Guidance for event organisers in Scotland

This advice has been prepared in response to the concerns in the events industry and is correct at the time of publication.  As the situation around coronavirus (COVID-19) continues to change, this advice is specifically for the events industry and is based on current Scottish Government guidelines.   

Here you will find:

• Current situation
• Monitoring the impact
• Advice for events
• Funding
• Event Industry Advisory Group
• Events industry research
• Frequently asked questions

For wider advice for the tourism industry go to the VisitScotland coronavirus advice page.  

Updated 23 February 2021

Guidance on stay at home regulations that came into effect on 5 January 2021 remain in place.

To minimise the risk of spreading the virus, you must stay at home as much as possible. By law, in a Level 4 area, you can only leave your home (or garden) for an essential purpose.  Stadia must be closed to spectators and no live events are permitted.  Some islands will remain at Level 3. 

The restrictions are expected to lifted from the 5 April under a phased plan to come out of lockdown.

• Visit the Scottish Government stay at home page for more information  
• View information on travel & transport 
• View information on quarantine rules and the process for people entering the UK 

Scotland's Strategic Framework

On 23 February, the Scottish Government published a revised Strategic Framework and revealed the initial stages of the revised road map out of lockdown. A full framework with indicative dates will be announced mid-March. Scotland will return to a levels system of coronavirus restrictions from the 26 April and it is hoped that all level four locations will move back to level three at this point. Following this, the levels will be reviewed at three-week intervals, with all local authorities moving to Level 3.

On 23 October, the Scottish Government published a five-level framework allowing a refreshed strategic approach to suppressing Coronavirus (COVID-19) outbreak across Scotland.

The framework indicates different levels of protection that might be needed based on different levels of transmission for the virus. It will allow for rapid but proportionate responses on both a local and national basis using a transparent range of measures and options.

Local Protection Levels

The holding and delivery of events is covered across each of the five protection levels.  They are:

• Level zero – outdoor events are permitted; indoor events – seated and ambulatory permitted (restricted numbers); indoor grouped standing not permitted; and Stadia is open with restricted numbers
• Level one – outdoor events seated and open space permitted (restricted numbers); outdoor group standing events not permitted; small seated indoor events permitted; and Stadia is open with restricted numbers
• Level two – Drive-in events permitted but all other events not permitted or closed. Stadia closed to spectators
• Level three and four – no events permitted and closed to spectators.

Read more information on local authority areas and the corresponding protection levels.

Read more information on event sector guidance.

Coronavirus (COVID-19) is having a major impact on sporting, cultural and business events.  As part of our continued work to support the events sector throughout this period, we have undertaken both workshops and surveys to gather insight and intelligence on the ongoing issues faced by the sector.    

• Virtual consultation forums (April/ May 20) 
• Event industry supply chain online survey (June 20) 
• Event industry supply chain survey (Dec 20) 

Take a look at our insights for further results from our industry surveys.

A number of funding opportunities have been  available to event-related businesses.

Scotland’s Event Recovery Fund is now open and available for applications. The £2.75m fund is designed to support the restart of events and help organisers meet the additional costs of COVID-19 mitigation in event planning and delivery. For more information on the fund and how to apply, visit the Events Recovery Fund page.

The £6m Pivotal Event Businesses Fund was open to event businesses whose primary role as organisers, suppliers, contractors and venues is critical to the survival of the events sector in Scotland, and upon whom the wider events industry and supply chain are most reliant for their own business and operations. This fund is now closed for Expressions of Interest.

The £6m Events Industry Support Fund provided financial help for businesses in the events industry who had not been ineligible for the various funding packages announced by the Scottish Government following the outbreak of coronavirus (COVID-19). This fund is now closed for applications.

On 28 January further details of the additional £7million of funding were announced by the Scottish Government last December to help the sector deal with the ongoing impact of COVID-19. For more information visit our dedicated Events Industry Supply Funds page. 

Additional event-specific funding opportunities made available by the Scottish Government or VisitScotland will be listed here as they are confirmed.

For information on other business support available, including the Strategic Framework Business Fund, please see our financial support page.

 You should continue to monitor and follow Government advice in order to take the action appropriate to your event and the ongoing situation in relation to the COVID-19 virus. 

In preparation for a situation where you may have to cancel or postpone your event, it is advised that you consider the following so that you are well prepared to minimise disruption:  

• Check your insurance policy for cancellation cover and make contact with your insurer to discuss the terms of your cover 

• Engage in discussion early with key stakeholders and operational partners before deciding to cancel or postpone an event  

• Review your budget and consider wider obligations to your contractors, suppliers and customers, to understand any financial implications linked to cancellation  

• Consider potential impact on funding and commercial agreements 

• Consider potential impacts on performers, participants, staff and volunteers 

• Consider options to postpone or alternative delivery solutions e.g. behind closed doors approach, use of livestreaming 

• Check your ticketing T&Cs and ensure that you are clear about your ticketing refund strategy and that the impact of cancellation or postponement is understood and communicated effectively to your customers  

• If you do not have one in place, a communications strategy is advised in order to inform your stakeholders, staff, attendees / ticket holders, media, contractors, suppliers and general public 

• Check that you have adequate staff available to be able to deal with refunds, enquiries and crisis communications 

• Consider whether your website or ticketing systems are capable of handling increased traffic 

The Event Industry Advisory Group has been established to represent the events and festivals sector amid the devastating impact of the Covid-19 pandemic and provide a co-ordinated voice during the national response and recovery planning. More information is available while the group’s terms of reference and a list of members can be seen below. Summary notes from each EIAG meeting can be found here.

Work is ongoing to share further outputs from the group. Businesses and individuals with issues to raise with the group or with specific questions should contact EIAG@eventscotland.org

We are working with partners across the industry to share the most relevant research and information during these difficult times. We hope some of the following links will be of use to you and your colleagues:

Q: I don’t have a crisis communications plan, what should I do? 
A: We’ve prepared some guidance which provides some over-arching practical tips to help you prepare communications in the event of cancellation/ postponement.  

Q: My event has contracts in place with self-employed staff. What advice should I provide? 
A: This is a difficult time for employers and employees as well as those who are self-employed. The UK and Scottish Governments have introduced a number of support packages depending on your individual circumstances. See our coronavirus advice section for more information.

Q: In the event of cancellation, how do I deal with refunds? 
A: Check your ticketing T&C’s and speak to your insurers in the first instance and then plan how you communicate any decisions to ticket holders with the support from your ticket agents / box office team and ensure staff are in place to deal with enquiries and possible complaints.    

Q: I have received EventScotland grant funding and am planning to cancel my event. What should I do? 
A: Please contact your EventScotland Event Manager to discuss, they will be able to give you the most up to date advice specific to your event. 

If you have further questions, please email the EventScotland team at information@eventscotland.org. We aim to respond to your enquiry within 24hrs or the next working day Monday – Friday. 

For wider advice for the tourism industry go to the VisitScotland coronavirus advice page. 

Scottish Enterprise business helpline

Any business in Scotland seeking further general advice should contact the dedicated Scottish Enterprise helpline on 0300 303 0660.  

The helpline will be open Monday to Friday 8.30am to 5.30pm. 

Callers should select option one to speak to the COVID-19 team.