The Event Industry Advisory Group (EIAG) has been established to represent the events and festivals sector amid the devastating impact of the coronavirus (COVID-19) pandemic and provide a co-ordinated voice during the national response and recovery planning. More information, including membership of the group, is available, as well as the group’s terms of reference.
Summary notes from each EIAG meeting will be uploaded to this section as soon as possible after each meeting. Businesses and individuals with issues to raise with the group or with specific questions should contact EIAG@eventscotland.org.
EIAG Meeting Summary Notes
Main issues highlighted during widespread discussion
- Huge impact on event venues supply chain and workforce with lack of specific support
- Large number of self-employed workers within the industry
- Immediate requirement from Scottish and UK Govts for funding support, including longer-term of at least a year.
- Many already rescheduled events having to be further rescheduled or cancelled with no clarity on expected timescales for resumption
- Extension of furlough scheme required for the sector
- Events are not viable while physical distancing requirements remain in place
- Requirement for sector-specific guidance
- Concerns around public confidence in returning to events
- Positive social and wellbeing impact of sports and events is undervalued
- Concerns around lack of consistency of approach across UK, potentially leading to commercial disadvantages
Terms of reference for the EIAG agreed
Sectoral guidance for events
Guidance is in development by Scottish Government with consultation from VisitScotland VisitScotland and a number of representatives from a range of different regions and segments of the event industry. The document is based on a government template used across number of industry sectors. The guidance includes a checklist of key considerations for event organisers. Group to further review the document and provide any feedback by end of the week.
EIAG priority workstreams
- Funding
- Health & Wellbeing economy
- Hygiene & Physical Distancing
- Communication
- Innovation & Good Practice
- Government Relations
Physical Distancing and Funding identified as the two most pressing issues. External expertise to be added to groups from across the industry to increase knowledge base.
VisitScotland’s Events Directorate to provide secretariat and support for the group and its associate workstreams.
Next Scottish Government review
To take place on 18 June with specific issues and requests from the group to be fed in before that date.
Letter of Industry Representation
Final feedback agreed on letter of industry representation to be sent to Scottish Government highlighting the concerns and the impact of the situation on the events & festivals sector in Scotland. Letter to be sent to Scottish Government by 12 June 2020.
Priority Workstream Areas
Workstream leads identified:
- Funding – Alan Laidlaw
- Physical Distancing – Johnnie Cole-Hamilton
- Health & Wellbeing – Bridget McConnell
- Innovation – Julia Amour
- Communications – Fergus Linehan
- Government Relations – Peter Duthie
Workstreams membership to involve additional members from wider industry as required.
Pilot Events
Support for proposals for test events in venues such as Murrayfield and SSE Hydro to demonstrate that safe and professional operations under slightly relaxed physical distancing measures were possible. Members voiced their support for this approach.
Full Capacity Plan
Scottish Government seeking input from health & medical advisers in relation to Full Capacity Plan proposed for events.
Communications Workstream
EIAG summary notes and relevant communications to be shared through VisitScotland and EventScotland channels.
Event Sectoral Guidance
Guidance published by Scottish Government on 3 July 2020 to provide overarching advice for event organisers, allowing progress of their own more detailed event-specific operational plans. Input was received from more than 30 industry stakeholders covering a variety of types of event. The guidance has been promoted via a range of industry channels. To date, over 1200 visits to the website page with more than 400 downloads of the guidance checklist. The guidance will be updated as circumstances change, and we progress through the Scottish Gov route map to recovery.
Pilot Events
Scottish Government welcome the proposals for pilot events to be held. Proposals for pilot event at Murrayfield submitted for 22 August and awaiting approval. Agreement that pilot events must consider the wider supporting infrastructure, e.g. restrictions on travel, public transport and accommodation could mean there is not the capacity to support audience attendance at events. They must also be relevant and show a route back for the sector. Concern that additional mitigations in place for pilot events are not sustainable or viable in the long term.
Funding Workstream
Priority is lobbying for a form of transitional funding for event organisers and a sectoral extension to financial support for employment: Job Retention Scheme, Self-employed Income Support Scheme. Requirement to ascertain discussions around recent funding announcements including; £10m Performing Arts Venues Relief Fund from Scottish Government and £97m for culture and heritage organisations from UK Government.
