Conduct, Safety & Heritage Guidelines

Contents

1. Code of Conduct

1.1 Purpose

1.2 Expected Behaviour

1.3 Unacceptable Behaviour

1.4 Consequences of Unacceptable Behaviour

1.5 Reporting Guidelines

2. Conservation, Heritage and Safety

2.1 Purpose

2.2 Permitted

2.2 Not Permitted

2.3 Additional Information

2.4 Rules pertaining to Rothamsted Manor and Grounds

2.4 Campus spaces not under Rothamsted Enterprises management

3. Filming Rules and Limitations

1. Code of Conduct

1.1 Purpose

• This code of conduct outlines our expectations for all those who participate in any event or activity within Rothamsted Enterprises facilities (including but not limited to organisers, delegates, wedding guests, sponsors, volunteers, speakers, public users and other guests), as well as the consequences for unacceptable behaviour. This extends to all venues, online activity, and in all one-on-one communications pertaining to business with Rothamsted Enterprises.
• We invite all users of Rothamsted Enterprises facilities and activities to help us promote a safe and positive environment.

1.2 Expected Behaviour

• Be considerate and approach people with respect and willingness to cooperate. Refrain from discriminatory and harassing behaviour and speech. Be considerate to your surroundings and other visitors. If you see a dangerous or unacceptable situation or if you see someone in need, please immediately notify the duty manager or report the incident to the Reception desk. Reception can be reached on 01582 938500.

1.3 Unacceptable Behaviour

• The following behaviours are considered harassment and are unacceptable within our community:
• Violence, threats of violence or violent language directed against another person, including other facility users, members of the public and staff.
• Sexist, racist, homophobic, transphobic, ableist or otherwise discriminatory jokes and language.
• Posting or displaying sexually explicit or violent material.
• Posting or threatening to post other people’s personally identifying information (“doxing”).
• Personal insults, particularly those related to gender, sexual orientation, race, religion, or disability.
• Inappropriate photography or recording. Please always speak with Rothamsted Enterprises first if you plan to photograph or record an event.
• Inappropriate physical contact.
• Unwelcome sexual attention. This includes, sexualized comments or jokes; inappropriate touching, groping, and unwelcomed sexual advances.
• Deliberate intimidation, stalking or following (online or in person).
• Advocating for, or encouraging, any of the above behaviour.
• The following behaviours are considered behaviours that may disturb the enjoyment of other users, may incite or contribute to a dangerous environment, or may otherwise bring Rothamsted Enterprises into disrepute:
• Sustained disruption of community or private events, including talks and presentations.
• Disruption or unauthorised access to an event or area that is clearly marked private
• Political or controversial demonstrations or activities that have not been declared to Rothamsted Enterprises
• Activist activities, or the inclusion/ provocation of activist groups that have not been discussed and authorised by Rothamsted Enterprises

1.4 Consequences of Unacceptable Behaviour

• Unacceptable behaviour from any facility user will not be tolerated.
• Anyone asked to stop unacceptable behaviour is expected to comply immediately.
• If a user engages in unacceptable behaviour, Rothamsted Enterprises may take any action deemed appropriate, up to and including a permanent expulsion from the facility/s in question.

1.5 Reporting Guidelines

• If you are subject to, or witness to, unacceptable behaviour, or have any other concerns, please notify us. We will immediately deal with the problem.
• The duty manager is available to help community visitors, or event participants, engage with the emergency services or to otherwise help those experiencing unacceptable behaviour feel safe. There will always be a trained first aider on duty and our managers receive advanced training in dealing with challenging situations.

2. Conservation, Heritage and Safety

2.1 Purpose

• To protect the safety of our clients, staff and the public. To protect the integrity of the building/s and their features, in particular those of special architectural or historic interest. To preserve the longevity and functionality of the space and equipment. To conserve the grounds, and to align where possible with our sustainable aims.

2.2 Permitted

• All standard event scenarios, layouts and delegate numbers as detailed in our literature and described by our sales team.
• The event scenarios and layouts that are on standard offer have been fully assessed for all potential risks involved. Events that fall outside this standard criterion will be subject to a detailed risk assessment prior to further progression of an event enquiry.
• Events that are deemed to be high risk because of the potential for physical damage to interiors, exteriors or equipment, health and safety risks etc. may either be refused reservation or be required to make relevant adjustments. Where between the time of booking and time of event the nature or spec of the event significantly changes, Rothamsted Enterprises reserve the right to ask the organiser to adjust activities accordingly to meet the approved criterion.
• Use of all approved suppliers and in-house facilities/ services as outlined in your contract.
• Approved suppliers are subject to robust risk assessments and are trusted to perform at the required standard. They have a knowledge of allowed routes/ access around the site and buildings for contractors. However external contractors may be allowed, at the discretion of Rothamsted Enterprises, provided due diligence is observed, contractors have sufficient expertise in their field and are professionally employed, and adhere to the criteria outlined in section 2.3.
• Electrical equipment may be brought onto site provided it has a current Portable Appliance Test (PAT) certificate. Proof must be provided on request.

