Minutes from meeting, 19th November
05 Dec 2022
Meeting about KM Gala/Fest and other community events, MI,
Saturday 19th November
MINUTES
BONFIRE FEEDBACK
- The event was well organised
- The walking route was a popular addition, well-lit and with marshals at suitable points.
- The food van was popular and the burgers etc were really good quality. There was no particular support for a bar from the people at this meeting. RH explained that the land owners could organise one in future, but that alcohol posed a problem with risk assessments etc if the event is insured by the Parish Council.
- The event raised over £1000 – which is held securely for next year’s event
Action:
- Plan further fundraising and organise next year’s event well in advance
KIRKBY LIVE – MUSIC EVENTS
- The MI has a capacity of 102 (seated), 90 (around tables) and 200 (standing).
- Future events booked are: Winter Wilson (February), Clive Gregson (March) and Bad Apple Theatre (December and April).
- The MI Has been contacted by an agency to discuss bookings.
- The sound system at the MI needs upgrading.
Action:
- Direct emails are the best way of contacting people about events
- Work on creating an email list (JA)
- Community website has the facility to email notifications to people who have registered an interest in a group.
- Community website will soon have the facility to sell tickets
- Put a link on fb and promote e-mail list / website registration (JA)
- Promote new Instagram account
- Look into fundraising for MI new sound system (JC)
- Organise wrist bands for paid events (including Sat Night of Gala)
KM GALA/FESTIVAL 2023
FRIDAY NIGHT
- The gala will run from 6pm on Fri 16th – Sunday 18th June 2023
- The original plan (to have children’s disco at MI from 4pm on Friday 16th, followed by Music Night at 7pm) was discussed at recent MI meeting. This plan was considered unviable by MI because of the time needed to clear up disco and set up music night.
- Feedback from Halloween Disco raised problems of children being unsupervised by adults.
- In light of Halloween disco feedback, we should consider avoiding having an adult’s bar at the children’s disco. Instead, there could be soft drinks and mocktails for the children.
- We need to ensure there are plenty of DBS registered volunteers to supervise children.
- We could approach the school and have the children’s disco there. This would allow the Music Night to go ahead at the MI.
Action:
- Enlist volunteers to supervise at children’s disco (Kirkby Friends?)
- Approach school and Friends of Kirkby School about having disco in school hall on Friday after school (JA)
FLOATS AND THE FARMING COMMUNITY
- One aim is to get the farming community involved in the festival.
- Catherine Raw has agreed the gala can use her field for farming events.
- Richard H will co-ordinate, but is looking for farmers to lead the farming events.
- The float procession is planned for 11.30 – 12.30 on Saturday 17th June.
Action
•Aim to persuade people to sign up for floats before Christmas (RH)
•Make a list of people who want to have a float, and a list of people who have trailers etc, and co-ordinate. (RH)
•Get the names of people from the farming community and create a contact list
•Contact Winksley Young Farmers for ideas and to get people to organise games/events
•Establish who can provide a curtain truck
•A covered truck should be organised for Sat night at Highside Playing Fields and also for Sunday when Reeth Brass Band visit. (MJ)
•We should discuss a tractor procession with Ryan A.
HIGHSIDE EVENTS ON SATURDAY 18th JUNE
- Events at the Highside Playing Fields should be a combination of traditional village stalls and commercial stalls that will raise revenue and also draw people from outside KMLD to spend their money here!
- Live band on Saturday night – make provision for paying to attend (eg wrist bands) and a venue if weather scuppers plans to play at Highside Playing Fields
- We should contact some street food providers – Kirkby Business Group has some contacts
Action:
- Contact Paul (McGory??) about organising an inflatable obstacle course (RH)
- Book in the coconut shy and a beer tent (MJ)
- Book commercial stalls in advance (Kirkby Business Group has a spread sheet with possible stalls and links with Little Bird Artisan Market). Contact street food providers and book early. Establish financial arrangements for all these.
