K FEST News

• Children and some parents met to shortlist the list of brilliant suggestions that the earlier group came up with.
• Some of the choices will incur a charge and so are dependent o n funding.

 

• The list was divided into activities that young people can provide for other (younger?) children, activities teens might like to do, free activities and those that need funding

 

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10am BIG WEEKEND CO-ORDINATORS
 
Google contacts have been transferred to an email that could be shared with some co-ordinators that need it.In order to minimise too much sharing of personal data (although only contacts that have given permission to store and use will be shared) this will only be shared with co-ordinators that need to use it.Anyone who wants that could email kirkbybusiness@gmail.com.
 
ACTION POINTS
 

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• Should we organise mobile toilets? – Jane J to get a quote for this
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• Catering / drinks for Sat night and Sun (need some soft drinks) – Black Sheep will sell soft drinks at their bar
• Insurances
• Note – the field will be cleared from 4pm – 6pm on Saturday to reset for the evening.
• Litter picking – Pippa (could you?) to contact the Kirkby in Bloom gang to co-ordinate a litter pick and recycling plan. Check – do we have litter pickers?
• Marlon to source bunting – we should keep all decorations put up for the coronation (discuss that with Coronation organisers)
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ACCOUNTS

• Who to approach for sponsorship – Awards from All is inundated. We have one application in for tipis. Community First is going to provide a list of possible grant funders. RH to ask the KM Charity Trust. JA to email local businesses to ask for contributions so that we have a float.
• Consider asking Ripon businesses if they want to advertise with flags etc
• Card readers will be needed for Saturday night – HPF and MI to see if they can lend theirs and to check signal.

 

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• Note of caterers and those we still need – Ilona updated re the businesses that are booked anf those tbc.  Ilona, Fiona and Jane A met on 17^th March to list which catering /stalls are booked for Sat and Sun.
• Ilona to confirm start/end times for catering.

 

• Licencing decision – Marlon J is applying for a licence – confirm when done.

 

• Catering for the 12K run – various options were discussed.  Later Ilona agreed to discuss with Harvey J and to suggest Pork Pies for the runners – for ease of distribution and preparation.

 

• Ilona to contact Voakes to discuss

 

• Ilona noted that the presence of Black Sheep is helping to draw in other caterers.

 
FARM FEST

• Progress on contact – communication with Young Farmers etc is still a work in progress.  RH to talk to Lindsay Atkinson. 

 

• Dog show update – Helen K and Alli K are organising. Helen has contacted suppliers for prizes . Helen is going to contact Geoff Lobley for bales and fencing etc for the scurry.  This will be located along the hedge adjoining Tudbury’s house. Helen’s business, Elkemutt Dog Coats, will sponsor this and provide a prize. This should be mentioned in advertising. Helen has devised a list of classes. Timing tbc, but potentially 2pm on Sunday (check Sunday timetable and Reeth Brass Band performance times).  Helen will organise poo bags etc.

 
FIRST AID

• Responsibilities

Tracy has got a quote from St Johns of £211 for 2 people for 2 days.They would require a marquee with sides.Times for this suggestes: 12 – 4pm on Sat and 10.30 – 3pm on Sun

• Need to establish (risk assessment) if a First Aider is required to be on site in the evening, or if being on call close by would be good enough.
• First Aid tent should also be flagged as a place for lost children etc to go.
• TW to compile a list of First Aiders
• 12K plans

FLOATS

• Some vintage tractors can’t pull floats (update – talking to Mr Morrison – he’s looking for a trailer for his tractor.  If we can find a trailer, he’s happy for his vintage tractor to tow it.  Harry Mozz also has one and will join in.
•  To ask Stephen Weld about join in in with vintage cars. (We need to consider the location of any vehicles that park up) (JA to do this)
• Update – JA has asked fire brigade (need to follow up with email) – they are keen to join in but need easy access to get out if necessary.
• Tracy W to compile a list of floats (Could you either email kirkbybusiness@gmail.com or add to your area on the google drive? X)

 
12K RUN

• Insurances, regulations and highways
• Insurance from affiliation with UK Athletics is £150.  That should be covered by entry fees.

Confirm next time if this has been done.

• Dietary requirements should be established on runners’ entry forms.
• Run organisers need to establish if food will be included in run ticket or not (recommended for catering organisation). 
• Registration table and map to be organised.
• Decision not to use MI – tbc
• 11 marshalls (minimum) needed – probably more.  Harvey to contact the Sat morning running group for volunteer marshalls.
• Ewan has contacted most landowners to discuss.
• A letter needs to go out to all who have land on the route, or personal visits. This is an opportunity to bond with the local landowners.

 
GAMES

• Richard Lockey is organising this – need to discuss.  Suggest MJ/RH/JA to meet
• Need to discuss space available – site map meeting required.

WALK

• Email update from Pat

 
DISCO

• Decision to be made on venue

The MI is now available .RH to cancel school booking.
MARQUEES

• Inventory of people who will lend one

Tony S to create an inventory (Tony – could you add that top the google drive or email a list to kirkbybusiness@gmail.com? X )

• Share plans to locate stalls and marquees

FLOATS

• Email update about tractors
• Need summary of people contacted

MEDIA

• Push to publicise and timetable

Jeni suggested a launch in early April.There is information in The Fountain
We should contact Felicity Cunliffe-Lister for the launch (Jeni – I have contact details for her if you need – Jane x)
 
MUSIC

• Email update from Nigel
• Ticketing – This could be done through wegottickets – JA /RH have an account already
• Need to book Atkinsons coach (JA/RH to do)
• Timetable

 
SCARECROWS

• Publicise
• Entry is free
• Map showing locations will be charged for

STALLS

• Email report from Fiona
• Establish cost of stalls for local groups and if HPF will charge for pavilion
• Fiona, Ilona and Jane A met to discuss stalls and assign to each day.  That list is on the google drive. Need to size the stalls and discuss with Marlon at site map meeting – to be organised.
• Include Highside Pavillion (WI) as a stall and have the same rent/profit agreement as other stalls. 
• We should agree a rent for the day to be paid to HPF, after the event.
• Pitch fees are 10% up to a maximum of £30.
• JA to contact local groups to discuss local stalls for Saturday
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VOLUNTEERS

• Push for people to volunteer briefly for the day

Please ask around in local groups etc
 
YOUTH

• Plans for activities
• Promote the disco (over 8s )
• Look at lead-in activities with Youth Club
• Look into wicker models for float/procession
• WE need to create an inventory of resources available for the youth group

 
PARKING

• Update on venues?
• Lofty would allow use of the Charity Trust field, but exit requires marshalls. That might be good to use for locals.
• Update on parking next meeting

QUEEN’S HEAD

• Sunday evening plans
• Offer of Prosecco bar on Sat night? (JA to ask Queens about that)