SUMMARY OF POLICIES & ACTION PLANS 2023-24

This webpage includes short summaries of SPILL’s key policies and action plan documents. To request a full version of any of these policies, please contact info@spillfestival.com.

SPILL is committed to ensuring that diversity in all its facets thrives throughout every aspect of the company - from curation to governance, attitudes to contracts and from venues to pricing. SPILL aims to move beyond the construct of diversity as a tool used for measuring difference, it does not and will not discriminate against anyone based on their age, disability, gender, race, sex, religion or belief, sexual orientation, marital or parental status, socio-economic situation or offending background.

SPILL is an Equal Opportunities Employer. This means that we actively encourage and celebrate diversity. SPILL seeks to foster an equal, fully integrated and accessible environment for all aspects of its work and activities. All persons within the company, or having dealings with the company, in any way whatsoever, are treated fairly and equitably.

The Company’s Equal Opportunities Policy reflects SPILL’s commitment to the Equality Act 2010 and supports Arts Council England through the organisation’s contribution to their Inclusivity and Relevance Investment Principle. It includes a Cultural Diversity Definition and Policy Statement; a review of SPILL’s artistic policy and company structure; and a summary of the company’s access policy, relating to the Think Tank building, the SPILL Festival and Think Tank Live programmes, SPILL’s audiences and participants, ticket pricing and recruitment, including the recruitment of ex-offenders.

SPILL’s Environmental Policy and Action Plan has been put in place to facilitate better understanding of the environmental impact the company’s activities have; effective ways to monitor and reduce this; and to establish a standard of best practice within the organisation.

The Action Plan aims to make SPILL’s premises, festivals and processes as resourceful and sustainable as possible, by reducing unnecessary consumption and waste and establishing incremental targets - particularly concerning reducing CO2 emissions - to improve this in the mid to long term.

As an National Portfolio Organisation, SPILL is committed to Arts Council England’s Environmental Responsibility investment principle and reports regularly on progress against action plan targets via quarterly reports and annually to Julie’s Bicycle, the London-based charity that supports the creative community to act on climate change and environmental sustainability.

Read more about SPILL’s current Sustainability goals, activities, and data findings.

The GDPR Policy describes how SPILL meets its commitment to processing personal data in accordance with its responsibilities under General Data Protection Regulation. It details the company’s Data Protection Principles and a commitment to lawful, fair and transparent processing of data; describes the lawful purposes by which data is processed and procedures for data minimisation, accuracy, archiving and removal, security and the circumstances under which the company processes Special Category Data.

SPILL’s designated Responsible Person (GDPR) is:

Kathryn Kirton - General Manager

Telephone: 01473 216 545

kathryn@spillfestival.com

As required by the SPILL GDPR Policy, Article 30 of the 2018 Data Protection Act and the Information Commissioner's Office, SPILL’s Record of Data Processing Activities is designed to be a register of all systems or contexts in which personal data is processed by SPILL (also known as a Register of Systems) and details what, why and how personal data is processed, used, kept safe and shared, and identifies the legal basis for doing so.

SPILL is committed to protecting the personal information of members, audiences, participants and volunteers and being transparent about what information is held and how that information is processed. Using personal information allows SPILL to develop a better understanding of its patrons and in turn to provide relevant and timely information about the work it does. As a charity, it also helps the organisation engage with potential donors and supporters.

The purpose of our Privacy Policy is to give third parties a clear explanation about how this information is collected and used, including usage of our mailing list and websites, and reflects the principles detailed in SPILL’s GDPR Policy and Record of Data Processing.

The Health and Safety Policy details how SPILL will meet its responsibilities under the Health and Safety at Work Act, regulations under RIDDOR and other Health and Safety legislation to provide safe and healthy working conditions for employees, and to ensure that their work does not adversely affect the health and safety of participants, audiences, volunteers, visitors and the general public.

SPILL’s Health and Safety Coordinator is:

Kathryn Kirton – General Manager

Telephone: 01473 216 545

kathryn@spillfestival.com

SPILL sometimes works with children or adults with needs for care and support. This policy sets out the responsibilities the Company has in safeguarding these people and the processes and procedures that staff or contractors need to follow. The policy describes how the company will meet its legal duty to ‘safeguard and promote the welfare of children’, and to discharge its legal obligations towards vulnerable adults and how it aims to ensure that all SPILL activities take place within this context.

