Fireworks Committee Meeting Notes 4th October 2024
Caythorpe & Frieston Fireworks Saturday 2nd November 2024
Notes of meeting held Friday 4th October 2024
Present
Andy Crawley, Sam Bennett. Simon Farr, Kim Farr
Apologies
Sean Topley, Neil Macer, 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
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. . Neil Macer stated he is unable to borrow some equipment from work that may be suitable. PGL do not have any equipment we can borrow. SB may have a source we can borrow from.
Posters – Posters have now been printed by SF and were distributed. Locations for display were discussed and the following agreed:-
Red Lion – KF
Waggon – KF
Surgery – AC
Will Rob School – SF
Spar – SF
Ancaster Butchers – SF
Village Notice Boards – KF
Social Club – KF
Bus Stops – AC
Claypole – AC
Caythorpe School – KF
Woodwards – KF
Village Hall – AC
PFI – SF
RAF – SB
Hairdressers – KF
Wriggly Tin – KF
Sam Fells – KF
Vicky Wilkinson – AC
News and Views – AC
It was agreed that SB would get some A3 sized posters printed for display along the A607. AC to send poster file electronically. Following discussion it was agreed that these can be mounted on a pair of wooden stakes that are available in the container on the playing Field. AC and SB will meet on Saturday 12th October to place stakes.
It was agreed that we obtain a 8’ x 2’ banner for display on the playing field advertising the event on the week before. AC has found a source (HFE Signs) who can produce this for £45 plus VAT. Discussion took place about the layout.
Generator for Lighting – AC stated that PF Chair 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 the Clerk. However SB stated he may have access to a transformer and possibly some lighting from work. Item in abeyance pending hearing from SB
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 SC Chair and they will provide supplies for an outside vending facility that will be manned by Sports and Social club staff, supported by scouts. SB reported that he anticipated about 20 scouts and 5 adult helpers will be in attendance.
AC has spoken with and booked Franco ‘s ice cream van.
Following debate it was agreed that we would not be selling toffee apples. Sum Up card reader to be obtained. (SB suggested loan from the Village Hall which he will follow up) AC has a promise of two from the Gala.
Following debate it was agreed that we would ask JB to set up a Crowd Funding site to enable people to pay in advance.
Fireworks
Galaxy booked for 2nd November Cost to be ascertained as £3000.00 plus VAT
Music – Following debate it was decided that JB can provide as last year – Licence to be obtained - JB
Committee
Kim Farr agreed to join the committee
Responsibilities
Sponsorship – AC has received a response from Mid UK stating they are unable to support the event this year. He has also approached Sam Barrell who has agreed to sponsor towards the event and has been sent bank details for a transfer. Those placing posters will be requesting sponsorship at the time of delivery of the posters. (post meeting KF advised of £50 sponsorship from the Waggon)
Publicity – SF / KF/JB/ SB/ AC
Field Set UP – AC
Fireworks – JB
Licences – AC has spoken with SC Chair who will obtain TENS licence for us. (AC to check this has been done)
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.
Equipment purchase – AC /SB
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, SB
Sports and Social Liaison – AC, KF. AC has spoken with SC Chair and she has confirmed that they will be open
Playing Field Liaison – AC has spoken with PF Chair.
Volunteers
AC has 9-10 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 to be checked and more 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 – AC via Social Club. SCChair obtaining
Music – JB
Risk Assessment
Still awaiting risk assessment from Galaxy – JB
Insurance
Galaxy have provided details of their insurance cover from Hiscox.
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.
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.
Next Meetings
Due to holidays the dates of the next meetings were adjusted to 7.30 pm on Thursday 17th October and Friday 25th October. All committee members to diarise and notify AC of any difficulty in attending please.