MTB Tour Operators, Guides, Skills Instructors & Coaches

These guidelines have been refreshed in 2025 by Developing Mountain Biking in Scotland (DMBinS) and Scottish Cycling through collaboration and review from Scottish mountain bike businesses and operators, along with members of the National Access Forum’s sub-group on ‘Commercial Access to the Outdoors’.

This document builds on guidelines previously released as a collaboration between Wild Scotland and DMBinS in 2014. They hope to support the delivery of good practice towards riders, the land managers, and other visitors with whom we need to interact responsibly, and the fantastic landscapes in which we operate.

These guidelines have been refreshed due to the following legal changes:

• moving from EU travel package regulations to UK legislation due to Brexit
• Disclosure (Scotland) Act 2020 which has introduced significant changes to the Protecting Vulnerable Groups (PVG) scheme, effective from 1 April 2025.

Scotland is one of the best destinations in the world for mountain biking and off-road cycling including gravel riding. We hope these guidelines will help our customers understand the quality of service and experience which they can expect when they engage with a Scottish mountain biking business.

This document follows on from the guidance on responsible mountain biking developed by DMBinS – Do The Ride Thing – which supports the Scottish Outdoor Access Code.

More details about other guidelines and advice for businesses in Scottish mountain biking can be found at www.scottishmtbtourism.com

Developing Mountain Biking in Scotland are responsible for overseeing the delivery of the ‘Strategy for Scottish Mountain Biking’ and delivering many of the actions within it. We are proud to be part of Scottish Cycling.

1. The Fundamentals
2. Responsible Mountain Biking
   1. Managing groups
   2. Trail Etiquette
   3. Responsible businesses
3. Adventure Activities Licencing (AALA)
4. Types of Mountain Bike Business
   1. Tour Operators
   2. Single-day guides & Instructors
   3. Coaches
5. Wellbeing & Protection
6. Further Information

The Fundamentals

Mountain biking in Scotland is unique across the world due to the varied landscapes across relatively short distances, some of the best and most innovative purpose-built mountain bike trails in the world and our progressive access legislation.

By working within these guidelines, Scottish mountain biking businesses can help enhance our international reputation as an amazing place to ride and a nation whose businesses are recognised for their responsible and professional approach, as well as providing high quality, safe and fun experiences.

The following are the fundamentals which every Scottish mountain biking business should have in place:

• Respect for the natural environment and a recognition of the need for sustainable use.
• An awareness of access rights and adherence to the Scottish Outdoor Access Code, in particular guidance on groups in the environment (see Section 2A) and the DMBinS guidance – Do The Ride Thing.
• Dependent on their type of business (see section 3), compliance with all relevant legislation and regulations, and associated requirements relating to licences, insurances, policy statements (e.g. Health and Safety, Safeguarding, Disability), risk assessments, financial protection, staff disclosures and qualifications.
• Hold the appropriate and recognised First Aid training qualification and operate within the boundaries of your training.
• All regulations relating to vehicles and bikes should be adhered to and vehicles and equipment should be well-maintained and regularly checked.
• Work with landowners and managers where appropriate to ensure the common goal of sustainable access and business continuity is possible within rural Scotland. Especially where areas are commonly used for access.
• Contact with the land manager to obtain necessary permissions, for example for vehicular access, and for advice on minimising your impact on land management activities, the environment and other people.
• Clients should be encouraged to provide written feedback on their tour. This feedback should be used to make improvements.
• Businesses will have a robust induction programme for new staff which will include customer service training, working in natural environments and these good practice guidelines.
• All leaders, instructors and coaches will have an appropriate qualification for the activity and will not deliver outside the qualifications remit.
• Operators are encouraged to attend the Scottish MTB Conference, tourism workshops – both at regional and national level, and follow DMBinS on social media to keep abreast of key mountain bike developments in Scotland.
• Businesses, if members, should display their logo and other relevant logos on tour vehicles.

