Outdoor Access Events Guidance
Cairngorms NATIONAL PARK Pàirc Nàiseanta a’ Mhonaidh Ruaidh
Guidance for Organised Outdoor Access Events
Cairngorms National Park
How to use this guide
This guidance has been written to help event organisers and land managers in the planning and management of organised outdoor events in the Cairngorms National Park. It should also be of interest to many other people, including community groups, businesses and public agencies anyone who is interested in outdoor events and how they are managed.
A flowchart is shown on page 4 to provide a quick check of the process that should be followed to organise a successful outdoor event in the Park. This new approach should help maximise the enjoyment of all those taking part in events, bring benefits to the local community and minimise the impacts on the environment, on other people and on land management activities.
Feedback
We would like to hear your views on this guidance as we are keen to develop it based on the experience of event organisers and land managers. Please send your comments and suggestions to the Cairngorms National Park Authority:
email: outdooraccess@cairngorms.co.uk
or to the address below.
Acknowledgements
This guidance has been produced by the Cairngorms National Park Authority (CNPA) with the support of, and contribution from, a wide range of individuals and organisations.
With particular thanks to the steering group for the project:
Alan Rankin, Cairngorms and Aviemore Destination Management Organisation; Paul Corrigan, CairnGorm Mountain Ltd; Peter Ord, Balmoral Estate; David Pirnie, Workshop Facilitator; Mark Wrightam, Scottish Natural Heritage; Cairngorms National Park Authority.
Published by
Cairngorms National Park Authority
14 The Square
Grantown-on-Spey
Moray PH26 3HG
Tel: 01479 873535
Fax: 01479 873527
Email: enquiries@cairngorms.co.uk
www.cairngorms.co.uk
© CNPA 2009. Revised 2017. All rights reserved.
ISBN 978−1−906071−03−5
For a large print version of this publication, please contact the Cairngorms National Park Authority, telephone: 01479 873535. It can also be viewed on the CNPA website at www.cairngorms.co.uk and is available in other formats on request.
Cover: Orienteering in Anagach Woods, Grantown-on-Spey © CNPA/Stewart Grant
Foreword Facal-toisich
The Cairngorms National Park has a well-earned reputation for hosting outdoor access events. This has been won through a combination of welcoming land managers, skilled event organisers, high quality accommodation providers, all set against the magnificent backdrop of Scotland’s largest National Park.
As the access authority, the Cairngorms National Park Authority is keen to promote access to the Park recognising both recreational and economic benefits. However, this has to be balanced against the need to take care of the fantastic natural heritage of the area.
Therefore we must not rest on our laurels, and to ensure the area’s great reputation is maintained and to help both event organisers and land managers, we have produced this guidance. We are particularly grateful to a wide range of individuals and organisations who have helped us in developing this document and we hope that you will find it both informative and easy to use.
David Green, Convener,
Cairngorms National Park Authority
Tha Pàirc Nàiseanta a’ Mhonaidh Ruaidh air cliù a chosnadh airson a bhith a’ cumail thachartasan a‑muigh. Bha seo mar thoradh air manaidsearan fearainn aoigheil, luchd-eagrachaidh thachartasan sgileil, sàr sholaraichean àite-fuirich, uile fa chomhair àrainneachd na Pàirce Nàiseanta as motha an Alba.
Mar an ùghdarras le còir cothruim, tha Ùghdarras Pàirc Nàiseanta a’ Mhonaidh Ruaidh airson còir cothrom chun na Pàirce adhartachadh air sgàth a buannachdan a thaobh cur-seachad agus eaconamaidh. Ach, feumar seo a chothromachadh ris an fheum air coimhead às dèidh dualchas nàdair iongantach an àite.
Mar sin chan fhaod sinn stad an sin, agus gus dèanamh cinnteach nach lùghdaich cliù na h‑àrainn agus mar chuideachadh do luchd-eagrachaidh thachartasan agus mhanaidsearan fearainn, chuir sinn ri chèile an stiùireadh seo. Tha iomadh duine agus buidheann air ar cuideachadh a’ deasachadh an sgrìobhainn seo agus tha sinn an dòchas gum bi e feumail dhuibh agus furasta a chleachdadh.
