Fireworks Committee Meeting Notes - 11th July 2025
Caythorpe Fireworks 2025
Record of meeting no 4 - 11th July 2025
Action
Present
Andy Crawley (AC) Sam Bennett (SB) Neil Macer (NM)
Apologies For Absence
Simon Farr (SF) Kim Farr (KF) Sean Topley (ST)
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 have now been received from Galaxy.
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 has got quote for disposable glasses for passing to Sports Club
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 and anticipates a donation the same as last year although will press for an increased amount. SSC Chair is dealing with TENS application.
Volunteers
SB stated that approx 15 scouts, Beavers and Cubs would attend. AC has placed adverts in News & Views and Village Facebook page for helpers which has drawn a limited response. PGL have offered the services of a first aider and a number of staff to assist with set up, and steward the event.
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 got something in News and Views and JB has put something on Facebook. These will need to be repeated nearer the time.
JB no longer has access to the CFPC Facebook page so will send content to Cllr Clayton to post on his behalf.
KF has liaised with a resident about getting the event publicized in 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. Drafts have been approved and now to be printed.
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
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 -SF
Mountains / Mid Uk, (contacted and have agreed to make a very generous donation) PGL (have been contacted and agreed to provide a first aider and staff but no monetary donation), New Window Co (have been contacted but nothing heard back)
Residents have made offers of donations
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., 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. Update required for this from SF and KF
Possibility of volunteers to run stall which will require additional gazebo, lighting and power.
Scouts will provide their own gazebos to facilitate serving of hot and cold drinks. Also Burco boiler
AC has booked Ice cream van.
Sports and Social Club to have an outside bar to speed the serving of drinks – SF to liaise with them. Gazebo and lighting will be required (AC)
Scouts available to serve sweets and soft drinks if agreed by Sports and Social Club. SF to check . If this is to happen, then The Firework Committee will need to fund the purchase of sweets and soft drinks and a gazebo and lighting will be required.
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.
Stalls and Attractions
Glo stick lady has been booked by AC. She has agreed to provide her own gazebo
Discussion took place regarding holding a raffle. It was felt that there was no need for this, as the sponsorship was looking to be sufficient and there was a desire not to prejudice the stablished raffle run by the Gala team.
SB confirmed he has access to a candy floss machine. This will be sold by scouts with teas and coffees. An electricity supply will be needed.
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 has investigated legal aspect of scouts selling sparklers. It appears they cannot do so until 18 years of age but can possibly do so under adult supervision.
Sound System
NM has secured the use of the Case public display unit from work. Virtual fire video and sponsors names to be displayed. NM to check access from Old Lincoln Road
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.
It was agreed to purchase suitable equipment from accumulated funds.– AC has investigated this and cordless light units on tripods are available at about £260 each. Agreed these can be purchased by AC nearer the time.
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 if there is a mulled wine stall, there will be a need for an additional 110v transformer and LED festoon lighting.
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. NM to source suitable video and also to run a banner on the screen thanking our sponsors.
Full list of sponsors to be provided by NM in good time to allow this to be made up.
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.
Banking
AC will bank at the Post Office.
ST to be asked to get cash bags.
Risk Assessments
Now by Galaxy
SB will provide RA for event.
Insurance
AC to check cover from CFPC is adequate. AC has notified Fire Brigade, Lincs Police and Ambulance service
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
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 7.00pm on Friday 29th August 2025