Planning for your event
There are various types of events and many places and venues that they can take place in or on, including public or private land.
Key considerations
Before entering the planning stages, it’s important to understand the requirements of your event. No matter what scale your event is, it’s essential to establish:
- Who the key stakeholders involved are and the ways you will be able to work with them in a positive and effective manner
- We have our Tour de France planning team, and, in the community, key stakeholders may include the community council, local development groups, cycle groups, schools, nurseries and so on.
- How you are going to be able to deliver the event
- Think through the logistics of road closures, small roads, increased traffic, the need to put on extra parking, facilities, food, drink, and opportunities to link in with neighbouring towns and villages
- Where you are going to host the event
- Is it somewhere people can view the race from too or is it in a central location where you may need a screen for live race coverage?
- Do you need to put on transport or where are people going to park?
- When you are going to host the event.
- Remember that roads will be closed hours ahead of the actual race, so once visitors/community are in a position to view the race, they may not be able to leave for some time
- Are there activities to keep them entertained and facilities to support them
Health and safety, permissions and approvals
Before you start
It is important to contact tdf@scotborders.gov.uk as early as possible in the planning stage. This allows time to determine any potential duplications, clashes or challenges over the whole route in the Borders.
It also allows time for the submission of any relevant documents and possible funding support routes to be identified.
A minimum of 21 weeks’ planning for large scale events that have high attendee numbers and require complex planning, various licence applications and permissions is recommended.
Around eight to 12 weeks’ planning for smaller scale, community-based events is a likely timeline to work to.
Initial contact should be made through tdf@scotborders.gov.uk
Health and safety
Before submitting any licences or applications, you should have developed an understanding of the requirements of planning a successful and safe event.
If you are new to events, The Purple Guide provides a comprehensive event planning guidance and information on event health and safety can be found on the Health and Safety Executive website.
Our team will be happy to assist you with any questions you might have.
Event plan
The event plan is the core planning document in your event planning process. This detailed document contains all the information about the delivery and management of your event.
Key details include:
- event overview
- venue plans
- staffing/volunteering arrangements
- event communications
- crowd management
- welfare
- event budget
You can use the event plan template we have available to download from our Planning an event downloads page.
Risk assessment
The risk assessment is an important document assessing the areas and level of risk associated with an event.
It identifies potential areas of risk and the measures in place to help mitigate risk.
You can use a risk assessment template we have available to download from our Planning an event downloads page.
Again, if you contact us regarding your ideas and plans we can provide support and advice and consider whether any events would benefit from going through the Safety Advisory Group process.
Traffic management
Not all events require a traffic management plan. But if there is an increased movement of traffic, and more complex car parking management then a traffic management plan may be needed.
Take into consideration the increased number of visitors to the area when deciding on whether a traffic management plan will be required in relation to your event.
For more information please email tdf@scotborders.gov.uk
Land use permissions
If your event requires the use of a public space, land or parks you will need to contact placebookings@scotborders.gov.uk. There may be a cost involved so please check our fees and charges.
Where the land or site is privately owned it is essential to gain written permission well in advance. This can often be a time-consuming process if there are multiple landowners involved.
Licences
Not all events will require a licence application, however often events will require one or more applications which should be submitted well in advance of your event.
Some common event licences are:
- Food safety licences if you intend to sell food at your event.
- Occasional liquor licences if you intend to sell alcohol on the day.
- Marches and parades licence, including any processions, street party or fun runs
- Entertainment licences as required for music and entertainments
- Public charitable collections licence if you plan to carry out any charity collections on the day
You can find further information on licence requirements on our website.
Public decorations and land art
Please email tdf@scotborders.gov.uk to share plans for bunting, banners and public decorations on the race route to allow these to be cleared with the race organisers from a race safety point of view and for details of land art to be shared to maximise the chance of being picked up in broadcast footage.
Key contact information
- Our Tour de France planning team for general enquiries – tdf@scotborders.gov.uk
- Events team regarding event logistics – events@scotborders.gov.uk
- Traffic management regarding road safety – trafficmgtroadsafety@scotborders.gov.uk
- Community team regarding community engagement – communitygrants@scotborders.gov.uk
- Bookings team for park and public space bookings – placebookings@scotborders.gov.uk
- Environmental health regarding food standards – placehealth@scotborders.gov.uk
- Licensing regarding any licence requirements – liquorandlicensing@scotborders.gov.uk