Daibhidh Green, Neach-gairm,
Ùghdarras Pàirc Nàiseanta a’ Mhonaidh Ruaidh
Contents
Foreword
3
Flowchart for planning an outdoor access event
4
1. Introduction
5
2. So you want to run an event?
7
Stage I — Research and consultation
8
Stage 2 — Planning and implementation
15
Stage 3 — Restoration and review
19
3. Hosting an event on your land
21
Annex A
The National Park aims
23
Policy on organised outdoor access events in the Cairngorms National Park
24
Annex B
Roles of the principal organisations and key contacts
25
Annex C
Useful websites
26
Flowchart for planning an outdoor access event
Is the event, in general, consistent with the overall aims of the National Park? (Annex A)
YES NO How can it be improved?
Might the event clash with other events? (see Paras 2.11−2.14)
YES NO
Are the events compatible? (see Paras 2.11−2.14)
YES NO Consider necessary changes
Is land manager permission required? (see Paras 2.15−2.18)
YES NO
Has land manager permission been given?
YES NO Consider necessary changes
Are other permissions or consultations required? (see Para 2.23)
YES NO
Have all necessary permissions been obtained and consultations completed?
YES NO Consider necessary changes
Run the event Restoration & Review
Complete post-event liaison and reflect on the lessons learned. (Para 2.35)
All key steps shown above are further explained in the guidance.
1. Introduction
The Cairngorms National Park is a great place to hold organised events and has hosted, over many years, a wide and varied range of successful outdoor events. The area offers unrivalled opportunities for participants in events to enjoy the spectacular landscapes and high quality environment for which the Park is already famous. Events provide many rich experiences for the people taking part and make positive contributions to the economy of the area, enhancing its reputation with visitors. To ensure that everyone (including organisers, participants, spectators, local residents, local businesses and land managers) derives the maximum benefit and enjoyment from events and to minimise any associated problems – events require to be very well planned and managed.
This guidance may be useful for anyone wishing to hold an organised event in the Cairngorms National Park but it is primarily aimed at events that are based on active outdoor recreation. There are many types of outdoor events and they are so popular amongst participants that new proposals are emerging all the time. The sort of events at which this guidance is aimed at include: hill races, orienteering events, sponsored walks, off-road races (eg 10k or half marathons), mountain-bike races, canoe races, triathlons, challenge events, off-road fundraising events and long-distance riding events.
For such events the Land Reform (Scotland) Act 2016 and the associated Scottish Outdoor Access Code (SOAC) will be particularly relevant. This guidance adds a Cairngorms perspective to the SOAC so that everyone understands how best to manage events and get the most from them in this particular and special part of Scotland. The guidance is a development of Policy 4 on outdoor access events that is contained in Active Cairngorms, the outdoor access strategy for the Cairngorms National Park which is available to view at www.cairngorms.co.uk.
It is worth noting that events such as outside television or radio broadcasts, road-based events, car rallies and Highland Games do not generally fall into the category of events covered by this Guidance. This is because they are not reliant on the access rights defined in the Land Reform (Scotland) Act 2016. However, many of the pointers to best practice will still be relevant.
There already is some excellent guidance available on organising and hosting outdoor events in relation to access rights. The Scottish Outdoor Access Code provides a very important source of official information on this topic and can be viewed on the outdoor access website (www.outdooraccess-scotland.com). For ease of reference, paragraphs 3.60, 3.61 and 4.22 are particularly helpful. The Code is based on three broad principles:
- Respect the interests of other people;
- Care for the environment;
- Take responsibility for your own actions.
In addition there are many other ‘good practice’ guides about how to organise events. This guidance does not attempt to replace or summarise these other sources. Instead it aims to complement existing guidance by specifically focusing on some of the main issues that are particularly relevant within the Cairngorms National Park. The most useful additional sources of information are noted throughout the document as appropriate.
The Cairngorms National Park Authority does not decide which events can go ahead and which cannot instead this issue is generally left to the relevant land managers (generally the owners or tenants), in consultation with others. However, the CNPA does have a role in:
- Promoting best practice in organisation of events in the Park;
- Ensuring events are contributing to the aims of the Park;
- Upholding access rights in relation to events;
- Arranging, if appropriate, for temporary suspension of access rights; and
- Assisting event organisers contact the relevant land managers.
