Cairngorms National Park Event Planners' Guide - Manual / Resource - Page 46
Depending on the nature of your event, you may need to obtain of昀cial
permission from the landowner(s). This is an essential 昀rst priority when
planning your awesome event.
Gaining permission from landowners may take time and require 昀exibility…but hosting your event in
the Cairngorms National Park will be more than worth it.
The Cairngorms Business Partnership is a great place to start exploring your options on venues,
scheduling and signposting to guidance and landowner contacts.
.
5
Here are some top tips for smooth,
timely and collaborative
communication with landowners:
1
Make contact as early as possible - timely communication
is essential.
2
Have an outline of your event prepared for your initial
contact
- What you are proposing
- A route map (with a willingness to be 昀exible)
- Dates
- A rough idea of the event size.
3
Ask the landowner what information they will need and
when. Some will have documents and protocols in place,
and others will be more 昀exible in their approach. Standard
requirements include:
- Inclusive and accessible to all
- Held in the shoulder seasons
- Held in different areas of the Park to spread bene昀ts to
communities and avoid creating undue pressure on any
single area
- In support of our many local businesses
- Inclusive of local communities
- Sustainable as standard
- Taking place in a suitable location and at the most
suitable time of year for our wildlife and habitats
- Encouraging participants to attend with family
& friends and building in the option to stay just
a little bit longer.
Try to include all - or as many of these elements as you can
in your event.
- Schedule including dates, numbers, route map
- Public Liability Insurance Certi昀cate
- Health and Safety Risk Assessments
6
When you have your permits and permissions in place,
please remember that 昀exibility may still be required before
the event and this might include changes to the route. It is
important that marketing of your event does not begin until
you have permissions in place).
7
Maintain open and regular communication.
8
Remember to follow up appropriately after your event,
make sure you have done everything you said you would
and engage in the debrief sessions.
Additional information may include a spectator
management plan, waste management, licensing etc etc
4
The National Park is the perfect location to host your event we especially love events that are:
Chatting on the phone or over video call is great - but follow
up emails to con昀rm time lines and the information required
are invaluable
There are some helpful documents to guide you through the planning stages
of your event - have a good read and start your planning early!
46
© Ed Smith
Permission and Access
