Meeting of WBBA Sub Committee – West Byfleet L:IVE
Attendees: Pauline Hedges/Mark Fuller/Stella McMillan/ Noel Richardson/ Gill Davis/Shani Orchard
Friday 25th July – 4.30 – 9.30 pm.
Saturday 26th July – 12 – 9.30 pm. Film will be Dirty Dancing commencing at 6.30 pm
Pauline is the licence holder for the event. There needs to be an agreement drafted for WBBA to allow EE to run this event. ACTION: ???????????
Summary to date: There have been 10 stall holder applications including a Face painter who comes with a chap with bouncy castle. Pauline is meeting Police Chief on Thursday – to discuss policing and he will give his recommendations and with regards volunteers – Fire Chief officer – write Fire Safety plan and will source the fire extinguishers. Insurance will include bad weather provision waiting for a quote. Toilets have been hired, plus secured Event Medicine Company – requested same person as last year. Cover is for longer hours than last year. Has to be noted that the Social Club is not providing the beer tent but it is Stella McMillan who will have sole rights to sell the drinks on the day in the Refreshment Tent. There will also be Bea’s Cup cakes and the Vegetarian crew serving food as well. Snow fencing will be obtained to protect the cricket ground. There will be Car parking behind the stalls which will aid the marshalling. There will be Community Event buckets will be available for those wishing to donate. Overnight security is not required Rio’s Diner staff will be on sight. Expecting 5,000 people. Monies will be donated by WBC via Riette Thomas towards a leaflet. Simple A4 Poster with what’s on and who the sponsors are. Easy Printing will be approached. Mark Fuller offered to do the design. Noel asked whether the school could design it – agreed that this would be appropriate for next year. There will be a bucket collection round the film show for White Lodge.
The Plan of the field was circulated which will be distributed with the minutes.
Sponsorship: :Alan Foster – Operations Director of McClarens will be approached re sponsorship as well as possibly P&G, Fredrikson (?).
Noel to email Pauline the picture of his Granny. ACTION: Noel Richardson
Library needs to be approached regarding the Story Telling and activities. To take place in the afternoon – children’s activities/story telling etc. etc. They will be placed next to the refreshment tent.
ACTION: Stella McMillan
Facebook and Twitter account is set up by Lisa Sureman Pauline will email the contact details to the Committee.
ACTION: Pauline Hedges
Volunteers Mark Fuller suggested that perhaps Eikon could be involved. Waitrose can offer some help as they have a budget of 250 hours a year for the community and has difficulty in using them.
Pauline will contact Eikon. Pauline to let Noel know how many hours will be required for volunteers.
Round Table have volunteered some help
ACTION: Noel/Shani & Robert (Personnel Manager at Waitrose)
Flourescent jackets/shirts required for the volunteers. Require cheap tabards – West Byfleet LIVE printed on it with Marshall on the back.
ACTION: Noel to contact Ian from Surrounds.
Pauline needs to talk to Sony regarding a screen.
A discussion took place regarding Live music. Sub committee to be set up with Mark and Gill. Agreed that it may attract and keep the younger generation. The music should be there from 12 noon – 6 pm as the Film to start at 6.30 pm. A Mark Fuller has a contact with the Fringe – Pyrford Dramatics. Bands will need to be checked that they have performing rights
ACTION: Appropriate licenses to be obtained – Pauline
Sub-Committee – Mark & Gill
Pauline will send to the relevant people any electronic documents from last year’s events.
Suggestion to approach Oliver Lodge (Hair Mechanix) in respect of a stall offering Massage | Hair dressing | nail bar
Need to obtain Tables and chairs. Contact Woking Borough Council regarding child bands with parents mobile numbers on it. Pauline needs to change the application to include the music instruments. Need a PA system – Keith?
Charity Stalls – dependant upon the stall offer and the charity. National charities are charged – local charities no charge.
The Stove Man is going to be demonstrating a new product.
PR required for the event – Pauline to mention the West Byfleet LI:VE on the radio.
Surrey County Council to donate monies?
Meeting closed at 7.00 pm.