Events Committee Meeting
EVENTS COMMITTEE AGENDA
NOTICE IS HEREBY GIVEN that the first meeting of Eccleshall Parish Council Events Committee will be held on Wednesday 2nd Feb 2022, at Eccleshall Community Centre, following the meeting of the Enhancements committee. (subject to government guidance by date of meeting).
2. To approve the minutes of the meeting held on Wednesday, November 3rd 2021
3. To receive the notes and update from the Jubilee Working party meeting.
4. To consider and approve recommendations from the Working group, to include:
- Format/cost of tickets for afternoon teas
- To approve catering costs and supplier
- To consider prizes and agree amounts for the proposed cake bake competition.
5. To consider booking of a bouncy castle/kids entertainment and approve a supplier and payment of deposit.
6. To provide an update on booking of the mobile skate park.
7. To agree content of letter to advise shops and residents of the proposed road closure for the Street Party on the 5th June and to consider whether an extension of the proposed road closure time is required.
- To note receipt of letter containing updates to the Jubilee Beacons project.
9. Items for next meeting
10. Date of next meeting – 2nd March 2022.
S. J. Worden………
Clerk to the Council – 27/01/2022
ECCLESHALL PARISH COUNCIL – EVENTS COMMITTEE MINUTES – February 2nd, 2022
A meeting of the Events Committee was held on Wednesday 2nd 2022 at Eccleshall Community Centre at 9.00pm, following the Enhancements committee meeting.
Present were: –
Councillor R. Taylor (Chair) Councillor L. Dale
Councillor P. Jones Councillor J. Jones
Councillor G. Dale
Mrs S.J. Worden (Clerk)
Apologies were received from Councillor Amos.
2). To approve the minutes of the Events Committee held on 3rd November 2021:
The minutes, which had been previously circulated, were agreed and signed.
3). To receive the notes and updates from the Jubilee Working party meeting
The updates were circulated with the agenda and noted by the committee.
4). To consider and approve recommendations from the Working group, to include:
Format/cost of tickets for afternoon teas:
Croxton will be selling tickets for a nominal amount of £2 per head. It was agreed that the tickets for the Eccleshall afternoon tea will be £1 per head. Eccleshall will have two sittings – from 2-3.45pm and 4-5.45pm. Musical entertainment will be provided.
Tickets will also be needed for the evening dance at the Community Centre.
It was agreed to obtain a quote from Creative for 200 tickets for the afternoon tea (two sessions of 100) and 100 tickets for the evening dance. The tickets will be different colours of medium thickness card, based on a size of 6 per A4 sheet and will include the Jubilee and Parish Council logos.
It was resolved to approve the catering supplier as Sally Tittensor for the over 70s afternoon teas on Saturday 4th June, at a cost of £8 per head. With a maximum capacity of 100 per sitting, this will be up to £1,600. The Clerk is to be advised of any deposit requirements in order to raise payment accordingly.
Prizes for the cake bake and art competitions:
It was resolved to approve the following prizes:
Cake competition: 3 categories of primary age, secondary age and adult. First Prize £25, Second Prize £15, Third Prize £10
Art competition (Bishops Lonsdale): 3 age categories. First Prize £20, Second Prize £15, Third Prize £10.
Prizes will be in the form of vouchers. It is planned to auction off the cakes to raise money for charity. The committee will look to source award certificates/rosettes to award each prize winner.
Vintage Car Parade:
This is planned to start from the Kings Arms car park on Friday 3rd June, with the parade travelling up to the Community Centre and back down the High Street.
5). To consider booking of a bouncy castle/kids entertainment and approve a supplier and payment of deposit.
Research is ongoing into availability of suitable bouncy castles and to find a supplier who will provide a bouncy castle with supervision. Two quotes have been obtained to date. Possible locations include the Jubilee playing field on Hartlands Road.
Alternative options include a party bus. Cllr. Taylor is going to discuss this with local pubs to see if any would be interested in hosting and paying for it themselves. The committee agreed the party bus may also be an option for the Parish Council in lieu of/in addition to other planned children’s entertainment. It was resolved to approve payment of any required deposits for booking an activity before the next meeting, as availability is expected to be limited.
6). To provide an update on booking of the mobile skate park.
The Clerk has sent the booking form and deposit to Rollback Skating who has confirmed receipt and will be sending a booking confirmation by email. The Clerk noted the venue change to the Community Centre and will inform the suppliers accordingly.
7). To agree content of letter to advise shops and residents of the proposed road closure for the Street Party on the 5th June and to extend the proposed road closure time.
The Clerk advised the Borough Council has approved the proposed extension for the road closure on Sunday 5th June from 11am to 5pm (event time 12-4pm). The updated times have been advised to the Fire Station, the Ambulance Service and County Council highways.
Martin Peet will be providing entertainment and a trailer stage will be hired. Dance Nuvo will also be performing.
The Clerk was asked to inform the PCSO of the plans and if possible, be in attendance.
Attendees will bring their own tables/chairs/picnics. The committee will need to organise tables for the cake competition display. It was suggested the Royal Oak may have tables to borrow.
Cllr. L. Dale will talk to shop owners to see if they have bunting/decorations or need to be supplied with them.
Cllr. P. Jones has a letter template used for the Eccleshall Festival road closure and will work with the Clerk to amend it for the Jubilee Party.
- To note receipt of letter containing updates to the Jubilee Beacons project. The letter was received and noted by the Committee. The committee confirmed the lighting of the Beacon will be in the grounds of Eccleshall Castle on Thursday 2nd 4 lights will be provided free of charge in order to illuminate the beacon itself.
The committee resolved to approve ordering of the gas fired beacon from 21ccgroup at a cost of £490 plus VAT. Cllr. Taylor will ask Eccleshall Saddlery if they stock the required 13kg propane gas cylinders.
The clerk will register the beacon lighting event on the Queen’s Jubilee Beacons website.
9). Items for next meeting:-
Any items can be forwarded to the Clerk.
10). Date of next meeting:-
2nd March 2022, following a meeting of the Policy and Resources committee.
There being no further business, the Chairman declared the meeting closed at 10.05pm