NOT FOR PUBLICATION

North Yorkshire Council

Corporate Director Community Development

30 January 2026

Framework Contract for Security Services for the

Scarborough Open Air Theatre and other Events

Report of the Assistant Director - Culture and Leisure

1.0 PURPOSE OF REPORT

1.1 This report seeks approval to extend the existing Security Services contract covering Scarborough Open Air Theatre, Scarborough Spa, Whitby Pavilion, Council-led events, and other smaller service areas. Security provision is critical to ensuring the safety and smooth operation of council-owned venues and events.

1.2 The proposal is to extend the current contract for a period of nine months, from 1 April 2026 to 31 December 2026, to prevent any disruption to service delivery. This extension will provide sufficient time to undertake a full tender exercise during 2026, with the new contract scheduled to commence on 1 January 2027.

2.0 BACKGROUND

2.1 North Yorkshire requires a security provider for various events and venues throughout 2026. The existing contract is due to expire on 31 March 2026.

2.2 The Authority is in a 10-year contract with Live Nation Music, one of the world’s largest entertainment promotion companies, for provision of shows at Scarborough Open Air Theatre. For every show at the Open Air Theatre, the Council receives a venue rental fee, which contributes towards essential costs including security, health and safety, medical provision, portable toilets, and sound monitoring.

2.3 In addition to the venue rental fee, as part of the contractual agreement, the Council receives a profit share from the Open Air Theatre, which varies depending on the success of the shows. Based on the number and type of shows scheduled for 2026, the profit share is anticipated to reach six figures. Ticket sales have already exceeded 100,000 for 2026, compared to previous highs of 115,000 in 2024 and 110,000 in 2025.

2.4 The economic benefit to the local area from the Open Air Theatre exceeded £10 million in 2025, including spending with local businesses involved in venue operations both during and outside of shows. With ticket sales already approaching previous records and a significant increase in the number of shows planned, the estimated economic benefit for 2026 is likely to be closer to £15 million. Other venues and events also contribute substantially to the local economy.

3.0 DETAILED PRESENTATION OF THE SUBSTANTIVE ISSUE

3.1 Preparations for the 2026 season at our key venues and events are well underway. A number of acts have already been confirmed for Scarborough Open Air Theatre, Scarborough Spa, Whitby Pavilion, and major events such as the Filey Food Festival and Armed Forces Day.

3.2 It is not possible to safely operate these shows or events without appropriate event security provision. Discussions are ongoing with Live Nation following the announcement of 25 major shows at Scarborough Open Air Theatre, featuring internationally renowned artists including Michael Bublé, Billy Ocean, Teddy Swims, Paul Weller, Scissor Sisters, and Nile Rodgers. To illustrate the scale of these events, a single concert typically requires the deployment of approximately 100 security personnel.

3.3 The Council operates in accordance with the guidance set out in The Purple Guide to Health, Safety and Welfare at Outdoor Events. Originally published by the Health & Safety Executive and now maintained by the Events Industry Forum, the Guide is not mandatory but provides best practice for event organisers—who are duty holders—to manage health and safety, particularly at large-scale events.

3.4 In addition, Martyn’s Law (The Terrorism (Protection of Premises) Act 2025) will come into force in 2026. Our existing security supplier has been actively involved in preparations to ensure full compliance with this legislation. They participate in table-top exercises and training sessions focused on Martyn’s Law and ensure that all staff complete Action Counters Terrorism (ACT) and See, Check and Notify (SCaN) training prior to working at venues or events. These online training packages will become a key requirement under the new Act.

3.5 If this contract extension is not approved, there will be insufficient time to re-procure and mobilise a new supplier by 1 April 2026. This would place scheduled events at significant risk. Without appropriate security services, shows and events cannot proceed. In the case of Scarborough Open Air Theatre, this could result in Live Nation terminating its contract and pursuing legal action against the Council for loss of earnings. The contract with Live Nation requires the Council to provide a venue that is operationally safe and ready for use. For other venues, cancellations would cause substantial reputational damage and deter promoters and agents from booking future events.

4.0 CONTRIBUTION TO COUNCIL PRIORITIES

4.1 Ensuring the safety and wellbeing of attendees at Council events is fundamental to the Council’s core values and strategic priorities.

4.2 This service supports the Council’s priority to keep people safe, healthy, and living well. By providing immediate security support on-site, it helps prevent potentially unsafe situations from developing or escalating into emergencies.

4.3 Events play a vital role in fostering community engagement. Without appropriate security provision, these events cannot proceed safely. Extending the current contract by nine months will ensure the continued safety of attendees at our venues and events, while allowing sufficient time to undertake a full procurement exercise during 2026.