2.2 Not Permitted

• Accessing cordoned off areas without express permission and supervision
• Leaning heavy or potentially damaging equipment directly against walls, furniture or other equipment
• Smoking outside of permitted areas
• Signage erected without prior permission.
• Nothing should be physically attached, by any means, to any walls or surfaces without the permission of Rothamsted Enterprises
• Blocking corridors or emergency escape routes for any amount of time. This is true both during set up/ takedown of, and execution of an event.
• Blocking or obstructing fire exits
• Unplugging any property equipment.
• Where electrical sockets are in inaccessible places (e.g. under tables), Rothamsted Enterprises staff – rather than facility users – should plug in and unplug temporary electrical installations.
• To exceed the maximum number of guests/ delegates permitted in the space
• To access the room/s or facilities outside of the agreed upon times
• To use access routes other than that specified to you by Rothamsted Enterprises staff
• (i.e. over lawns or paths) which could compromise the integrity of the grounds and/ or the safety of pedestrians and other facility users.
• To exceed the on-site speed limit
• To play music or other media at unacceptably high levels, or at levels that may disturb other facility users or the public.
• Pinning or sticking anything to chairs or upholstery without the permission of Rothamsted Enterprises
• Engaging external caterers or bringing in food and drink.
• To take pictures or recordings of other guests or members of the public without permission.
• Rothamsted Enterprises can provide you with a filming and photography consent form on request.
• For organisers, guests or delegates to consume dangerous levels of alcohol, or to be found to be under the influence or in possession of drugs.
• If by the judgement of the duty manager any facility user is deemed by these, or any other means, to be putting themselves, Rothamsted Enterprises staff, or the public in danger, Rothamsted Enterprises will take appropriate action. Rothamsted Enterprises may take any action deemed appropriate, up to and including a permanent expulsion from the facility/s in question and/or intervention from emergency services.

2.3 Additional Information

Public liability and Risk assessments:

• All external suppliers or stall holders must have in place a public liability policy with an approved insurer. There may be other stakeholders involved in the event who need public liability cover. If you are unsure, please speak with your Rothamsted Enterprises contact us before proceeding. Evidence of public liability cover must be obtained in the form of a certificates a minimum of 5 working days before the event or before you (or the supplier in question) will be accessing the facility. Each certificate will be checked to ensure the name of the insured matches the name of the supplier, stallholder, or stakeholder, the policy period covers the date of the event, and the situation or nature of the event has been clearly detailed on the certificate.
• Suppliers will additionally be required to provide a risk assessment at least 5 working days before the event. Where necessary Rothamsted Enterprises can provide a template for this.

Access to Minors and unaccompanied Minors, our ID policy:

• All Minors must be accompanied by a responsible adult when accessing the site. Unaccompanied minors (under the age of 13) will not be able to attend community events such as fun days and cinema nights. Children must be supervised by a responsible adult at all times. Private events which cater to a large number of children (such as children’s parties), must also be attended by a suitable ratio of adults. These events may be subject to further risk assessment before contracts are agreed.
• Rothamsted Enterprises operate a challenge 25 policy when serving alcohol. This is in operation during both community and private events. Were facility users appear to look under the age of 25 they will be required to provide a valid form of photo ID before being served. Facility users attending our cinema nights will be required to provide a valid form of photo ID before being granted access to age rated cinema screenings.

Exclusive Hire:

• Exclusive hire can be provided at additional charge when booking any of our venues. However please note that Rothamsted Campus is a public site and also home to upward of 400 residents and visiting scientists and workers. Rothamsted Enterprises run a public restaurant which is open Monday-Friday and additionally weekends for specially scheduled events throughout the year. Rothamsted Manor House is situated adjacent to a permitted footpath that is popular with local residents and walkers.

Please note the following exemptions:

• While every effort will be made to signpost your event and avoid public footfall please be aware that some of our facilities (e.g. toilets and offices) will need to be accessed through the duration of your event.
• Some areas are exempt from exclusive hire. These will be specifically outlined in your contract.
• Accident and Incident Reporting:
• Rothamsted Enterprises take all possible precautions to ensure that we operate a safe and compliant environment. However occasionally accidents, damage or other incidents may occur.
• We ask that facility users and suppliers assist us in maintaining this standard by reporting any accident or near miss they either observe or are involved in. Ensuring that you make the duty manager aware of any issues as soon as possible helps us to take immediate action and properly investigate the circumstances leading to the occurrence; preventing similar future incidents.

Environmental Aims:

• One of our main strategic aims is the promotion of a more sustainable future. We, alongside our Rothamsted Research partners are driven by a quest to minimise our environmental impact and maximise our sustainability. We are passionate about ensuring that environmental best practice is being implemented at a local level. We strongly encourage our clients and facilities users to consider environmental impact. We are always on hand to help and advise clients in making green choices in the run up to and on the day of their event.

