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 22 July. However, all other events remain prohibited. A further announcement would be made by the First Minister on 30 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 and 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 two metres 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.
Scottish Government Update
An overview of the new five-level approach being implemented at local authority level across Scotland was provided. Key points are:
- No events are currently permitted at Levels 3 and 4, drive-in events only at Level 2.
- Some small events may now take place in areas operating under Level 1, including indoor and stadium.
- Attendance numbers are currently capped in Levels 1 and 0.
- Although some new opportunity has been created at Level 1, overall, the Framework represents a further tightening of restrictions on event activity across Scotland.
Updated sector guidance has now been published. Specific points raised and discussed included regulations around premises legally required to close; the impact of travel restrictions on events; and the rationale for other sectors not being subject to the same capping of number as events.
The Group welcomed the recent UK Government announcement of an extension to the Job Retention Scheme (at 80% until March 2021) however highlighted that Scottish Government funding provided to businesses required to close does not cover supply chain businesses; and that some businesses are being disadvantaged as securing early funding has made them ineligible for larger funds becoming available at later dates.
VisitScotland Update
Event Industry Support Fund
Anticipating approximately 500 successful applicants, allocating £5 million of a £6 million pot. The EIS Fund Support Team has had a lot of correspondence with unsuccessful applicants. These conversations and learnings have been captured to feed into any future funding rounds.
Scotland’s Event Recovery Fund
This fund was launched on 2 November and has been positively received. It is predicated on events being permitted in the future and aims to allow organisers to begin planning.
Industry Communications
A dedicated Events Industry Advisory Group page has now been added to visitscotland.com and updates from the Group are being regularly communicated via EventScotland e-news and social media.
‘Route Back’ Working Group Update
The first meeting of this working group took place on 3 November. Its ambition is to work with Scottish Government to create a coordinated and strategic approach to restarting the sector. This more focused group will concentrate on facilitating the delivery of major/signature events. It was agreed that the group would seek to bring on board independent medical representatives to work alongside Scottish Government public health colleagues. An operational team will be formed to begin drafting a strategy.
Priority Workstream Updates
Funding Workstream
With employment support and insurance underwriting being considered at UK Government level, this workstream has narrowed its focus to hardship grant funding for key businesses in the event sector. VisitScotland advised that a £1m residual fund from the Event Industry Support Fund is expected to be added to the current £2m of unallocated funds, providing the basis for an additional hardship fund.
Health & Wellbeing Workstream
The current focus of this workstream is to finalise a research brief to look at the impact of events on health and wellbeing. The group is also awaiting feedback on a suggested Year of Health and Wellbeing, during which, a programme of themed events would take place.
Innovation Workstream
The group delivered their first webinar on 30 October - ‘Learning from Pilot Events’. The event was well attended by a wide representation across sectors. Their second webinar, focusing on hybrid events, is due to take place in December.
Communications Workstream
Current data suggests that enthusiasm for a return to events is becoming more muted. The group feel that there is a need to reframe the push to reopen around social elements as opposed to economic, with an emphasis on events being presented as something which will be delivered safely and professionally in the future.
Government Relations Workstream
It was acknowledged that channels into the Scottish Government are working well and there is interaction at various levels through different organisations.
Scottish Government Update
There are currently three vaccines looking strong at trial stage. Planning is on the basis that vaccinations for low numbers at high priority can begin in December. It is anticipated that widespread vaccination would take place throughout 2021.
An update was provided on changes to different local authority levels; new travel regulations; and, in line with the other home nations, guidance around the Christmas period. The first football and live music events have taken place with very limited audiences in the Highlands - local authority feedback from these events will help inform future planning.
Group members highlighted discrepancies between numbers permitted at events in the English tier system and those allowed at similar levels in Scotland. The Scottish Government are in touch with the UK Government to discuss their approach/rationale, and also for feedback once numbers have been tested.
‘Route Back’ Working Group Update
Priority for this smaller group is to future-focus and determine a strategic pathway for the route back to Scotland the Perfect Stage. The group will look at how expertise in the sector can be brought together with public health expertise and aim to:
- Identify key event date timelines against expectations for vaccine roll-out to allow informed planning and limit future damage
- Progress the creation of a professional reference group with local authorities, Scottish Government and Police Scotland
- Consider whether it is beneficial to invite representatives from outwith Scotland to share ideas and best practice.
There remains an expectation that physical distancing and increased hygiene measures will remain in place for much of 2021.
VisitScotland Update
Event Industry Support Fund
The EISF Team are currently assessing a small number of remaining applications. Just under 500 successful applications are expected with a breakdown of awards being shared with the group on completion of the fund.
Scotland’s Event Recovery Fund
Over 200 enquiries have been received so far, with six applications being approved. Consideration is being given as to whether assessment of applications for earlier events can be prioritised over those due to take place in the second half of 2021, to better manage team resource.
Additional funding programme
It is clear that support is required for a number of pivotal event businesses, critical to the future success of the industry, as part of a longer term plan. VisitScotland is currently working to determine how these businesses are identified; the number and range of businesses; and what level of support is required. As part of this process, the Funding Workstream has identified possible criteria to define critical businesses.
Priority Workstream Updates
Innovation Workstream
A successful webinar was delivered to 47 participants on learnings from hybrid events with case studies from Gilded Balloon, Greenwich & Docklands Festival and the London Marathon. The next webinar, due to take place in December, will be around learnings from Illuminated Trails.
Funding Workstream
Discussions are currently ongoing with the UK Treasury around insurance underwriting. The Group highlighted that the insurance risk for the events industry is significant and key to the restart of activity.
Health & Wellbeing Workstream
Plans for a proposed themed year are being reviewed. May look to 2021 for an unofficial Year of Health & Wellbeing to highlight the impact of events. Preparatory work into commissioning a research study into the impact of events on Health & Wellbeing is ongong, fndings will help inform a review of the national event strategy.
Communications Workstream
Data suggests that the public mood is becoming more positive towards events. This Workstream is therefore looking at what point advocating for a return to activity should begin – including working with the Scottish Government to determine how to message and provide public confidence when the time comes.
