Fireworks Committee Meeting Notes 6th September 2024
Caythorpe & Frieston Fireworks Saturday 2nd November 2024
Notes of meeting held Friday 6th September 2024
Present
Andy Crawley, Sean Topley, Neil Macer, Sam Bennett, Jonathan Betts
Finances
Parish Clerk reports that there is £437.42 held in the earmarked firework account after the deposit of £750 has been paid for this year’s display.
Suggestions for Improvement
Interval – discussion took place regarding whether or not there should be an interval. It was decided that there will be no interval this year.
Sound system – Was not loud enough in parts of the field last year. AC has spoken with chair of Playing Field Committee to see if the volume can be increased, and how the speakers should be positioned for maximum effect. Sean Topley has spoken with his friend to investigate possibility of borrowing some additional equipment – this is not possible. NM stated he should be able to borrow some equipment from work that may be suitable. He will investigate further and report back. It was also suggested that PGL may have some equipment we can borrow.
Posters – Awaiting update from Simon. These are wanted urgently. SB offered to get posters printed if he can have the electronic file with the design. JB to investigate if he has this, otherwise file to be obtained from SF. JB stated he would again get Facebook ad placed at cost. Agreed by all present.
It was suggested that we obtain a banner similar to those used by the Gala for display on the field in the run up to the event. It was suggested we find out who the Gala team used and also try HFE Signs. (AC)
Generator for Lighting – AC stated that chair of Playing Field Committee has lights suitable for the field entrance by the church. AC has obtained prices on festoon lighting and transformers . After debate it was resolved to purchase 3 coils of Defender 22m festoon lighting @£53.98 each and a transformer @£113.99. AC to organise with Clerk.
Gazebo to be provided outside Pavilion kitchen door to accommodate tea and coffee vending and supplies for volunteers.
It was noticed that the Sports and Social Club had difficulty coping with demand last year. Investigation into possibility of scouts providing a stall selling water and cold drinks and crisps, possibly sited in a gazebo outside. (AC) AC has spoken with Chair and they will provide supplies for an outside vending facility that will be manned by Sports and Social club staff, supported by scouts.
AC has spoken with and booked Franco ‘s ice cream van.
Following debate it was agreed that we would try and get a stall selling toffee apples. AC suggested an online supplier at £1.19 each (for 40). It was suggested that Macro be tried. Unable to check Macro availability or obtain prices without an account. Sum Up card reader to be obtained. (SB suggested loan from the Village Hall which he will follow up)
Fireworks
Galaxy booked for 2nd November Cost to be ascertained (JB / Parish Clerk)
Music – Following debate it was decided that JB can provide as last year.
Interval – see above
Committee
Sam Bennett agreed to join the committee
Responsibilities
Sponsorship – No update from SF but AC has approached Mid UK but has yet to receive a reply.
Publicity – SF / KF/JB/ SB
Field Set UP – AC
Fireworks – JB
Licences – AC has spoken with chair of Social Club Committee who will obtain 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
Equipment purchase – AC
Field Clean up – AC
Gazebo clear away – AC
First Aid – AC to arrange via PGL. PGL have been contacted but have yet to confirm. AC to chase
PA system – AC, JB, NM– see above
Sports and Social Liaison – AC, KF. AC has spoken with chair of Social Club Committee and she has confirmed that they will be open
Playing Field Liaison – AC has spoken with chair of Playing Field Committee.
Volunteers
AC has some volunteers and has appealed for more. 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 to be checked and more purchased.
AC – buckets and torches – checked in loft of Pavilion
AC - Power outlets. Double outside socket by kitchen servery
Licences / Notifications
TENS – AC via Social Club. social club chair obtaining
Music – JB
Risk Assessment
It was recognised that this is something we should have. JB thought that Galaxy have their own risk assessment and agreed to obtain this from them.
Lost Children
It was agreed that we should have policy and procedure for dealing with lost children. AC to investigate.
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.
Next Meetings
It was suggested that these be held at the beginning of October, with subsequent meetings two weeks and one week before the event. Dates suggested are 7.30 pm on Friday 4th October, Friday 18th October and Friday 25th October.All committee members to diarise and notify AC of any difficulty in attending please.