West Bergholt Cricket Club
Festival Committee Meeting Monday 30th March 2015
Attendees:
Wendy Twydell, Kevin Riley, Sandra McBride, Carole Cansdale
Apologies: Tracey Southernwood, Michelle FitzGerald, Imelda Owers, Dan Wheeler
Agenda:

Minutes of last meeting

WBCC Committee Members Update

Marketing Material:
o
Treasure Hunt – Tom Bowdidge update
o
T-Shirts

Fenn Wright – Update of list of names for boards

Outstanding items required for the festival

o
Sweetie cart
o
Freezer
Event Updates:
o
Treasure Hunt
o
Festival dates with itinerary

Bouncy Castle Update

Allocation of stalls

Help required

Raffle update

Date of next meeting
Minutes from last Meeting
Minutes of the last meeting were discussed and action points updated and agreed.
Event Updates

Pre-Season Dinner – The pre-season dinner took place at Raj Palace on Friday 17th April.
Unfortunately, there was a disappointing turn out at the event, nonetheless the food was lovely
and a good time was had by all who attended. Thank you Wendy for organising this!

Festival Weekend (Bouncy Castles) – We have hired bouncy castles for Friday and Saturday,
which will be free of charge. This is because Sunday 5th July will now be a Bouncy Castle day.
All stalls/BBQ will be available – all funds raised from the stalls/BBQ will go to the cricket club.
Marketing Material for 2015

Car Treasure Hunt – Kevin has produced a poster advertising the Treasure Hunt. This poster
also displays the Tom Bowdidge Foundation charity logo who we are supporting at this event.
We need to promote this event as much as possible as it is the first of the cricket events this
year.
1
Kevin has obtained a trophy to present to the winners. Other prizes (1st, 2nd & 3rd) to be
discussed at the next meeting.
Action: Jasmine and Jess will display posters around the village on Sunday 3rd May
Action: Wendy to speak to the Queen’s Head about serving cream teas at the end of the
Treasure Hunt.
Action: Wendy to speak to Nicki Bowdidge to see if they can donate a prize for the Treasure
Hunt
Action: Michelle to add details of the event to the West Bergholt hub
Action: Kevin to add details of the event to Streetlife

T-Shirts – Kevin has removed the dates from the design of the T-Shirts to make them generic.
He will find out about what sizes can be ordered. Orders for T-Shirts will be taken at the
festival.

Advertising Boards – Pete obtained another possible supplier for the advertising boards
‘Instant Imaging’ at Elmstead Market. Kevin will obtain prices.
Action: Kevin to find out prices
Fenn Wright Boards
We are still in need of a few more addresses for the Fenn Wright Boards.
Action: Committee members to email Wendy with details (name, address, postcode and where to put
board)
Action: Dan to provide names and addresses of cricket members
Wendy has approached Fenn Wright to request permanent signs to say ‘Ice Creams Sold Here’ and
‘Ice Creams for Sale’
Outstanding Items Required for the Festival

Sweetie Cart – We are not able to obtain a sweetie cart, so the FC have decided to sell the
sweets ready bagged in ‘Lucky Dip’ bags and cellophane cones.
Action: Sandra and Wendy to arrange to purchase sweets

Freezer – Michelle has notified Pete of a lady who is willing to donate a chest freezer to the
club.
Action: Wendy to speak to Pete to arrange to collect freezer
2
Stall Allocation
We discussed stall allocation and will need to decide which stalls can be situated next to each other at
the next meeting. Kevin will draw up a blank rosta.
Action: Kevin to draw up a blank rosta
Stall
Allocation
BBQ
Cakes/Jams
Bottles (adult &
Children’s)
Sweets
Face Painting
Ice Creams
Bar
Raffle/Tombola
Colouring
Competition
Bouncy Castle
Quiz Night
Unfortunately Tim West is unable to be quizmaster but Pete has managed to find someone else who
can do it. Kevin has purchased the trophy to be presented to the winning team. The trophy also has
the WBCC logo on this year. Well done Kevin!
Pete will source quiz questions. These will be vetted by Carole, as she will not be attending the quiz
night.
Car Boot
Please remember to take any donations for the car boot sale to Wendy’s.
Action: Wendy to ask Chris Southernwood for boot sale money
BBQ Food
Imelda supplied some sample sausages and burgers from Perrin’s for the FC members to taste.
Everyone liked the burgers but we were not so keen on the sausages.
Action: Kevin to bring samples from a local butcher to next meeting
Perrin’s – 50p sausage and 60p a burger. Last year we paid 30p a sausage and 75p a burger.
Other Items

Glasses – We haven’t had any luck with obtaining sturdier versions of glasses, so the FC have
decided that Wendy and Sandra will obtain these when purchasing the sweets at Makro.

