EVENT PLANNING

Paddle Scotland welcomes and encourages the organisation of events by clubs and development group volunteers.

In order to ensure events are planned and delivered safely, there is an approval process for events of a certain scale that we request all event organisers to follow in order for an event to be sanctioned and promoted by Paddle Scotland.


Our small staff team will work closely with you to ensure the necessary requirements are in place in order to get your event live and open for entries. 


Please take the time to read the guidance below. 

  • Event Definitions

    Paddle Scotland categorises event and club activities using the following event definitions. 

  • Event Approval Process

    Any event that is a level 3 or below can be done within a club safety framework and be approved by the club committee. Any level 4 or 5 event must go through Paddle Scotland directly and follow the event approval process. The process can be outlined as follows:


    1. Complete the Event Approval Form and submit to Paddle Scotland at least two months prior to the event. 
    2. Event safety documents (see below) must be submitted at least one month prior to the event.
    3. Once the event is approved it will be listed on JustGo and promoted across the Paddle Scotland channels. 

  • Event Safety Documents

    We request the following documents to be submitted in advance of an event. Please get in touch for more information once the Event Approval Form has been submitted. 


    1. Risk Assessment
    2. Safety Management Plan - to include:
    • Chain of command
    • Communication systems and technology
    • Emergency response information
    • Emergency procedures

  • Duty of Care

    Anyone promoting or offering events, training or other paddling activities has a duty of care to look after all persons involved - participants, coaches, support staff, volunteers or observers - and to ensure, as much as possible, their health, safety and welfare. 

  • Event Entries

    Event entries may be taken using the JustGo platform or an external platform of your choice.


    If using JustGo, a final list of participants will be sent to event organisers as soon as possible after entries have closed. 


    If using another platform, organisers should ensure the Paddle Scotland Privacy Notice is referenced at the point of entry. Prior to the event, organisers are invited to send Paddle Scotland the list of participants in order that membership may be checked and verified. If not, responsibility rests with the event organisers to ensure participants hold valid membership.

  • Day / Event Membership

    Day or Event membership is offered to paddlers who wish to participate in an event but do not hold Paddle Scotland membership. This type of membership will give them insurance coverage for the duration of the event. Not all events need to offer this as an option. 


    Day or Event membership may be purchased via JustGo when entering an event. Day membership can be redeemed against the purchase of Full membership for up to one year following the completion of an event. 

  • After the Event

    Results of competitions and the list of participants at recreational events should be sent to Paddle Scotland for publication and/or filing as soon as practical. 


    Photos and articles for the Paddle Scotland channels are welcomed. 


    A copy of the event incident log, if any reportable incidents have occurred, should also be sent to Paddle Scotland filing and reporting to insurers as appropriate. Any incidents should also be reported to Paddle UK.