This guidance has been developed through engagement with a wide range of interested parties and with advice from the Cairngorms Local Outdoor Access Forum. The Cairngorms National Park Authority is committed to reviewing the guidance and keeping it up to date and welcomes feedback on how it might be improved. Please email us at: outdooraccess@cairngorms.co.uk
2. So you want to run an event?
This section provides guidance for event organisers considering holding an event in the Cairngorms National Park. There are three key planning stages that require to be followed to ensure an event can be run successfully (see Table 1) and this structure is used throughout the guidance. The activities marked in bold text mark the end of each stage.
Table 1: The three key planning stages for a successful event
| Planning stage | Activities undertaken |
|---|---|
| Stage I Research and consultation | Identify suitable areas/locations/routes/activities |
| Discuss proposals with all land managers affected by the event | |
| Discuss proposals with relevant agencies (see Para. 2.22, p16 and Annex B, p25) | |
| Timing to consider other events and seasonal activities and benefits | |
| Seek and obtain permission from land managers (if required) | |
| Book slot in events calendar (see Para. 2.11, p11) | |
| Identify a slot in the events calendar (see Para 2.12, p11) | |
| Stage 2 Plan and implementation | Prepare an overall Event Plan |
| Health and safety planning (including risk assessments) | |
| Arrange insurance | |
| Ensure other approvals are in place | |
| Identify how to maximise the enjoyment and benefits from the event to all interested parties | |
| Recruit helpers, marshals and safety officers | |
| Brief participants (including advance publicity and information about the Scottish Outdoor Access Code) | |
| Brief all other relevant parties | |
| Hold the event | |
| Stage 3 Restoration and review | Remove all checkpoints and other infrastructure |
| Clear litter | |
| Undertake all agreed restoration works | |
| Seek feedback from participants and interested parties | |
| Thank and acknowledge all involved or affected | |
| Produce brief report on benefits, impacts and lessons learned for future occasions | |
| Share results with others | |
| —- |
Stage I — Research and consultation
The first stage in this three-stage process is that of research and consultation. This section of the guidance provides useful background information for event organisers on each of the bullet points listed on page 7.
Areas, locations, routes and activities
The Cairngorms National Park Authority welcomes events that get people active, are closely connected to the enjoyment of the special qualities of the Park, help build a positive reputation for the Cairngorms National Park and contribute to the economic and social sustainability of the area. The Cairngorms National Park is the largest National Park in the United Kingdom and has an international reputation for its landscape and wildlife. Many event organisers choose to hold events in the Park to take advantage of this stunning scenic backdrop. 49% of the land within the Cairngorms National Park is covered by national and international conservation designations, and event organisers should try to familiarise themselves with these areas and their particular sensitivities. For example, the mountain areas contain some of the most sensitive plants and animals that have adapted to live in this arctic-like climate, and the pinewoods are home to specialised plants and animals that are restricted to this habitat. The mountains and forests also offer areas for quiet recreation which allow visitors to enjoy the wild qualities of this special place. Wherever practicable, it is best to hold events that use existing paths and tracks. This can help avoid damage to the environment. Equally, the Cairngorms National Park has areas that are well suited to holding spectacular and successful outdoor events that can bring participants and spectators closer to this wonderful environment. If well planned and managed, events need not conflict with the environment, residents, other users, or land managers.
The Aviemore — Glenmore area is a particularly popular area for outdoor events and it is easy to see why – it has spectacular scenery, is well served by good public transport links, has a wide range of accommodation and other facilities available and has many opportunities for circuit and loop courses. The area continues to come under considerable pressure from the number of events in the area, sometimes with several outdoor events taking place over one weekend. Some concerns have been expressed about the cumulative impact of outdoor events in this part of the Park on the local residents, on the environment and on other users. Event organisers who wish to organise events in this particular area should expect to plan their activities in very close co-operation with the relevant land managers.
Further background details on the special qualities of the Cairngorms National Park can be found at www.cairngorms.co.uk. Further advice and more specific information about the specially designated sites within the Park can be found on the Scottish Natural Heritage site (www.snh.org.uk/snhi). As well as the environmental sensitivities mentioned above, event organisers should be aware that all the land in the Cairngorms National Park is managed to some degree and provides direct and indirect employment to a large number of people. In planning an event it is important to consider the potential impacts on activities such as lambing, harvesting, forestry work, grouse and deer shooting and fishing. Further information on the relevant seasons for some of these activities can be found in Section 5 of the Scottish Outdoor Access Code. Not every single land management activity is included here and event organisers are encouraged to seek specific guidance from the relevant land manager(s).