Health & Wellbeing Economy Workstream
The work of the group is intended to inform recovery planning and carry through into the updated national events strategy for Scotland. Draft agenda and Terms of Reference has been issued, ahead of first meeting date on 13 July.
Innovation Workstream
The purpose of the workstream is to research and share examples of innovative programming locally and internationally across the sector in physical, hybrid and virtual formats. Terms of reference have been drafted and first meeting to take place within a fortnight.
Communications Workstream
The purpose of the workstream is to support the development and promotion of communication that will address public concern and reassure participants, audiences, and the wider population about the safe to return events, also highlighting the vital role events play in Scotland’s economic and cultural life. Consideration is also being given to the wide range of advocacy campaigns already being promoted by a number of organisations. Terms of Reference for the group have been agreed.
Physical Distancing Workstream
First full meeting of the Physical Distancing workstream took place on Tues 7 July comprising six members, drawn from a range of event backgrounds. Draft Terms of Reference have been updated and agreed. The purpose of the workstream is to support sector recovery by researching, developing and sharing examples of good practice with The Scottish Government, in the application and mitigation of necessary hygiene and physical distancing measures across the events sector. Group to capture and share learnings from planned pilot events.
Government Relations Workstream
Letter of representation submitted to Scottish Government on 12 June and follow up meeting held with Cabinet Secretary Fiona Hyslop on Tuesday 7 July to highlight the issues and concerns raised by the group. Agreement for regular dialogue to continue and for Scottish Government officials to engage directly with EIAG.
Scottish Government Update on Route Map and Events
Drive-in events now permitted to from 22nd July. However, all other events remain prohibited. A further announcement would be made by the First Minister on 30th July. Acceptance that this covered a broad range of event categories and discussion remained ongoing to determine the phased return of different types of event.
VisitScotland Update on Funding Requests
VisitScotland had submitted a request to Scottish Government for two strands of additional funding. The first strand in relation to restarting the events sector based on a redesigned event funding programme. The second strand in response to supply chain research, looking at a sector specific grant scheme. The importance of flexibility in funding was highlighted, to allow for as many events to get back on the ground as possible. Any further requests to Scottish Government for funding will be filtered through Funding workstream.
Full Capacity Plan
Scottish Government, following consultation with Public Health colleagues, identified that a key barrier is around the lag in incubation period for virus (e.g. individuals could test negative the previous day and still be carrying the virus the following day). Ministers welcomed the innovative thinking, but public health colleagues thought risk was currently too high to accept the proposals in the Full Capacity Plan. While the Group welcomed public health advice, it was highlighted that there is a lack of understanding around the planning period for events and issues around securing insurance in terms of 2021 events.
Funding Workstream
Workstream has identified three key Government asks: sector specific extension to employment support schemes; rating clarification across Scotland in terms of equitable discounts; potential for Government underwriting to share risk should events be pulled due to local lockdowns etc. These requests are clear and distinct from EventScotland funds. Extension of employment support schemes is a lobbying exercise to UK Government, with Scottish Government support required should lobbying be unsuccessful.
Health & Wellbeing Economy Workstream
Key priority areas for the workstream include identification of consistent metrics for events, commissioning of new research, and ensuring importance of health and wellbeing in economy is figured in refresh of national events strategy. Initial desk research will be undertaken by VisitScotland and workstream members are contributing to ongoing work on a detailed brief for future research.
Innovation Workstream
First meeting is planned to take place before the end of July with the scope of the workstream around the programming of physical, hybrid and virtual events at local, national and international level.
Communications Workstream
Wider membership of the workstream being sought with requirement identified for members who could bring both a strategic PR view and a research view. Key priority areas for the workstream were identified as: campaigns which reignite public’s love of events, campaigns which build confidence around safety of events, campaigns which build public support for Government resilience and investment in events sector.
Hygiene & Physical Distancing Workstream
Workstream aims to retain a high-level approach and is committed to capturing and sharing key learnings from pilot events, rather than making specific recommendations. The R&A and Scottish Rugby Union have submitted proposals to Scottish Government for pilot events and are currently awaiting feedback. Pilot events have also been proposed for Celtic Park and the SSE Hydro. Group also to look at a Business Event pilot and submit to Scottish Government through the workstream. Support for pursuing an exception to 2m physical distancing rule for events, as has been introduced in hospitality sector.