Correspondence
The EIAG was copied into correspondence sent from a group of Drive-in event producers to the Scottish Government advocating for these events to be permitted at Level 3. The Group discussed:
- The recent announcement that Drive-in events will be permitted at the highest tier in England (noting that a similar approach in Scotland would be welcomed).
- The need to clearly demonstrate where the perceived risks are.
- That any review and/or revised decision is critical as many jobs are dependent on the outcome.
Feedback from meeting with Cabinet Secretary Fiona Hyslop
The following key points were highlighted as part of discussions:
- The increasing concern within the group at a lack of progress and disparity with the more optimistic approach of other nations
- The need to move away from short-term decision making and towards long-term planning
- That key decision makers must understand the timescales involved in staging events
- Industry disappointment at the outcome of drive-in activity evaluation
Ms Hyslop offered to attend a future meeting of the EIAG and public health officials to help facilitate progress of positive engagement.
Scottish Government Update
While clinicians appreciated the points made by drive-in operators this had not changed their views and as such Ministers will not change their position on permitting drive-in activity at Level 3. Noting this, the group highlighted current specific operator concerns:
- It was felt that clinicians were unable to articulate specific clinical concerns and so the decision was perceived to have come from Ministers as opposed to clinicians’ advice.
- It was felt that the Government’s three points of concern had been addressed: catering and toileting; points of congregation; and potential car sharing.
- The industry are happy to work within the Government guidelines where they make sense, but there is strong feeling that this current position is inconsistent and illogical.
A separate meeting is to be set up to address concerns regarding support for Business Events and Destination Management Operators which had been previously raised.
VisitScotland Update
Pivotal Events Business Fund
The Group were thanked for their input around eligibility and feedback concerning the upper limit of funding. An additional Expressions of Interest step has been added, to allow the process to begin as quickly as possible and save time on in-depth analysis of ineligible applicants.
Additional funding programme
This will launch in mid-January and provide industry support building on learnings from the Event Industry Support Fund. A second event supply chain questionnaire is in circulation, results from which will help form an evidence base for the new fund. The Scottish Government are due to advise what is to be done with residual funds left over from the original EISF allocation but the hope is this will remain in an events pot.
‘Route Back’ Working Group Update
The working group are keen to understand the risk appetite within Scottish Government and what impact vaccinations will have on this. Their concern is that events which can relocate may move away from Scotland. Priority is to pull together a paper for the Cabinet Secretary Fiona Hyslop to take forward and help inform policy makers. This paper will look at:
- Levels, restrictions (including physical distancing and capacity numbers) and milestones for incremental steps back to normality
- Capturing the attention of Government through Scotland’s headline events. This will in turn filter benefits down to smaller events
- Demonstrate to Ministers that if physical distancing restrictions are not lifted, financial support continues to be required to ensure business survival
Priority Workstream Updates
Innovation Workstream
A further successful webinar has been delivered, on Illuminated Trails, with feedback suggesting it provided good learnings for the sector. New themes are being explored for upcoming 2021 webinars.
Funding Workstream
On the subject of insurance underwriting, the Treasury have highlighted that sectors must demonstrate insurance is the final barrier to activity. Cabinet Secretary Fiona Hyslop plans to follow up with a letter regarding this to the UK Government. There is a concern amongst small businesses and freelancers that funding opportunities centre around owning premises, this issue has been escalated.
Health & Wellbeing Workstream
A tender is being issued for a research study into the impact of events on health and wellbeing which will take place Jan-April 2021. The hope is that this will feed into the long-term strategy review and position events across wider Scottish Government agendas.
The potential negative impact of the pandemic on the number of people coming into the industry and seeing events as a viable profession moving forward was raised as a concern. This will be further considered in the future.
Scottish Government Update
An update on vaccine roll-out was provided. Of the 3 vaccines approved, two are currently in use. The anticipation is that Scotland will be distributing 400k vaccinations per week by the end of February. The only limiting factor for progress currently is supply of the vaccine, vaccination centres and staffing are all in place. The importance of how we can ensure that steps out of restrictions can align with the timescales and progress of the vaccine rollout was discussed, with the group emphasising that waiting until the country is in Phase 4 to make decisions will be dangerous for the sector.
‘Route Back’ Working Group Update
The route back paper (and accompanying annex documents) will be submitted to Cabinet Secretary Fiona Hyslop to provide an opportunity to actively engage with key decision makers at the Scottish Government.
- The paper is to be submitted to the Cabinet Secretary by the end of January and a response is expected prior to the next EIAG meeting.
- The paper identifies the primary inhibitors as being i) blanket restrictions on attendance numbers and ii) 2m physical distancing requirement.
- Three steps for overcoming inhibitors have been identified: increasing numbers while maintaining distancing; reducing physical distancing requirements; removal of physical distancing with reliance on increased hygiene measures.
- The paper highlights by way of timeline the urgency of the situation - 90% of income for the industry is made between May and September, being able to capitalise on the summer period is essential.
- Underpinning this work is a gannt chart of key events taking place in Scotland. This provides a decision timeframe by event against Scottish Government phases and vaccination dates; and economic impact considerations to re-inforce the need to demonstrate that financial support will still be required as restrictions are lifted due to deficits.
VisitScotland Update
Pivotal Events Business Fund
The fund launched for Expressions of Interest on 16 December and closed on 22 December. 154 EOIs were submitted over this period. The open period was then extended in early January as feedback showed businesses may have missed out over festive period – the application deadline date will be extended to reflect the longer EOI period. The anticipation is that around 120 businesses will be invited to apply.
Event Industry Support Fund V2.0
There will be a straight top up grant for successful EISF (V1.0) funded businesses, based on 25% of the earnings they declared in their original application. It is felt this is the quickest and fairest way of providing additional support to these businesses. EISF (V2.0) will then open to businesses who missed out in the first round, with restrictions around receipt of earlier grants to be removed to allow for wider support. A total of 9 funds are currently being managed by VisitScotland, all dovetail with funds being administered by other bodies.
