Please make sure to read this document in full and log in to the control panel to register your agreement.
Carnival Village Trust (“CVT”) is a registered charity and London’s Development Agency for Carnival funded by the Arts Council England (“ACE”) and the Royal Borough of Kensington & Chelsea (“RBKC”) to develop and showcase Carnival Arts.
The Notting Hill Carnival (“the Carnival”) is the largest celebration of Caribbean culture in Europe, visited by over a million Londoners, visitors, and tourists each year, making a significant contribution to London’s economy and its status as a culturally diverse global city.
CVT has been funded to develop and manage a safe, sustainable and spectacular Notting Hill Carnival in 2018 and wishes to make this Carnival an exemplar of artistic excellence and community engagement by aiming to:
Protect and promote the heritage of the Carnival
Make performers, artists, audiences and communities of interest integral to the planning, management and delivery
Prioritise performance, participation and inclusivity
CVT has set up a wholly-owned subsidiary Notting Hill Carnival Ltd (“NHC”) to manage the Notting Hill Carnival.
These conditions are designed to assist us in discharging our strategic aims, legal obligations, fiduciary duties and regulatory requirements in respect of the following:
We will facilitate a safe, sustainable and spectacular event
Management and delivery our published Event Plan for 2019
Compliance with agreements and contractual commitments with the Strategic Partners, Regulatory Authorities, Emergency Services & Event Participants
By entering into this agreement, you grant us and our accredited media partners a non-exclusive, non-expiring license to record and publish your artistic productions and performances by way of still photographs and/or audio-visual representation by any medium. If you wish to discontinue this license, you must notify us in writing, and it will take 60 days to implement the copyright license discontinuation and notify all of our media partners.
Persons or groups wishing to participate in the Carnival or any of its related events must register an expression of interest with Us. (Stage 1)
Stage two of the registration process involves the signing of a copy of these terms and conditions on or before 5pm on Monday 15th July 2019
We do not charge an administration fee to participate in the Carnival. You should not be charged by any other organisation to participate in Carnival.
3.4. You will be required to provide Us with evidence of compliance with any terms, conditions or policies linked to participation, including music policy, numbers of performers and vehicle passes, Entry/Exit points and times, noise levels, costume policy and protocols along the route.
You take part in the Carnival at your own risk. As part of this agreement You are required to demonstrate, by way of a consent form or other means, that You have informed all individuals participating with your band that they do so at their own risk.
You must complete and submit appropriate risk assessments to Us for participation in Carnival or any other event for which we are responsible.
Risk assessments shall include the following:
Equipment risk assessment - the use of equipment which carries risk e.g. generators, electrical equipment, steel pans, floats/vehicles, trucks etc.
Fire risk assessment - including fire resistance of materials used to decorate vehicles, smoking policy and provision of fire extinguishers/blankets.
Noise risk assessment - of relevance to any participants producing music or sound, particularly amplified sound.
People risk assessment- the risk of activity to staff, volunteers band members, participants and the general public, particularly children and vulnerable persons where applicable.
You must also supply to Us, in advance, a copy of your insurance to cover your participation in Carnival. Such insurance is to include: public liability insurance for a minimum of £5 million; employees liability cover where applicable to cover your employees and volunteers; and vehicle insurance for all vehicles provided with
You are required to attend and participate in any Health and Safety and Communications briefing organised by us or our agents or contractors.
You agree to comply with the Safeguarding Policy as specified in the Our Safeguarding Policy, please see Appendix C.
You and any of your members or participants take part in Notting Hill Carnival at your own risk.
During the event you and your members and participants have an individual and collective responsibility to comply with all Health and Safety legislation and any guidance issued from time to time by us including:
Section 62 Control of Pollution Act 1974 as amended by section 7of the Noise and Statutory Nuisance Act (loudspeakers shall not be operated in the streets between the hours of 9pm and 8am the following morning).
The Health and Safety at Work Regulations issued by the Health and Safety Executive.
The Purple Guide by The Events Industry forum and guidance issued by the Health and Safety Executive.
The Control of Noise at Work Regulations 2005, to ensure that workers hearing is protected from excessive noise.
We reserve the right to re-designate entry and exit points, start points, sites and times within the Carnival footprint in consultation with relevant stakeholders.
We reserve the right to license, regulate or restrict any Notting Hill Carnival
We reserve the right to revise, amend or waive conditions of participation.
We retain the absolute right to refuse any application for registration and will not register a performance unit to participate in Notting Hill Carnival unless there is adherence and compliance with all of the above provisions and conditions of participation.
We reserve the right to restrict the allocation of vehicle passes to Mas/Costumes and or Steel Bands as we deem fit, having regard to such conditions as are reasonable in all circumstances.
