Negotiations

When viewing a site for the first time and even during negotiations you must keep your event type and programme in mind. For example if the site has no secure perimeter, you will need to spend considerable sums of money to pay somebody to erect a temporary fence. For that reason, the amount you can afford to pay to rent that field is greatly reduced.

Once you have found the site you will have to negotiate for the use of it, which will probably involve payment of a fee. During negotiations, establish what responsibilities the landowner is placing on you. Remember that some sites may not be suitable for your event. It is likely that the site owner will demand that the site is clean and tidy when the land is handed back. Some landowners demand a deposit that is returned if the site is clean when the event is over, or used to clear the site if it is not.

The landowner may insist that you agree to repair all damage to turf, fences and hedges after the event. If this is specified, you will have to inspect them to establish the existing condition, which must be accurately recorded and agreed.

I propose that you should walk the boundary inside and out and record it on videotape, to preserve an accurate record of the existing state. If you do so, try to walk with the landowner or their representative and include them and their voice on the inspection videotape, as additional proof that it was filmed during the initial inspection.

After the event, another inspection must be made to agree on any damage, for which the landowner claims you are liable. You must agree what action is necessary to make acceptable repairs and how and when it will be done.

All of this could subject you to considerable unknown costs and could easily consume all of your profits and more, if for example a hedge has been set on fire and needs to be replaced.

If not offered, suggest to the landowner that you make an inspection and lodge a returnable repair deposit with him. The deposit will cover any potential damage ‘for example ruts in the grass from delivery trucks, broken branches, or a spillage of cooking oil’ ensuring that the cost of any damage repair is limited to that deposit.

During the event ensure that all staff are on the alert for damage being caused by whatever means and that actions causing damage are halted immediately.