Government Relations Workstream
Scottish Government officials attending every EIAG meeting and proposals submitted for meeting with Cabinet Secretary Fiona Hyslop after each EIAG meeting to raise issues and concerns from the group.
Scottish Government Update on Route Map and Events
Most recent announcement provided two indicative dates for events to return: 24th August for outdoor events and 14th September for indoor events. Stadia to be considered as a separate category, with an indicative launch date of 14th September. Indicative dates are subject to change and should be treated with caution. Should events be permitted to take place they will be subject to restricted numbers and physical distancing.
VisitScotland Update on Funding Requests
VisitScotland had been successful in securing a funding package for events from Scottish Government. EventScotland will administer the £10m funding package announced by Scottish Government in support of the event sector, including a £6m hardship fund for events supply chain businesses and £2m towards an event stimulus package. The additional £2m is currently still to be allocated with input from EIAG. Proposed criteria for the supply chain funding programme was shared with the group.
Funding Workstream
Focus of group remains lobbying for event underwriting and extension to furlough and employee support scheme. Group to discuss allocation of £2 million support funding as part of Scottish Government support package.
Health & Wellbeing Economy Workstream
Research brief currently being prepared in collaboration with VisitScotland’s insights team. Work will support the update of the National Events Strategy, which has been pushed into 2021 given the current climate.
Innovation Workstream
Work ongoing to identify virtual event case studies covering what makes a high-quality virtual event, monetising virtual events, what is currently deliverable, retaining sense of place when adapting to virtual.
Communications Workstream
Membership recruitment of workstream ongoing. Support within the industry for a campaign to support public mood for events when the time is right.
Hygiene & Physical Distancing Workstream
Workstream remains committed to pilot events and initial plans were well received by Scottish Government. Aim to build momentum with pilot events and make incremental steps towards getting events back to normal. Critical to agree with Government what success looks like for pilot events and what the objectives are. Workstream members feel it is important to have Jason Leitch attend a future meeting and are currently working on making this happen.
Government Relations Workstream
Group has secured regular meetings with Cabinet Secretary Fiona Hyslop following every second EIAG meeting with a written report highlighting concerns for interim meetings. Main concerns for this workstream are principally around funding support, approval, lockdown restrictions and public reassurance. Short period between Scottish Government announcements and proposed dates for events restarting is a concern given timescales required for event planning.
Scottish Government Update on Route Map and Events
Little movement is expected at next Government review point (20th August). However, it is anticipated that some outdoor events will be allowed from 24th Aug as previously indicated. It is expected that ongoing segmentation work for events will shape what events are or are not permitted. Work around the segmentation of indoor and outdoor events is currently ongoing and input from EIAG members will be welcomed.
VisitScotland Update on Funding Requests
VisitScotland had been successful in securing a funding package for events from Scottish Government. EventScotland will administer the £10m funding package announced by Scottish Government in support of the event sector, including a £6m hardship fund for events supply chain businesses and £2m towards an event stimulus package. The additional £2m is currently still to be allocated with input from EIAG. Proposed criteria for the supply chain funding programme was shared with the group.
Funding Workstream
The workstream have been mapping out where existing funding is going to identify where the unallocated £2mil would have the most impact and fill gaps. Opportunities have been identified around a potential insurance/underwriting piece or a small sector-specific job retention fund.
While £12.5mil of Government’s £97mil package for arts and culture has been allocated, it was felt that it was a key priority for the Group to be given sight of plans for the remaining funds.
Health & Wellbeing Economy Workstream
Focus on putting together a research brief linked to existing events to provide evidence which shows health and wellbeing economy impacts. Workstream activity is very much work for long-term and repositioning what the sector does, evidencing it and helping to inform review of the National Events Strategy.
Innovation Workstream
A template has been shared with members seeking good practice and innovation examples. The workstream aims to programme a monthly good practice webinar through EventScotland’s platforms.
Communications Workstream
Workstream aims to create resource which contains all existing research on public mood in relation to tourism, sponsorship and philanthropy. Group to discuss bringing in freelance support to contribute to workstream activity and to identify potential funding for this input.
