Swarth moor walk (c) Sam Halliday
Planning an Event on one of our Nature Reseves
Apply to run an event on our nature reserves
We know that events can encourage more people to experience the joy of wildlife in our unique wild places and spaces. That’s why we’re committed to working with communities across Yorkshire to ensure a lively and diverse array of events throughout the year.
Before commencing your application, please view the YWT Third Party Events Pack below which contains our must-read policies as well as document templates. We expect that every application will read these policies and ensure they are enacted within their events.
How to apply
We recommend submitting your event application at least three months prior to the scheduled event date to allow us time to review and approve it!
You'll need to attach: event risk assessment/s, an event management plan, your public liability insurance certificate (demonstrating a minimum indemnity of £1m) and your safeguarding policy.
We will then assess your application. If it’s approved, we will then issue you with a Third Party Usage Agreement (terms & conditions) to sign and return.
Once this Agreement is in place, you can get planning!
Table of Fees (from 1st April 2026)
Please note that all prices stated below are exclusive of VAT.
| Initial application administration fee | Fee per head (per session) | Site hire for events of more than 100 participants | |
|---|---|---|---|
| Small free community events (under 25 participants) | If your event is free to attend, not fundraising for a charity, and for fewer than 25 people, you will not be charged an application fee. | £2 | |
| Larger free community events (25+ participants) | £49 | £2 | £1,000-£5,000 |
| Charitable and not-for-profit events | £49 | £2 | £1,000-£5,000 |
| Commercial events | £49 | £4 | £1,000 - £10,000 |
Katrina Martin - 2020VISION
Our third-party events pack
Before filling out your application, visit this link to see our third-party events pack. This contains our must-read policies as well as downloadable risk assessment and event management plan templates.
Things to note
We can only permit events to take place on a limited number of our nature reserves as many of the wild places in our care are extremely sensitive to disturbance. The nature reserves that we will consider applications for are listed in the FAQs below.
There is a non-refundable administration charge for third party events which can be paid as part of the submission process. This charge will help cover the cost to our charity of processing events and help us to continue to care for and protect our nature reserves. Please note, there may be additional charges above and beyond this admin charge depending on the scale and type of event you wish to run.
Definitions
A commercial organisation is an institution, corporation, or other legal entity, including, but not limited to, partnerships, sole proprietorships, and limited liability companies, that is organised or operated for the profit or benefit of its shareholders or other owners.
A charitable organisation is one that is registered with the Charity Commission and operates exclusively for charitable purposes/public benefit.
A not-for-profit organisation is an organisation that does not operate for the profit, personal gain or other benefit of particular people.
Discounts
Multiple events or events in multiple locations throughout the year
Multiple events in the same location (i.e. on different dates) should be submitted under one application and will only be charged one administration fee. Events in different locations should be submitted separately and will be charged separately due to the different risk assessments and site considerations needed. However, an annual events fee may be applied at the discretion of the Events and Experiences Manager who will take into account the size, frequency and nature of the events.
Corporate member events
A discount or an annual events fee may be applied at the discretion of the Head of Fundraising who will take into account the size, frequency and nature of the event.
Large-scale, commercial & promotional events
These can place a greater strain on our nature reserves and our conservation teams. For this reason, we think it’s only right that they should make a greater contribution to the cost of protecting and restoring our nature reserves for everyone to enjoy, both now and in the future.
FAQs
What is considered to be an event?
An 'event' is pre-planned public activity that takes place on property owned or managed by Yorkshire Wildlife Trust, such as an outdoor theatre performance, guided walk, fun run, bike rally, yoga session or festival. Please note, this does not cover weddings, parties or personal celebrations.
Can I get a discount on the admin charge?
If you are organising a small and free-to-attend community event for fewer than 25 people, there will be no charge. For events over 25 people, the full administration fee will apply. Corporate members may be eligible for a discount or an annual events fee when holding events on our nature reserves. This will depend on the nature of the event, size and the frequency etc. Please speak to your Trust contact for more information or email joy.little@ywt.org.uk.
Will I need to pay any additional fees?
Large-scale, commercial, and promotional events can place a greater strain on our nature reserves and our conservation teams. For this reason, we think it’s only right that they should make a greater contribution to the cost of protecting and restoring our nature reserves for everyone to enjoy, both now and in the future.
What if I have multiple events or events in multiple locations throughout the year?
If you are organising multiple events in the same location (i.e. on different dates) then you can submit them under one application and will only be charged one administration fee. If your events are in different locations, then they will be charged separately due to the different risk assessments and site considerations needed. However, it may be possible to arrange an annual events fee with you. Please contact us at joy.little@ywt.org.uk to discuss this.
Will my administration fee be refunded if my application is rejected?
No, as the fee covers the staff time required to assess each submission we receive in detail.
When will I find out if my application has been successful?
We try to respond to all applications within 3 months of submission. This allows us sufficient time to discuss your application with colleagues across the Trust, our external partners and other nature reserve users and to consider any operational issues that may affect your event.
Can my event still take place if I don't sign or return the Third-Party Usage Agreement?
No, if we have not received a signed Agreement your event will not be able to proceed.
Can you help to promote my event?
We can’t promote events that are raising funds for other causes, although we applaud your efforts. However, we will endeavour to promote events that aim to raise money for Yorkshire Wildlife Trust.
Can I use your logo?
Any use of the YWT brand/logo should be made in line with our Community Fundraising Guidelines.
Do school groups need to pay?
If you’d like to arrange a self-led school visit, you’ll find all the information you need at www.ywt.org.uk/schools-and-groups. If you are organising a fundraising event, please apply using the standard application form.
Do corporate organisations who wish to hold volunteering days have to pay?
If you would like to organise a corporate volunteering day, please visit www.ywt.org.uk/wild-work-days for more information. If you wish to host an event with no Trust involvement, please apply using the standard application form.
How can I make payment?
At the time of submitting your application, you will be directed to our online payment portal where you will be able to pay the administration fee by debit or credit card. A receipt will be emailed to you instantly. We will discuss making any additional payments for large-scale or commercial events with you once your application has been processed. If you need an invoice, please contact us at joy.little@ywt.org.uk and we will be happy to arrange this for you.