Discuss proposals
It’s good to talk! Land managers really appreciate early discussions about events and can assist organisers considerably by calling on a wealth of knowledge and experience. Event organisers therefore need to allow sufficient time for liaison with all the interested parties. The single biggest complaint about the organisation of events is that too little time is left for contact and discussion with interested parties before decisions are made to go ahead. The Cairngorms National Park Authority can provide a first point of contact about who owns what land and how to contact them.
General guidance about appropriate timescales for each type of event is given in Tables 3 and 4 below. These suggestions are provided to give a rough rule of thumb and it is acknowledged that there will be an overlap at the margins between small, medium and large events, as there is between the research and planning stages. That said, they give an indication of the approximate timescales required to take an event from proposal through to completion. For repeat events the timescales could be reduced. Spectator numbers also need to be borne in mind. For example, small events with a large number of spectators also need careful planning so try to gauge the impact of spectators and plan accordingly.
Entering into early dialogue with all the interested parties before the proposals have developed too far is therefore essential. This will assist both you and the land manager by clarifying all the necessary details and help towards the overall aim of achieving a well run event. To assist in this further it is worthwhile having the skeleton framework for Stage 2 in draft form so that the land manager can get a clear picture of the event. It also demonstrates that you have gone through a rigorous approach which can be greatly reassuring.
Table 3: Classification of events by numbers of participants | Event Type | Small | Medium | Large | | : — — — — — — — — — — — — | : — — — — - | : — — — — — — — — — — - | : — — — — | | Foot based | 25 — 50 | 50 — 200 | 200+ | | Cycle | 25 — 50 | 50 — 100 | 100+ | | Equestrian | 10 — 25 | 25 — 50 | 50+ |
Table 4: Timescales for undertaking activities in each of the three planning stages | Event Size | Research and consultation | Planning and implementation | Restoration and review | | : — — — — — — — — - | : — — — — — — — — — — — — — | : — — — — — — — — — — — — — — - | : — — — — — — — — — — — | | Large | 12 – 24 months | 1 — 12 months | within 2 months | | Medium | 4 – 8 months | 1 – 4 months | within 2 months | | Small | 2 – 4 months | 1 – 2 months | within 2 months |
Timing
An initial indication of some of the land management activities that take place on a seasonal basis were given in paragraph 2.7 (see p9). More detail can be found by visiting the countryside calendar on the outdoor access website (www.outdooraccess-scotland.com), but this too is quite general, so it is always best to discuss the timing with the land manager. There can also be environmental sensitivities at particular times of the year, such as bird breeding seasons. Again, the land manager should be your first port of call for the necessary advice. Another factor that needs to be borne in mind is whether there are other events taking place on the same day and what the impacts of that might be for participants, spectators, land managers, other users, accommodation providers and emergency services. An events calendar can be viewed at www.visitcairngorms.com and www.visitabdn.com. This provides an indication of what events are on and where. As well as considering other events, remember that the Cairngorms National Park is also a popular destination for those seeking quiet recreation. Try to envisage the impact your event might have on the public and whether you need to consider additional measures such as stewarding to avoid potential conflicts with other users of the Park. Event organisers should actively consider holding events outwith the main holiday periods, which can provide an economic boost for the area at quieter times and also reduce pressure on businesses during the peak season. Such a consideration can also open up more choice for event participants and spectators regarding accommodation and places to visit and to eat and drink. Local businesses will be very eager to have additional event-based business outside the main holiday periods.
Liaison and Permission
It is good practice to liaise with, ie speak and listen to, all the relevant land managers. There are some circumstances, however, where you specifically need to ask for a land manager’s permission. Please note the subtle but important difference between the two highlighted words. The Scottish Outdoor Access Code provides guidance on the circumstances where land manager permission is required and this is illustrated more fully in Table 5 opposite. If permission is required, it can either be granted, with or without conditions, or refused at the discretion of the land manager. Outright refusal to hold an event does not happen very often in the Cairngorms as most land managers are willing to co-operate with reasonable requests from event organisers. Where a land manager’s permission is required, they can also make an appropriate charge. For events that are not commercial, this will often be closely tied to the cost of drawing up any written agreements, management time and/or facilities provided. If event organisers are concerned that permission has been unreasonably refused, or there are other concerns from any relevant party, then the matter should be referred to the Cairngorms National Park Authority as the outdoor access authority and/or the Cairngorms Local Outdoor Access Forum.