Hygiene & Physical Distancing Workstream
Plans for a pilot event at Murrayfield for 28th August have been well received by Government but not yet approved. A further proposal has been submitted to for Aberdeen pilot event programme in November.
Learnings from recent events including Women’s British Open, Edinburgh International Festival light show and Edinburgh Book Festival would be shared with Group once collated.
Government Relations Workstream
Call with Cabinet Secretary last week who advised that lobbying UK Government re sectoral extension of job retention is still a Scottish Government priority. It was also agreed that Scottish Government would support EIAG in building confidence in events through wider comms such as social media and other collaborative tools.
Scottish Government Update on Route Map and Events
The most recent Scottish Government route map update allows for certain outdoor events to take place from 24th August. Indicative date for remainder of outdoor events and initial specific indoor events will be confirmed at the next review. Current mood at Scottish Government is growing concern around the number of cases and this could impact on indicative dates. Significant discussion about the lack of clarity around next steps for events and need for a clear strategy for the future. Group feels it is crucial for Government to understand the professionalism and health and safety expertise which is present within the industry. It was felt that pilot events, while successful, are not a viable or sustainable model.
VisitScotland Update on Funding
Event Industry Support Fund has launched and the assessment process is underway. The main feedback received so far has been around issues with the first come first served nature and exclusions due to previous funding received. Feedback around those currently excluded will be collated and shared with Government.
Industry Communication
Following industry feedback that EIAG actions were not being well communicated, it was agreed that meeting agendas and summary notes will be shared publicly on visitscotland.org.
Funding Workstream
The workstream’s key concern is getting clarification around the allocation of Creative Scotland funds and whether the events sector can benefit from this. An update has been requested but no response has been received as yet. Issue will be raised with the Cabinet Secretary on an upcoming call, as collaboration across groups was highlighted as a key priority in previous discussion.
Health & Wellbeing Economy Workstream
Development of research brief is ongoing, and research will seek to highlight employment as the biggest contributor to health and wellbeing. Workstream aim to feed into National Events Strategy mid-term review next year.
Innovation Workstream
Strong examples of good practice are coming through. Workstream will consider discussion around pilot events and good practice more carefully, including sharing of key learnings.
Hygiene & Physical Distancing Workstream
Focus is currently on assessing and reflecting on pilot events and using as pathway to get spectators back to events. Members are keen to ensure pilot events in sectors other than sport are also captured. It was also felt it is important to understand what the next steps following pilot events are, and it was highlighted that pilots had not been undertaken for other sectors such as retail and hospitality. An ongoing action is to have Jason Leitch or colleague join a Workstream meeting.
Government Relations Workstream
Next call with Cabinet Secretary will take place on Thursday 3 September.
Scottish Government Update on Route Map and Events
Current advice is that drive-in events and outdoor events with restricted numbers are still permitted and able to proceed. Indoor events are not yet permitted and work continues on guidance and definitions of indoor events. As per the rest of the UK, the pilot event programme has been paused however, the significant amount of work undertaken to date on the pilot programme and high standards of risk assessment will be beneficial when virus rates decrease and the pilot programme can be restarted. Work is underway to identify a future date and process for restarting the pilot programme, including a range of events and how success will be measured.
Lengthy discussion with John Harden, Deputy National Clinical Director for the Scottish Government covered a wide range of topics. There is acknowledgement that the events sector benefits from a high degree of professionalism and has worked on robust risk assessments for the restart of events. A significant amount has been learned from test events so far but from a clinical perspective events cannot restart until virus levels have decreased with a return to full capacity events unlikely until there is a vaccine or the virus has been eliminated. Incremental steps will be required to restart the sector.
VisitScotland Update on Funding
The Event Support Fund ran for two weeks and closed two weeks ago, with 836 applications. The EventScotland team is progressing applications with 120 applications approved and paid or will be paid within the next 24 hours. Another 300 have been assessed and are pending approval subject to checks. 20-25% of applications received are likely be rejected pending the appeals process. The key issue identified is the criteria not being explicit enough as to which businesses and productions would be eligible, which will be noted and lessons learned for future funds. Successful applications likely to be around 600, meaning the full £6m funding will be allocated.
