West Lothian Council is pleased to bring to the market a unique and exciting opportunity for commercial operators to utilise and lease the stunning natural locations and facilities at our country park estate (Beecraigs Country Park, Linlithgow, Almondell Country Park, Broxburn and Polkemmet Country Park, Whitburn). The opportunity offers use of the sites over the autumn and winter period to deliver commercial events.
Location
Beecraigs Country Park is an area of
stunning natural beauty, providing
an array of atmospheric trails through
woodland, along waterways and around
its own picturesque loch. The country
park caters for a wide range of leisure
and recreational activities within its
370 hectares (913 acres) and can be
discovered nestled in the Bathgate Hills
near the historic town of Linlithgow.
Almondell Country Park is
tucked out of sight in the valley
of the River Almond between
Broxburn and East Calder. The
site has a visitors centre which
is a focal point for all visitors,
both old and new whilst the park
offers quaint country walks and
recreation with paths and trails
crisscrossing the river over a
variety of bridges.
Polkemmet Country Park is a popular
68 hectare (168 acres) visitor attraction
nestled between Whitburn and
Greenrigg. The park offers beautiful
woodland and riverside walks, play
areas and picnic areas with seating. West
Lothian Leisure operates the golf course,
driving range and visitors centre within
the park.
Accommodation
The sites
Interested parties are invited to use their professional expertise and insight to submit proposals that they consider make best use of the land and facilities at the three country parks aforementioned. The plans on pages 5 to 7 show the extent of the council’s interests at these sites and operators are required to indicate how they would use the open space areas for their scheduled event (s).
The council will work productively and proactively with the successful bidder to discuss and agree how these events can be most successfully delivered whilst protecting and preserving wildlife and natural habitats and accommodating necessary management operations.
Applicants are expected to include environmental mitigation solutions in their submission based on their proposed activity.
As a Whole or Lots
Operators are required to indicate within their submission whether a single event or multiple events are proposed.
Bidders can choose to tender for a single event at one site or multiple events across the three locations.
It should be noted that the council is seeking a single operator to run proposed event(s).
Terms
Subjects:
Designated areas of land and buildings for exclusive and non-exclusive use, either individually or jointly at Beecraigs Country Park, Almondell Country Park and Polkemmet Country Park.
Lease period:
The lease period shall run for a period of three years commencing in 2026, with the operator having an option to extend the lease for a further two years at the end of the initial three-year period. Specific dates shall be agreed between the parties for the annual site start and end dates.
Permitted use:
The subjects shall be used as a venue from which the tenant will be permitted to deliver annual, commercial, winter-themed event/s (autumn winter referred to above).
Annual rental:
The tenant will pay the council a basic lease fee plus a percentage of gross income received from annual admission ticket sales for each event that takes place.
Interested parties will be invited to submit their bids to a closing date and those bids will, for each proposed event set out
a) how much they are offering to pay as a basic annual license fee and
b) what percentage of gross annual event admission ticket sales receipts they propose to pay.
Legal fees:
Each party shall bear their own legal fee in connection with the preparation of the requisite legal documentation.
Environmental community benefits:
The tenant will work with officers to identify and deliver environmental community-focused benefits as part of this agreement.
A Biodiversity net gain type arrangement will be discussed and agreed between the parties.
Local suppliers:
Interested parties should where possible use local suppliers and vendors in the delivery of their event(s) and details of how this is intended to be achieved will be provided in their offers.
Remedial works deposit:
The council will require the tenant to pay a refundable deposit to cover potential cost of any damage caused to the country park as a result of the event(s) taking place. The amount of that deposit shall be reviewed annually to reflect operational experiences.
WLC operating costs:
Where applicable, the tenant will reimburse the council for utility costs and any additional cleaning costs and on-site staffing costs incurred as a result of the annual event/s taking place, as well any loss of income that may be incurred by closure of any sections of the country park’s caravan or camping areas due to the event/s taking place.
Non-domestic rates:
The tenant shall be responsible for the payment of any rates, local taxes, licenses and charges arising due to their occupation and operation of the subjects.
Event delivery:
The annual event/s will not be a council event, rather they will be a commercial event delivered by the tenant by agreement on council-owned land.
The tenant will be responsible for staffing the event/s, including providing security, marshals, front of house staff, cleaning staff etc. and for obtaining any statutory licenses that are required to competently deliver the event/s.
The tenant will be responsible for traffic management and winter maintenance costs and for ensuring the safety of visitors to the park attending the event/s.
Specification
Information to be provided by bidders
To enable the council to properly assess all proposals received, interested parties are required to provide supporting information as part any bids to the closing date. Interested parties are asked to use the following checklist to ensure that their offers contain the necessary minimum supporting information:
Detailed information on the nature of the proposed event(s) and any ancillary activities that will take place, including site plans and anticipated trail route, where applicable.
Details of the organisation who will operate the event and be the tenant under the lease.
A copy of the organisation’s last three years published audited accounts.
Details of the annual rent being offered for the property.
Details of how the organisation will meet its financial obligations under the lease.
An overview of the experience, skills and capacity within, or available to, the organisation, to effectively
deliver the event and comply with the lease obligations.
Income and expenditure projections for years during the proposed event.
Details of the environmental, community-focused benefits that the bidder will deliver as part of this agreement.
Details of how the bidder will use local suppliers and vendors in the delivery of their event and details of how they intend achieve this.
Submitting an offer
The closing date for offers is 12 noon on Wednesday 25th February 2026.
Any offers received after 12 noon on the closing date will be returned unopened and will not be taken into consideration by the council.
All offers must be submitted in an A4 envelope, clearly labelled “OFFER OF LEASE FOR FUTURE WINTER EVENTS AT WEST LOTHIAN COUNTRY PARKS”.
The name and address of the offeror must be clearly provided on the back of the envelope.
All offers must be addressed to:
The Property Services Manager Property Services
West Lothian Council
West Lothian Civic Centre Howden South Road
Livingston EH54 6FF
Offers received by fax or email will not be accepted.
The council does not bind itself to accept the highest or any other offer. The council has a legal obligation to obtain the best terms reasonable obtainable.
Disclaimer
The council hereby gives notice that:
This information does not and shall not constitute, in whole or in part, an offer or a contract or part thereof.
All information is provided without acceptance of any liability in negligence or otherwise by the council.
None of the information provided is to be relied on as
a statement or representation of fact or warranty on any matter whatsoever, and intending bidders must satisfy themselves by whatever means as to the correctness of any statements made.
The council does not make, give or imply, whether in this information or otherwise, any representation or warranty whatsoever in relation to the property.
Acquiring or leasing property is major contractual commitment and you are advised to obtain
independent legal advice before entering into a contract.