Fireworks Committee Meeting Notes 4th September 2025
Caythorpe Fireworks 2025
Record of meeting no 5 - 4th September 2025
Present
Andy Crawley (AC) Simon Farr (SF) Kim Farr (KF) Jonathan Betts (JB)
Apologies For Absence
Neil Macer (NM) Sean Topley (ST) Sam Bennett (SB)
Fireworks
AC confirmed booked with Galaxy for Saturday 1st November 2025. Cost for this year £3300 plus VAT (£3960 total 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 and has passed 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.. Social Club is dealing with TENS application.
Volunteers
SB stated that approx 15 scouts, Beavers and Cubs would attend 2 parishioners volunteered to help. 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 to contact PGL fto advise of numbers required so they can manage their staffing rotas. 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 will get posters printed and laminated for placing around the village.
It was agreed that we will order 20 plastic coated boards stating fireworks this Saturday (similar to Gala boards) for placing around the village
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 parishioner about getting the event publicized in Grantham Journal and Newark Advertiser. She is on board and will publicise nearer the event.
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 have been approached and are agreeable to providing 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 has had some promises of sponsorship and is liasing with Parish Clerk re payment requests etc. ST to continue to chase sponsors
Ancaster Butchers, Wriggly Tin, PFI , Tulley Motorsports, Tim Ward (agreed to supply potatoes, possibly more?)
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)
SF & KF offered a very kind donation of £250
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 to confirm able to use
Beet Pad - Following discussion it was agreed that this was not suitable for use due to issues with lighting and possible slip hazards as well as crossing A607
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. Hopeful there will be 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) SF/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 CFPC will need to fund the purchase of sweets and soft drinks and a gazebo and lighting will be required. KF offered to purchase these from Bookers or similar.
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 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). JB will arrange
AC has safety equipment and will source carrots for handles either from Chandlers or site on A17
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 otherwise access field from A607
It was agreed that this will be sited on the field adjacent to Church Lane with access from Old Lincoln Road. AC has spoken with resident who has agreed to this. Access via the rear gate off the A607.
The same resident has been given details of the unit and does not think it will need temporary roadway as the load is spread over four axles.
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. Committee agreed budget of £750 for electrical items to be purchased.
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 to 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 (Up to 5). JB can borrow football club reader. SB can set up mobile phones as readers.
Banking
Clerk is unavailable so alternative arrangements will be needed. AC suggested we revert to 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
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. Following discussion it was also agreed that a donation would be made to the school in recognition of their efforts in publicizing the event. Amounts to be decided once accounts for event are finalised.
Any Other Business
Martyns Law - AC to prepare policy and briefing sheet
Next Meetings
To be held at 6.00pm on Thursday 9th October 2025 and 6.00pm on Monday 20th October 2025