All guides, instructors and coaches should have a working knowledge of, and promote to clients, the Scottish Outdoor Access Code and DMBinS’s guide to responsible mountain biking - ‘Do The Ride Thing’. This will help to promote awareness of individual riders’ responsibilities as mountain bikers in Scotland.

2(a) Managing Groups

The Scottish Outdoor Access Code makes specific mention of working with groups, both in a commercial and non-commercial setting, and its potential for greater impacts - “...the larger a group or event, or the more regularly use is made of a particular place, the greater is the risk of causing unreasonable interference with the rights and needs of land managers and other people, and of causing impacts on the environment. Therefore, if you are responsible for organising a group or an event, or for running a recreational or educational business requiring access to the outdoors, you need to show extra care.”

In terms of responsible mountain biking, it is important when organising groups of mountain bikers to be especially aware of the following good practice:

• Follow good practice around group management, safety and route selection which is covered in your leadership or coaching qualification.
• Make sure you are aware of any land management requirements, sensitive areas or protected species and potential hazards on your chosen route.
• Consider other users of the area and their needs.
• Check the ‘Heading for the Scottish Hills’ website to find out if, and where, deer stalking may be taking place on your route.
• Take particular care in parking vehicles so they do not block gates or entrances to buildings.

2(b) Trail Etiquette

Your presence as a group can have an impact on the trail(s) which you are mountain biking on. Even if your business doesn’t use a particular route frequently, be aware of potential cumulative impacts.

The following good practice should be adhered to:

• Take particular care when riding on trails which are not on built paths with good drainage, particularly after periods of wet weather and in winter conditions, to avoid churning up the surface or creating deep ruts on the paths/trails.
• Inform your group about their impact on the path or trail and how they can adjust their riding style dependent on the condition of the trail and the environment you are riding through. If in any doubt, don’t hesitate to walk a particular section of trail, explaining to clients the reasons for doing so.
• Ensure people in your group use appropriate speed dependant on sight lines, trail conditions, rider’s ability and other trail users.
• When approaching walkers &/or horse riders - slow down & become less spread out; make your presence known (ring your bell or give a friendly hello); be ready to dismount or give way, and if the walker/horse rider has stepped aside, thank them for doing so and let them know how many other riders are passing through.
• If your group’s route passes through a field with crops, grass, hay and/or silage you should ride single file and use the field margins and, if possible, use a path or trail.
• Consider donating, either your time and/or financially, to a local land manager, Trails Association, and/or the Scottish Trail Fund to support the management and upkeep of paths and trails that you and your groups will use.

2(c) Responsible Businesses

The Scottish Outdoor Access Code also provides guidance on running a business which utilises access rights and all mountain biking businesses should be aware of this. The Code (paragraph 3.62) says “If you instruct, guide or lead people in recreational or educational activities, either commercially or for profit, take extra care to minimise any adverse effects that you might have on the interest of other businesses such as a farm, or an estate, and on the environment ….”.

Your risk assessment for your activities will require you to liaise with relevant land managers and / or the local access officer to discuss potential land management operations and/or access management issues.

You should consider assisting with the care of the places used by your business, either by volunteering time to repair or upgrade trails, or making a financial contribution to help with path repairs.

3. Adventure Activities Licensing (AALA) — Summary & Applicability

What is AALA?

• The AALA scheme is administered by Health and Safety Executive (HSE).
• The aim of AALA is to ensure that licensed providers follow rigorous safety-management standards when offering adventure activities so that people, especially young people, can enjoy outdoor activities without being exposed to avoidable risks of serious injury or death.
• More information visit - https://www.hse.gov.uk/aala/general-information.htm

Which Activities Require a Licence?

Under the Adventure Activities Licensing Regulations 2004, a licence is required if you provide, in return for payment, certain regulated activities for young people (under 18).

