be assessed on a group by group basis and you should let the organising committee know as soon as possible if you intend to have animals with your group or on a float. In some cases it may not be practical or appropriate to have animals taking part for their welfare and safety and that of others. However, for example it is expected that dray horses will take part in the procession. So please let us know your intention to include animals and how you would ensure their safety and that of all other people taking part or viewing the procession and we will make a fair assessment as soon as possible.
How long is the route and will I have to walk it all? The whole procession route is 5K or 3 miles in length but for walkers it is 3K. It is expected that you should be capable of completing the whole route when taking part in the procession. It is expected that the procession will be up to 3 hours in duration. We will provide advice for walkers taking part so that you and your group get the most out the day.