CAMRA has a long and successful history of organising events. Perhaps best known for our annual calendar of more than 180 festivals, including flagship national events. We also organise substantial events for our members such as Members’ Weekend.

As a volunteer-led organisation our events are run by, and depend on, many thousands of volunteers from across the UK. Organisers are given the freedom to create diverse and innovative events.

This document sets out the few rules and procedures that must be followed to ensure that all events are safe, successful and enjoyable. This current version is derived from sections of the former Internal Policy Document which was discontinued in 2020. This content has been reviewed and updated by Events Committee and is published to provide clear guidance to all organisers.

For now, updates will be made as necessary to respond to new challenges and changing circumstances. If you have any comments, please contact the committee by emailing events.committee@camra.org.uk

Ultimately our aim is to replace this document with a completely refreshed events guide, presenting policy alongside advice and guidance.

These policies apply to all events whether branch, regional or national. It is important that they are always followed as they contain crucial steps that keep us safe, protect CAMRA’s reputation, promote success, and help meet CAMRA’s campaigning objectives.

Related advice is also given in other policy documents, for example the Branches Financial Policy, our Health and Safety Policy, and the Volunteers’ Charter, all of which should be read alongside this document.

If you need any advice, contact details are on the Events Committee page of the Volunteer Resources Area of the website: members.camra.org.uk/volunteers-area/national-committees/event-committees/events/

The primary campaigning focus of CAMRA events should be on British cask beer and real cider and perry. Event organisers who wish to sell other products should limit their quantity appropriately to maintain this focus.

Events that choose to sell other types of beer should provide educational material giving information about the different types of beer on sale.

The control of all beers, ciders and perries sold should be in the hands of the event organisers, to ensure maximum quality and choice.

All event expertise, particularly about beer presentation and handling, shall remain the property of CAMRA.

Events shall not sell any beer, cider or perry which is misleadingly labelled as if it were produced at a closed brewery or cider producer. Any event selling such a product shall re-label the product at the point of sale to indicate clearly where it is produced and the name of the company that produces it.

Events should not offer for sale beers from any brewery or company that mislead the drinker into believing that there is little or no difference between live and non-live versions unless an overriding campaigning reason exists. (The latter is determined by the branch but if in any doubt branches should speak to their Regional Director or a National Executive member).

Events should not offer for sale ciders or perries from any cider or perry company that mislead the drinker into believing that there is little or no difference between real and non-real versions unless an overriding campaigning reason exists. (The latter is determined by the branch but if in any doubt branches should speak to their Regional Director or a National Executive member).

Where it is suspected that any casks supplied to an event are being used without the consent of the owner (e.g. the casks contain the beer of another brewer and there is no evidence that they are being used with the consent of the owner), the event organiser shall make every reasonable effort to contact the owner of the casks to obtain advice.

Events must put in place suitable control procedures to ensure that all beer, cider and perry sold meets a high standard of quality. This includes dispense temperature, which must be monitored. The use of cooling equipment is always recommended, and in most cases will be necessary to achieve a suitable temperature.

Events holding competitions should consider introducing a category for bottle conditioned beers.

Event awards shall only be made to beers which were available for sale to the public at that event. Breweries should, where possible, be prevented from using awards to promote other beers in their portfolio.

All events should have a specified campaigning objective.

All events shall use lined oversized glasses and are encouraged to offer a variety of legal measures in addition to the pint.

Facilities should be provided for customers to wash their glasses. If that is not practicable or achievable at reasonable cost, then events must allow customers to exchange their glass for a clean one.

If a glass is included as part of the admission charge to an event, that, and the fact that no refund will be made for the glass, must be clearly displayed in all advertising, at the point of entry and at the point where the glass is handed to the customer. If the glass is included in the admission charge for non-members, members may be sold a non-refundable glass.