5.0 ALTERNATIVE OPTIONS CONSIDERED

5.1 If this extension is not approved, there will be insufficient time to re-procure and mobilise a new contract by 1 April 2026. This would place existing events at significant risk, as many have already been booked for the 2026 season. Without appropriate security services, these shows cannot proceed, and as already mentioned, could result in Live Nation terminating its contract for the Open Air Theatre and pursuing legal action against the Council for loss of earnings.

5.2 The contract with Live Nation requires the Council to provide a venue that is operationally safe and ready for use. Without security provision, venues and events would not meet the necessary safety standards and would fail to secure approval from the Safety Advisory Group (SAG), which includes multi-agency representation.

6.0 FINANCIAL IMPLICATIONS

6.1 Spend against this contract is variable and depends on factors such as the number of shows, show type, audience profile, and the prevailing UK terrorism threat level.

6.2 The original whole-life cost estimate for this contract was prepared during the Covid period and was based on a conservative assumption of up to 10 shows per year at the Open Air Theatre. The contract also covers security provision for other events and venues in the Scarborough locality, including Scarborough Spa, Whitby Pavilion, and Filey Brigg. However, the level of the budget has not kept pace with the actual increase in security costs which have risen about inflation.

6.3 The popularity of the Open Air Theatre has grown significantly, resulting in a year-on-year increase in the number of shows. While this has led to higher security costs, it has also generated additional income for the Authority through the venue rental fee paid by Live Nation, which offsets the cost of security provision on show days.

6.4 Show Bookings at the Open Air Theatre for the 2026 season have already surpassed previous years and are expected to reach 27 or 28 shows. A planning condition limits the number of concerts to a maximum of 30 per year.

6.5 The following budgets exist within the service for the provision of Security

· £ 21,300 – Caravan Parks

· £ 1,200 – Evron Centre

· £ 151,000 - Scarborough Spa

· £ 359,300 - Open Air Theatre

· £ 532,800 - Total

6.6 Security is a variable cost and is dependent on the number and type of events, however, additional events will also generate additional income (and in the case of the OAT additional rental fee income). Against a £532k budget as set out above actual expenditure on security during the current year is £570k, a £38k overspend. This reflects the position that actual costs for the provision of security have risen in excess of the budget.

6.7 The retendering exercise proposed will enable the best price to be obtained for the provision of security and separate to this exercise a review is underway within the venues and attractions service which will also look at where alternatives to the use of external security, for example within Filey Brigg, could be explored.

7.0 LEGAL IMPLICATIONS

7.1 Operating events without adequate security provision presents significant legal and compliance risks. The appointed contractor will be responsible for managing any complaints and must maintain appropriate insurance coverage.

7.2 During 2026, a full procurement exercise will be undertaken by the Council’s Procurement and Contract Management Service in accordance with the Council’s Procurement and Contract Procedure Rules.

7.3 Failure to provide security cover at venues such as the Open Air Theatre would likely result in serious contractual consequences with our partner, Live Nation, should the Council be unable to deliver a safe and compliant environment for their operations.

8.0 EQUALITIES IMPLICATIONS

8.1 There are no equalities implications arising from this report. An Equalities Impact Assessment screening form has been completed and is included as Appendix A to this report. A full equality impact assessment is not deemed to be necessary.

9.0 CLIMATE CHANGE IMPLICATIONS

9.1 There are no climate change implications arising as a result of this process. A Climate Change screening form has been completed and is included as Appendix B to this report. A full climate change assessment is not deemed to be necessary.

10.0 PERFORMANCE IMPLICATIONS

10.1 There are no specific KPI’s set. However, regular meetings are held with the company to discuss performance, and each event has a debrief session immediately after involving North Yorkshire Council staff and Security Management to discuss event performance with actions agreed and addressed prior to next event or sooner.

11.0 RISK MANAGEMENT IMPLICATIONS

11.1 The contractor will be responsible for all security interventions. Failure to provide adequate security cover will result in the inability to successfully operate our key venues and events and result in significant reputational damage to the Council along with the possibility of financial risk in relation to cancellation of shows and events.

12.0 COMMUNITY SAFETY IMPLICATIONS

12.1 Risks are elevated when large numbers of people attend events. The provision of security services is essential to ensure the safe operation of key venues and events and enhance community safety and public confidence in council-run venues and events.

13.0 REASONS FOR RECOMMENDATIONS

13.1 Security provision is essential for the safe operation of Council events and venues; without it, events cannot proceed. The current framework agreement for security services is due to expire on 31 March 2026, and there is insufficient time to appoint a new provider before this date.

13.2 To ensure continuity of service, a nine-month extension is proposed. This will maintain security provision through the 2026 season while allowing the Council to undertake a full re-procurement exercise early in 2026. The new contract will identify a provider to deliver services from 1 January 2027 onwards.