- Advertise early
- Create a plan for publicity – where/how to publicise (DN)
- Invite Sports Clubs to organise games etc – with opportunity to promote themselves and boost membership etc
- Book a band (RH/DN)
- Make a plan for tickets (live music event in evening) and wrist bands
ARTS FESTIVAL
- We should consider the youth aspect of the Gala.
- We could include some art events to engage with our local teens
- We could set up a working group of young people
Action:
- Contact Connecting Youth Culture (an arm of NYCC Youth Service) (JC?)
- Look at arts workshops (circus skills, pop up skateboard park, drumming workshops, pavement art project)
- Set up a working group of young people.
- Contact Youth Club and school for promotion/volunteers/ideas
EVENTS ON SUNDAY 18th JUNE
- 10K Run organised by Harvey Jones and Andrew Riseby. This is a mixed off/on road run that will start and finish at Highside Playing Fields.
- The route includes part of the Mosaic Trail. There are plans for marshals to stand at gates etc. Approx 12 marshals would be needed for that.
- The estimated number of participants is 200 - 250
- Artisan stalls on the Highside Playing Fields will benefit from the runners and families etc.
- Reeth Brass Band will play at the end of the run. The trailer for the band on Saturday night should stay there for Reeth Brass Band to play on on the Sunday.
- Consider organising a Mosaic Walk for those who don’t want to run. (Or a walk that starts and finished at the Playing Fields too?). Check route doesn’t clash with runners.
Action:
- Organise a list of marshals (HJ)
- Discuss the route with Highways and get advice on the road crossing points (HJ)
- Bishop Monkton Off-Road run have experience organising runs – talk to them
- Promote the run on website, social media and with running groups. Plan a publicity campaign.
- Consider suggestion of a walk on the Sunday, and plans for farmhouse teas etc.
- Look into closing the road outside the Queen’s Head. (PM)
- Nigel R to organise Reeth Brass Band’s visit (NR)
INCLUSION OF LAVERTON AND DALLOWGILL
Action:
- Contact Rosie Brassington for Laverton events
- Contact Geoffrey for possible bonfire event in Dallowgill ( Or for Coronation?)
GENERAL WEEKEND ORGANISATION
Action:
- Marlon to send the Gala Planner to Jane A to put on website (MJ/JA)
- PARKING – contact Atkinsons, Dairy for parking areas
- LOGO – the event should have a logo that is used on all publicity. Jenni C to create the logo. (JC)
- Look into Chapel availability for events
- Pat W and Fiona R to organise a Scarecrow Festival for children, with a kids’ score sheet. This should start in advance of the weekend. Contact the School and Youth Club for publicity and volunteers. (PW/FR)
- Decide on a theme (if needed) for floats / scarecrows etc (PW/FR)
- Tony S to organise a KM History trail and sheet (TS)
- Existing flags and bunting can be used. WI have also got yarn bombs. We need to organise a cherry picker for bunting.
FINANCES
At present the Parish Council is holding money raised for KMLD bonfire 2023.This is a temporary solution until a Community Association is set up.We don’t want to delay organising these events because we are waiting for a Community Association to be established.We do need to think about how this can be organised in future.
THE CORONATION
It was generally decided to have the gala and the Coronation on different weekends.
Local authorities etc have not yet decided on street closures for parties etc.We will review this in the New Year.
Action:
- Discuss having a bonfire at Dallowgill
OPEN GARDENS
- It was generally agreed that Open Gardens would be better organised on a different weekend from the Kirkby Gala/Festival
Action:
- Talk to Geoffrey B about the date of Open Gardens
BEER FESTIVAL AND BANDS AT QUEENS
Action:
- Talk to brewery about beer
- Book a band
- Organise a publicity plan
ORGANISING VOLUNTEERS
Action:
- Send a request form to the email circulation list and get permissions to add email addresses etc to spreadsheet and website, for future communication (JA)
- Create google form for permission to keep emails (JA)
- Contact new people who have moved to KMLD recently
- Contact Heather at Youth Club, Kirkby School and other local schools
- Organise website training for local groups (JA)