Fireworks Committee Meeting Notes 30th May 2025
Caythorpe Fireworks 2025
notes of meeting no 3 - 30th May 2025
Present
Andy Crawley (AC) Simon Farr (SF) Kim Farr (KF) Jonathan Betts (JB) Sam Bennett (SB) Sean Topley (ST) Neil Macer (NM)
Apologies For Absence
None
Fireworks
AC confirmed booked with Galaxy for Saturday 1st November 2025. Cost for this year £3300 plus VAT (£3960 total). It was agreed that we would stick with normal noise fireworks rather than low noise .
Risk assessment and details of insurance awaited from Galaxy – AC
Field Booking
AC has booked with Playing Field and asked for following day to be kept clear until lunch time for clear up.
Sports and Social Club
SF has spoken with the SSC and they will be open for the event. He will speak to them re plastic glasses and bottles. KF to get quote for disposable glasses for use by SSC
Also an extension to the bar to allow service outside. We will need to provide two gazebos and lighting.
SF has raised the issue of a donation from SSC and anticipates a donation the same as last year although will press for an increased amount. Social Club Chair is dealing with TENS application. SF
Volunteers
SB stated that approx 15 scouts, Beavers and Cubs would attend. Residents have volunteered to help. AC has placed adverts in News & Views and Village Facebook page for helpers which has drawn a limited response.
AC was confident there will be sufficient volunteers nearer the time
Publicity
We have the banners from last year that will be placed around the field on the Sunday before. AC has submitted an article to News and Views. JB will send content to Cllr Clayton to post on the CFPC Facebook page. This will need to be repeated nearer the time
KF to liaise with Grantham Journal and Newark Advertiser.
SF and SB will coordinate the printing of posters, which will be done early this year and then placed around the village on notice boards and roadside displays.
SB will enquire about publicity on Local Radio with emphasis on scouts helping.
The preschool and primary school will be approached to see if they will provide A5 sized fliers to the pupils - SF
Sponsorship
The Committee agreed that it was time to start asking for sponsorship and the following to be approached:-
Spar shop, Red Lion, Waggon and Horses, Hairdressers, Cleaning Co, Nick Streeter, Woodwards, Nursing Home –ST
Ancaster Butchers, Wriggly Tin, PFI , Tulley Motorsports, Tim Ward (agreed to supply potatoes, possibly more?) – SF
Mountains / Mid Uk, PGL, New Window Co – AC
SF & KF had previously promised a donation
Parking
Doctors Surgery – AC has confirmed that we may use the surgery car park. Old Lincoln Road will also be used
Waggon Car park – ST,
Beet Pad (if available). Concrete barrier will need to moved beforehand– SF
Catering
SF and KF will deal. Same as last year ie, Hot Dogs, Jacket Potatoes with beans and cheese. Also Bolognese and sauce, and mushy peas with mint sauce. To be available from 5pm.
SF and KF to investigate Natashas Law information and display this by point of sale
NM suggested mulled wine and kinder punch. Hot flasks to be sourced for this. – SF/KF
Possibly volunteers to run stall which will require additional gazebo, lighting and power. - SF/KF/AC
Scouts will provide their own gazebos to facilitate serving of hot and cold drinks. Also Burco boiler - SB
AC has booked Ice cream van.
Scouts available to serve sweets and soft drinks if agreed by Sports and Social Club. SF/SB
If this is to happen, then CFPC will need to fund the purchase of sweets and soft drinks and a gazebo and lighting will be required.- AC/SB
It was agreed that the volunteers would be fed before the main event at 4pm at the pavilion where a safety and Martyns Law briefing will be delivered by AC. - AC/SF/KF
Stalls and Attractions
Glo stick lady has been booked by AC. She will be asked to provide her own gazebo
Discussion took place regarding holding a raffle with a cash prize. (possibly £200-£300) It was suggested that tickets (£1 each or £5 for a strip of 5)be sold for 2- 3 weeks before the event but sales cease a week before.
The scouts will then be asked to conduct further sales on the night
SB stated he may have access to a candy floss machine. If this is possible it can be sold by scouts with teas and coffees.
Sparklers
Discussion took place about the quality of the sparklers last year which were provided by Galaxy and not of a very good quality. SB undertook to investigate alternatives.
JB suggested purchase of stock from Tesco or similar (costings will need to be made to ensure this is profitable)
AC has safety equipment and will source carrots for handles.
SB to investigate legal aspect of scouts selling sparklers
Sound System
NM has secured the use of the Case public display unit. Virtual fire video and sponsors names to be displayed. NM to check access from Old Lincoln Road
It was agreed that this will be sited on the Playing Field. AC to get agreement from playing field committee
If approved it will need temporary roadway to prevent damage to the Playing Field which JB will investigate
Equipment
Cordless LED lighting to be purchased for entrance by Church to avoid 240v and trailing cables. Discussion took place about alternative of using 110v floodlighting mounted on pole with additional transformer and 110v extension cabling.
Possible this can be run from Case Display unit. - NM
It was agreed to purchase suitable equipment from accumulated funds.– AC will deal.
Fluorescent jackets for use by Marshalls and other volunteers and litter picking equipment to be provided by AC with volunteers required to clean the field on Sunday.
It was noted that if the SSC have an outside bar facility and there is a mulled wine stall, there will be a need for an additional 110v transformer and LED festoon lighting. - AC
Bonfire
There have been too many obstacles placed by our insurers to make lighting of a bonfire a viable option. Virtual bonfire via Case display unit.
Card Readers
Probably 5 needed. SB will get 2 from VH and set up phones as additional devices. SF to try and borrow 2 from the Red Lion. AC has a promise of the loan of the Gala terminals. SB can set up mobile phones as readers. - SF/SB/AC
Banking
AC suggested the committee counting the cash (KF kindly offered counting session at their home with bacon sandwiches as before)
AC will bank at the Post Office.
ST to be asked to get cash bags.
Risk Assessments
To be provided by Galaxy – AC to chase.
SB will provide RA for event.
Insurance
AC to check cover from CFPC is adequate. AC to notify Fire Brigade
Lost Children
Policy from last year to be used (AC) with addition of PA announcement before the event starts, that any children who become lost should make their way to the Pavilion/ Case display unit – AC/JB
Emergency Evacuation
SB to adapt last year’s.
Safety Briefing
AC will prepare and deliver before the event.
Gratuities
To be made to Scouts and Playing Field. Amounts to be decided once accounts for event are finalised.
Any Other Business
Martyns Law - AC to prepare policy and briefing sheet
Next Meeting
To be held at 6.30pm on Friday 11th July 2025