Group Discussion
Event Industry Insurance
There now appears to be a working group within the Treasury exploring a response to this issue. It is unclear currently what this will look like but there is movement. Cabinet Secretary Fiona Hyslop has been driving this issue forward and is currently awaiting a formal response.
Local Authority readiness
There has been a mixed level of engagement from Local Authorities when approached by event organisers. This could be down to resource, with many staff who would have been supporting events previously, being redeployed to Covid work. The group suggested that progressing the creation of a professional reference group with Local Authorities, Scottish Government and Police Scotland could help with this.
Standard Industry Classification (SIC) Codes
A need has been identified to formally address the classification of the events industry in relation to SIC codes. This has been raised with ONS at UK level following correspondence. Although codes are generally reviewed every 10 – 20 years, it is felt an opportunity does exist to progress this. Group members will consider further.
Priority Workstream Updates
Innovation Workstream
The Group’s first meeting of 2021 will focus on the topic of digital platforms.
Health & Wellbeing Workstream
Tenders for a research study into the impact of events on health and wellbeing have now been received and are being assessed. Consideration is currently being given to how this research, when complete, can be accessed and used as part of an advocacy campaign. The group also hopes to utilise the findings in the development of the future events strategy.
Government Relations Workstream
The group is currently awaiting confirmation of dates for a further follow up meeting with the Cabinet Secretary Fiona Hyslop.
Feedback from meeting with Cabinet Secretary Fiona Hyslop
The following key points featured as part of discussions:
- The ‘Route Back’ paper was shared with Ms Hyslop, who was engaged and understanding of the content
- The importance of receiving Scottish Government feedback on the document and proposed actions was highlighted
- It was emphasised that if events don’t receive both financial and clinical modelling support during their planning period, they will be unable to go ahead even if permitted when the time comes
- The aim is to work in partnership with the Scottish Government on an incremental approach towards returning in a controlled manner, rather than spontaneous non-organised events arising
- Urgent clarity and an indicative timeline for movement between levels to allow for confidence in planning was requested
- An ask for, when conditions safely allow, a reduction or removal of physical distancing was made
Having achieved the goal of securing engagement at this level, clarity needs to be provided on how next steps are taken.
It was also reported to the group that a subsequent meeting then took place between Ms Hyslop and Jason Leitch in which Ms Hyslop highlighted the key points made in the ‘Route Back’ paper, including support required for the lengthy lead-in time for events and the highly regulated nature of the sector. Mr Leitch was understanding of these points, and welcomed working with the Cabinet Secretary and events industry, while advising that any progress would be highly caveated.
The group acknowledged that at this stage the paper submitted to Ms Hyslop, including annex documents such as pillars of mitigation, was focused around major events - community events are better placed to consult published sector guidance for the time being. Further engagement in the form of workshops was recommended to help inform both event organisers and the Government.
Scottish Government Update
Strategic Framework
A review is currently underway across all levels and sectors. Feedback and proposals from the group have been fed into this review by Ms Hyslop and the Scottish Government’s Major Events team. Some tightening of restrictions across various levels is expected due to increased transmissibility, but it is hoped that the introduction of quarantine hotels and travel restriction may allow for some relaxation of domestic restrictions in the near future. The case is being made for further financial support and it is hoped that this will be confirmed and announced shortly.
Vaccine roll-out
The programme is continuing to accelerate, with the over-65s and clinically vulnerable expected to have received their first dose by the end of March. Currently exploring how the under-50s will be prioritised. The Scottish Government continue to engage with clinicians around the impact of vaccine roll-out on easing restrictions.
Event industry insurance
The position of the UK Government is that no action is expected to be taken any time soon. The group are keeping sight of developments in this area in other countries and considering the best way to pursue.
VisitScotland Update
Event Industry Support Fund V2.0
At the time of meeting, 261 of 504 businesses had received top up funding. A number of payments were in progress, with the EIS Fund Team waiting to hear back from a further 80 businesses. The second iteration of EISF will specifically target businesses excluded last year. Guidance is now live, and applications will open from 18 February. Demand is expected to be high, so it is hoped that additional funding will be announced which can be allocated towards EISF and the Pivotal Event Business Fund.
Scotland’s Event Recovery Fund
500+ enquiries have been received, with 150 applications submitted so far. In an ordinary year EventScotland would support approximately 150 events across all programmes. Some events scheduled for early summer 2021, which the fund agreed to support towards the end of 2020, are now having to take decisions as to whether they will go ahead.
Pivotal Event Businesses Fund
Assessments are being finalised and panel discussions will take place shortly. Total ask is just short of £15 million; currently £6 million is allocated to this fund.
This work currently brings the total support for the sector to £31.5milllion.
Priority Workstream Updates
Innovation Workstream
Work is underway on the next planned webinar focused on choosing digital platforms. Currently the group is discussing creating the opportunity for John Harden to lead the webinar session with a range of curated questions from the sector.
Communications Workstream
In light of recent reporting, the group highlighted the importance of giving due consideration to how events are discussed in the public eye in the future, particularly when referring to planning periods.
Health & Wellbeing Workstream
Wavehill Social and Economic Research have been officially appointed to conduct research into the impact of events on health and wellbeing. The timeline for consultation work is currently being considered.
Group Discussion
Information has now been shared with the group regarding how to feed in to ONS in relation to SIC codes but there appears to be a pause on review activity. There won’t be a coordinated EIAG/Scottish Government response on this subject but further discussions are planned within the group to determine the best way to take forward.
The group also discussed the existing links and crossover between the EIAG and events advisory groups in Wales and Northern Ireland. A home nations group does exist where issues are raised on an ongoing basis. This is where the biggest push for insurance underwriting is coming from.
Scottish Government Update
Strategic Framework
It was advised that feedback, concerning disappointment from the sector regarding the latest roadmap announcement, has been relayed. The Scottish Government continue to look at future funding commitments, stimulating activity and recovery where possible. Levels indicators for Scotland will now be moved to align with WHO indicators. Forward planning is being reviewed regularly and if continued good progress is made, restrictions will be reduced where safe to do so.
Vaccine roll-out
The programme continues to progress well, with the over-50s now being prioritised. The Scottish Government is continuing research into the new Brazilian variant and looking at contact tracing.
