Attendees: Pauline Hedges/Mark Fuller/ Noel Richardson/ Gill Davis/Shani Orchard/Juliette
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
Agreement has been drawn up and Ron Enticott from WBBA is looking at it.
ACTION: Pauline and Ron
In progress – Mark designing a simple A4 poster
Sponsorship: Pauline has been speaking with SNAP the sponsorship company and they have been in contact with interested companies.
General: Noel has emailed the picture of his Granny to Pauline. | Library has been approached and will have one story telling session. | Facebook and Twitter account has been set up by Lisa Schoeman 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
Pauline spoke to Woking Rotary – Noel has asked for a timetable and a plan in order to plan out the volunteering.
Costa can give 20 hours.
Tabards: Fluorescent jackets/shirts required for the volunteers. Require cheap tabards – West Byfleet LIVE printed on it with Marshall on the back
ACTION: Pauline to order 24 from a known supplier with West Byfleet Marshall printed on the back.
Screen: Pauline spoke to AV Impact who does external screening for Samsung. They are trying to source a flat screen that will hang down the front of the building and back project.
Alternatively likely to cost £1500 from another supplier.
Live music: contacted Brooklands Radio – gone quiet. Suggested getting in contact with Oliver from Hair Mechanix. Brompton Mix is known by The Morrisons who will provide the contact numbers to Mark Fuller. Loud Fest – Gill to speak with the organiser to obtain further contacts. Need a sound system – perhaps Fulbrook School. Bishop David Brown. After brainstorming Mark went away with a list.
ACTION: Mark Fuller
Stalls: Stalls can set up from 9.00 am on the day. | Foxhills would like a stall and have asked how many people are anticipated – likely to be at least 5,000.| Pauline will send to the relevant people any electronic documents from last year’s events.
Gill reported on the stalls and still needs to contact the previous stall holders from last year. Pauline has contacted them all through email addresses. Pauline will email Gill the email contact addresses.
We have 11 confirmed stalls, Clandon, Heather Forsters, Christine Osbourne was contacting Nuffields, Foxhills, Bea’s Cupcakes, Juliette to speak to Nuffields for a bikeathon. Naomi to be approached by Christine Morrison regarding a stall. Pauline to send information regarding the charity stalls – National Charities charge, local charities no charge.
ACTION: Juliette/Gill/ Pauline
Oliver has been approached regarding Massage | Hair dressing | nail bar and is waiting to hear back.
Advertising banner: discussion took place and quite frankly we need to open this out to other potential businesses wishing to sponsor on the day. Pauline to check with Riette whether this is feasible. As a huge amount is done for the community and so it will be established whether we can do this.
Refreshment Tent: I have applied for the TEN for the refreshment tent and we have organised a small marque and equipment for dispensing beer, purchased plastic glasses etc., so we are well on the way with those arrangements.
OUTSTANDING: Tables and chairs still required for the restaurant area. Contact Woking Borough Council regarding child bands with parent’s mobile numbers on it. Pauline to talk to Riiette.
Have approached the Police, who will try and have a presence on the day by way of a Dog Van, or something similar.
Fire Extinguishers obtained from Shepperton Studios. Pauline will be picking them up.
PR required for the event – Pauline to mention the West Byfleet LI:VE on the radio.
Surrey County Council to donate monies – Richard Wilson has offered this often – doing the greatest good for the greatest number.
Juliette has offered help and was assigned to Gill to assist.
Gary Elson will be around to support us pending the election results…
Meeting closed at 7.00 pm.