01 20.04.26. Events Minutes

The Council Office, Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich, NR6 5QB
Tel: 01603 301751 www.hellesdon-pc.gov.uk email: contact@hellesdon-pc.gov.uk

Minutes of the Meeting of Hellesdon Events Committee held on Monday
20 April 2026 at 7pm in the Council Chamber, Diamond Jubilee Lodge,
Wood view Road, Hellesdon Norwich NR6 5QB

Present at the Meeting
Cllr Mel Maidstone (Chair)
Cllr Roy Forder
Cllr David Britcher
Cllr Lacey Douglass
Cllr Gemma Diffey

Also, in attendance
Dave Marshall - Admin Officer
Rebecca Larke – Deputy Clerk
Connie Ackers – Best of Norfolk
Jack- Jenkins - Compere

The Chairman welcomed all attendees, and opened the meeting at 7pm

1. Apologies and acceptance for absence
Apologies were received from Cllr Bill Johnson. These were accepted.

2. Declarations of Interest and Dispensations
No declarations were made or dispensations requested.

3. Approval of the Minutes Held on Wednesday 20th March 2026
The minutes were APPROVED and signed as a true and accurate record of the meeting and were
signed by the Chairman.

4. Public Participation
No members of the public in attendance.

5. Summer Fayre update on current progress
Connie Ackers provided a verbal update.

Rides and Stalls
Rides with side stalls were confirmed, including two roundabouts requiring approximately 100 ft of
space, with a larger pitch fee proposed of £100. Stallholder uptake is progressing, with numbers
expected to be capped at 70, including charities. A total of 55 invoices have been sent out to date
with 28 paid so far. Connie Ackers agreed to send confirmation of the stalls to members. The
committee agreed a process for unpaid stall fees, with one reminder being issued before reallocating
pitches.

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HPC Events Committee Minutes 20 April 2026
 Arena
The arena programme has two acts confirmed at this stage. The proposed dog show has yet to be
confirmed. The entertainment bookings were confirmed, with further enquiries ongoing including
Creation Station children’s crafts. It was noted that consumables for crafts would incur a charge. Cllr
Forder suggested that Foolhardy Circus Entertainment could be invited to the next meeting as the
Parish Council have secured their services directly. Connie Ackers requested information from
previous Fayre events is forwarded on to her. There will be a reception table for people to sign in for
the 3-legged race and the egg and spoon race. Medals and certificates will need to be purchased.
Sweets also need to be purchased along with vegan options. Connie Ackers agreed to provide
details of acts in the main arena. Dave Marshall will chase up Bert’s amazing creatures as this will
create a gap if they are unable to attend. Jack Jenkins requested a list of the running order from the
previous year which Dave Marshall will organise. Jack Jenkins discussed the running order of the
event, and a discussion was held about whether there was any budget left for singers to fill any gaps
in the schedule. Cllr Douglass felt it would be nice to have some music on arrival.

Beer Tent
Alcohol provision was noted, with licence responsibility to be confirmed. Councillors felt the licence
responsibility sits with the person(s) operating the bar. Dave Marshall to confirm details.
Site layout and equipment requirements, including bar positioning, seating, generators, and banners,
will be reviewed. Actions were discussed and agreed regarding communications, risk assessment,
liaison with Police and Fire Service, contracts, and documentation. Jack Jenkins suggested that if the
bar area was closer or adjacent to the main arena this would encourage people to watch what is
going on. Dave Marshall will check with the Facilities Manager if using the old chairs in the storeroom
for the bar area was viable.

Administration
The Chair and Connie Ackers agreed to meet with the Facilities Manager in due course. Cllr Britcher
noted that Connie Ackers’ contract was still being finalised. Advertising of the Summer Fayre needs to
step up including putting something on the Parish Council website. Connie Ackers has posted a
Facebook event. Dave Marshall agreed to book first aid cover. Dave Marshall in conjunction with the
Clerk will review last year’s risk assessment and suggest any amendments for approval. Cllr Mel
Maidstone requested a draft copy of the risk assessment prior to her discussion with Connie Ackers
and the Facilities Manager.

6. Senior Christmas party update on current progress
Officers will coordinate entertainment arrangements and provide updates to the Committee as
appropriate. The Senior Christmas Party for 2027 has been booked for 11 December 2027. Officers
agreed to contact Annie Threadgold to book her for the 2027 event. The committee agreed to
provisionally book the Halloween event for Saturday 30 October 2026, subject to availability of rooms.
Cllr Forder agreed to contact the DJ and bar staff to confirm availability for this date

7. Community Hearts award update
Nominations for potential award winners will need to be confirmed by late November 2026.
The committee recognised the need to attract potential sponsors and a Master of
Ceremonies/Compere. Officers agreed to try to source a photographer for the venue. Officers will
prepare a photography disclaimer/consent form for attendees to sign as part of the sign-in process.

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HPC Events Committee Minutes 20 April 2026
 Confirmation of the photographer’s copyright/licensing arrangements and any required paperwork will
be sought and reported back at the next meeting.

8. Christmas Events 2026, including Carol Service and Stalls update.

The committee discussed arrangements for the Carol Service scheduled for 19th December 2026. It
was agreed that food and drink stalls will be provided, with Connie Ackers supporting their
organisation. Children’s craft activities will also be included as part of the event. The event will run
from 3:00pm to 7:00pm, taking place across both gardens and part of the fields. Carols are scheduled
for 5:00pm and 6:00pm. Cllr Forder will be approached regarding outside lighting.

Additional requirements were identified, including sourcing another Christmas tree, decorations, and a
Father Christmas. The Sylvia Watling and Olive Haseltine rooms have been provisionally booked for
this event.

Proposed date for next meeting Monday May 11th 7pm

Meeting closed at 8:45pm

Approved…………………………………………………...…

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HPC Events Committee Minutes 20 April 2026