Job Retention Scheme
The Scottish Government and the First Minister continue to push for an extension to the Job Retention Scheme alongside other devolved administrations and the opposition parties at Westminster. DCMS is currently undertaking a data gathering exercise of costs in the events industry, which is being taken as a willingness to consider an extension.
Funding Workstream
A letter has been submitted to the group identifying key areas where additional funding is required between now and the end of March 2021:
- Employment Support
- Additional grant funding for businesses
- Insurance for organisers unable to insure against Covid cancellation
- Would HMRC consider repackaging business debts into long-term loans.
- Transition funding to off-set lost earnings due to physical distancing requirements.
- Funding for pilot events programme.
A request will be submitted to Scottish Government following agreement by the funding workstream and the group. Elements such as insurance provision is also being discussed with UK Government through DCMS.
Health & Wellbeing Workstream
The workstream has a focus on gathering research which will demonstrate the impact and importance of events for the wellbeing of communities, regions and country. The group is also looking at pilot events and a proposal for a Year of Health & Wellbeing 2023.
Innovation Workstream
The group is working towards two webinars. One will take learnings from pilot events which are relevant to the wider sector; the second will look at hybrid events with the aim of learning from international practice. Also looking at channels for sharing good practice more widely, such as EventScotland newsletters.
Communications & Public Mood Workstream
The group is working on creating a central point for all research re public mood. It was noted that anxiety around attending events might be rising again, but in terms of PR, the test events had a huge media impact. One observation is that research done so far has been very much from ticket buyers and attendees point of view rather than communities in areas where events take place, especially rural communities and proximity to sporting arenas. There seems to be differences opening up in the industry between those who want to see greater public advocacy for acceleration of reopening and those who think advocacy might create reputational damage. The view of the group was that public advocacy for the return of events should out with the scope of this group.
Physical Distancing Workstream
The group had welcomed input from Scottish Government’s clinical teams and outlined that this was hugely beneficial to the work of the group in identifying best practice for pilot events. The group is looking to engage with local authorities and representatives from other sectors to understand the appetite for and the process of reducing physical distancing requirements at events from 2m.
Government Relations Workstream
Most recent discussions with Cabinet Secretary Fiona Hyslop were constructive, with the Scottish Government welcoming the collaborative approach to finding solutions to the issues. Agreement that a strategic approach is required to build a route map for the return of events to provide clarity for the sector.
Scottish Government Update on Route Map and Events
Additional Government restrictions have been announced since the last update in relation to NHS Health Board areas where prevalence of the virus is higher. Work is ongoing to develop updated sectoral guidance for events with the addition of descriptions of indoor event segments expected to be finalised soon. While the pilot events programme remains paused as per the rest of the UK, the focus is on developing a route map to outline the process for a return of events. Further information in the Physical Distance and Guidance workstream update.
VisitScotland Update on Funding
Group was given an update on the Event Industry Support Fund as follows:
- 840 applications received. All assessments now complete with due diligence being undertaken on approved applicants.
- Approximately 250 grants have been paid out so far.
- Expect to fund approx. 500-550 applicants, against maximum 600 available.
- 250-300 applicants have been unsuccessful due to variety of reasons such as not meeting thresholds and businesses operating in non-events related sectors.
- More detailed analysis on unsuccessful applicants will be provided shortly.
- Use of funds which have not been utilised will be discussed with Scottish Government anf input will also be sought from the wider group
Scottish Events Recovery Fund
- Fund will support events rather than suppliers and is ready to launch within next two weeks.
- Aims to support event organisers in planning for 2021 and will also support events which wish to go virtual.
- Cabinet Secretary, Fiona Hyslop, is keen for support and input from the Event Industry Advisory Group on this and a criteria document has been shared with Group for feedback.
- Key learning from Industry Support Fund is that more detail and clarity is required as to what is considered an eligible event in order to minimise the number of rejected applications.
VisitScotland Update on Funding
The Event Support Fund ran for two weeks and closed two weeks ago, with 836 applications. The EventScotland team is progressing applications with 120 applications approved and paid or will be paid within the next 24 hours. Another 300 have been assessed and are pending approval subject to checks. 20-25% of applications received are likely be rejected pending the appeals process. The key issue identified is the criteria not being explicit enough as to which businesses and productions would be eligible, which will be noted and lessons learned for future funds. Successful applications likely to be around 600, meaning the full £6m funding will be allocated.
