Legal Requirements for Entries
Do you have a towing vehicle, if so you probably need a Vehicle Special Order (VSO) and a Road Crew Policy?
Vehicle Special Order (VSO)
If your entry has a towing vehicle and a trailer and is carrying passengers your club is required to obtain a VSO from the Department of Transport.
A working sub-committee that can assist you in getting a VSO has been set up, from getting your entry verified to completing all the paperwork. At the present time this service is available free of charge to all entries.
For enquiries relating to the VSO, please contact Mel Horner.
If you would like to view or copy the Carnival Handbook (revised 2017) it can be found here.
Further information on the VSO can be found on the Avon and Somerset Constabulary website.
Road Crew Policy
In order to ensure a safe carnival for entrants and the public alike it is essential that you have taken steps to have adequate road crew to see your entry along the procession routes, recommendations on the number of road crew expected are in the Conditions of Entry, but can be exceeded if your Risk Assessment suggests otherwise.
To comply each entry needs to keep a record of the road crew travelling with their cart at each carnival, their names and positions should be documented prior to the procession pulling off and the list should be available for inspection if required? Each entry takes full responsibility for ensuring their entry is safe to take part in the procession with adequate road crew positioned at predefined points around the entry.
A Road Crew Briefing Form for completion can be downloaded, one of these forms should be completed for every carnival procession you enter or other movement of your entry. Once completed prior to pulling off the form should remain with the entry in case it needs to be examined.
Do you have personnel under 19 years of age, if so you may need a Chaperone Policy?
In order to ensure the safety of children or vulnerable adults each entry is expected to have a policy in place, the entry requirement is:
I understand It is good practice and the responsibility of the entrant to have a child protection policy in place if anybody connected with the entry is under 19 years old.
I agree that by signing this entry form I am confirming that my/our entry will conform to one of the three options below:
· a) You have personnel under the age of 19 years old and have a Licenced Chaperone Present, or
· b) You have personnel under the age of 19 years old and have a legal Parent/Guardian present, or
· c) Everyone associated with your entry is 19 years and over.
Failure to confirm your entry is covered by one of the above options will result in the entry not being accepted into any of the Somerset County Guy Fawkes Carnivals.
Failure to accept the above will mean you entry will be rejected!
A template for a Child Protection Policy can be found here.
If you require more information on becoming a chaperone please see the information sheet from Somerset County Council.
A recommended Chaperone Form can be downloaded to complete for each procession and kept with your entry in case it needs to be examined.
Tick Box Sheet
In order to ensure all entries with a vehicle are complying with all the legal requirements the Tick Box sheet that many of the entries who enter Bridgwater will be already aware of has been amended to cover all county carnivals including Midsomer Norton. Meaning you only have to complete the form once, see Information sheet issued by the S.C.G.F.C.A.
Entries should hand the Tick Box sheet in at the first county carnival they attend which for many will be Bridgwater, if you are entering Bridgwater you will be sent the Tick Box sheet with your entry number, if your first carnival is not Bridgwater then you will need to print off a copy and hand it in when you arrive at your first carnival.
Your co-operation in keeping our Carnival Processions safe and enjoyable for all is appreciated!