Cowbridge Cars & Coffee

See this link for details:

https://www.eventbrite.co.uk/e/cowbridge-cars-and-coffee-2018-tickets-37845210042

Instructions for Rotarians are below:

Cowbridge Cars and Coffee

‘Event Instructions’

0830hrs to 1200hrs

Sunday 30^th September 2018

Cowbridge Rotary has agreed to support this year’s Cowbridge Cars and Coffee Event between 08:30hrs and 12:00hrs midday on Sunday 30^th September 2018, in a limited capacity to support the parking of vehicles in the Arthur John and Bear Hotel Car Parks.

Julian Hitchcock (Bear Hotel) and Simon Leadbetter (Simon’s Cycles) are the event organisers and have run the ‘Cowbridge Cars and Coffee’ event for the last three years. The event has been attracting increasing numbers of vintage and classic cars and has the potential to build into a major attraction for the Town, drawing car enthusiasts and members of the public to support the event and visit Cowbridge.

There is an opportunity for the Club to become involved and support the organiser. The event has the potential to generate a steady income stream as the organisation and publicity around the event grows.

The event has been the subject of some criticism in the past from local people and traders for disrupting the traffic on the event morning, but Cowbridge Rotary are not aware of any ‘official complaints’ having been made to the authorities.

Cowbridge Rotary has been requested to support the parking of the event at the Bear Hotel and Arthur John’s Car Parks. Access to the event is free.

It is the intention of Cowbridge Rotary to support the event positively, showcasing the aims and objectives of Rotary at a local level. 

The event will also provide an opportunity to raise funds for the Clubs designated Charities and provide an opportunity to be seen working in the community and potential attract membership. The organisers have agreed that Cowbridge Rotary can make a collection within the Car parks and the Bear Hotel for ‘Rotary Charities’ and specifically the Club ‘Club Dementia Project’.

Cowbridge Rotarians commitment will be confined to supporting the parking of vehicles will at the Arthur John and Bear Hotel Car Parks between 0830hrs and 1200hrs on Sunday 30^th September 2018.

Note: Rotarians should not get involved in any form of altercation with members of the public or traders over access to the sites. Should any difficulty arise the issues should be immediately referred to Julian Hitchcock or Simon Leadbetter who will deal with the situation.

Rotarians have been briefed at Club meetings on Monday 17^th and 24^th September 2018. Further event information, the Health & Safety Risk Assessment and supporting documents is available on the Cowbridge Rotary Members pages of the club website.

4.2 Stephen Blackman will provide event day briefings to Rotarians at the entrance to the Arthur John Car Park gates at 0830hrs on Sunday 30^th September 2018. This briefing should be cascaded between shifts at each handover.

Details of duty points & times Rotarians who have agreed to support the event are detailed on page 3 of this document.

Rotarians should ensure they have appropriate clothing and sun block to suit the prevailing weather conditions. Whilst at the entrance gates Rotary high visibility vests must be worn (available from the Rotary Stall).

Julian Hitchcock has agreed to source car park and directional signs to the two designated car parks.

Stephen Blackman will provide Rotary High Visibility Vests and collection buckets to Rotarians supporting the event.

Michael Long will provide two blackboards with details of the designated the Rotary Charities.

Incidents impacting on safety or the integrity of the event should be reported and recorded for a future debrief.

Copies of the Rotary Public Liability Insurance Policies, are available for reference on the Club website.

Michael Long and Stephen Blackman will conduct a hot debrief with the Cowbridge Cars and Coffee organisers at the end of the event to resolve issues requiring immediate attention.

1.     Rotarians resourcing the entrance gates adjacent to North Road and Church Street must wear high visibility jackets.

2.     Two Rotarians must be present when there is contact with children and other vulnerable persons.

3.     Rotarians should avoid confrontations with members of the public and refer any issues to the event organiser.

4.     Strictly no drinking (alcohol) on gate duty.

RISK ASSESSMENT

       Event:  Cowbridge Cars & Coffee

       Date: Sunday 30^th September 2018

       Time: 0830hrs to 1200hrs

       Venue:  Arthur John’s & Bear Hotel Car Parks, Cowbridge

Responsible Person: Michael Long

Is the Rotary Club of Cowbridge in charge of everything? – No

1. Event organised by the Julian Hitchcock, Bear Hotel and Simon Leadbetter.

2. Rotary Risk Assessment should be read in conjunction with the Cars & Coffee Risk Assessment.

3. Cowbridge Rotary Club have been engaged to support the parking of vehicles in Arthur John’s and the Bear Hotel Car Park, North

    Road, Cowbridge.

4. The general public take part as individuals and at their own risk.

Are other people involved acting as independent agents? – Yes

Will club members be having contact with vulnerable adults or children? – Yes

Does the Club Protection Officer need to be aware of any special issues? – No

Who is in charge of ensuring the safety of any people involved with this event?  Julian Hitchcock and Simon Leadbetter

Signed: Michael Long          Date: 23^rd May 2018                        Reviewer: