WARNING - By their nature, text files cannot include scanned images and tables. The process of converting documents to text only, can cause formatting changes and misinterpretation of the contents can sometimes result. Wherever possible you should refer to the pdf version of this document. CAIRNGORMS NATIONAL PARK AUTHORITY Paper 7 annex 2 16/10/08 DRAFT Guidance for Organised Outdoor Access Events in the Cairngorms National Park Foreword: David Green, CNPA Convener [to follow] How to use this guide This guidance has been written by the Cairngorms National Park Authority, with help from a wide range of interested parties, to help event organisers and land managers in the planning and management of organised outdoor access events in the 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 overleaf 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 economy and minimise the impacts on the environment, on other people and on land management activities. Contents Foreword: David Green, CNPA Convener [to follow]....................................1 How to use this guide ..........................................................................................1 Flowchart for planning an outdoor access event..........................................3 1. Introduction ....................................................................................................5 2. So you want to run an event? .....................................................................6 Stage 1 - Research and consultation....................................................8 Stage 2 - Planning and implementation.............................................13 Stage 3 – Restoration and review ........................................................16 3. Hosting an event on your land..................................................................17 Page 1 Annex A: The aims of National Parks and the Policy on Organised Outdoor Access Events ..............................................................................................................................1 Annex B: Roles of the principal organisations and key contacts..............21 Annex C – Other useful websites .....................................................................16 Page 2 Flowchart for planning an outdoor access event Page 3 Image: Flowchart not available in full text format Is the event in general consistent with the overall aims of the National Pk? (A A) How can it be improved? Yes No Might the event clash with other events? ( Para 2.11) Yes No Are the events compatible? (see Para 2.11) Yes No Consider necessary changes Is land manager permission required? (see Para 214) Yes No Has land manager permission been given? Yes No Yes No Consider necessary changes Are other permissions or consultations required? (see Para 2.22) Yes No Have all necessary permissions been obtained and consultations completed? Yes No Consider necessary changes Run the event Complete post event liaison and agree lessons learned. (Para 2.33) Research & Consultation Planning & Implementation Restoration & Review All key steps shown above are further explained in the Page 4 1. Introduction 1.1 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 organisers, participants, spectators, local residents, local businesses and land managers all derive the maximum benefits and enjoyment from events – and minimise any associated problems – they require to be very well planned and managed. 1.2 This Guidance can be used by 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 that which this guidance is aimed at include: hill races, orienteering events, sponsored walks, 10K races (off-road), mountain-bike races, canoe races, triathlons, challenge events, off-road funding events and long distance riding events. 1.3 For such events the Land Reform (Scotland) Act and the associated Scottish Outdoor Access Code (SOAC) will be particularly relevant. This Guidance adds a Cairngorms perspective to 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 the Policy on outdoor events which is contained in Enjoying the Cairngorms – the Outdoor Access Strategy for the Cairngorms National Park. The policy is shown in Annex A. 1.4 It is worth stating that events such as outside broadcasts, road-based events, car rallies and Highland games do not 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. 1.5 There already exists some excellent guidance regarding organising and hosting outdoor events. The Scottish Outdoor Access Code provides a very useful introduction to this topic. It can be viewed by clicking here. 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; and • Take responsibility for your own actions. 1.6 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 focussing on Page 5 some of the main issues that are particularly relevant within the Cairngorms National Park. The most useful additional sources of information are signposted through hyperlinks and references as appropriate. 1.7 This Guidance has been developed through consultation and engagement with a wide range of interested parties and the Cairngorms Local Outdoor Access Forum. The Cairngorms National Park Authority welcomes feedback on how it might be improved and is committed to reviewing the Guidance and keeping it up to date. If you wish to offer feedback please write to outdooraccess@cairngorms.co.uk. 1.8 To promote best practice in organising events, and to provide help and assistance to event organisers, the Cairngorms National Park Authority will hold two open meetings a year. Anyone can come along to these to learn from the experiences of those who have held events previously and get help and advice with future events. Meetings will be held on the fourth Wednesday of October and of January each year. Contact outdooraccess@cairngorms.co.uk for further details. In addition, a list of event organisers who are willing to offer assistance to others wishing to organise an event in the Cairngorms National Park will be held by the Cairngorms National Park Authority. 2. So you want to run an event? 2.1 This section provides guidance for event organisers considering holding an event in the 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 1 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 and Annex B) • 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) • Decide whether to hold the event or take stock of your plans 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 Page 6 • 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 • Litter clearance • Undertake all agreed restoration works • Seek feedback from participants and interested parties • Thanks and acknowledgements to all involved or affected • Produce brief report on benefits, impacts and lessons learned for future occasions • Share results with others Page 7 Stage 1 - Research and consultation 2.2 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 above. Areas, locations, routes and activities 2.3 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 about the National Park and contribute to the economic and social sustainability of the area. The official policy on organised outdoor access events in the National Park is shown at Annex A. 2.4 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 National Park to take advantage of this stunning scenic backdrop. There are parts of the land within the Cairngorms National Park that are 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 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 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. 2.5 The Aviemore – Glenmore area is a particularly popular area for outdoor events and it is easy to see why – it is has spectacular scenery, is well-served by good public transport links, having a wide range of accommodation and other facilities available and having many opportunities for circuit and loop courses. The area has, in the past, 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 cooperation with the relevant land managers and meet particularly high standards. 2.6 Further background detail on the special qualities of the National Park can be found on page 25 of the National Park Plan. Further advice and more specific information about the specially designated sites within the National Park can be found in paragraph 2.16. Page 8 2.7 As well as the environmental sensitivities mentioned above, event organisers should be aware that all the land in the 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 [insert hyperlink]. 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 2.8 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. This is the single biggest complaint about the organisation of events – that too little time is left for contact and discussion with interested parties before decisions are made to go ahead. General guidance about appropriate timescales for each type of event is given in Tables 3 and 4. 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 provide 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. Table 3: Classification of events by numbers of participants Event Size 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 Planning Stages Event Size Research and consultation Planning and implementation Restoration and review Large 12 – 24 months 1- 12 months Within 2 months Page 9 Medium 4 – 8 months 1 – 4 months Within 2 months Small 2 – 4 months 1 – 2 months Within 2 months 2.9 Entering into early dialogue with all the interested parties at this stage 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. Timing 2.10 An initial indication of some of the land management activities that take place on a seasonal basis were given in paragraph 2.7. More detail can be found by clicking on the countryside calendar on the outdoor access website 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. 2.11 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 here [insert hyperlink] which provides an indication of events that are already in the planning stages and which are known to the National Park Authority. Events that are already definitely happening and which have been publicised can be viewed here [insert hyperlink to Hi-arts website]. In addition, organisers are encouraged to attend the two open meetings which are detailed in paragraph 1.8. This will provide a useful forum for discussing potential events and thus avoid conflicts. 2.12 As well as considering other events, the National Park is 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. 2.13 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 & drink. Local businesses will be very eager to have additional event-based business outside the main holiday periods. Permission Page 10 2.14 It is good practice to liaise with – i.e. speak and listen to – all 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 these two underlined 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 below. 2.15 If permission is required then 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 cooperate with reasonable requests from event organisers. 2.16 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. 2.17 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 Cairngorms National Park Authority as the outdoor access authority and/or the Cairngorms Local Outdoor Access Forum. Page 11 Table 5: Clarification of the situations where specific land manager permission is likely to be required in the National Park Does the event, no matter how well it is organised, have potential to ... Permission is likely to be required from relevant land manager when … … need new or temporary facilities? • car parking, fencing, toilets, marquees, roped off areas, marked courses or any signage is required. … hinder land management operations? • Car parking required; • Timing conflicts with planned land management operations or seasonal sensitivities, for example lambing, harvesting or grouse shooting; • Event takes place close in time to other events over the same land. … Interfere with other people’s enjoyment? • Large numbers in remote areas or areas popular for quiet recreation; • High volumes of people on narrow paths, passing in short timescales; • Noisy events in quiet areas; • Competitive behaviour is likely (i.e. races) • 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 2.18 Some places that you might want to hold your event within the 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 at http://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. 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 Page 12 land managers are consulted in good time to allow them, if necessary, to discuss the issues involved with SNH. Stage 2 - Planning and implementation 2.19 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 through 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 2.20 A critical element of planning any event is the consideration of all aspects of the health and safety. This applies to those taking part (including participants and organisers) and of people that 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 here. Event organisers must undertake a risk assessment, keep a record of it and actively use it to plan a safe event. Liability and insurance 2.21 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 dependant on the potential risks involved. In all cases event organisers must ensure that they hold appropriate cover. A minimum of £5m is considered the norm but it is the responsibility of organisers to take advice from their insurers on the minimum 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 [hyperlink] 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 [insert link]. Page 13 Who to involve and further approvals 2.22 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. In cases of doubt, event organisers should err on the precautionary side and make contact. The Cairngorms National Park Authority can provide a first point of contact about who owns what land and how to contact them. Page 14 Briefing participants and other relevant parties 2.23 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 2.24 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 takes 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 can therefore be inclusive in encouraging excluded groups to participate. Why not consider a shorter or easier event, in parallel with the main one, to encourage a wider range of people to get active. 2.25 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 items such as supplying watering and food stations, printing of vest numbers for participants, publicity, and using local hire companies. If stewarding is required, it may 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 [hyperlink]. 2.25 Promoting the National Park - Events can play a key role in helping people to think positively about the special qualities of the 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. Events could therefore be promoted as being “… in the Cairngorms National Park” and could use the Cairngorms National Park Brand image (as shown on the cover of this Guidance). The Brand image can be used where values of quality and positive environmental management are met and event organisers can apply to use it on a very simple application form. For further information contact: fionamilligan@cairngorms.co.uk. Cairngorms National Park Authority can also supply free copies of appropriate promotional material about the Park. 2.26 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 – Page 15 to participants and spectators. Why not include the short summary of the Scottish Outdoor Access Code in “goody bags.” These can be obtained free from Scottish Natural Heritage’s Publication Unit. www.snh.gov.uk/pubs or Tel. 01738 458545. 2.27 Public transport -Encouraging the use of sustainable transport provides an opportunity for all 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. 2.28 Voluntary contributions - Successful events rely on the cooperation 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 come in the future. For example, event organisers may wish to make a voluntary contribution to help with local community initiatives or the upkeep of paths and tracks. The Cairngorms Outdoor Access Trust [hyperlink] is a charity that can accept payments that will all go directly towards the care and maintenance of paths and associated visitor infrastructure in the whole of the National Park. 2.29 Encouraging new members - Events are a great opportunity to promote membership or support for Non-Governmental Organisations (NGOs). Well run events can often prove an incentive for participants to join the relvant charities. Event managers will want to consider how best this should be arranged. Stage 3 – Restoration and review 2.30 After the event the work is not finished! The Restoration and Review stage can begin, as described below. 2.31 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 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. 2.32 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. Page 16 2.33 Review – It is good practice to survey participants and all interested parties (e.g. local residents, agencies, 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 send a copy of all event reports to outdooraccess@cairngorms.co.uk for retention. These reports can be consulted by future event organisers. 2.34 Environmental impact studies – Much can be learnt from undertaking an environmental impact study and organisers of large events or those 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 require to be exhaustive but can be helpful in the process of event planning. 2.35 Bi-annual meetings – Cairngorms National Park Authority are keen to ensure that lessons learned are shared as widely as possible and that future planning of events is undertaken in a co-ordinated manner throughout the Park. Paragraph 1.7 highlights the intention to hold holding two meetings per year on the fourth Wednesday of October and January and those wishing to attend should contact: outdooraccess@cairngorms.co.uk. 3. Hosting an event on your land 3.1 This section provides guidance for land managers who are approached about events in the Cairngorms National Park. Further advice for land managers when approached by event organisers is contained in the Scottish Outdoor Access Code which can be read by clicking here. 3.2 Liaison and permission - Experience from 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 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 Page 17 can be referred to CNPA as the Outdoor Access Authority and/or the Cairngorms Local Outdoor Access Forum for advice. 3.3 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 management time and facilities that a land manager is required to provide. 3.4 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 occupier’s liabilities in Scotland has been produced by Scottish Natural Heritage and can be read by clicking here. 3.5 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. 3.6 Maximising the benefits – Paragraphs 2.24 to 2.29 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 financial benefits remain local. Page 18 Annex A – The Aims of the National Park and the Policy on Organised Outdoor Access Events 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 promote understanding and enjoyment (including enjoyment in the form of recreation) of the special qualities of the area to the public. • To promote sustainable economic and social development of the area’s communities. The legislation also states that the general purpose of the National Park Authority is to ensure that the four aims should be collectively delivered in a co-ordinated manner. Policy on organised outdoor access events OAS Policy 7: Organised Outdoor Access Events The National Park provides an excellent location for organised outdoor access events, recognising that the area offers unrivalled opportunities for participants to enjoy its special qualities. Events also provide a number of benefits for the area including opportunities to introduce new people to the Park, economic benefits and opportunities for businesses and others to reach new audiences. The Park Authority can facilitate meetings between the interested parties who are considering or organising events. The Park Authority will develop and keep up to date, in conjunction with partners and the National Access Forum, specific guidelines for outdoor access event organisers and land managers, complementing the national guidance already available in the Scottish Outdoor Access Code, and which will aim to: • guide events away from the most environmentally sensitive areas and from areas of the Park which suffer from excessive pressure; • minimise conflict regarding environmental and land management sensitivities by planning events on robust sites (those that are able to sustain the impacts of organised events) and at suitable times of the year; • encourage the use of environmental impact studies to help assess the impacts of events on the environment and on people’s enjoyment of the area in order to guide future decision making; • minimise conflicts with other recreational users and their enjoyment of the National Park’s special qualities; • promote early dialogue between event organisers, land managers and all other interested parties so that appropriate mitigation measures can be adopted; • encourage participants in events to behave responsibly as defined in the Page 19 Scottish Outdoor Access Code; and • use events to actively promote the Code and the National Park to participants and others. Source: Enjoying the Cairngorms - The Outdoor Access Strategy for the National Park 2007 – 2012 Page 20 Annex B: Roles of the principal organisations and key contacts The Police – must be contacted if the event is likely to require some form of traffic management, bring large, unexpected numbers into an area, require marshalling on, or adjacent to roads or have an impact on normal activities. The Local Authority – must be contacted for any event that runs along or adjacent to roads or where parking issues are likely to impact on other road users. Similarly, if signage, way-marking is required along roads or other council facilities are required e.g. car parks then contact must be made. The Local Authority is also likely to contact the Police, Fire Service and local councillors depending on the nature of the event. Cairngorms National Park Authority – must be contacted: • if any restriction is required to land covered by access rights; or • if environmental or planning considerations are required. Scottish Natural Heritage – must be contacted if the event is going to take place on, or affect a protected area. Scottish Environment Protection Agency – must be contacted if the event is going to have an impact on water quality, flow or management. Temporary car parks are an example of when SEPA should be contacted. Destination Marketing Organisations and the Cairngorms Chamber of Commerce – should be contacted if you require to source useful information and knowledge relating to tourism, suppliers and marketing. Local NHS Health Centre and Ambulance Service – should be contacted to ensure adequate staffing can be deployed if there is likely to be a call on their resources. Page 21 Annex C: Other useful websites www.institute-of-fundraising.org.uk http://www.scvo.org.uk http://www.aberdeenshire.gov.uk/ http://www.highland.gov.uk/ http://www.moray.gov.uk/ http://www.angus.gov.uk/ http://www.pkc.gov.uk/ http://www.snh.org.uk/ http://www.sepa.org.uk/ http://www.visitaviemore.com Http://discoverroyaldeeside.com http://www.aviemore.co.uk/ Page 22