UK Budget Announcement
An extension of the furlough scheme has been announced. It is expected that additional funds will come to Scotland for culture and sport; these will be allocated at the earliest opportunity. Progression of a bid for World Cup 2030 has also been announced. The group queried the impact on availability of furlough were Scotland’s restrictions to be eased at later date than England’s – discussions are currently ongoing.
VisitScotland Update
Event Industry Support Fund V2.0
The Top up fund is now concluded, with 501 out of 505 businesses taking advantage of additional funds. Applications for a second round of EIS funding closed on Friday 26 February. 657 applications were received which is more than initially projected.
Scotland’s Events Recovery Fund
523 enquiries have been received to date, with 198 applications submitted for assessment and just under 100 awards made. The SERF Team are reprioritising assessments based on event date rather than submission date. Projections show this fund is likely to close around May which will ensure all applications are considered before money is allocated.
Pivotal Event Businesses Fund
Panel discussions have been concluded, with 100 awards made. Appeals are currently being considered.
Group Update & Discussion
Industry Communications
VisitScotland provided an update on a proposed Communications Strategy:
- The aim of the strategy is to develop a narrative around where the industry wants to get to and how it will get there.
- The intention is to develop an aligned communications plan to set out tools and timelines for industry.
- The next strategic framework update will be critical. Suggestion is it is worthwhile to prepare a coordinated response ahead of this, based on different outcomes.
- A further idea being explored is a one-page messaging deck which can be used for interviews, press releases, etc.
It was agreed that the Communications Workstream was best placed to input into this work in more detail and will pick up.
EIAG Communications with Scottish Government
There was general agreement that a communication on behalf of the group should be submitted directly to the First Minister highlighting industry concerns based on the Scottish Government’s most recent update. It will include suggestions and solutions as to a route forward.
Local Authority Reference Group
Discussions have begun around the creation of a professional reference group with Local Authorities, Scottish Government and Police Scotland. This group will consider ongoing updates being made to event sector guidance and accompanying compliance checklists.
Standard Industry Classification (SIC) Codes
An update was given to the group on discussions around identifying SIC codes to represent event businesses. The aim of this work is to ensure businesses don’t fall through the cracks in terms of funding/relief opportunities and to help measure the scale, performance, and value of sector. A 3-stage action plan has been identified and will be followed up with a paper submission to the EIAG:
- Research existing use of SIC codes by events businesses
- Create event sector-specific codes
- Look into the possibility of sub-categories to allow for hybrid businesses to select primary, secondary, and tertiary codes
Event Industry insurance underwriting
The Treasury has not picked up this issue and it is unlikely it will be covered in the UK budget update. The Cabinet Secretary has encouraged industry to continue lobbying through relevant groups.
Priority Workstream Updates
Innovation Workstream
Due to availability, it has been difficult to secure a speaker for the planned digital platform webinar. The group may look to host a proposed public health webinar first, following the 15 March Scottish Government guidance update.
Health & Wellbeing Economy Workstream
The research project is being led by VisitScotland and Wavehill Social and Economic Research. Initial consultations are now underway. The next stage is for a wider call for evidence and interviews
Scottish Government Update & Group Discussion
The Scottish Government has been in Purdah since 25 March, although Ministers are still able to take significant COVID-related decisions if necessary. The UK Government is still operating as normal and progressing international travel traffic lighting, COVID status certification, a physical distancing review and the Events Research Programme (due to report end of May).
- A reply has been issued on behalf of the First Minister to the letter previously submitted on behalf of the EIAG.
- A reply has been issued on behalf of the Cabinet Secretary for Finance, Kate Forbes, to the letter submitted regarding non-domestic rates relief for event businesses.
- It was confirmed that no significant progress had been made regarding COVID related event insurance. The Scottish Government continues to lobby the UK Government for progress in this regard.
- It was confirmed that the event sector was being considered for future financial support but that there is no further detail or confirmed budget at this stage.
- It was noted that DCMS had published guidance for Local Authorities to help with event planning. This added to a greater sense of optimism and confidence in England. A clear route map is urgently required to provide industry with the confidence to plan in Scotland. The Gateway process is a possible way forward to address this. The Gateway process seeks to identify a small number of internationally significant major events across business, sport and culture that would receive direct support from the Scottish Government to help with planning. These events may be able to attract an audience more than the published guidance at the time. The list of events included is being developed in consultation with EventScotland.
- A decision regarding attendance numbers at events is currently with the First Minister. High priority is being placed on this by officials.
In relation to COVID passports and vaccine certification, Ministers are openminded and exploring the technology that would allow this to happen, but significant ethical, financial, and practical considerations need to be addressed.
VisitScotland Update
Event Industry Support Fund V2.0
416 awards have been made so far with £7.5m being distributed. There are a small number of applicants still to be reconsidered under Appeal.
Pivotal Events Business Fund
103 awards have been made so far with £11.5m being distributed. There are a very small number of applicants still to be reconsidered under Appeal.
Scotland’s Event Recovery Fund
The intention is to extend this programme through to the end of March 2022. 663 enquires have been received to date, with 285 applications and approximately 140 awards so far. This represents a huge volume of interest and application; EventScotland is working through them by placing priority on an event date basis. The current intention is to pause further applications at the end of April (tbc) until early summer.
It was confirmed that the intention is that any funds underspent at the end of the 2020/21 financial year would be carried forward to add to the funds available in 2021/22.
Priority Workstream Updates
Innovation & Good Practice Workstream
The next in a series of industry webinars will focus on updated Scottish Government event guidance and the levels criteria. Date is to be confirmed pending publication of the guidance.
Health & Wellbeing Workstream
The commissioned research into the health and wellbeing impacts of events is ongoing. The call for evidence and a series of 1-2-1 interviews are now complete, an industry workshop will be held in the coming months. The final report is now due for the end of May.
Communications Workstream
The group will be looking at shaping messaging and agreeing the narrative around Gateway events.
Local Authority Reference Group
The group is being established to help ensure consistency in the interpretation and application of guidance across the sector, particularly amongst Local Authorities. An initial plan has been submitted. The next step is to convene a meeting with a small group of relevant industry representatives to progress.
