The Forest Operates a Permissive Access Policy for Walkers, Cyclists and Horse Riders To

The forest operates a permissive access policy for walkers, cyclists and horse riders to come and enjoy this wonderful environment as individuals or in small groups. People on foot also have a legal right of access to Forestry Commission freehold land under the Countryside & Rights of Way Act 2000.

All organised group events require formal permission. As the event organiser you are personally responsible for your activity, the participants and the potential impact it could have on other people around you. Because of general public access, the needs of forest operations and environmental legislation, events must be properly planned to guarantee that it passes off safely and enjoyably for everyone concerned.

Your event cannot run without a signed license or permit in place; otherwise it will be in breach of Forestry Commission byelaws and your insurance will become invalid. Please work with us to get your event planned properly.

Environmental Factors.

The main bird nesting season is between 1st March and 30th September. But we also have Schedule one birds nesting within the forest and their nesting season is from 1st January to 31st July. Much of the forest is designated a Site of Special Scientific Interest (SSSI) and Special Protection Area (SPA) under the European Habitats Directive.

For this reason event organisers need to note that:

Motorised events are not permitted between the 1st March and 30th September.
Events which involve competitors leaving the standard forest tracks need to avoid heaths and areas of young trees under 15 years old, between the 1st March and 30th September.
Sensitive areas marked on permission maps need to be avoided by both participants and spectators. Marshalling needs to be adequate to ensure that control of spectators, children, dogs, etc. is achieved.
Where necessary taping off or signing should be carried out to ensure sensitive areas are not disturbed/damaged.
Parking areas need to be clearly marked in pre-agreed locations.
Events WILL NOT be able to take place within a schedule one bird nesting site and buffer zone between 1st January and 31st July. It is against the law to intentionally disturb a schedule one bird.

For one species, the Stone Curlew, we are legally obliged to close the forest around it under the terms of the Countryside & Rights of Way Act 2000. There is therefore a risk that some events may have to be changed, moved or cancelled at the last moment, underlining the need for good planning and a flexible approach to try and avoid this wherever possible. You will be personally liable under this legislation for any harm caused by your event.

Before you make an enquiry;

Be clear about what your event is.

What is the activity?
How many people, cars, bikes or horses could be involved? Not just the competitors, but marshals, route planners, first aid vehicles, etc.?
Amount of parking space you might need.
Time of year & the duration of the event.
Will you need access to the forest before the actual event to set up, mark a route, etc.?
Where would you like to hold the event?

What you will need to provide for us:

A minimum of 8 weeks advance notice of your wish to run an event; but the longer the better to ensure good planning and to accommodate changes.

Risk Assessment of how you will manage your event to reduce the risk of injury to your participants and other people.
Evidence of roadworthiness, insurance & operator training (certificates of competence) for vehicles & machinery. Motorbikes and quad bikes are not encouraged in the forest other than for very specific events. You should plan the management of your event around standard vehicles.

A first draft map of the forest area and any routes you wish to use. You should always use a Forestry Commission supplied constraints map for route planning as this will help you plan your route away from sensitive areas and facilitate the consultation process. You should always be able to personally inspect any proposed route.

Public liability insurance to a minimum value of £2 million for low impact activities (vegetation surveys, small group walking activities with <25 people). For all other activities the minimum insurance cover will be £5 million. Applicants should always double check with their insurers that the planned activity fits within the existing terms of their policy.

NEW FOR 2012

A copy of all first aid certificate holders will be required from 1st January 2012. Minimum of 1 fully trained (3day) person per 50 competitors for high impact activities and 1 fully trained person per 100 competitors for low impact activities. Below this amount of competitors will require 1 person with an emergency (1day) first aid certificate.

We require a ‘lone working’ policy to be included in your risk assessment if any of your event set-up requires people to be alone.

What we will do for you:

Run an internal consultation of your application.
Identify any environmental, operational or access issues that might affect whether or not the event can proceed.
Discuss any issues with you and help seek to identify alternatives where necessary.
Introduce you to any third party groups that you might need to liaise with.
Include your event in our forest events diary and circulate it to internal and external partners.
Issue you with a license to run the event.
Monitor your event.
Provide feedback on how your event ran.

This process takes time and you must allow for this in your event planning.

The main site hazards for forest land are listed below, along with appropriate controls to reduce the risk. The list of controls is not exhaustive and must be made relevant to each activity.

