1. 1 Introduction By way of this Preferred Partner Agreement, Forestry Commission Scotland has appointed Scottish Cycling as its preferred partner through which cycle events are authorised and organised on.....

    Introduction

    By way of this Preferred Partner Agreement, Forestry Commission Scotland has appointed Scottish Cycling as its preferred partner through which cycle events are authorised and organised on Forestry Commission Scotland land.

    Forestry Commission Scotland (FCS) is the government agency responsible for the management of 665,000 hectares of state owned forests and woodlands in Scotland in line with standards set out in the UK Forestry Standard.

    Scottish Cycling (SC) is the national governing body for cycle sport in Scotland and aims to encourage, promote, develop and control the sport and pastime of cycling in all its forms amongst all sections of the community in Scotland.

    This document sets out the terms and conditions whereby Scottish Cycling and Approved Clubs and Organisers (further information about which can be found at Schedule 1), may hold cycling events and training sessions on FCS land. This Agreement applies to all cycling disciplines shown in Schedule 2.

    Background to this Agreement

    FCS has adopted this approach to managing cycling events on the NFE in order to:
    - Provide Event Organisers with a consistent and predictable approach to working with FCS when planning cycling events on the NFE;
    - Standardise event charges across the NFE, ensuring a consistent FCS approach.

    As part of this Agreement FCS is standardising and formalising its existing charges structure in order to cover administration and management of permissions, event health and safety and risk assessments, pre- and post-site inspections/attending event meetings where necessary, pre-event preparation - route/forest/facilities and Event Organiser and commissaire requests.

    FCS is working with SC as it is the governing body for cycling sports in Scotland and is responsible for issuing racing licences and managing an extensive events programme, for which it has considerable experience.

    An event, within the scope of this Agreement, is defined as a formal race, participation event, demo day or training session which requires special provisions such as access restrictions, additional car parking, toilets and other facilities and involves more than 25 participants. Small and informal group/club outings which don’t require the aspects of 1 and 2 outlined overleaf are excluded from this Agreement under footnote 45 in Section 3.60 of the Scottish Outdoor Access Code.

    Sections 3.60 and 3.61 of the Scottish Outdoor Access Code state that permission should be obtained from the relevant land manager(s) if the event:

    1. needs new or temporary facilities and services for the event i.e. car parking, fencing, signage, marked courses, litter bins or toilets, or
    2. due to its nature or the number of participants or spectators, is likely, to an unreasonable extent, to hinder land management operations, interfere with other people enjoying the outdoors or could affect the environment.

    Further information and guidance on when a permission is required has been developed by the National Access Forum (May 2011) and can be found here.

    An annual meeting should take place each August or September in order to plan the shape of a cycling events calendar for the following year. Facilitated by Scottish Cycling, this meeting will be open to both SC affiliated and non-affiliated cycling event organisers, staff from Scottish Cycling and a national representative from Forestry Commission Scotland. The timing of the meeting has been suggested in order to link into British Cycling’s events calendar.

    The aim of the meeting will be to improve the longer term planning of an events calendar for the successive year and where possible avoid or manage event conflicts to the benefit of all involved.

    The annual meeting could also include a review of the previous year’s events, when the timing becomes suitable, which relates to section 8.4 below.

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