Project Managers Toolkit
MEETING REPORT
MEETING
Charnwood Events Forum
DATE
26 January 2010
LOCATION
L & E Meeting Room 1
Attendee’s
Lynne Twigg (CBC –
Chair)
Malcolm Burton (CBC
Licencing)
Sgt Mark Fiskel
(Leics police)
David Dalby
(CBC event organiser)
Apologies
Stuart Adkins (CBC –
Env Health)
Chris Taylor (CBC
Legal)
Nick Tarry
(Leics fire service)
David Hollins
(Event organiser
Footprint)
David Hicks (CBC)
Stephen Shepherd
(CBC – Events officer)
Dave Martin (Leics
Highways)
A Barlow
Loughborough Uni
Dennis Milner
(Event Organiser
Footprint)
Scott Simms
(CBC Street Warden)
Debbi Payne (Leics
Highways)
Jackie Cross
(Leics Highways)
Shirley Leaks
(Event organiser Footprint)
Meeting Type (Team, Board or other)
Event Team Meeting
Objectives or Agenda
1.
2.
3.
4.
Minutes of last meeting
Known events in Charnwood Borough Council
Discussion and feedback
visiting Events Organisers
Meeting Notes
1. Minutes of last meeting
Noted by meeting
Actions: to be carried forward confirmation of advertising dates for the Global Order
2. Known Events in Charnwood Borough Council
a) ATC Parade – Sunday 7th February 2010
Draft order prepared ready for sealing
b) Holi Bonfire Event – Sunday 28th February
Communication had been received from the Fire Brigade confirming that they will no longer be attending this
event, or any other event, regardless of the purpose, in order to extinguish any bonfires, as they have done in
the past. It is no longer viable for emergency vehicles to be present at events, as this does not come under their
‘special services’ procedure, even when the organiser is willing to pay for that service. They have advised that
there are private companies that are able to supply this service and it is the responsibility of event organisers to
arrange cover.
It was agreed that this would be taken into account within procedures for booking venues with Charnwood
Borough Council, and that CBC will look for confirmation that fire procedures are in place for events involving
bonfires, also to be included in the events manual
Action: Stephen Shepherd and David Hicks to include in relevant documentation.
Project Managers Toolkit
MEETING REPORT
c) Sport Relief Run – Sunday 21 March 2010
Helen Smith and Will Blanche from Leisure Services attended the meeting to discuss their forthcoming event.
This to be along the same route as the Santa Fun Run and to include a 1, 3 and 6 mile run with staggered starts.
The event to take place from 10.30am to 2.30pm. Meeting agreed the event in principle, and police had no issue
with the route as this was tried and tested with the Santa Fun Run in previous years. Anticipated attendance
was 150 but capacity is 500
Agreed: this should be dealt with under a TRO 16a
Action: Event organisers to submit details for Road closure as soon as possible
d) Freedom of Borough – TA March - Saturday 10 April
David Dalby (CBC) presented details of above event. Some concerns were raised i.e.
1.
2.
3.
4.
5.
6.
7.
8.
9.
Start from the Leisure Centre and crossing to Queens Park
Suggested possible start from John Storer House Car park, to avoid crossing Browns Lane
The march to take place on Saturday which is busy market day – wants to attract maximum attendance
Signage would need to be in place, but discreet in view of terrorist threat
Police raised concerns with number of junctions that the parade would pass – would need high police
presence
Wardens advised that the Leisure Centre and Granby Street car parks would be full as it is a Saturday
Highways felt that Mike Sheldrake should be made aware of this event
Suggested approaching private businesses for car parking facilities
Police agreed they would be present, and would make this a sterile closure i.e. stop traffic on roads march
taking place.
Agreed: This closure to be granted under Town and Police Clauses Act.
Footprint - Sponsored Walk Glebe House and New Dawn – Friday 7th May
Dennis Milner, Shirley Leeks and David Hollings (SFR) presented the meeting with details of their proposals. It
was intended to approach all of the schools in the borough to participate. The purpose of the walk to raise
funding for Glebe House and New Dawn providers of respite care to children. The route had not yet been
decided but thought may be similar to Santa Fun Run. Meeting agreed the event in principle, and specific details
now required from event organiser.
Agreed: This to be granted under TRO 16a
Other Known Events
Jackie C (Leics Highways) mentioned a contact from Rothley re a Road Race that they hold every year, event
organisers not happy that this clashed with planned road works. The forum had no prior knowledge of this event.
Stuart A had been verbally advised re an event happening in the summer at Prestwold Hall 18/19/20 June
involving a staged concert, camping and caravans expected attendance 10,000. Malcolm B licensing had
received an enquiry with some details which would be circulated.
Details had not as yet been received re Gladstone Budget.
Action – Stephen Shepherd to send a current list of events taking place on CBC parks.
Bell Moving
Lynne mentioned that it was proposed to move The Grand Paul Bell Case from the Taylor Bell Foundry, initially
to William Davis for restoration, then to the Market Place for a while, and on to an unknown destination. The
meeting felt that a road closure would be necessary for this.
Project Managers Toolkit
MEETING REPORT
Follow up actions
confirmation of advertising dates for the Global Order
Stephen Shepherd and David Hicks to include in relevant
documentation revised procedures for events with bonfires
Sport Relief - Event organisers to submit details for Road closure as
soon as possible
Stephen Shepherd to send a current list of events taking place on
CBC parks.
Whom
Lynne T
Stephen Shepherd
David Hicks
Helen Smith
Will Blanche
Stephen Shepherd
When