Standard Industry Classification (SIC) Codes and Stimulus
A small working group has been established to progress this which includes members from the Scottish Government and EIAG.
Concerns were raised around stimulus for the event sector and the need for more to be done in addition to the current funding packages; and the potential over supply of activity in Autumn as events push back to later in the year – this could lead to a lack of infrastructure due to demand. It was also noted that many suppliers may have already committed to events in England at that time.
This meeting welcomed additional representatives from the Scottish Government’s COVID recovery team.
Scottish Government Update
EIAG members were thanked for their feedback on the physicial distancing consultation and invited to discuss further. Discussion points raised included:
- Physical distancing remains the biggest single issue for the industry - Members were keen to understand what is hoped to be achieved through the measures, what the directive driving the guidance is, and from where it is coming. Scottish Government officials advised that the guidance doesn’t represent any policy or regulatory change but aims to tie together existing rules to ensure consistency and clarity. It aims to provide a set of standards that the public can understand and will provide reassurance to those nervous about engaging. It’s not intended to be prescriptive, instead it includes illustrative examples and is there to offer guidance.
- The industry has always worked to prescriptive calculations. Scottish Government officials advised that no straight calculation can be offered, as the need for physical distancing will be dependent on varying forms of households and bubbles. The guidance applies to all settings and as such prescriptive guidelines may not be possible for smaller businesses to meet. It was agreed to consider the need to build in more prescriptiveness to event-specific guidance as part of clinicians ongoing reviews.
- Capacity number disparities exist across sectors. This is being picked up at UK Government level and a review is currently underway.
- Events are being lost to England on a daily basis due to a lack of signalling around a return date. It was suggested that a caveated date with a 2-3 week review period would be hugely beneficial.
Update on event limits and exemption process
It was pointed out that the appetite for risk will be less at Local Authority level than at Scottish Government level and will vary from place to place. There is advantage in devolving decision making to Local Autorities due to their wealth of experience and local knowledge but that it is crucial if doing so that they are operating to clear guidance and reassurances, especially within Level 0. Future consideration may need to be given to creating a standardised submission template for any Local Authority exemption process.
VisitScotland Update
Scotland’s Event Recovery Fund
A decision will be made in the coming days as to whether or not the fund will be paused. The need for future funding is understood.
Gateway Process
Progress is being made around identifying a list of proposed Gateway events. Events are being considered individually - for their international significance and against a set of criteria. This will lead to the opportunity for some major ‘open to the public’ and business events to go ahead with exemptions in place. The need to utilise Scottish supply chain businesses to deliver these Gateway events was highlighted.
Priority Workstream Updates
Innovation & Good Practice Workstream
The next planned webinar focusing on updated Scottish Government event guidance and the levels criteria has been postponed until there is more clarity available.
Health & Wellbeing Workstream
Research is progressing well. An industry workshop is due to be held this week. It is hoped to conclude the project in early May.
Communications Workstream
EventScotland are pulling together a set of FAQs to help the wider sector understand updated guidance. The next meeting of the Communications Workstream will be on 6 May, membership is currently under review.
Standard Industry Classification (SIC) Codes
A proposal document has been created and a draft questionnaire pulled together for further discussion by the working group.
Scottish Government Update
Strategic Framework levels
The First Minister hopes to be in a position to resolve issues around restrictions on gathering in outdoor and indoor public spaces, and provide greater clarity on other guidance considerations, ahead of her next announcement due to take place on 1 June.
Gateway Process
The Edinburgh International Festival and UEFA EURO 2020 have gained approval to be included in this process by Ministers. A number of other events are currently being reviewed.
Future sector funding support
Officials will engage with the incoming administration around Scotland’s Event Recovery Fund and other continued financial support packages.
Renewed event industry guidance
All points raised by EIAG members have been considered when producing the renewed guidance. Further discussion highlighted:
- General agreement that improving clarity around decision-making would be beneficial.
- A coherent approach is required to deal with current and future fast moving virus spread situations.
- Confirmation that Local Authorities can make decisions up to the capacity numbers highlighted in the Levels criteria, but that any decisions beyond Level 0 may require further Government intervention. Clarity in communication will be required between Local Authorities and the Scottish Government to be able to effectively handle event requests.
- Continued consideration is being given to the reduction and then removal of physical distancing. No indicative dates for this to happen are in place yet.
VisitScotland Update
Scotland’s Event Recovery Fund
330 applications have been submitted to date with 160 being awarded - applications are still being accepted. There is evidence of a number of early successful applicants now making the decision to cancel their event due to the continuing restrictions.
Priority Workstream Updates
Innovation & Good Practice Workstream
Plans for the next webinar focusing on updated Scottish Government event guidance and the levels criteria are on hold due to the current fluid situation regarding restrictions and guidance. However, there is an ambition to move quickly to arrange once the Local Authority exemption guidance has been published.
Health & Wellbeing Workstream
The research team will make a final presentation of findings to the workstream on 25 May, with a summarised version to be presented to the wider EIAG thereafter. Creation of a toolkit for events, based on the findings, will follow.
Communications Workstream
At its latest meeting the group discussed:
- The need to build confidence and clarity around industry facing guidance.
- The need to build public confidence to attend events.
- The need for further members – the group is currently lacking representation from sports and business events.
- Possible delivery of a workshop or webinar to feature events which have successfully gone through the Gateway process.
- A keeness to more proactively communicate EIAG activity.
- A wider desire to meet and establish key relationships with new ministers.
Standard Industry Classification (SIC) codes
The first formal meeting of this working group will take place on 13 May. Initial priority is to review existing SIC codes, create a list of new event sector specific codes, and survey the industry.
Sector Stimulus
A think tank session will take place 21 May to brainstorm concepts and ideas around what is required to stimulate event industry recovery.
Update from recent meetings involving EIAG members
A meeting was held with Angus Robertson, Cabinet Secretary for the Constitution, External Affairs and Culture. It was apparent that the concerns of the event sector are similar to those of the culture sector with discussion focusing on the barrier caused by physical distancing; the current lack of cancellation insurance; and the need for a four nations approach.