The Forestry Commission require you to adhere to the bylaws at all times, except where you have specific permission to carry out an activity which contravenes the bylaws. If you require a copy of the bylaws please contact the district office on 01842 810271.

In particular please note that:

Vehicles (by prior agreement only) may only enter the forest through a barrier on a track (key available from Recreation Ranger); barriers must be closed and locked after use.

Vehicles must be kept to tracks and rides within the forest.

The speed limit of 15mph must be obeyed.

You must not leave any litter.

You must not leave any materials or equipment in the forest without the prior agreement of the Forestry Commission

Risk Assessment and Emergency planning

Hazard / Description of Hazard / Controls & Advice / Information
Forest environment / Uneven terrain:
Most local ground is fairly firm and free of severe changes in slope. The following features can create access problems & hazards:

Earth banks, sand holes, stumps, ditches, wet areas and other naturally occurring ground features.
Wild animals create scrapes and holes in the ground, often overnight.
Forest operations can create uneven ground conditions.

Event organiser must visit site and familiarise with the site access routes, terrain characteristics.
Take into account the time span between application and running the event. Site characteristics will change with season, weather & operations.
Identify & discuss ideas & needs for route preparation; cutting, levelinglevelling, marking, etc.
Event organiser to brief staff & participants of risks & controls.

FC operational hazards & conservation mapping info.

FC Planning & Environment Officer.

Vegetation:

Accessibility quality changes with seasonal vegetation growth. Ground visibility reduces in summer & obstructions or trip hazards are obscured.
Plants such as brambles & nettles can cause scratches & stings or skin rashes.

All people associated with the event should ensure Tetanus protection is up to date.
Event organiser to brief staff & participants of potential risks.
Event emergency response action plan.

Weather:

Changes ground conditions.
Extreme cold or heat.
High Winds.

Appropriate clothing to match season.
Provision of water/hot drinks as appropriate.
Identify conditions that would cause event to be cancelled.
Leave forest if wind rises above Beaufort scale 7+ (Near gale; 51 - 62 km/h; 28-33 knots; Whole trees in motion; inconvenience felt when walking against wind). Risk of tree fall varies with soil wetness and leaf cover.
Frost & rain change ground conditions.

Met office website 5 day forecast.
FC staff safety advice card: Avoiding Hypothermia.
FC staff safety advice card: Working outside in the sun.

Forest environment / Wild animals & insects; ticks, rats, snakes, bees, wasps, etc. / Advise event participants:

Do not touch or pick up wild animals, reptiles or insects.
Check clothing & body for ticks after event.
Wear appropriate clothing.
Use appropriate insect repellent.

FC staff safety advice card: Leptospirosis (Weils disease).
FC staff safety advice card: Lyme disease.

Dead, dying & dangerous trees. The forest contains large quantities of all tree condition categories. /

Event organiser to report dangerous trees to FC staff. Agree alternative route if necessary.
Leave forest if wind rises above Beaufort scale 7 (Near gale; 51 - 62 km/h; 28-33 knots; Whole trees in motion; inconvenience felt when walking against wind). Risk of tree fall varies with soil wetness and leaf cover.

FC Dangerous Tree Policy

Forest operations /

Machinery movement in forest & on tracks/roads.
Tree felling.
Shooting.
Civil engineering.
Vegetation management.

Operations generally Monday-Friday only. Weekend working by special arrangement only.
Event planner to consult with Operations team.
Obey warning signs.

Do not approach working machinery because of risk zone & limited visibility.

Operations team
Countryside agency; open access website.

Forest roads and tracks and their verges /

Road & track running surface: potholes, fallen trees & branches, old logs, vegetation, mud, ice, loose surface material (gravel & sand).
Access/exit points on to county road.

Event organiser to assess quality of access & brief participants.
Private vehicles recommended to stay on stone forest roads. Grass tracks have increased risk of being uneven and having unstable & hazardous running surface.
Warning notices to be placed at county road access/exit points.
Advise participants to drive with due care and attention at all times.
Forest speed limit 15 mph.
Weather changes forest road & track surfaces.

Planning team.

Man made features /

Overhead services
Underground services
Mobile phone masts
Water tanks
Fences
Barriers
Buildings

Consult service providers to find out the location of hazards (the Forestry Commission hold some information but cannot guarantee that it is comprehensive).
Do not enter or use any structure without consent.
Old fence lines beneath vegetation.
Ensure swing barriers are locked open or shut.

FC Planning team.

