07.07.26 Events Agenda pack

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

Notice of Events Committee meeting to be held on
Tuesday 7th July 2026, 7pm in the Council Chamber,
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB

Committee Members are summoned to attend for the purpose of transacting the following
business.

The Openness of Local Government Bodies Regulations 2014
Under the above regulations, any person may take photographs, film and audio-record the proceedings and report on
all public meetings. If you do not wish to be filmed / recorded, please notify an officer prior to the start of the meeting.
The Council has a Policy, a copy of which will be displayed outside the Council Chamber or other meeting room as
appropriate and is available on request.

AGENDA

1. Apologies and acceptance for absence

2. Declarations of Interest and Dispensations

In accordance with Section 31 of the Localism Act 2011 & the adopted Code of Conduct members should declare any
disclosable pecuniary interests, non-disclosable pecuniary interests and non-pecuniary interests in any item(s) on the
agenda.
(In the case of disclosable and non-disclosable pecuniary interests the member must withdraw from the meeting room
immediately after making representations, answering questions or giving evidence – Please contact the office should any
item need clarification)
Clerk to report any written requests for dispensation in respect of items on this agenda.

3. Public Participation

Members of the public are invited to speak and are only permitted to speak at this point in the meeting. (Public participation
shall be in accordance with Standing Orders and shall not exceed 15 minutes unless such time is extended by the Chairman).

4. To approve the minutes of the meeting held on 10th June 2026 as a true and accurate record.

5. Summer Fayre review, evaluate and identify key learnings.
a) Review of event outcomes and attendance
b) Reflections of what worked well.
c) Identification of areas for improvement.
d) Considerations for future event planning.

6. Review of 2026/2027 Events Calendar
a) Senior Christmas Party
b) Christmas Carols and Market /Stall Event
c) Community Hearts Awards.

7. To agree the date time and venue of the next meeting

Jonathan Hall
Parish Clerk & Responsible Financial Officer Dated 01/07/2026
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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
10th June 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 Gemma Diffey

Also, in attendance
Jonathan Hall – Clerk
Dave Marshall - Admin Officer
Kevin Sage – Facilities Manager
Chris Fisher- Deputy Facilities Manager
Connie Ackers -Best of Norfolk

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

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

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

3. Approval of the Minutes Held on Monday 11th May 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
One member of the public in attendance.

5. Items 5 6 and 7 on the agenda had no updates. It was agreed by all members of the council to
move onto item8.

8. Summer Fayre update on current progress.

Rides and Stalls
There are 51 paid stalls, with 11 food and drink stalls with a mix of trailers and gazebos this totals to
67 stalls including entertainment. Waiting to hear back from SOS with dimensions (Connie to chase
up. The circus will be arriving in a van and will be allocated a space at the top of the arena. Food stall
holders will be parked in an arc on the recreation ground on a first come basis.

Approved…………………………………………………...…

Date………………………………………
HPC Events Committee Minutes 20 April 2026
 Arena’s
The singer has been confirmed as Jack Stephenson and will do a set of 45 mins at 11am.
Circus have confirmed that their area will need be 30ft x 30ft for their workshop and they will perform
at 2pm for their show in the main arena. The Dog show will have its own tent and arena near the
tennis courts. There will be sign-posts to remind people to sign up for various categories. Prizes will
be awarded in the main arena. Dog bowls will be provided by the office. Punch and Judy show to take
place in the community gardens; there will be two shows during the day, at 12.30pm and 2.30pm.
Stubbs Farms have now confirmed their booking; The farm animals will be in the office gardens from
11am -2.30pm.

Beer Tent
The committee is awaiting a response from Norfolk Raiders regarding their TENS licence and for this
to be produced before the event (Connie to chase up), They will require a gazebo 3m x 3m.

Administration
Public liability forms will be chased up by Connie Ackers. Terms and conditions forms have been sent
out to all stall holders. Connie Ackers to give out parking permits on the day, max of 2 per stall holder.
Air Cadets to be contacted to offer help on the day as volunteers. They would need to provide a
safeguarding person to ensure regulations are met. Health and safety briefing to take place at 8.15am
at the main arena tent. Kevin Sage to provide Hi Vis for everyone.

Other Business
Walkie talkies will need to be supplied to staff and volunteers. The Bull pub has agreed to have our
banner advertising our Summer Fayre on their fence. It was agreed to buy more tubs of sweets and
lollipops including diabetic and vegan options. Office required to order 4 food bins from Briffa this was
proposed by Cllr David Britcher and 2nd by Cllr Roy Forder, all agreed.

9. Date of next meeting.
Wednesday 7th July 2026

Meeting closed at 8.52pm.

Approved…………………………………………………...…

Date………………………………………
HPC Events Committee Minutes 20 April 2026