Raffle & Tombola - Prizes are coming in, please keep them coming.
3
Wendy has obtained the licence to enable us to sell tickets in advance of the raffle.
Neil Hunt’s wife has agreed to make a cake for a raffle prize and a Treasure Hunt prize.

Costco Card – We discussed obtaining a discount card for purchasing sweets, etc. Sandra
spoke to Imelda and there is a charge to obtain a card. Sandra’s sister has a Makro card which
we can use.

Cakes – We originally wanted cakes to be taken to Carole’s on Fri 4th July but will need to
discuss this further as we need to think about storage. It might be better to stagger the delivery
of the cakes.
Action: Wendy to email cricket club members mid-June to remind them to bake cakes
Agenda items for next meeting:
 Diagram of stalls
 Allocation of stalls
 Helpers
 Car Treasure Hunt prizes
 BBQ Food
 Delivery and storage of cakes
Next Meeting Date
The committee agreed to hold the next meeting at 7pm on Monday 1st June at the CRICKET
PAVILION
4
Summary of Actions:
No.
Action
Who
Update
Status
From 23/2/15
Festival
Committee
Festival
Committee
Festival
Committee
Festival
Committee
24
Supply addresses for Fenn Wright festival boards at next meeting
25
Look into sourcing raffle and tombola prizes
26
Cakes to be delivered to Carole after 4pm on Friday 3rd July
27
Bring empty wine bottles and 2L plastic bottles to next meeting
36
Buy ice creams/lollies from Sainsbury’s/Asda (£40)
Michelle
44
Approach Steve at Queens Head for empty wine bottles
Dan
ongoing
ongoing
ongoing
ongoing
Sandra & Michelle to buy ice lollies
ongoing
From 30th March
52
53
54
58
59
61
Pete to obtain Cricket Committee members approval to spend £150 on
T Shirts for the ‘Crew’.
Committee members to email Wendy with details (name, address,
postcode and where to put board) by 1st May
Dan to provide names and addresses of cricket members for boards
Michelle to contact Nicky Bowdidge to arrange to meet with Wendy and
discuss – stand at festival promoting charity/details to be added to
flyers, etc./add to Parentmail at school.
Dan to ask Steve is they can obtain plastic wine glasses wine – 6oz or
7oz and Pimm’s.
Wendy to look into putting questions together and purchasing lollies for
prizes.
Pete/Wendy
Wendy to discuss with Pete
Festival
Committee
ongoing
Dan
Michelle/Wendy
Done
discharged
Dan
To be obtained from Makro
discharged
Wendy
62
Michelle to get some cricket related pictures from the internet.
Michelle
63
Imelda to purchase pencils/crayons
Imelda
64
Kevin to look into Blood Transfusion Service van
Kevin
65
Imelda to look into obtaining a Costco Card
Imelda
ongoing
We can probably source these
ourselves
discharged
N/A Sandra’s sister has a Makro
card we can use
discharged
5
66
Michelle to approach Tim to open quiz night and to be quizmaster.
Michelle
Done but he cannot do
discharged
67
Pete to confirm option of bouncy castle day
Pete
Done and arranged
discharged
68
If you approach any other business please email all the FC members,
so we don’t approach the same people.
Festival
Committee
ongoing
From 27th April
69
70
71
72
73
74
75
Kevin to send exact price of T-Shirts to Wendy to discuss with Pete
Email cricket members mid-June to remind them to bake cakes for
festival
Sandra and Wendy to arrange a date to go to Makro – beginning of
June
Jess and Jasmine to display posters around the village on Sun 3rdt
May
Obtain a quote for alternative boards, so a decision can be made who
to go with – approach ‘Instant Imaging’ for prices
Wendy to speak to the Queen’s Head about serving cream teas at the
end of the Treasure Hunt.
Wendy to speak to Nicki Bowdidge to see if they can donate a prize for
the Treasure Hunt
Kevin
Wendy
Wendy & Sandra
Jess, Jas,
Kevin
Wendy
Wendy
76
Michelle to add details of Treasure Hunt to West Bergholt hub
Michelle
77
Kevin to add details of the Treasure Hunt to Streetlife
Kevin
78
Wendy to speak to Pete to arrange to collect freezer
Wendy
79
Kevin to draw up a blank rosta for the stall allocation
Kevin
80
Wendy to ask Chris Southernwood for boot sale money
Wendy
81
Kevin to bring sample sausages and burgers from a local butcher to
next meeting
Kevin
6