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Home » Enjoying » Outdoor Events Guidance » 1. Research and consultation » 1.2 Discuss proposals

1.2 Discuss proposals

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Landowners really appreciate early discussions about events and can assist organisers considerably by calling on their wealth of knowledge and experience. Event organisers need to allow sufficient time for liaison with all the interested parties.

Early engagement and communication is key to any successful event. To find out who owns the land you would like to use for an event, use the National Land Registry website,  www.gov.uk/government/organisations/land-registry.

1.2.1 Spectators

Any events with a large number of spectators will need careful planning, so try to gauge the impact of spectators and plan accordingly.  Consider:


  • Where will spectators be viewing from?
  • How will they be travelling to viewing points?
  • How will spectators impact traffic and parking at or near the viewing areas?
  • How will spectators effect other users/community members of the area?

All of these questions should be considered when assessing impact of spectators and the overall size of the event.

In the tables below, there is general guidance about size of events and suggested timescales for planning each type of event from proposal through to completion. The numbers given for each event include the number of participants.

Event Size

Event type

Small

Medium

Large

Foot based

 25-50

 50-100

 100+

Cycle

 25-50

 50-100

 100+

Water based

 15-25

 25-50

 51+

Dual /multi sport events

 15-25

 25-50

 51+

(The impact of spectators needs to be included in assessing event size)

Planning Stages

Event size

(1) Research and Consultation

(2) Planning and Execution

(3) 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

It is worthwhile having the skeleton framework of the event plan/risk assessments so that the land owner can get a clear understanding of the event.

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