For office use only: Ref. no. Date received: Date circulated: Approved: Application to hold an event in West England Forest District (South) Guidance for Event Organisers Your application must be fully completed and returned along with a map of your intended route before the Forestry Commission will consider your application. Applications must be received a minimum of 8 weeks prior to your event, late applications may not be considered. Permission cannot be granted until the Forestry Commission is in receipt of a risk assessment and public liability insurance certificate. We are always happy to send maps and meet with event organisers to discuss appropriate routes through the woods and to give specific advice about sites. As an event organiser you should consider the impact your activity will have on the local landscape and wildlife; - Parking. Will there be sufficient space for parking. Our sites can get very busy during the weekend & during school holidays. Vehicles must not be parked in front of gateways and access points. - Public Rights of Way, including bridleways. These must not be obstructed in any way. There may be other people using the forest at the same time and they should be allowed to enjoy their recreation. - Fires. These are not permitted in Forestry Commission woodland Charges A minimum fee of £60 (inclusive of VAT) will apply to all events and permissions in West England Forest District. These charges are implemented to try to recover at least some of the administration and management costs associated when arranging permission to use Forestry Commission land. For small groups which will have a low-impact on the forest environment and other users we may decrease or waiver the charge, however this is at the discretion of the Forestry Commission. The Forestry Commission have formed national agreements with umbrella organisations such as the ‘British Orienteering Federation’ and in these cases we are 1 | Event Application | West England Forest District (South) | 30/06/2016 Application to hold an event in West England Forest District (South) obliged to implement the charges as per the national agreement between those organisations. Please find below guideline charges for some of the activities held on Forestry Commission land. These charges are for your information only and are subject to change; Motor Car Events - as per national agreement with RAC Motor Sports Association Please contact us for further details. Motor Cycling Events - as per national agreement with ACU Enduros: £400 for up to 60 starters, plus £4.40 per starter in excess of 60. Trials: £260 for up to 60 starters, plus £2.60 per starter in excess of 60. CRoW Charge (where applicable) £122 Orienteering Events - as per national agreement with British Orienteering Federation No charge for events with less than 25 participants. Charges range from £50 for small local level events to £2,300 for major level events with 1000+ participants. Please contact us for further details. Cycling Events British Cycling Events Please contact us for further details. Non British Cycling Events £100 flat booking fee plus £2.50 per rider. Events with less than 26 participants shall not be subject to a charge. Mountain Bike Demo Days £150 per day Filming Prices range from £100 to £2,000 per day. Please contact us for further details. Other events, schools, large groups and charity events. We will consider all events and activities on Forestry Commission land. Please contact us for pricing on any event that is not listed above. A minimum fee of £60 (inclusive of VAT) will normally apply. Gate Key Deposits Where a gate key is required to access the woods there is a £25 refundable deposit per standard key. 2 | Application Form | West England Forest District (South) | 30/06/2016 Application to hold an event in West England Forest District (South) Application to hold an event in West England Forest District (South) This form should be completed and returned along with a map of your intended route to gemma.labdon@forestry.gsi.gov.uk Applications must be received a minimum of 8 weeks prior to your event, late applications may not be considered. Completion of this application does not constitute formal permission. Organisation: Contact Name: Address: Post Code: Tel No: Mobile No: Email: Type of Event: Title of Event: Description of Event: (please provide as much detail as possible) Contact Name and Number on the day: Date of Event: 3 | Application Form | West England Forest District (South) | 30/06/2016 Application to hold an event in West England Forest District (South) Start Time of Event: End Time of Event: Location of Event: (map must be submitted with your application) Is a gate key required: Number of Participants: Number of Spectators: What provision has been made to marshall the event: If a specific route is to be used, how will it be waymarked: (all waymarkers must be removed after the event) How will the safety of participants and public be catered for: (a risk assessment will need to be provided) Will a first aider be on site: Do you intend to have any facilities / provisions: Other information: 4 | Application Form | West England Forest District (South) | 30/06/2016