Of relevance to mountain biking / off-road cycling operators:

• The “trekking” category includes off-road cycling or mountain biking — when conducted over remote terrain such as moorland/mountain country more than 600 metres above sea level and more than 30 minutes by travel time from the nearest refuge or road.
• If your operation meets those terrain/ remoteness criteria and involves payment, then the activity is licensable under AALA.

Who Needs the Licence?

• Any individual or organisation offering licensable adventure activities to under-18s in return for payment.
• Each distinct “activity centre” or base used to run such activities may require a separate licence if operated simultaneously for a period of 28 days or more.

What a Licence Means & What It Covers?

Licence holders must demonstrate robust safety management systems, including: appropriate staff competence and training; safe and maintained equipment; first-aid and emergency-response plans; risk assessments; and systems for supervising participants appropriately.

Being licensed under AALA gives external assurance that safety standards have been inspected and approved — though note that AALA covers only the specific licensable activities and does not replace other legal obligations (e.g. insurance, general health & safety law, wellbeing and protection of vulnerable groups, provider performance).

Limitations & Exemptions to Bear in Mind

• A licence is only required when offering licensable activities to under-18s and in return for payment.
• Voluntary associations providing activities to their own members (without payment), and educational establishments offering trips to their own pupils, are exempt from requiring a licence.
• Activities carried out solely for adults (18+) are not licensable under AALA.

Implications for Scottish MTB / Off-Road Cycling Operators

• If you organise mountain-bike events, guided rides or MTB holidays including minors (under 18), and the rides take place over remote or upland terrain defined under AALA’s “trekking” category, you must assess whether a licence is legally required.
• Holding an AALA licence provides a recognized benchmark of safety management and can provide reassurance to participants, funders, and landowners/land managers that your operation meets national safety standards.
• Even if your activity falls outside AALA scope (e.g. rides for adults only; non-remote terrain; informal club rides), good practice regarding risk management, insurance, safeguarding and documentation remains essential — but a licence is not legally required under AALA.

4. Types of Mountain Biking Business

In Scotland, we take pride in offering an exceptional level of quality experiences delivered by professionals.

Mountain biking activities are offered in different ways in Scotland - each will deliver a different experience and have different responsibilities.

The same business may deliver more than one category.

1. Tour Operators

For the purposes of these guidelines, a tour operator is a business which puts together a package for mountain bikers comprising of any 2 of the following elements – accommodation, travel and service delivery (such as delivering mountain biking).

Failure to comply with some of the following may be bad practice, and other areas may be against the law.

Legal Framework Tour operators play an important role in Scotland’s mountain biking and adventure tourism economy and must ensure they comply with all relevant legislation and regulations. In particular, businesses offering combined travel services (e.g. accommodation + guiding + transport) are likely to be covered by the Package Travel and Linked Travel Arrangements Regulations 2018 (PTRs). These Regulations are the UK implementation of the EU Package Travel Directive (2015/2302), which replaced the older Package Travel Directive (90/314/EEC). The new framework reflects changes in the travel market such as online bookings, dynamic packaging and linked travel services, ensuring modern consumer protection and clear operator responsibilities. Key Obligations under the 2018 PTRs

Tour operators must: - Provide financial protection for customer payments, through an approved scheme such as ATOL (for flight-inclusive packages), ABTOT, or a trust account/insurance scheme (for land-only packages). - Deliver pre-contract information to travellers before they book, including the total price, itinerary, cancellation rights, insolvency protection details, and minimum group numbers required. - Take full responsibility for the proper performance of all services included in the package, even if delivered by subcontractors (e.g. accommodation providers, transport companies, or guides). - Offer clear cancellation rights, allowing travellers to cancel with reasonable fees or free of charge in the event of extraordinary circumstances affecting the trip. - Ensure transparent pricing, only increasing prices for specified reasons (fuel costs, taxes, exchange rates), and allowing travellers to cancel if increases exceed 8%. - Provide on-trip assistance if difficulties arise, including help with alternative arrangements, communications, or medical access. Failure to comply with the PTRs can result in enforcement action by Trading Standards or the Competition and Markets Authority and can expose a business to civil or criminal penalties.

