10.06.26 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
Wednesday 10th June 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

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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 11th May 2026 as a true and accurate record.

5. Senior Christmas party update on current progress

6. Community Hearts Awards update

7. Christmas Carols and Stalls event update

8. Summer Fayre update on current progress

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

     Jonathan Hall
     Parish Clerk & Responsible Financial Officer                                                   Dated 04/06/2026
                 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
11th May 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
Dave Marshall - Admin Officer
Kevin Sage – Facilities Manager
Chris Fisher- Deputy Facilities Manager
Connie Ackers -Best of Norfolk
Elise Sadd - Dog Show Host

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 Wednesday 20th April 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. Senior Christmas party update on current progress
There is currently no entertainment booked in for this event. It was requested that officers contact the
act that performed at the D Day event in 2025 to see if they are available..

6. Community Hearts Awards update
Officers have contacted Hellesdon High School regarding the possibility of a student using this event
as a portfolio project for photography. A response is awaited.

7. Christmas Carols and Stalls event update
. Connie Ackers will create a poster for the event. There is currently no update on the choir or the
Salvation Army. A request was made for a large gazebo to cover the lawn, and a power supply will
also be required.
Approved…………………………………………………...…

Date………………………………………
HPC Events Committee Minutes 20 April 2026
8. Summer Fayre update on current progress

Rides and Stalls
There are currently 57 paid stalls, with a possible 13 more to be confirmed. This includes the rides,
with 34 stalls allocated to craft and charity organisations. There will be 7–8 trailers, which will require
power, and approximately 100 ft of space will need to be allocated for the rides. The committee is
awaiting confirmation from the SOS Bus regarding the amount of space required. Other stalls will
require a maximum space of 3m x 3m. Cllr Roy Forder has booked the Fire and Police services and
will also contact Red Cross. Connie Ackers will contact NARS to provide first aid.

Arena
Stubb’s Farm can attend with various farm animals including Alpacas, sheep and goats. It was
proposed by Cllr David Britcher and 2nd by Cllr Mel Maidstone and all agreed, that we book them
for 3 hours. This would be held in the Parish Council office gardens. Punch and Judy show on the
lawns was proposed by Cllr Roy Forder and 2nd by Cllr David Britcher. Awaiting clarification on how
many shows to have, and price to be confirmed. Dog shows will have various categories. Councillors
and officers were encouraged to enter their own dogs. Dog prizes and rosettes would be purchased
from the events budget; . Dog bowls will need to be provided. The running order of events will be
confirmed shortly. Welly Wangling game will also be added to the event. Officers to clarify with
Cosmos Circus about holding the show in the arena for 2pm.

Beer Tent
The committee is awaiting a response from Norfolk Raiders regarding the beer provision. Discussions
have also taken place with Stable Bar, which supplies a fully equipped converted horse box serving
beer and cocktails. It was proposed by Cllr Mel Maidstone and seconded by Cllr David Britcher
that Norfolk Raiders provide the cider, and Stable Bar provide the beer and cocktails; this was
agreed by all.

Administration
Public liability forms will be brought by stallholders on the day and collected by Connie Ackers. The
terms and conditions form should be revised and amended accordingly. Connie Ackers will update
excel spreadsheet of stall holders and resend out to the committee and officers. 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.

Other Business
It was agreed to open the Café for hot drinks and cakes. Bottled water to be provided for free to all
volunteers and staff.

9. Date of next meeting.
Wednesday 10th June 2026

Meeting closed at 8.52pm.

Approved…………………………………………………...…

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

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