A meeting was also held with Jenny Gilruth, Minister for Culture, Europe and International Development. The group agreed this was a positive first engagement with Ms Gilruth taking on actions and committing to look at the issues raised.
Scottish Government Update
Ministerial appointments and portfolios
It was further confirmed that Jenny Gilruth is the new Minister for Culture, Europe and International Development with responsibility for both culture and major events (including sport) and would be working closely with Ivan McKee, Minister for Business, Trade, Tourism and Enterprise and Maree Todd, Minister for Public Health, Women's Health and Sport; while reporting into Angus Robertson, the Cabinet Secretary for the Constitution, External Affairs and Culture.
Physical distancing review
It is hoped that the physical distancing review will be ready to be shared as part of First Minister’s upcoming announcement week commencing 21 June.
Testing and Certification
The group reiterated it’s belief that, if certification was to be introduced, this should be as a way of reducing or removing physical distancing.
Event Research Programme (England)
An update was provided on the Prime Minister’s announcement to extend the Events Research Programme. England is currently midway through Phase 2 of the programme, with results from Phase 1 not yet announced. This will provide an opportunity to develop more learnings and further consider certification; and lateral flow and PCR testing in relation to events. Scotland, Wales and Northern Ireland are being asked to feed into the process.
Gateway Events
UEFA EURO 2020 is now underway and other upcoming Gateway events including the Royal Highland Showcase; British & Irish Lions; and Abrdn Scottish Open are starting soon
- Clarity from Government is currently being sought on whether the use of lateral flow testing ahead of these events is required.
- It was highlighted that the current artists quarantine rule poses a risk (for events such as the Edinburgh International Festival) – not only affecting artists coming into the country but also domestic artists (and their agents and managers) participating in events in Europe.
- The need for procurement of local Scottish suppliers was also highlighted.
VisitScotland Update
Scotland’s Event Recovery Fund
A deadline for applications of the 4 June - for events taking place until the end of October - has been set. This will enable application processing to be brought up to date and inform the potential need for an extension of support for the fund from Scottish Government.
National event strategy review
The process to review and then renew the national events strategy is now underway with Scottish Government officials and new ministers. EIAG members are invited to submit their thoughts and feedback on how this is progressed.
Event Industry Support Fund
It was confirmed that the award list for EISF1 has been published on visitscotland.org. EventScotland is currently in discussion with the Scottish Government as to how top up schemes (initially for EISF and Scottish Weddings) are to be managed and administered.
Priority Workstream Updates
Innovation & Good Practice Workstream
A ‘Coronavirus (COVID-19) Guidance Update for the Event Sector’ webinar took place on 8 June, with nearly 200 attendees and a further 100 subsequently watching online. Consideration is now being given to the next webinar – with the suggestion that it should focus on the sharing of good practice and learnings from Gateway events including UEFA EURO 2020 and the Royal Highland Showcase.
Health & Wellbeing Workstream
Wavehill Social and Economic Research provided a presentation of the results of the recent impact of events on health and wellbeing research, with the final report being circulated to group members post meeting.
Communications Workstream
It was noted that event guidance FAQ’s on the EventScotland website have recently been updated. Currently, the group is working on proactive coverage of the Royal Highland Showcase and with wider VisitScotland marketing colleagues to plan future messaging.
Standard Industry Classification (SIC) codes
Work is now underway with meetings of this group being held fortnightly. New event sector specific codes have been drawn up and reviewed by Scottish Government analysts. An Industry survey questionnaire is also being progressed - with consideration being given to identifying the best mechanism for its distribution.
Sector Stimulus
The group are working to identify potential funding mechanisms for ongoing financial support for the sector. Three key positions will require to be addressed:
- Cannot: Ongoing support to sustain organisations that still cannot legitimately work due to pandemic restrictions.
- Could: Support to off-set essential restart costs for those organisations that could work, such as the re-employment of staff for development and planning of future event activity, plus essential staff training costs.
- Can: Support for organisations that can work to off-set additional/exceptional event delivery costs associated with the pandemic.
A white paper is currently being drafted for review by EIAG members prior to submission to the Scottish Government.
Correspondence
Enquiries had been received in relation to individuals wishing to join the EIAG. On reflection, the particular areas they had expertise in were already well represented on the group however, it was identified that there is a need for clearer communication to ensure that they (and others) know their sector’s voice is being heard. It was noted there may be an opportunity for increasing membership in the future subject to confirmation of associated workstreams continuing.
Scottish Government Update
Indicative timetable
Officials are confident that the planned move to Level 0 will be able to take place on 19 July (until 9 August). This will result in the removal of physical distancing outdoors and its reduction to 1m indoors. Event organisers can also apply for an exemption for greater attendance numbers via the relevant Local Authority. From 9 August, Scotland will move beyond Level 0. While all caps on attendance numbers will be removed, the requirement to have a series of baseline protective mitigations in place will continue.
The group requested consideration be given to what criteria may constitute a ‘step backwards’ to enable informed decisions to be made.
Discussion on baseline event mitigations
- Hand hygiene/surface cleaning – the increased costs of implementation were highlighted along with a concern for potential inconsistency in application. It was noted that while no specific funding is available to cover this mitigation, monies received from Scotland’s Event Recovery Fund can be used. Event sector guidance will be updated to ensure clarity in what is required and Local Authorities will work with organisers on compliance.
- Ventilation – clarity is required to understand what is involved and what consititutes good ventilation. Concerns around smaller/older venues and how they will struggle to implement and pay for required improvements, particularly if made regulatory, exist. The group suggested that any guidance should not be prescriptive.
- Face coverings - concerns were highlighted around the lack of consistency in approach across the four nations. Inconsistencies also exist around the application of rules in different settings. These points, along with considerations around safety and security, will make any mandatory wearing of face coverings challenging to enforce – although it is anticipated audience profile will have a bearing.
- Self-isolation and testing – while discussions are currently ongoing within Government, the group highlighted the need for a four nations approach and absolute clarity on what is required. A review of quarantine rules is also currently underway.