Alternatively, if a glass is sold separately then it must be refundable on leaving the event (provided the glass is undamaged). The charge for a glass, and the fact that a refund may be had, shall be displayed in advertising and at the point of sale of the glass.

Every event must submit a business plan together with any required supporting documentation for the approval of the relevant assessor. The assessor should also be made aware of CAMRA's involvement and any relevant arrangements even where there is no financial risk to CAMRA.

The assessor is responsible for ensuring CAMRA policies are adhered to. They are particularly concerned with ensuring that events are financially viable, but their role is not solely financial.

Assessors will inform organisers of forthcoming events of any potential downward trends to help prevent any financial disasters. For this policy to be implemented, event organisers must submit a return as soon as possible by the following deadlines: Initial report and major issues, no later than 48 hours, and final report, no later than four weeks after the event closes.

Events should be budgeted to make a surplus and, therefore, a positive contribution to campaigning funds. In so doing, their primary campaigning focus should not be lost. Prices should reflect CAMRA's concern about prices and should, wherever possible, be comparable with local pub prices. CAMRA should not be open to charges of profiteering.

Festivals solely run by CAMRA must give an option for free entry for CAMRA members, this can either be in advance via Tckty or on the door. If in advance via Tckty the festival can charge for a glass and/or beer tokens to act as a deposit to avoid no-shows. Third party festivals run in partnership with other organisations should give discounted entry and may offer free entry to CAMRA members.

Members of CAMRA's sister consumer organisations (as defined by the National Executive) should be granted discounted entry.

It is strongly recommended that volunteer staff should not be charged more than the cost price for their beer.

Events must operate a differential pricing structure so that, on average, drinks of a lower ABV are sold at a lower price than those of a higher ABV.

Events that use tokens must offer refunds on unused tokens and display the cash equivalent price.

No sponsorship is to be accepted where the terms or conditions conflict with the aims of the Campaign.

Event organisers must pay all undisputed and agreed debts as soon as possible, and always within the payment terms agreed with the supplier.

Drinks orderers must not ask for or expect an exceptional discount from any producer for drinks supplied to the event. Any negotiation must be based on ordinary commercial practice. Note this does not preclude e.g. asking for a discount due to quantity ordered.

All events must put in place adequate systems of wet stock control. At a minimum, all events must be able to report on total stock delivered and the amount remaining at the end. Events of three days duration or longer should measure consumption at least daily. The exact method of measurement will vary but must be appropriate for the type of product being sold. This policy does not apply to third-party events where CAMRA has no financial interest in the stock.

While CAMRA encourages the use of card payments at our events, CAMRA events must have a method of allowing payment using cash for entry and drinks. This can either be through direct cash payment or allowing the purchase of tokens using cash.

Where an event has third party exhibitor such as a food stall or brewery bar, an agreed contract must be in place prior to the event, a copy of this contract must be provided to the CAMRA office. For a brewery bar there should be mention of beer quantities within this contract. Festivals must also obtain risk assessments and copies of exhibitors’ public liability insurance.

Organisers should note that they have a legal duty not to endanger the health and safety of their staff, stallholders or customers through their acts or omissions. Every event must produce a health and safety plan, which incorporates a suitable and sufficient risk assessment, details of what is required in this plan are here. This plan must be submitted to the CAMRA Office in advance of the event.

Each event must appoint one competent person to be responsible for health and safety. If necessary, under the requirements of the Food Safety Act 1990 or otherwise, branches must register their festivals with the designated local authority.

Organisers must ensure that all food concessions hold a current food hygiene rating of 2 or above.

All correspondence and publicity material about a CAMRA event must conform to the CAMRA Brand Guidelines.

Events are an ideal opportunity to recruit new members. Every event is urged to appoint a suitable person whose sole responsibility is recruitment.

Every event should set a recruitment target unless it is a member only event.

Events should run a prominent membership recruitment stand (which may be part of a products stand) unless it is a member only event.

Those renewing their membership at an event should not be eligible for any promotion offered to new members.