You must carry out your risk assessments based on the number of people participating within your performance unit. Necessary controls must be put in place to mitigate any risks identified, ensuring the safety of your performance unit and the people within it. You must take appropriate action to restrict the number of participants to ensure that the safety of your members and the general public is maintained.
Vehicle Passes are primarily issued to enable appropriately sized Mas/Costume and or Steel Bands to get their music around the route. Passes are also required for any motorised or non-motorised support vehicles.
While Mas/Costume and or Steelband’s may also decorate any permitted vehicles to display branding and merchandising of their sponsors or donors, such recognition should be in proportion with the display relating to the name and theme of the band.
Vehicle passes will not be issued to facilitate the appearance of commercially branded vehicles except by prior consent.
All Vehicle passes must be used in accordance with our Vehicle Passes Conditions of Issue and Use. If you are unclear or unsure about how you can use your vehicle pass(es) you must seek guidance from us prior to the event.
Vehicle passes will remain our property and as such can only be used by the specified bands and are not transferable.
You will be held liable for the misuse of your pass(es) and may be barred from continued participation or registration for the Notting Hill Carnival the following year.
You must provide us with Vehicle registration numbers by 17.00pm Friday 26th July 2019.
You must provide us with driver details and copies of driving licenses by 17.00pm Friday 26th July 2019.
You shall ensure that drivers of vehicles must carry a photo ID with them on the days they are driving or in control of any vehicle at the Notting Hill Carnival.
You are required to be ready to move off from the designated start point at your allocated time slot
Prior to start, you shall ensure your vehicles are parked allowing passing room for other Bands or emergency Vehicles.
You must at all times comply with reasonable instructions by designated stewards, the emergency services, local authority representatives or our representatives. Instructions may include start, stop, turn down music etc. Any serious failure to comply with a reasonable request from the above will result in action which may include termination of your participation for the remainder of the Carnival or refusal of any application to participate in future Carnivals.
You are required to have a sufficient/proportionate number of stewards of your own in order to protect your members and to keep spectators out of the band, as outlined in your risk assessment. Your stewards are expected to cooperate with our appointed stewards and the police at all times.
6.5. You must also ensure the you have adequate numbers of your own stewards in proportion to the number of people in your band to protect public property from any damage or mis-use by members participating in your band. You are required to keep moving whenever possible and to seek to keep the road as clear as possible and provide your own team of Stewards/Banksmen to assist your vehicles to turn corners safely.
6.6. You shall ensure that under no circumstances are oil-based paints and liquids used as part of your arrangement on the route. You are responsible for any damage caused to property by any oil-based paints and liquids used by members of your Band and for the cost of any special cleaning required to remove such oil-based paints or liquids from roads or property.
You must not tether any rope to the back of trucks as this can cause injury to participants and/or general public.
The sampling and distributing of products along the route are prohibited without our advance approval.
You shall ensure that all music trucks/floats/support vehicles are in the Carnival Footprint before 8:30am on each day. Vehicular Access into the Carnival Footprint from all the various entry points will be closed off by 8:30am. Due to security measures required for Carnival 2019 your vehicles will not be allowed into the Carnival Footprint after 8:30am.
We accept no responsibility or liability for any financial loss if You are refused entry due to non-compliance.
Your mobile sound systems must not play any amplified music before 9am.
You are required to turn off your music at 20:30 hours or earlier if you are leaving the footprint before that time. You must turn off your music upon leaving the parade route.
You must ensure that any participants dismount from the back of any trucks when you exit the Carnival Footprint. There are a number of potential road traffic offences that may be committed should your driver allow individuals to remain on the vehicle whilst it is driven on public roads. You should be aware that you may be challenged by the police on exiting the Footprint if they consider that you may be committing an offence.
You must abide by the Costume Policy (9.) and Music Policy (10.) in order to qualify to participate in the parade. These conditions are designed to ensure standards are maintained whilst supporting and fostering Carnival traditions.
The Parade is restricted to approved performing units comprising steel pans, costumes and traditional Carnival character depictions. Subject to the number of vehicles passes provided, live or amplified music may accompany a Carnival band as part of the performance but there will be no overall increase in pass allocations.
A band must have no fewer than 30 performers in Carnival costumes in order to be registered as a costume band (20 for children’s costume bands).
A Carnival costume is a decorative robing of the human body. Unless stylised, official or replica uniforms of the military, emergency services, police or prescribed organisations will not be considered a Carnival costume.
Performing Units are encouraged to limit the number of t-shirts used for marketing and promotion to give greater prominence to the visual spectacle of the costume. As a general guide, performing units should have no more than one third of the total number of the unit’s performers with promotional t-shirts.