VisitScotland Update
Top-up funding
Top-up funding has now been announced for those in the event supply chain and wedding businesses who expected to go from Level 2 to Level 1 in June but were unable to due to the extension of restrictions. Recipients of both Event Industry Support Funds and the Pivotal Business Events fund, within the 14 Local Authority areas who experienced this, will receive an automatic top-up payment. The same will also apply for those in the event supply chain and wedding businesses in the 15 Local Authorities who expected to go from Level 1 to Level 0 in the last three-week period.
Scotland’s Event Recovery Fund
Just under 400 applications have been received, with a total ask of over £4.5million. Discussions are currently ongoing with Government colleagues around reopening and extending the fund into 2022 - the group agreed that this was vital, along with rolling over agreed funding into 2022, as a number of successful applicants have since had to cancel their events.
Priority Workstream Updates
Event Sector Stimulus
The group is working to identify potential funding mechanisms for ongoing financial support for the sector. Prior to this meeting, a white paper with an ask of £40million, was circulated to members for consideration. This was discussed and approved for submission to Government Ministers.
Standard Industry Classification (SIC) codes
The group is currently reaching out to two other organisations who are known to be lobbying for SIC codes to be reviewed.
This meeting was held to primarily review correspondence received from Jenny Gilruth. It followed on from the most recent announcement made by the First Minister. In the letter Ms Gilruth outlined to the EIAG key changes that are due to take place on 9 August.
Scottish Government Update
Key points highlighted by Scottish Government colleagues included:
- Overall there are a number of positives, including removal of physical distancing, table service, and mandatory face covering in outdoor settings.
- Notably, the approval process for events over a certain size will be retained – although the numbers at which approval is required have increased.
- All measures will be reviewed in three weeks time - w/c 30 August. A variety of criteria will be assessed including hospitalisations.
- Work is currently ongoing to update face covering, and workplace, guidance and to seek clarity on any other specific requirements for events.
Further discussion raised the following points:
- How the advisory position on physical distancing is likely to be interpreted by Local Authorities - the expectation is that it will be a gradual move back to normal. Mandatory requirements are being removed. The decision on the use of practical and/or proportionate mitigations will lie in the future with event organisers in discussion with the relevant Local Authority.
- How limiting capacity on a graduated basis can be justified following First Minister’s most recent announcement - guidance is currently being developed by Government officials for sharing with Local Authorities. Keeping this in place will allow the Local Authorities to then consider each event application on a case by case basis. Members were reminded that it’s not only the ‘around venue’ area that needs to be taken into consideration – a phased return will enable broader considerations to be taken into account such as the event impact to public transport.
- Uncertainty over household bubble groups – it was confirmed that there is no longer a requirement to sell event tickets in household bubble groups.
- That implementing face coverings in some settings and situations will be problematic - while face coverings will remain mandatory, there will be exemptions around eating and drinking. Other exemptions are being considered. It is hoped the regulations will be finalised shortly.
Priority Workstream Updates
Event Sector Stimulus
A white paper has now been submitted to Scottish Government Ministers. A positive response has been received from Kate Forbes, Cabinet Secretary for Finance and the Economy, who is keen to continue to work with the sector. A meeting is to be scheduled with both Kate Forbes and Jenny Gilruth to enable presentation of the paper and further discussion.
Scottish Government Update
The following key updates were provided:
- Two significant documents have recently been published: The Scottish Government and Green Party: Draft shared policy programme; and The Programme for Government.
- The current upturn in coronavirus cases is causing concern. While an increase was expected due to restrictions easing and schools returning, numbers have doubled in the last week. However, this is not yet causing a spike in hospitalisations and/or deaths. It was confirmed that 50% of new cases are in the under 25s.
- The Scottish Government (via gov.scot) is inviting views on the draft aims and principles of an independent public inquiry into the handling of the coronavirus (COVID-19) pandemic. The proposed inquiry would be established by the end of the year, to scrutinise decisions taken in the course of the pandemic and learn lessons for future pandemics.
- Officials continue to work with businesses to ensure compliance with baseline mitigation implementation.
Covid Certification Scheme
Following on from initial discussions held with group members, an update was provided on the development of a Covid Certification Scheme (App) for domestic settings. At this stage the proposal is for a Covid Status App for International Travel to go live in mid-late September, with functionality for a domestic four nations App to be ready mid-October. It was highlighted that development of the domestic App was a precautionary piece of work which it’s hoped will not need to be used or will only need to be used for a short period of time.
Event Cancellation Reinsurance Support Scheme
Further details were provided around the recent UK Government announcement concerning the new £750m government-backed reinsurance scheme to support the UK's live events sector.
Event Sector Stimulus progress
The EIAG Event Sector Stimulus paper has been presented as part of a wider economic recovery bid. This is still being considered as the process of Scottish Government budgeting is ongoing. Further details were provided on the recently announced touring fund for live music - Musicians, bands, artists and venues will be able to apply to a £750,000 Scottish Government fund to bring new and additional concerts to venues and festivals in Scotland next year.
VisitScotland Update
Scotland’s Event Recovery Fund
The initial funding amount of £2.75m has now been fully allocated. Discussions are taking place with the Scottish Government around future funding.
National Event Strategy review
EventScotland will be undertaking a review and refocusing of the ‘Scotland, the Perfect Stage’ Strategy over the coming months.
2022 National Events Conference
Planning has begun to deliver the next National Events Conference. Proposed for March 2022, the conference will target those working to create, deliver and support Scotland’s cultural and sporting events with a forward-looking programme. The input and support of members to the creation of this programme was requested and received with a positive response. An update of progress will be provided at the next EIAG meeting.
Priority Workstream Updates
Standard Industry Classification (SIC) codes
Work to put forward a set of recommendations to reclassify existing SIC codes is ongoing. A recent industry survey did not achieve the level of response required to inform the submission and so further consideration is being given to how best to progress.
