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The organiser must verify who owns the land on which they propose to hold the event.  If it is public open space, land or building owned or maintained by ߣsirÊÓƵ and Bute Council the organiser must submit an Event Application.

Following receipt and approval the Council will issue the relevant permissions.

The council will ensure that its relevant departments receive copies of your form in order that they can contact you if necessary regarding any specific points.

The Councils Safety Officers may wish to obtain further details from you and give specific guidance for your event.

A Licence Agreement to Run the Event on Council Owned Land

You may have to complete an additional form to the event application form, depending upon the nature of the event. If this is required, either you will be directed through the on-line application to the relevant documents required OR we will contact you with the forms required following submission of your application. IMPORTANT - where licences are required, applications must be returned at least three months prior to the proposed event date for licensed events, or 28 days prior to the proposed event date for non-licensed events. 

The following link to ߣsirÊÓƵ and Bute Council web site offers further information on licence types and where these are required. Licences | ߣsirÊÓƵ and Bute Council (argyll-bute.gov.uk)

The information requested in the application form helps to ensure that your proposed event is successful and safe. It also helps to protect both the event organiser and the council against claims for injury, etc. 

Insurance

Event organisers could be held legally liable for the costs or damages for any injuries, property damage etc., which may occur because of the event.  It is essential to contact an insurer or broker as early as possible to seek advice and assistance.

It is imperative that you arrange public liability insurance with a minimum limit of indemnity of £5m up to a maximum of £10m, you will be asked to provide a copy of your insurance cover when applying for any event.  In many instances a greater level of cover may be needed, for example you will need to tell the insurers if any unusual activity is taking place as failure to do so could invalidate your insurance. If in doubt, you should provide full details of the event to your insurers.   It is also wise to read any exclusions noted on your policy.    

If you do not have insurance cover, the Council reserve the right to reject your application.  Any claim could be pursued against the organisers and their private finances. It is in the interest of the organiser that they maintain appropriate public liability insurance.  

Organisers should ensure that contractors have their own public liability insurance, and that they comply with any policy terms and conditions.  You will require a copy of their policy.

In the event of an injury or damage to property, full details of the incident must be written down, and the matter must be reported to your insurer without delay.  Incidents must also be reported to the Council.

If the event that you are planning to hold is to be in any building or on land owned by the Council then you must send proof of your insurance cover to the Council via the on-line application. 

All applicants must provide an Event Management Plan and Risk Assessment for the proposed event to ensure public safety.

Once your event application form has been processed, you will either receive confirmation that the event can take place or the reasons why it cannot. 

IMPORTANT - Please be aware that the following timescales must be met in order that your event can take place:

The application form must be submitted as soon as possible (ideally 3 months prior to the event date); failure to provide adequate notice will result in your application being rejected.

An application form in addition to all necessary supporting information, must be submitted at least 3 months in advance of a licensed event, or 28 days prior to a non-licensed event

Council Contact Details

 Please contact the relevant department, dependent on the proposed site of your event:

RAenquiriesMAKI@argyll-bute.gov.uk

RAenquiriesBC@argyll-bute.gov.uk

RAenquiriesHL@argyll-bute.gov.uk

RAenquiriesOLI@argyll-bute.gov.uk

Council Costs  

Charges, if applicable, will be confirmed during the application process or we may contact you to discuss any fees when assessing your application. Charges may apply for licences, rental of grounds or facilities etc. Only once the organisers have approved and paid any fees will an event be able to take place.

The Events Safety

The Council have a Health and Safety team who may be able to assist you with guidance and/or information relating to your event.  If you have any questions please email healthandsafety@argyll-bute.gov.uk but please refer to and read suggested reading materials at the end of this document before raising direct with the Council, much of the information you are looking for will be found on-line.

All comments and observations made by the Council are always advisory. Liability and responsibility for all Health and Safety matters remain with the event organisers.