2.4 Rules pertaining to Rothamsted Manor and Grounds

• It is unacceptable to access upstairs areas without the express written permission and supervision of Rothamsted Enterprises staff. There are serious health and safety risks associated with this.
• Eating, drinking or smoking in vulnerable areas is not permitted. Please only do so in the clearly designated areas.
• Guests and contractors should not move any historic objects or artwork. This should only be done by appropriately trained heritage experts. An assessment will be made by staff as to whether historic objects should be moved as part of the event.
• Adequate protection for walls, door cases and floors are needed when installing any event equipment in order to protect vulnerable surfaces.
• Nothing may be fixed, under any circumstances, to any surfaces including both internal and external walls and floors.
• Candles, oil lamps, sparklers, fire pits and other open flame sources are not permitted within the Manor, or within 10metres of the Manor house.
• Occasional tables must be positioned away from historic objects and surfaces so that glasses, if knocked over, will not cause damage. No furniture may lean directly against walls.
• As much flower arranging as possible should take place offsite. Floral arrangements should not include flowers, foliage and fruit that could be staining, e.g. Geraniums, peonies and berries. Lilies and other flowers with staining pollen should have stamens removed off-site.
• Confetti is not permitted inside the Manor House. This includes ‘natural’ confetti which can stain historic floors. Fresh flower petals may be used outside.
• We allow helium rooms inside the Manor, but not outside the Manor or in the grounds.
• Alcohol may only be consumed during times permitted by our licence. Please speak to a member of Rothamsted Enterprises staff for further information.
• Films may only be played inside, and not on the Manor grounds.
• Live music can be played both inside and outside
• Functions, events and concerts must be pre- booked. We are only able to open to the public for heritage weekends and Rothamsted open days.
• Guest must not exceed the published maximum numbers for each room. These numbers include all who will be using the space; e.g. guest, registrars, staff, photographers etc.
• Marquees and other similar temporary structures are not permitted to be erected in the Manor grounds
• Cars can be left overnight but only outside the gates at the front, please also ensure guests are aware that we need to leave enough space for emergency vehicles to access through the driveway. Gates will be locked at the end of the night and access usually not available until the next working day.

2.4 Campus spaces not under Rothamsted Enterprises management

• We ask all guests and facilities users to proceed with an awareness that Rothamsted Enterprises facilities are set within the Historic grounds of the Rothamsted Estate- home to a world renowned Agricultural Research facility. As such we ask that all visitors access only those areas that are permissible to the public and/ or outlined in their contract. There may be occasions where guests are invited on a guided tour of Rothamsted Research facilities, however this will only be possible by prior arrangement and under supervision. Many of our experiments may look like crops or fields to our facilities users, and access to unauthorised areas may find you inadvertently disturbing sensitive scientific experiments. If you are unsure, then please speak with a member of staff who will be happy to point you in the right direction.

3. Filming Rules and Limitations

• The location of any professional filming or photography should be agreed in advance with property staff. We restrict the number of crew on-site and ask that equipment be kept to a minimum.
• The filming or photography of any individual paintings, artwork, etc. will only be allowed by prior agreement
• A member of property staff will be in attendance at all times during filming.
• Light, UV and the heat generated by lights must be checked regularly. Extreme care should be taken when positioning lights and they must be kept well away from combustible and fragile surfaces. Some rooms may be subject to maximum light exposure hours per day.
• Interior and exterior lighting/ structures such as rigs, and hoists must be secure and stable.
• Historic floors must be protected from possible damage from the feet of equipment.
• Floor protection mats may be used, however should never be taped to the floor.
• When requesting use of campus spaces not under Rothamsted Enterprises management 48 hours’ notice is usually required before a decision can be made on whether access will be granted.
• Where water-based mist is used fire points must be isolated, under supervision of Rothamsted Enterprises staff. Fire points must be activated again before the building is vacated each evening. Failure to do so may be subject to a fine.
• Mist/humidity causing substances may not be used in The Spanish Leather room under any circumstances.
• Some fire exit doors are alarmed and must not be accessed without prior agreement.
• Additional room usage or last-minute requests may only be accommodated subject to both availability and suitable of Rothamsted Enterprises staff to supervise and must be agreed in writing before execution.
• You may not use heavy machinery on site without the prior written consent of Rothamsted Enterprises.
• Where filming or photography has the potential to disturb local residents; in particular where late night filming is taking place, bright lights are in use, or noise levels are likely to be particularly high, additional precautions or operational workarounds may be mandated by Rothamsted Enterprises.
• Access to the farm and fields around the site must be kept clear at all times. Where stop/start is in place the maximum holding time as outlined in the contract must be observed.
• Chemical based substances may not be used in the execution of special effects within the building under any circumstances. Chemical based Substances within the grounds by prior written permission from Rothamsted Enterprises.
• RAMS must be provided and signed off by a Rothamsted Enterprises Health and Safety advisor no later than 24 hours before filming is due to commence.
• The Duty manager always has the authority to stop filming if they feel RAMS are not being adhered to, health and safety is being otherwise compromised, or where they believe damage to the fabric of the building, furniture, artwork or other contents is being sustained or is seriously threatened.