Implications for Scottish Mountain Bike Tour Operators

Scottish MTB tour operators who combine two or more services — for example, accommodation and guiding — are likely to be classed as “package organisers.” These businesses must:

• Register with an appropriate financial protection scheme.
• Provide compliant pre-contract and booking information.
• Hold valid insurance, risk assessments, and safety policies.
• Maintain transparent terms and conditions aligned with consumer law.

Operators should seek guidance from Trading Standards or an approved body such as ABTOT or Protected Trust Services to confirm compliance. DMBinS can signpost to relevant resources and industry training to support good practice.

All relevant policy documents, as appropriate, these might include health and safety, Wellbeing and Protection (see Section X) and standard/emergency operating procedures.

All the above should be up-to-date and available for inspection. Failure to have developed these documents may result in a business breaking the law and subject to criminal conviction. We would also remove the tour operator from any/all DMBinS and partners marketing opportunities, as there is a reputational risk to Scotland if the law is not adhered to.

Qualifications

Tour operators should (as a minimum standard) have the same qualifications as the single-day guides, instructors or coaches dependent on which category they are delivering.

In addition to qualified guides, it is recommended that each operator has an independent technical advisor to provide guidance on safety issues, best practice and other related matters.

We also recommend that all guides have attended a Leave No Trace (“LNT”) Awareness or higher LNT course. Please also see the good work of our friends, Trash Free Trails, to understand if their schemes could be utilised within your tour operator business.

2. Single-day Leaders, Guides or Instructors

For the purposes of these guidelines, a single day leader, guide or instructor is a business which offers a day of mountain bike guiding or instruction in Scotland.

This differs from the role of a coach because a guide or instructor will only offer basic advice on bike skills. The purpose of a guide or instructor is not to develop athletic performance but only to improve a rider’s skills so they can enjoy their mountain biking experience. The focus should not be on performance – this is the role of a coach.

A single day guide or instructor differs from a tour operator as the business will not arrange or offer any of the following elements - other activities, accommodation or travel.

Legal Framework

Possess up to date insurance. This may be through British Cycling or Cycling UK - dependent on business turnover and level of qualification – or through a private insurance provider.

All relevant policy documents, as appropriate, these might include health and safety, wellbeing and protection (see Section 5), and standard/emergency operating procedures.

All the above must be up-to-date and available for inspection. Failure to have developed these documents will result in a business being removed from marketing or other opportunities.

Qualifications

All companies offering single day guiding or instruction experiences in Scotland must be led by a suitably qualified member of staff who will not deliver outside their remit.

Suggested qualifications could be a British Cycling Trail Leader (Level 2) or Mountain Bike Leader (Level 3) dependent on the terrain,remit, and rider ratio’s that the leader will be operating within.

We also recommend that all guides have attended a Leave No Trace (“LNT”) Awareness or higher LNT course. Please also see the good work of our friends, Trash Free Trails, to understand if their schemes could be utilised within your business.

3. Coaches

For the purposes of this guidance a coach is a business which offers coaching to develop a rider’s sporting performance in Scotland.

The business will not arrange or offer any of the following other elements of a holiday, such as other activities, accommodation & travel.

We would recommend the following are adhered to be classified as a Scottish mountain bike coach:

Legal Framework

Possess up to date insurance. This may be through British Cycling - dependent on business turnover and level of qualification – or through a private insurance provider.

All relevant policy documents, as appropriate, these might include health and safety, wellbeing and protection (see Section 5), and standard/emergency operating procedures.

All the above must be up-to-date and available for inspection. Failure to have developed these documents will result in a business being removed from coaching marketing opportunities.