Members of the public / FC Freehold land; CRoW grants pedestrians a legal right of access.
Permissive access: cyclists, horse riders & permit holders e.g. vegetation surveyors. /

Event organiser’s risk assessment to identify public safety implications. If public exclusion is necessary then formal forest closure.
Public warning signs and route marshals.
Large events to avoid high access areas.

FC Planning team.
Countryside Agency web site.

FC leasehold land; restricted public access. / Event organiser’s risk assessment to identify public safety implications. Access management as appropriate.
Access for third parties:

Domestic & business access routes.
Forest tenants; farming & sporting

/ Obtain the agreement of householders or other third party access holders prior to restricting their right of access. /

FC Planning team.
FC Estates team.

Unlawful vehicular access by joy riders, motorbikes, etc /

Report all sightings of suspected illegal activity to the police (999) or the district office (01842 810271)

Fire / Forest vegetation fires & arson (dumped cars, etc). /

If you see a fire report its location to the Fire Brigade on 999 immediately.
DO NOT light any fires without prior permission.
Do not smoke in the forest during periods of high or extreme fire danger, and always make sure cigarettes are properly extinguished.
If operations you are carrying out may cause sparks, ensure you have a water supply available and check the site before leaving.
Vehicle exhaust pipes have been known to set dead vegetation on fire. Monitor traffic areas.

Forest Operations for Fire Danger rating.

Event organisers should undertake an event specific risk assessment taking into consideration the landowners risk assessment above, any site specific constraints identified and the actual event activity. Emergency planning is essential for any event. Consider:

Emergency access and egress points.
First aid provision.
Communications.
Who does what?
Record it.

Forestry Commission (FC) byelaws prohibit the use of motorised vehicles on FC land without written consent and it is FC policy to minimise access to motorised vehicles. The forest is essentially an environment for access on foot, cycle or horse.

It is acknowledged that to set up, take down and manage safety at a recreation event a vehicle of some type may be required. This note sets out the policy of FC East of England on the use of motorised vehicles by event organisers:

Written permission is required for the use of any type of motorised vehicle at a recreation event (this includes pre-event and post event use as well as on the day itself). Permission should be requested via the recreation event application form detailing the number and type of vehicles (Section 14 of the Application Form).

Event organisers should plan the management of their event around the use of standard vehicles (cars, vans, 4 WD) rather than motorbikes or quad bikes (see section 3 below). It is the event organiser’s responsibility to ensure that such vehicles are roadworthy (MOT), insured (see section 4) and the driver has an appropriate license.

The use of either motorbikes or quad bikes is not encouraged in the forest and permission for use will be strictly limited. Where permission is granted the conditions for use of motorbikes or quad bikes will be as follows:

Event organisers must ensure that quad bikes and/or motorbikes are adequately insured (section 4) and are roadworthy.

Event organisers must ensure that quad bikes and/or motorbikes are driven by trained and competent operators. Operators must as a minimum hold an appropriate driving licence.

Quad bike use must comply with the guidance given in AFAG (Arboriculture and Forestry Advisory Group) 701 – ATV quad bikes.

Drivers of motorbikes and/or quad bikes must wear a high visibility waistcoat or jacket and a suitable safety helmet.

The use of quad bikes and/or motorbikes will be restricted to existing forest roads and tracks. Permission for off-road use will only be granted if the event organiser can demonstrate a clear need to use such vehicles off-road and can provide clear evidence of off-road training.

Event organisers must ensure that there is sufficient and appropriate insurance in place in respect of the use of a vehicle on Forestry Commission property (this applies to standard vehicles, motorbikes and quad bikes). Please note that standard motor insurance or event insurance may not provide sufficient cover so please check with insurers. Evidence of public liability insurance will be required – minimum cover for vehicular access £2 million (The event itself may require a higher level of insurance).

The event risk assessment must cover the use of any vehicle to be used at an event.

The maximum speed limit for motorised vehicles on FC land is 15mph.

This note covers vehicle use by event organisers in the management of an event. Participant and spectator vehicles will be permitted onto FC property via approved access routes to designated parking areas agreed as part of the event permission process. Event organisers are responsible for ensuring that participant and spectator vehicles comply with the 15 mph speed limit and that they keep to agreed routes and areas.

Event organisers must not undertake any type of route maintenance (for example by hand tools, chainsaw, clearing saw, quad, tractorand tractor) without the written permission of the Forestry Commission. A risk assessment, insurance and evidence of training would be required for this type of activity.

1 | Guidance notes | Nicky Russell| 10/19/2018