Table 5: Circumstances where specific land manager permission is likely to be required in the Cairngorms National Park
| Does the event, no matter how well organised, have the potential to… | Permission is likely to be required from the relevant land manager when… |
|---|---|
| need new or temporary facilities? | Car parking, fencing, toilets, marquees, roped off areas, marked courses or any signage are required |
| hinder land management operations? | Car parking is required |
| Timing conflicts with planned land management operations or seasonal sensitivities, for example lambing, harvesting or grouse shooting | |
| The event takes place close in time to other events over the same land | |
| interfere with other people’s enjoyment? | Large numbers of participants will be in remote areas or areas popular for quiet recreation |
| High volumes of people will be on narrow paths, passing in short timescales | |
| Noisy events will take place in quiet areas | |
| Competitive behaviour is likely, ie races | |
| The event takes place close in time to other events over the same land | |
| affect the environment? | Numbers involved are likely to cause damage to vegetation in the specific location |
| Specific areas have suffered, or are likely to suffer, from the cumulative negative effects of events and need time to recover | |
| The event could cause disturbance to protected or sensitive species, in particular, during the breeding season |
Protected areas and species
Some places that you might want to hold your event within the Cairngorms National Park may be specially protected as Sites of Special Scientific Interest (SSSIs) or Natura sites, ie Special Protection Areas (SPAs) or Special Areas of Conservation (SACs). You can find out where these are by using the interactive maps at Sitelink on the Scottish Natural Heritage (SNH) website (www.snh.org.uk/snhi). To assist event organisers, Scottish Natural Heritage will be able to advise on any special precautions that may need to be taken to avoid damaging the special features of such sites. The CNPA can also provide information and advice on how to avoid causing damage to other sensitive habitats. On SSSIs, land managers must obtain consent from SNH to carry out or permit certain operations – known as ‘operations requiring consent’ – that might damage the features of the site, and if the site is also a Natura site a further assessment may be required. It is therefore important that land managers are consulted in good time to allow them, if necessary, to discuss the issues involved with SNH.
Stage 2 — Planning and implementation
Once the decision has been taken to hold the event the planning and implementation stage can begin. Many event organisers use an Event Plan which proves a very useful means of ensuring all matters have been considered and all involved have a clear understanding of their role. It also ensures that preparation is on track. It is recommended that an Event Plan is drawn up for all events. Preparing an Environmental Policy can also be very useful to make sure your event takes place with minimal effect on the environment. It can also help reassure land managers and others and attract both sponsorship and participants by giving a good impression. This need not be a long document but should indicate the steps taken to ensure that a positive and proactive approach will be taken to addressing environmental sensitivities. The Cairngorms National Park Authority can provide advice on best practice if required.
Health and Safety
A critical element of planning any event is the consideration of all aspects of health and safety. This applies to those taking part (including participants and organisers) and people who will, or could, be affected (including spectators, other visitors and third parties). Each event proposal will need to be assessed by the event organiser in the light of its particular circumstances. There is already lots of specialist advice on this topic, particularly on the importance of undertaking formal risk assessments, which can be found on the Outdoor Access Scotland website (www.outdooraccess-scotland.com).
Event organisers must undertake a risk assessment, keep a record of it and actively use it to plan a safe event.
Liability and insurance
It is strongly recommended that public liability insurance be obtained before any event takes place. Many land managers will make this a condition of granting permission. Public liability insurance covers injury, loss or damage to third parties as a result of negligence and therefore the extent of insurance required will be dependent on the potential risks involved. In all cases event organisers must ensure that they hold appropriate cover. It is the responsibility of organisers to take advice from their insurers on the cover required. For organisers whose sport or activity is undertaken under the auspices of a governing body, and for professional event organisers, it is likely that your organisation already carries public liability insurance. For voluntary bodies this may not be the case and organisations such as the Scottish Council for Voluntary Organisations (www.scvo.org.uk) can advise on public liability cover. Event organisers should also make clear to participants what insurance cover is in place so that they can consider their own personal situation. This is a complex subject and further advice should be taken from relevant specialist advisers such as insurance brokers.
