Fireworks Committee Meeting Notes 25/26 October
Caythorpe & Frieston Fireworks Saturday 2nd November 2024
Notes of meeting held Friday 25th October and Saturday 26th October 2024
Present
25th October - Andy Crawley, Sean Topley, Jonathan Betts
26th October - Andy Crawley Simon Farr
Suggestions for Improvement
Sound system – Was not loud enough in parts of the field last year. AC has spoken with PF Chair to see if the volume can be increased, and how the speakers should be positioned for maximum effect PF Chair is going to extend the cabling to enable the speakers to be positioned further apart which should increase the sound coverage. Sean has retrieved his speakers and will investigate provision of stands and cables. SF stated he has some stands at the pub with cables that may be suitable.
Posters – Posters have now been printed by SF have been distributed.
SB has had some A3 sized posters made up and laminated and these have been mounted at village exit / entry points.
Two 8’ x 2’ banners have been made up and delivered. AC will mount these around the Playing Field in the week before the event.
AC has purchased festoon lighting as agreed and a transformer
Sum Up card reader to be obtained. (SB has arranged loan from the Village Hall but will need a volunteer to download the Sum Up app and enter the CFPC bank details AC will obtain two from the Gala. SF stated he will speak with the pub to see if he can borrow a further one or two machines. Jb will borrow the Football card reader and will programme all machines on the morning of Saturday 2nd November.
After some difficulty in setting up the Go Fund Me page, this is now live and on Social media
Fireworks
Music – Following debate it was decided that JB can provide as last year – Licence to be obtained – JB liaising with Galaxy re music programme.
Responsibilities
Sponsorship – SF has promised £250 from the Red Lion, Sam Barrell has sponsored £150, The Waggon and Horses £50, Ancaster Butchers £150, Wriggly Tin £50, PFI £50, Tim Ward has agreed to provide potatoes and possible cash - SF to chase. Sports and Social club £200. Spar shop £50 . KF to approach Urban Fox AC will circulate a list of sponsors before the event so that they can be publicly thanked on the night, by inclusion on the CFPC web page, and Facebook, as well as the next edition of News and Views.
Publicity – Posters have been displayed. SF will try and get posters boosted on local electronic media. AC has submitted an article for inclusion in the next News and Views.
Field Set UP – AC will organize volunteers for 10am on Saturday 2nd November
Fireworks – JB. JB will contact a company selling glow sticks etc to state they can set up on the field for a donation.
Licences – AC has spoken with SC Chair who has obtained TENS licence for us. Bucket Collectors – AC/ SB
Security – AC/ SB
Car Parking – AC/ SB
Volunteer well being – AC to arrange with scouts
Catering – SF / KF – following debate it was agreed that we would provide Hot Dogs, Jacket Potatoes (with beans and cheese) and soup as well as hot drinks.SB stated that the Scouts have a tent that they will bring and erect for sale of hot drinks. They also have a gas Burco water heater and some battery operated flood lights. SF has access to some hot plates which he will obtain and will utilise the oven in the Pavilion kitchen. SF will obtain tea, coffee, sugar and milk. AC advised SF of the requirement for free food for the 40 or so volunteers., who will be fed after the fireworks have finished.
Equipment purchase – AC has in hand
Field Clean up – AC will provide litter picking equipment.
Gazebo clear away – AC
First Aid – AC has received confirmation that PGL will provide cover. AC to confirm
PA system – AC, JB, SB
Sports and Social Liaison – AC,
Playing Field Liaison – AC has spoken with PF Chair.
Volunteers
AC has 16 volunteers. It is judged that there are sufficient volunteers with support from the scouts.
Equipment
AC – lighting (entrances and gazebos and barrier on field - Barrier tape has been purchased.
AC – buckets and torches – checked in loft of Pavilion
AC - Power outlets. Double outside socket by kitchen server. Lead to be run from kitchen door.
Licences / Notifications
TENS –. SC Chair obtained
Music – JB
Risk Assessment
Now received from Galaxy
Insurance
Galaxy have provided details of their insurance cover from Hiscox. Discussion took place regarding lighting a bonfire in the beacon, but following checking of our insurance cover, this is not possible. It appears that the use of sparklers is permitted by our insurers subject to certain conditions being met. JB to liaise with Galaxy to provide sparklers and ignition. Taped off area to be provided with supervision, sand bucket and fire extinguisher.
Lost Children
AC has researched a lost child policy and has found a suitable one from the NSPCC entitled Missing Children and Young People at Sports Events which will be adopted.
Emergency Evacuation
It was agreed that we should have an emergency evacuation plan and that this should be communicated to the volunteers helping on the night. SB agreed to draw up a plan this weekend
Safety Briefing
It was agreed that AC would conduct a safety briefing at 4.30pm on 2nd November to all marshalls and volunteers to ensure they are aware of their roles and responsibilities and to issue reflective jackets.
Payment to Bodies assisting
It was agreed that subject to the event making a profit overall, that a small payment will be made to the scout group and the Playing Field for their assistance in running the event.
Next Meetings
It was agreed that SF will take custody of the cash buckets for secure storage on the night and these will then be counted at his house the following morning.ST to obtain cash bags please.