14.0

RECOMMENDATION(S)

14.1

It is recommended that the contract with the existing security providers is extended for a period of 9 months, from 1 April 2026 to 31 December 2026, for the reasons stated within this report.

APPENDICES:

Appendix A – Equality Impact Assessment Screening

Appendix B – Initial Climate Change Impact Assessment

BACKGROUND DOCUMENTS: None

Nic Harne

Corporate Director – Community Development

County Hall

Northallerton

5 January 2026

Report Author – Stuart Clark – Head of Venues and Attractions

Presenter of Report – Stuart Clark – Head of Venues and Attractions

Note: Members are invited to contact the author in advance of the meeting with any detailed queries or questions.

Appendix A – Equality Impact Assessment Screening

Initial equality impact assessment screening form This form records an equality screening process to determine the relevance of equality to a proposal, and a decision whether or not a full EIA would be appropriate or proportionate.
Directorate	Community Development
Service area	Venues, attractions and amenities
Proposal being screened	Extension of Existing Security Contract
Officer(s) carrying out screening	Stuart Clark
What are you proposing to do?	We are proposing to extend the existing Security Contract for 9 months from the period 1^st April 2026 – 31^st December 2026 to allow the safe operation of our venues and events to continue.
Why are you proposing this? What are the desired outcomes?	Currently security services that are provide for our key venues and events are due to expire on 31^st March 2026 and there is a need to ensure that this contract is extended to 31^st December 2026.
Does the proposal involve a significant commitment or removal of resources? Please give details.	Security provisions are already used and booked so this will require no additional resources.
Impact on people with any of the following protected characteristics as defined by the Equality Act 2010, or NYC’s additional agreed characteristics As part of this assessment, please consider the following questions: · To what extent is this service used by particular groups of people with protected characteristics? · Does the proposal relate to functions that previous consultation has identified as important? · Do different groups have different needs or experiences in the area the proposal relates to? If for any characteristic it is considered that there is likely to be an adverse impact or you have ticked ‘Don’t know/no info available’, then a full EIA should be carried out where this is proportionate. You are advised to speak to your directorate representative for advice if you are in any doubt.
Protected characteristic		Potential for adverse impact				Don’t know/No info available
		Yes		No
Age				No
Disability				No
Sex				No
Race				No
Sexual orientation				No
Gender reassignment				No
Religion or belief				No
Pregnancy or maternity				No
Marriage or civil partnership				No

People in rural areas				No
People on a low income				No
Carer (unpaid family or friend)				No
Are from the Armed Forces Community				No
Does the proposal relate to an area where there are known inequalities/probable impacts (for example, disabled people’s access to public transport)? Please give details.		The provision of security services will have no adverse impact.
Will the proposal have a significant effect on how other organisations operate? (for example, partners, funding criteria, etc.). Do any of these organisations support people with protected characteristics? Please explain why you have reached this conclusion.		The proposal will have no significant effect on other services or organisations operations.
Decision (Please tick one option)		EIA not relevant or proportionate:	ü		Continue to full EIA:
Reason for decision		The provision of security services for events will not have an effect, the services will be available to support all events goers at our events and venues. The service will always be delivered from accessible area of site and any personal data will be held with the security professional.
Signed (Assistant Director or equivalent)		Jo Ireland
Date		5 January 2026

Title of proposal	Security Event Provision
Brief description of proposal	The requirement for security provision at events is essential to an ensure the safe operation.
Directorate	Community Development
Service area	Venues, Attractions and Amenities
Lead officer	Stuart Clark
Names and roles of other people involved in carrying out the impact assessment	Stuart Clark – Head of Venues and Attractions

Environmental factor to consider	For the council	For the county	Overall
Greenhouse gas emissions	No effect on emissions	No Effect on emissions	No effect on emissions
Waste	No effect on waste	No effect on waste	No effect on waste
Water use	No effect on water usage	No effect on water usage	No effect on water usage
Pollution (air, land, water, noise, light)	No effect on pollution	No effect on pollution	No effect on pollution
Resilience to adverse weather/climate events (flooding, drought etc)	No effect on resilience	No effect on resilience	No effect on resilience
Ecological effects (biodiversity, loss of habitat etc)	No effect on ecology	No effect on ecology	No effect on ecology
Heritage and landscape	No effect on heritage and landscape	No effect on heritage and landscape	No effect on heritage and landscape

Decision (Please tick one option)	Full CCIA not relevant or proportionate:	No CCIA required.	Continue to full CCIA:
Reason for decision	This is a provision of a service and one that is already provided to the council’s venues and events. Therefore, there would be no increased effect (negative or positive) on any environmental factors.
Signed (Assistant Director or equivalent)	Jo Ireland
Date	6 January 2026