Funding Workstream
An updated letter has been submitted to the group identifying key areas where additional funding is required between now and the end of March 2021 and will be sent to Scottish Government following the meeting. The group continues to focus attention in the following areas as a matter of urgency with clarification required in the face of expected redundancies in the sector:
- Employment Support
- Additional grant funding for businesses
- Insurance for organisers unable to insure against Covid cancellation
- Would HMRC consider repackaging business debts into long-term loans.
- Transition funding to off-set lost earnings due to physical distancing requirements.
- Funding for pilot events programme.
Health & Wellbeing Workstream
The workstream is working with VisitScotland insights team to develop a brief for research linked to the health & wellbeing benefits of events.
Innovation Workstream
A webinar is planned for 30 October looking at the successful delivery of two pilot events – the AIG Women’s Open and the Edinburgh v Glasgow rugby match at Murrayfield, both in August. Representatives from The R&A and Scottish Rugby will outline the processes for staging the events and the lessons learned as part of the initial pilot programme.
Communications & Public Mood Workstream
No update since last meeting.
Physical Distancing
While it is anticipated that stadia may be in a position to welcome spectators when permitted at short notice, it was accepted that larger scale events are unlikely to take place prior to Spring 2021. This workstream will now focus on working with Scottish Government to develop a route map for the return of the events sector to replace the pilot events programme, which is currently paused. A working group will be formed to develop this strategy.
Government Relations
Next meeting with Cabinet Secretary Fiona Hyslop on 20 October. No response to letter to Chancellor on behalf of the group has yet been received. Focus will be on supporting Government engagement in the development of a route map for the return of events.
Innovation and Good Practice Group
Innovation and Good Practice is a workstream of the Event Industry Advisory Group. The purpose of the group is to share examples of innovative and good practice across the events sector. Information on the recent Pilot Events webinar and Hybrid Events interactive workshop, delivered by EventScotland, can be found below.
On Friday 30 October, the first webinar kicked off, when we heard how two major pilot events in the world of Scottish golf and rugby were realised. Johnnie Cole-Hamilton, Executive Director – Championships for The R&A and Dominic McKay, Chief Operating Officer for Scottish Rugby shared their experiences with Lyndsey Jackson, Deputy Chief Executive of Edinburgh Festival Fringe Society.
Webinar - Learning from Pilot Events video
Scottish Rugby webinar presentation
Published November 2020
The R&A webinar presentation
Published November 2020
On Wednesday 18 November we welcomed the leaders of three innovative Scottish and UK events at an interactive workshop, which gave attendees the chance to meet them in small-group discussions, share experiences and ask questions.
- Karen and Katy Koren, Artistic Directors, Gilded Balloon - During an Edinburgh Festival Fringe like no other, the famed city venue presented a season online and via a socially distanced treasure hunt
- Ellie Harris, Festival Producer, Greenwich+Docklands International Festival - The first post-Covid street arts festival staged in the UK at the end of August
- Hugh Brasher, Events Director, Virgin Money London Marathon - The only major city marathon to take place since Covid-19 ran an elite-only race in central London in October alongside a mass-participation virtual race
Watch recorded interviews with each of the case study speakers below.
In conversation with Greenwich and Docklands International Festival
In conversation with Virgin Money London Marathon
In conversation with Gilded Balloon
On Thursday 10 December we heard from Oli Norman, CEO of itison, who delivered GlasGLOW at the Glasgow Botanic Gardens, and Geoff Crow, Director of 21CC Group, who delivered the Wondrous Woods at Hopetoun House. In the webinar recording, each of the case study speakers share their experience and learnings gained from the successful staging of their illuminated trail events during November 2020.
Webinar - Learning from Illuminated Trails video
On the 23 March Lesley Shaw (Celtic Connections), Caitlin McNaughton (Melbourne Fringe) and Ben Avison (Host City) discussed which platform they used to deliver their virtual events and why, along with other key considerations, including rights handling and monetisation.
Choosing Your Digital Platform - additional questions
Published March 2021
Find out more about this group’s work from Julia Amour, Director, Festivals Edinburgh and Chair of the Innovation and Good Practice workstream at our dedicated page.
Interested in learning more about digital / hybrid events? Then visit our Planning Virtual Events dedicated page.