Who to involve and further approvals
The nature, scale and location of the event will influence which bodies and organisations you need to contact. In some cases approval will be required from public agencies such as Scottish Environment Protection Agency or Scottish Natural Heritage. If your event requires land to be temporarily excluded from access rights (for example, if you are charging a substantial fee for entry to an area of land) then approval has to be sought from the Cairngorms National Park Authority. A brief overview of each organisation’s role in event planning is provided at Annex B (see p25). In cases of doubt, event organisers should err on the precautionary side and make contact. The CNPA can provide a first point of contact about who owns what land, the relevant community groups and how to contact them.
Briefing participants and other relevant parties
Early publicity for the event – once land manager approval has been given, if required – helps raise the profile of the event and can encourage local support and participation. Providing clear, easy to understand instructions for participants will assist in ensuring everyone fully understands their respective roles and responsibilities. Special attention should be drawn to how participants should behave during the event in order to address any site specific or safety concerns that have arisen during the planning stages.
Maximising the benefits of events
Promoting active participation Scotland has a very poor health record and events can play an important part in getting people active. Encouraging people to move from a sedentary lifestyle to one that includes regular, moderate exercise can have huge benefits to the individual’s health. Events can also be organised to appeal to a broad spectrum of society and should therefore be inclusive in encouraging excluded groups to participate. For example, why not consider a shorter or easier event, in parallel with the main one, to encourage a wider range of people to get active?
Promoting local economic and social benefits
Local produce and suppliers should be used wherever possible and can help add a distinctive Cairngorms feel to your event. This can cover issues such as supplying local food and drink at watering and food stations, and using local firms for printing of vest numbers for participants, publicity, and other requirements. If stewarding is required, it should be possible to hire local labour to undertake this task. Encourage participants, spectators and organisers to use local hotels, B&Bs, campsites and restaurants. Further information on how best to link with tourism services in the area can be given by contacting the relevant Destination Management Organisation (see Annex C, p26).
Promoting the Cairngorms National Park
Events can play a key role in helping people to think positively about the special qualities of the Cairngorms National Park and to speak positively about the area when they leave. If participants have had a good experience and enjoyed themselves they are more likely to treat the area with respect and to stay longer when they return. There are three good ways to do this. Events can be promoted as being ‘… in the Cairngorms National Park’, can be shown on a map of the Park to give the general location and they can use the Cairngorms National Park brand image (as shown on the cover of this Guidance). The brand image can only be used where values of quality and positive environmental management are met. Event organisers can apply to use it on a very simple application form. For further information please contact the Cairngorms National Park Authority: email: enquiries@cairngorms.co.uk, telephone 01479 873535.The CNPA can also supply free copies of appropriate promotional material about the Park on request.
Promoting the Scottish Outdoor Access Code
Events can be a good way to get messages across about how to behave responsibly when in the outdoors, both to participants and spectators. Why not include the short summary of the Scottish Outdoor Access Code in ‘goody bags’? These summaries can be obtained free from Scottish Natural Heritage’s Publication Unit – email: pubs@snh.gov.uk or telephone 01738 458545.
Sustainable transport
Encouraging the use of sustainable transport provides an opportunity for everyone to help in reducing the carbon footprint of events. When planning an event, do everything you can to encourage the use of public transport and encourage car sharing. For example, publicise or provide links to bus and train timetables with application forms and include discussion boards on websites to help participants share information on car sharing. Prizes could even be included for the most innovative, sustainable means of travelling to and from the event.
Voluntary contributions
Successful events rely on the co-operation of a great number of people, some of whom have to live alongside events without seeing much direct benefit. It is often a good idea for event organisers to make sure that something is put back into the area to acknowledge their support. Such behaviour promotes goodwill and makes it easier for those who want to organise events in the future. Event organisers may wish to make a voluntary contribution to help with local community initiatives or the upkeep of paths and tracks. For example, organisations such as the Cairngorms Trust (www.cairngorms-leader.org/clag) can accept payments that will go directly towards the care and maintenance of paths and associated visitor infrastructure throughout the Cairngorms National Park.
Encouraging new members
Events provide a great opportunity to promote membership or support for Non-Governmental Organisations (NGOs). Well organised events can often prove an incentive for participants to join the relevant charities and this will be especially relevant where land or facilities owned by such bodies is involved, for example the RSPB or the National Trust for Scotland. Event managers will want to consider how best this should be arranged.