Industry Communications
These continue to be delivered in line with the strategy identified by the group. Most recent activity includes:
- Sharing the outputs of EIAG monthly meetings across all EventScotland channels
- Sharing Scottish Government guidance and updates via EventScotland e-comms
- Amplifying the noise around events that have already returned
- Ensuring events are represented as part of the assets used in the new VisitScotland ‘Scotland is Calling’ marketing campaign
- Promoting the new touring fund for live music to the industry and in wider comms
- Working with VisitScotland Chief Executive Malcolm Roughead to produce an event focused blog for Linked In
- Considering proactive comms around Gateway events
- Considering how the ‘Impact of events on Health & Wellbeing’ research can be shared more broadly
Innovation
There is a desire to hold three further webinar sessions before the end of the year. These are likely to focus on:
- Public Health requirements
- Lessons learnt from summer/Gateway events
- Lessons learnt from COP26 activation
Scottish Government Update
Covid Vaccination Certification Scheme
An update on background and status was provided as follows:
- The First Minister announced on 1 September that Vaccination Certification was to be introduced in Scotland if Parliament backed the move.
- Having gone through a parliamentary vote on 9 September, proof of vaccination will be required from 1 October to enter:
- nightclubs and adult entertainment venues
- unseated indoor live events, with more than 500 people in the audience
- unseated outdoor live events, with more than 4,000 people in the audience
- any event, of any nature, which has more than 10,000 people in attendance
- A series of stakeholder meetings has been taking place in the run up to and then post parliamentary vote to consider and discuss operational issues created by the scheme. Most recent was a Scottish Government Committee Meeting held on 16 September with the Deputy First Minister.
- Two of the key issues currently being addressed are i) to agree on a definition for ‘nightclubs’ and ii) to consider whether spot/visual checks can be undertaken instead of the need for 100%/technology-based checks.
- There is currently a public health concern over the increasing number of hospitalisations. Vaccination Certification provides a further means of mitigation against this rise, with Clinicians clear that vaccinated crowds are safer than non-vaccinated crowds. The scheme will be a proportionate response to keep people safe.
- Kate Forbes, Cabinet Secretary for Finance and the Economy, is keen to continue to work with the sectors which will be impacted by Certification. While the Minister acknowledges that not all businesses will welcome the scheme, and that a number of legitimate operational concerns exist, continued consultative dialogue will enable final delivery to be as manageable as possible.
In response, four key pillars were highlighted to officials as ‘need to know’ as soon as possible:
- Technology – what is needed?
- Rules of scheme – 100% full scan or flexibility of spot checks/exemptions?
- Scope of events – clarity of what is in scope?
- Mixed events – if there is a standing/seating mix what is subject to certification?
And that a critical ‘path to launch’ was missing. With no sight of these component parts, a plea was made by members to build in a degree of flexibility to the scheme launch date.
Other points of concern included:
- A lack of clarity leading to safety being compromised where larger crowds are concerned
- The volume of individuals and small/medium size businesses reporting difficulties downloading their vaccination status.
- The perception that exists outside the country - that events taking place in Scotland are only for those living in Scotland.
- The massive cost implications to businesses of certification adoption – with no financial support available to help.
Local Authorities, while particularly concerned around procuring the technology required; staff training; and the process of scanning at entry when using the scheme at community events, sought clarity on the extent of their own liability for events.
Officials confirmed that the current position is that employees do not need a vaccination certificate to work at an event; checking certification status at the point of ticket purchase, rather than at point of entry, remains an option being looked into; and that the scheme is designed to cover the increased risk posed by the winter months - but that it will be reviewed every three weeks with a hard stop of 28 February, as this will be when Covid-19 regulations will need to go back through parliamentary process again.
Event Cancellation Reinsurance Support Scheme
Feedback provided by group members highlighted that the scheme was limited in its use/only of use in specific circumstances of value; that the slipping of scheme timelines has led to an erosion of value – particularly as it can’t be used to insure for expenditure already undertaken; and that, if cover has not been in place in the past, it can be difficult to take out/expensive.
Review of baseline mitigations and attendance limits
This is still under review. The current focus of the Scottish Government is on vaccination certification, but both are being progressed in parallel.
Event Sector Stimulus progress
While re-iterating the challenging financial situation within the Scottish Government - with no additional funding due from the UK Government - the stimulus paper remains in the mix with Ministers as budget discussions are ongoing. Members suggested a follow up meeting with Ministers would be beneficial to re-iterate the urgency of the sector’s plight.
Event Comms Checklist
EIAG members were invited to comment on a checklist which will sit alongside the vaccination certification guidance when published.
EventScotland Update
Scotland’s Event Recovery Fund
As advised at the previous EIAG meeting, the initial funding amount of £2.75m has now been fully allocated. Discussions are taking place with the Scottish Government around future funding with officials working hard to get a resolution from Ministers.
2022 National Events Conference
Planning has begun to deliver the next National Events Conference. Proposed for March 2022, the conference will target those working to create, deliver and support Scotland’s cultural and sporting events with a forward-looking programme. A one-page overview document was circulated to members for their information – no issues were recorded.
Priority Workstream Updates
Standard Industry Classification (SIC) codes
Work to put forward a set of recommendations to reclassify existing SIC codes is ongoing. A recent industry survey did not achieve the level of response required to inform the submission and so further consideration is being given to how best to progress.
Innovation
The next innovation workstream webinar will focus on vaccination certification and will be delivered as soon as there is sufficient clarity to do so. With the scheme due to commence on 1 October, this will take place week commencing 27 September.
Industry Communications
A further meeting is to take place to discuss the dissemination of the ‘Impact of events on Health and Wellbeing’ research results.
AOB
Two further points were noted. Firstly, in relation to recovery, the need for longer term funding to be kept on the radar. Additional funding will be required to re-build the future events calendar; and secondly the successful delivery of TRNSMT by DF Concerts and partners – a flagship piece for the industry.
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
On 30 September EventScotland in conjunction with EIAG delivered a webinar on the COVID-19 vaccination certification scheme with Scottish Government. The webinar covered information on the legislation, key points of guidance and Q&A.
Find out more about this group’s work from Julia Amour, Director, Festivals Edinburgh and Chair of the Innovation and Good Practice workstream on our dedicated page.
Interested in learning more about digital and hybrid events? Then visit our Planning Virtual Events page.