For office use only:
Ref. no.
Date received
Date circulated
Approved
WEST ENGLAND DISTRICT
Head Office, Bank House, Coleford, Gloucester GL16 8BA
Application to hold an Event in the
West England Forest District (South)
THE COMPLETION OF THIS APPLICATION DOES NOT CONSTITUTE
FORMAL PERMISSION TO USE FORESTRY COMMISSION LAND.
Applications must be received a minimum of eight weeks prior to the
start or promotion of any activity or event. Please note that we usually
make a charge depending on the type of activity – we will advise.
1
Organisation:
2
Title of Event:
3
Type of Event:
4
Location:
5
Date of Event:
6
Start Time:
7
Organisers Name:
Address:
8
Finish Time:
Post Code:
Day Tel:
E Mail:
Evening Tel:
Number of Participants:
Number of Spectators:
1
Will you be charging participants to enter the event?
(please delete) Yes / No
If Yes, what is the entry fee? £
9
Description of event – to include all planned activities.
It is essential that a suitable map showing location points, routes,
car parking, start & finish is attached to this form
10
If specific route is to be used, how will it be waymarked?
11
Contact Name on Day of Event:
Tel. on Day of Event:
12
Do you require permission for vehicles to enter the forest?
YES/NO
If so, please supply the following information:
Reason for use of vehicle(s)
Make & Reg. No………………………….
Is a gate/barrier key required? (£25 deposit) YES/NO
13
Please supply details of the following, where relevant:
(i)
(ii)
(iii)
Trade tents
Catering facilities
Portable toilets
Suppliers name:
(iv) Other facilities
(v)
First Aid cover
(vi) Sponsors
(vii) What events have you organised in the past
(viii) Media coverage expected
(ix) Websites where the event will be advertised/mentioned
2
(x)
May we place your event in our publicised list of events on FC land
Yes/No
14
Evidence of current public liability insurance cover (£5,000,000)
15
Other further relevant information
must be presented as soon as possible prior to the event – a
photocopy/scan is acceptable.
RISK ASSESSMENT
It is ESSENTIAL for ALL permissions that a risk assessment is submitted prior
to the event. For more information on risk assessments visit www.hse.gov.uk
MAPS
It is ESSENTIAL that a map of the area(s) or route(s) to be used is returned
with this application
Your application will be dealt with promptly and you will be informed as soon as
possible following consultation with Area Foresters and Rangers.
Please return this form, with a suitable map and risk assessment to:
Permissions West England Forest District (South)
Forestry Commission
Bullers Hill
Kennford
Exeter
EX6 7XR
Tel: 0300 067 5817 (Monday to Wednesday)
Or Email: gemma.labdon@forestry.gsi.gov.uk
Useful checklist:
1. Plan your visit in advance e.g. arrange a site visit
2. Ensure you have permission from other landowners or authorities where
relevant, e.g. local Highways Authority
3. Ensure your proposed activity is compatible with environmental aspects of the
forest e.g. no smoking or fires
4. Confirm you have adequate resources for marshalling, car parking, toilets,
emergency cover etc.
5. Remove litter and any signs, posters, instructions or tape you have put up
immediately after the event
6. Ensure races are not routed along or across public footpaths and/or bridleways
7. Normal pay and display car parking charges are applicable for event attendees
3