You must ensure that the designs and wording on your t-shirts is not offensive to Carnival or the general public.
Steel bands may be accompanied by a t-shirt section for their steel band music only.
Carnival Sunday is primarily a day for Children’s Costume Bands to which priority will be given with regard to vehicle passes. Authorised J’ouvert style bands and traditional Carnival character depictions will be considered subject to tight review and approval for 2019 only subject to such conditions as are necessary to protect and keep the main focus on the Children’s Costume Bands.
In order to secure the information for competitions and to monitor compliance with the costume policy we require you to supply information in advance about your theme, sections, costumes and reveller numbers prior to the release of vehicle passes.
The genre of music that we require to be played by those participating in the route parade is music that is recognised as “Carnival music”: Calypso, Soca, Chutney, Zouk, Buyon, Steel Pan, Samba, Axé ,Batucada, Marchinhas, Frevo.
You must ensure that You do not permit or encourage any music promoting violence or containing offensive lyrics and/or statements that could be deemed as offensive or hate speech.
As a band leader you have a shared responsibility alongside Notting Hill Carnival Ltd for the safety of your masqueraders and public around your performance unit. It is important that you not allow any music to be played that hypes up a crowd in an uncontrollable, reckless or dangerous manner so as to endanger the safety of your masqueraders and/or the public.
You may be required to reduce your volume in the area of Kensal Road. This area will be monitored for sound levels, and you may be required to reduce your level of music in this area in order to assist in reducing the noise levels.
You may be required to turn off your music for a short distance along Kensal Road up to Bosworth Road near to Emslie Horniman’s Pleasance Park. Stewards will be in place in this area to assist and you must turn down your music in this area when requested to do so by Stewards, our representatives, or local authority environmental health officers.
It is your responsibility to ensure that your DJ(s) or person responsible for your mobile music is aware of our music policy and the conditions of participation, as any breach of the conditions could affect Your participation in Carnival. You should agree in advance with Your DJ(s) or person responsible, the music that shall be played at the Carnival.
You must adhere to the music policy above throughout the Carnival period.
In the event of an incident the music must be immediately turned off until the incident is resolved.
If you are found to have breached this music policy on the route, action will be taken, which may include termination of your participation for the remainder of the Carnival or refusal of any application to participate in future Carnivals.
You will be judged as you are moving through the judging zones. It is essential for you to ensure that you move through the judging zones without stopping. Any stoppages of bands or vehicles at the judging points will result in action which may include termination of your participation for the remainder of the Carnival or refusal of any application to participate in future Carnivals.
We recognise three sizes in terms of Mas/Costume bands:
Small Bands- 30-69 people in costume (children 20-69)
Medium Bands – 70-149 people in costume
Large Bands – 150 people plus in costume
We reserve the right to verify the number of people in costume at the judging point on the day for the purpose of any competition and for auditing the use of vehicle passes.
12. Supply and Distribution of Alcoholic Beverages.
The sale and supply of alcohol on floats, stationary or otherwise without a licence is illegal under the Licensing Act 2003 and could result in a substantial fine. You can give away alcohol for free, but it must be clear that this is not included in any participation fee and is not a way of trying to encourage people to buy something or to participate. Charging for participation and providing a wristband or other identifier, which allows a person to be supplied with alcoholic drinks, is likely to be considered to be a sale. If you intend to provide alcoholic drinks, you are advised to take further independent advice.
Bands that have registered to perform Dutty Mas on Sunday will be issued regulations and an agreement to be read and signed in addition to signing and complying with the Parade Terms and Conditions in order to be cleared to operate on the route.
You are responsible for ensuring that all of your members and any collaborating partners comply with the conditions of participating and follow rules, guidance and good practice issued by us.
Where there is a flagrant breach of any of these conditions, particularly where such breaches are likely to result in danger, harm or the commission of a criminal offence, We reserve the right to take immediate corrective action including but not limited to the immediate suspension or revocation of passes and licences, removal from the performance area and suspension from participating in future Carnivals.
Two responsible persons representing your band must attend the compulsory Health & Safety / Security briefing 7-9pm,15th August 2019, Venue T.B.C.
Please provide the details of the two persons responsible for your band on the day:
Information you must supply:
Name of Responsible Person #1
Mobile Telephone Number
Name of Responsible Person #2
Mobile Telephone Number
I have read, understand and agree to abide by these terms and conditions of participation.
I hereby agree to abide by all the terms and conditions outlined and described and understand that failure to comply may lead to revocation of my organisations privilege to participate in the Notting Hill Carnival and may revoke all permits that have been extended to me.
I am the authorised representative of my organisation.
Information you must supply:
Name of Performing Unit
Full Name of Representative