Qualifications

All coaching companies offering performance coaching sessions in Scotland should be delivered by a suitably qualified coach who will not deliver outside their remit.

Suggested qualifications could be a British Cycling Coaching in Context MTB XC and/or DH, or its predecessor, the UKCC Level 2 Coach (recommended Level 2 MTB DSU).

This will be dependent on the terrain, remit, and rider ratios that the leader will be operating within.

5. Wellbeing and Protection

Scottish mountain biking businesses and operators have a legal responsibility to meet the Disclosure (Scotland) Act 2020 and a duty of care to protect the wellbeing and safety of everyone involved in their activities — particularly children, young people, and vulnerable adults. All providers should ensure that appropriate safeguarding and wellbeing systems are in place and that staff are aware of their responsibilities.

Many of the points outlined below are supported by templates, guidance documents, and training resources available through Scottish Cycling. These materials are regularly reviewed and updated, and although primarily designed for affiliated clubs, they provide valuable examples of good practice that can be adopted by mountain bike businesses and operators.

For further information and downloadable resources, please visit the Wellbeing and Protection section of the Scottish Cycling website: https://scottishcycling.org.uk/wellbeing-protection/

Safeguarding Policy

• Every organisation must have a Wellbeing and Protection Policy (safeguarding policy) that is publicly available, ideally on their website.
• The policy should outline what safeguarding means, why it matters, and how it protects participants from harm, abuse, or poor practice.
• It should clearly set out roles and responsibilities, including the person responsible for wellbeing (Welfare Officer), and how to report or escalate a concern to statutory agencies (Police Scotland / Social Work).
• Contact details of the Welfare Officer or Wellbeing & Protection Lead should be easily accessible.

Reporting Concerns

• Participants, parents, and staff should know who to speak to and how to report concerns.
• Reports should be handled sensitively and confidentially, with clear escalation routes to external authorities where appropriate.
• Welfare officers should be trained and supported to fulfil their role. sportscotland’s Wellbeing and Protection Officer training is essential.

Operational Safeguarding Systems

Procedures should cover the management of fundamental elements of activities (eg. transport, medical information, injury response, drop-off/pick-up).

Codes of Conduct

• Clear Codes of Conduct must be in place for:
  • Coaches, leaders, and volunteers – outlining expected standards of behaviour, professionalism, and respect.
  • Parents and carers – outlining their role in supporting a positive, safe environment.
  • Participants – outlining respectful behaviour what is expected of them, and what to do if they feel uncomfortable or unsafe.
• These codes should be shared during induction of staff, pre-course information pack, and/or during briefing.

Photography and Social Media

• Organisations should follow safe use of images and social media guidance, ensuring consent is obtained before taking or sharing photographs of participants.
• Only appropriate images should be used for promotion, never identifying individuals without permission.

Safe Recruitment

Organisations must ensure safe recruitment practices, including:

• Protecting Vulnerable Groups (PVG) membership linked to the organisation/business for all those in regulated roles. From April 2026, this is required to be renewed every 5 years.

Training and Record Keeping

• Up-to-date training records should be maintained, covering:
  • Coaching and leadership qualifications.
  • Safeguarding / Wellbeing & Protection training (every 3 years minimum)
  • First aid certification(every 3 years minimum).
  • Insurance cover

Inclusion

• Reasonable adjustments for children with Special Educational Needs (SEN) or disabilities.
• Discuss needs with parents and plan support.

More information

Scottish Outdoor Access Code

Commercial Access to the Outdoors: guidance on local management

Developing Mountain Biking in Scotland (DMBinS)

Do The Ride Thing – Guidance on responsible mountain biking

Wild Scotland

Wild Scotland - best practice guidelines

Heading for the Scottish Hills

EU package travel information

Leave No Trace

British Cycling Mountain Bike Leadership Awards

British Cycling Mountain Bike Coaching Qualifications

Scottish Cycling Wellbeing and Protection Resources