The Application Procedure Clause Samples

The Application Procedure. The application (Schedule 1) must be completed and submitted to the FLS region (FLS region) where the event is to take place (see Schedule 2 for FLS contact information). 3.1 Event types & time limits If an event organiser hopes to hold an event at a specific location on a specific date, it is sensible to approach FLS as early as possible, to avoid possible clashes with other events or land management activity. There are certain minimum time-limits which require to be adhered to in the application process, to allow a responsible and effective approach to planning, by both the event organiser and FLS. These time-limits vary depending on the nature and size of the event, as per the following table 1: Event Type Definition of Event Type Minimum time limit for application International, UK & Scottish National Events with over 50 participants which are competitions or larger participation events or part of an international, UK and/or Scottish national series, drawing competitors from a wide catchment 20 Weeks prior to proposed event date Regional Events, Local Competitions Events with over 50 participants, which are competitions or larger participation events either part of a regional series or drawing competitors from a wide regional catchment 16 Weeks prior to proposed event date Small events Events of fewer than 50 participants, where any of the criteria in paragraph 1 apply. 12 weeks prior to proposed event date. 1.1. FLS will retain a degree of discretion to accept applications outwith these time scales in exceptional circumstances. However, an additional administration charge may be charged to the event organiser in such cases. It is therefore strongly recommended that contact is made with the relevant FLS region to check date and location availability prior to commencing the application process. 3.2 Application process timeline

The Application Procedure. The application (Schedule 1) must be completed and submitted to the Forest District (FD) where the event is to take place (see Schedule 2 for FES contact information). 3.1 Event types & time limits Event Type Definition of Event Type Minimum time limit for application 1.1. FES will retain a degree of discretion to accept applications outwith these timescales in exceptional circumstances. However, an additional charge of £1000 + VAT may be charged to the Event Organiser in such cases. It is therefore strongly recommended that contact is made with the relevant FD to check date and location availability prior to commencing the application process. 3.2 Application process timeline Minimum number of weeks before event Action

The Application Procedure. The application (Schedule 1) must be completed and submitted to the FLS region where the event is to take place (see Schedule 2 for FLS contact information). 3.1 Event types & time limits Event Size Definition of Event Type Minimum time limit for application 1.1. FLS will retain a degree of discretion to accept applications outwith these timescales in exceptional circumstances. However, an additional administration charge of up to £1000 may be charged to the event organiser in such cases. It is therefore strongly recommended that contact is made with the relevant FLS Region to check date and location availability prior to commencing the application process. 3.2 Application process timeline Minimum number of weeks before event Action

The Application Procedure. The application (Schedule 1) must be completed and submitted to the FLS region (FLS region) where the event is to take place (see Schedule 2 for FLS contact information). 3.1 Event types & time limits If an event organiser hopes to hold an event at a specific location on a specific date, it is sensible to approach FLS as early as possible, to avoid possible clashes with other events or land management activity. It is expected that events at British Orienteering Major and National events (including Scottish O League) will be scheduled at least nine months in advance, with the area to be used chosen and outline permission sought from FLS. There are certain minimum time-limits which require to be adhered to in the application process, to allow a responsible and effective approach to planning, by both the event organiser and FLS. These time-limits vary depending on the nature and size of the event, as per the following table 1: Event Type Definition of Event Type Minimum time limit for application Major Events Events with over 750 senior participants and international events such as the World Orienteering Championships or World Masters Orienteering Championships. 20 Weeks prior to proposed event date. Likely to be 2 years. Large/National events Events with 301 – 750 senior participants. 20 Weeks prior to proposed event date Medium/Regional events or small non- SOAC events Events of 151 – 300 senior participants or smaller events (up to 150 seniors) where criteria in para 1 apply. 12 weeks prior to proposed event date. 1. FLS will retain a degree of discretion to accept applications outwith these time scales in exceptional circumstances. However, an additional charge of £1000 may be charged to the Event Organiser in such cases. It is therefore strongly recommended that contact is made with the relevant FLS region to check date and location availability prior to commencing the application process. 3.2 Application process timeline

The Application Procedure. All organisers should enquire about their chosen location and time, by submitting a completed Event Enquiry Form to the relevant FLS regional office. The information you provide will help the FLS team to assess whether your event can take place simply by agreement under SOAC or has to enter into our permissions process. This guidance, and the support provided by FLS as part of this process, aims to ensure a safe and successful event. 3.1 Event types & time limits If an event organiser hopes to hold an event at a specific location on a specific date, it is sensible to approach FLS as early as possible, to avoid possible clashes with other events or land management activity. There are certain minimum time-limits which require to be adhered to in the application process, to allow a responsible and effective approach to planning, by both the event organiser and FLS. Whether your event requires permission or agreement from FLS, please make sure you allow enough time to plan your event. We work towards these minimum event planning times, from the National Access Forum’s Outdoor Events Guidance: Walking/running* 25-50 participants 50-200 participants 200+ participants Cycling** 25-50 participants 50-100 participants 100+ participants Equestrian 10-25 participants 25-50 participants 50+ participants Planning time 3-6 months 6-12 months 1-2 years * includes orienteering, canicross and similar. ** includes triathlon, adventure racing, sled dog racing and similar. NB. Group outings by club members are not classed as events. 3.2 Application process timeline illustration An illustration of the typical application and procedure for a large event (see table), which should be adapted for smaller events*.