The Designated Safeguarding Lead at SPILL is:

Annie Harrison – Producer

Telephone: 01473 216 545

annie@spillfestival.com

SPILL welcomes and values the work undertaken by its volunteers. It recognises that volunteers perform an important role within the functioning of the Company, specifically SPILL Festival by supporting and complementing the work of the paid staff. The range of skills and expertise that volunteers bring to the organisation can be utilised in many ways.

In turn, SPILL aims to develop and support volunteer involvement in our work and we hope that volunteers will both enjoy and benefit from the volunteer experience, by providing individuals and groups with a closer understanding of our work.

The volunteer policy establishes the value and standards of SPILL in its involvement with volunteers; clarifies volunteer training, rights, status, boundaries and details fair decision making processes; provides overall support, guidance and direction to staff and volunteers and aims to maintain the ongoing quality of both the volunteering opportunities on offer and the activities carried out by volunteers.

SPILL will not knowingly support or deal with any business involved in modern slavery and human trafficking and expects all those it does deal with to oppose any violation of human rights and to comply with applicable legislation. The organisation is committed to acting ethically and with integrity and transparency and in line with the Modern Slavery Act 2015, the Company’s Modern Slavery and Human Trafficking Statement sets out the steps that the Company has taken and will continue to take to ensure that modern slavery or human trafficking is not taking place within the organisation or within its supply chains. These steps include how we approach recruitment, training and employee engagement, processes for reporting concerns and due diligence processes relating to responsible procurement and working and collaborating with suppliers and other organisations, in order to minimise the risk of human rights violations across our organisation and supply chains.

This plan is designed to inform staff and visitors to the Thank Tank of what to do in the event of a fire or emergency evacuation and sets out the responsibilities of SPILL staff relating to fire safety. In the event of an alarm sounding at the Think Tank, everyone in the building should leave by the nearest safest exit and report to the assembly point, in front of Ipswich Museum.

The designated Fire Wardens for the Think Tank are:

Kathryn Kirton - General Manager

Annie Harrison - Producer

This plan will be reviewed at least annually and in advance of any major Think Tank events and programmes, and updated where necessary, in-line with SPILL’s current Fire Risk Assessment.

1. The Terms and Conditions upon which this ticket is issued by SPILL Festival Ltd are set out below. The acceptance of this ticket shall constitute acceptance by the ticket holder of these Terms and Conditions. A breach of these Terms and Conditions shall render the ticket void and all rights conferred or evidenced by it shall be nullified.

2. SPILL Festival Ltd reserves the right in its sole discretion, to refuse admission to the ticket holder to the event or any part of the event, to remove the ticket holder from the event or to direct the ticket holder to another part of the event.

3. Entry into the event will be authorised only upon the presentation of a valid ticket by each ticket holder seeking to gain entrance.

4. If the ticket holder is refused admission or removed, no money shall be refunded.

5. A ticket is non-refundable (unless in the case of event cancellation/postponement) and non-transferable.

6. Should the event be cancelled we will offer refunds to all ticket holders. If an event is postponed and subsequently rescheduled, all tickets for the original event will be valid for the new date. Refunds will be offered to any ticket holder who is unable to attend the new date.

7. If the event is sold out, we may at our discretion resell your ticket for you and if the ticket is re-sold, we will refund you the ticket amount less a 5% administration charge.

8. Tickets may only be purchased from SPILL Festival Ltd or officially authorised agents of SPILL Festival Ltd. Any ticket obtained from any other source (for example, unauthorised intermediaries such as ticket brokers, internet auctions, internet ticket agents) will be rendered void, and all rights of entry into the event will be nullified.

9. Unless explicitly permitted for specific events, ticket holders are not permitted to exit and re-enter the event except in the case of an emergency.

10. The sale of concession tickets by SPILL Festival Ltd is strictly for ticket holders who meet the criteria. Holders of a concession ticket must meet the criteria when entering the event. Proof of meeting the criteria may be requested on entry to the event.

11. SPILL Festival Ltd, its servants or agents shall have no liability for loss injury or damage to the ticket holder, or his/her property while in the events or any part thereof on entering or leaving the events, whether caused by negligence or breach of contract of the SPILL Festival Ltd or any of its servants or agents or otherwise.

12. Any photograph, image, film or recording taken of any performer, participant or any member of any team by a ticket holder may not be reproduced for any commercial purpose, whatsoever, whether for money or otherwise.

13. All ticket holders acknowledge that photographic images and/or video recordings and/or stills taken from those video recordings may be taken of them and may also be used by SPILL Festival Ltd for marketing or promotional purposes.