2025 Events & Fundraising Minutes

Cherry Willingham Parish Council

Minutes of Cherry Willingham Parish Council’s Events and Fundraising Committee held on Wednesday 23rd July 2025 at 10:00 in the Millenium Hall

Present: Cllr. S Bates, Cllr. A Burge, Cllr. Mrs. Burge, Cllr. R Pitchford, Cllr. Mrs. Pitchford, Cllr.Palmer, Mrs J Laity

1. To elect co-opted members onto the Events and Fundraising Committee

Sue Shaw and Graham Shaw were unanimously elected.

2. To elect a minute taker

RESOLVED unanimously to elect Cllr. Bates

3. To note and record apologies and absences

Cllr. Mrs Robinson

4. To record declarations of interest by any member of the council in respect of the agenda items listed below.

Members declaring interests should identify the agenda item and type of interest being declared.

To note dispensations given to any member of the council in respect of the agenda items listed below.

Cllr. Bates declared an interest in the future events, being a contractor for the Gala. To sign a dispensation.

5. To receive the minutes of the meeting held on 10th June 2025 and approve them as a true record

RESOLVED unanimously to approve the minutes of the 10th June 2025 as a true record. 

6. To receive a report on the up and coming Gala

This is the last meeting before the gala. The plan is subject to alteration. The stalls are to be moved slightly up the field to allow vehicle access. Ask stall holders to move their vehicles to the car park when they have unloaded. Church stall will take lost children initially and then deliver them to control. Church activities will take place along fence line. Colour Maze and Ride on Time will move up slightly. Currently number of stalls is 49, will need to extend 2 of the rows of stallholders upwards. Judo demo will be at the edge of the cricket square. 3 cricket screens will be pulled over to protect the pitch. Our staff can use the toilets at the cricket pavilion. 

In front of the pavilion will be a 32ft trailer which may or may not be curtain-sided. The bowls club will be open, offering target bowls. The 3 bouncy castles will be set up to make a curve, with an area behind them available for parking. The judo club have agreed to man the car park, but we will need to mark out some car parking spaces. Toilets to go inside the gate along hedge side near double bin.

Scouts will do the litter picking. At the other side of the cricket pitch will be Paul’s Hook a Duck and Tin Can Alley, CWPC Wine and Water and tombola, and Trevor’s coconut shy and RBL bikes.

There are 6 food stalls which will be in front of the pitch. A burger van will be located in the pub car park to feed the classic cars and motorcycles. The landlord will manage that area. The pub will be open all day. Ken has extra staff on duty. Beer will be served in plastic glasses and toilets in the pub will be available.

Entertainment: music on the trailer from 12 to 4, each artist given an hour to include set-up and take-down. They have provided set lists.

From the container we need the bins and bags, bollards and all the gazebos, also 2 tables from the office. The float needed £50. Donation buckets, general waste labels for bins.

Ady Walker from Fiskerton PC is assisting with a stall which Graham and Sue will run. This will be Bread and pastries (from the Grain of truth Bakery) and fruit (from Sharp’s of Langworth). Ady will order the bread and fruit for us and we settle up with him afterwards. There will also be home-made sausage rolls. Ady will also lend us the tablet for working out prices, also linked to card sales. This will need a hot-spot. £30 cash float – sausage rolls will be cash only, need separate float of £20 and cash box. Sausage rolls will sell for £2, will need tongs, pinafores and gloves.  Graham and Sue will get training from Ady who will also provide bags. Will need one of our gazebos. £50 float for our stalls.

Volunteer requirements: Fri. 4-6, marking out of field. On the day from 7am Robert to open gate for Bouncy Castles. 8am food vendors arrive. 9-10 stall holders arrive, will need 4 volunteers to show them to their pitch. Any last minute arrivals, gate person to ask one of the volunteers to lead the vehicle.

The stall pitches are all numbered and there is a list with all the stalls and their number. Master list at the gate, send stall holders to volunteer at head of each relevant row. All stall holders have been told they have 3x3 metre space. SB to arrive 7am, The Burges and MP to arrive 8am, also GS and SS.

No vehicle movement between 11 and 4. Outside those hours movement only when accompanied by a Marshall wearing high-vis. Vehicles should display hazard warning lights.

Communication: 2-way radios. SB to provide 12 + earpieces if required.

Risk assessment already done, no paid first aid, but judo has first aiders otherwise call  999. Take first aid kit.

This will be a good opportunity to ask the public what other events they would like.

7. To receive an update on the FCC grant application and the Events and Fundraising  participation. 

A list of available grants has been produced which will be looked at by all committees to check for relevance.

8. Future events.

9. Light switch on.  MP explained that Santa’s grotto would be pre-booking and payment to receive a gift. Booking would be via MP. Santa and rocking-chair booked. Need money to buy a backdrop, gift bags and items to go in. The backdrop will be re-usable. Unanimously approved the sum of £100.00 for the backdrop etc. MP and Clerk will do more research on cost of bags. We need to source a tree (Fillingham – need to book visit in advance from September). Dean Semper will provide all the equipment we need to put tree in place. Cllr.Burge has a gas pipe which can go permanently into the hole to site the tree.

10. Christmas Quiz. Cllr. Mrs Burge will start buying the pies when they are on offer. Cllr. Palmer to ask her friend if we can still borrow the knives and forks.

11. Other events. Deferred

9. Date of next meeting

Wednesday 6th July 2025, 10:00, Millenium Hall. Gala wrap-up meeting

Wednesday 3rd September 2025, 10.00, Millenium Hall (provisional)