Stage 3 — Restoration and review
After the event the work is not finished! The restoration and review stage can begin, as detailed below.
On the day
Tidying up, as soon as possible after the event, is essential. Organisers should ensure that the level of stewarding is sufficient to ensure all rubbish is cleared away, and that signs and any other temporary infrastructure are removed. It is sensible and responsible to liaise with the land manager on the day of the event to ensure that there are no uncertainties left over who has responsibility for actions to be taken and that clearing up is done to the satisfaction of the land manager.
After the event
If conditions on restoration were part of the permission then these must be completed within the agreed timescale and to the satisfaction of the land manager.
Review
It is good practice to survey participants and all interested parties, eg local residents, agencies and neighbouring land managers, after the restoration work is complete but soon enough so that everyone remembers the main elements of the day. Event organisers may wish to consider keeping a written note of issues throughout the process of planning to the actual day of the event so that these can be included. For larger events a meeting may help draw out what has been learnt from the staging of the event which will help in the future. A short report should be produced and circulated to all interested parties. It would be of great help and assistance if organisers sent a copy of all event reports to the CNPA for retention, email:[email protected]. These reports can then be consulted by future event organisers.
Environmental impact studies
Much can be learnt from undertaking an environmental impact study and organisers of large events or those taking place in sensitive environments are encouraged to undertake one as part of good practice. As well as helping your own event, they can be a useful learning tool for others wishing to hold similar events in the future. The Cairngorms National Park Authority can assist with a simple template that may be of use. These documents are not compulsory, nor do they need to be exhaustive, but they can be helpful in the process of event planning.
3. Hosting an event on your land
This section provides guidance for land managers in the Cairngorms National Park who are approached about events. Further advice for land managers when approached by event organisers is contained in the Scottish Outdoor Access Code (www.outdooraccess-scotland.com).
Liaison and permission
The experience of land managers who have had events hosted on their ground indicates that early engagement and involvement in the event planning process pays many dividends and this guidance actively encourages event organisers to speak to you at an early stage. This will ensure that event organisers have a clear understanding of the issues that concern you, the land management operations that could be affected and the benefits that you are seeking to gain from events. Table 5 (see p13) provides an indication of the circumstances when your permission is more likely to be required. Land managers are encouraged to use the liaison discussions to actively influence how the event is held. If permission is required, you have the opportunity to further influence this through the setting of conditions. If you have concerns over the effectiveness of the liaison or other aspects of the event, the matter can be referred to the CNPA as the Outdoor Access Authority and/or the Cairngorms Local Outdoor Access Forum for advice.
Payment for events
Where permission of the land manager is required to stage an event an appropriate payment can be sought to the satisfaction of both parties. If the event is not commercial in nature, then it is reasonable to charge in a way that is closely tied to the preparation and management time and any facilities that a land manager is required to provide.
Liability and Insurance
The Scottish Outdoor Access Code makes it clear that individuals must take responsibility for their own actions. In addition, event organisers are strongly encouraged to carry public liability insurance and this could be a condition of granting permission for the event. The duty of care that all land managers have to the public is, however, unaffected and land managers are encouraged to ensure that potential risks are identified and made clear to event organisers. A very useful brief guide to occupiers’ liabilities in Scotland has been produced by Scottish Natural Heritage (www.snh.org.uk).
Protected areas
Where a proposed event is going to take place on a Site of Special Scientific Interest (SSSI), you must consider whether the event is an operation that requires the consent of SNH. If the site has a Natura designation (Special Protection Area or Special Area of Conservation) then a further assessment may be required. Event organisers are encouraged to find out in advance of organising an event whether the ground in question is a designated site. Land managers are encouraged to contact SNH at the earliest possible time to ensure advice can be given at a stage that can still enable changes to be made to the event.
Maximising the benefits
Paragraphs 2.25 to 2.31 (see pp16-18) highlight the sort of local benefits that can be won from events. You may wish to involve neighbouring land managers and businesses to help event organisers tap into potential suppliers, thus ensuring that financial benefits remain local.
Annex A
The National Park aims
The National Park (Scotland) Act 2000 sets out four key aims for National Parks:
- To conserve and enhance the natural and cultural heritage of the area.
- To promote sustainable use of the natural resources of the area.
- To