Outdoor events are popular, profitable and can make a valuable contribution to the local community. From a day rental for a local church market to a pop-up open-air cinema or local music festival, it is becoming more common for landowners to rent out their land to third parties who organise events.
Various factors should be taken into account when working with an event company. A contract should spell out the responsibilities of the landowner and those of the events company to help prevent any disputes.
Have a good contract in place
A contract may give an event company the right to use the land but must include all the provisions required by the owner of the land.
Net Lawman offers access to a vast library of high-quality legal document templates. For instance, a lease of land for business use includes everything from storing equipment to a farmers’ marketplace.
If the character of a farm tenancy is primarily agricultural and all or part of the land is farmed for trade or business throughout a tenancy, a farm business tenancy agreement is available. Users also have the option of having a legal team review documents.
Consider the type of event
Before even considering working with an event company, landowners will need to consider factors such as the size of the site, whether it has easy access from a main road, whether there is enough space for parking, the gradient of the site, natural hazards and more. They need to consider what type of events are most suited to the site.
Assess the risks of different types of event
Low risk events are small scale events that require a shorter planning period, less capital investment and generally have fewer than 1,000 attendees. This may include car boot sales, theatrical performances, local food festivals and charity fundraisers. Family events and events held during the day tend to be lower risk.
Medium risk events require more planning and investment. These may include events such as sports days or car rallies. High risk events require more complex infrastructure as they are attended by large numbers of people. Initial investment is high and planning can take more than a year.
Who is responsible for risk assessments?
Any activities related to the event itself are the responsibility of the event organiser who will need to carry out a detailed risk assessment. Every external service, such as a temporary power provider, also needs to undertake a risk assessment and provide the event company with a certificate of compliance with the relevant safety regulations.
Obtain necessary permits
The type of event to be held on the land will determine which permits are necessary. If an event is shut down by local authorities, this will result in disappointed people and a financial loss. For example, marquees may need to be set up for an event but they can only be erected without planning permission for up to 27 days a year. Event companies should be aware of what permits are required but it is worth it for landowners to check.
It is important to consult with all local services that will be affected, such as police, fire and rescue, ambulance services etc. Residences and businesses that may be affected by the event should also be notified.
It can take up to three months from application to obtain certain licenses, such as one for entertainment or permission for a firework display.
Insurance cover
Investigate what insurance is required to provide the necessary cover for the event. Organisers will need public liability insurance and landowners need to check whether the event company has such insurance.