Agenda Pack Events Committee 18.8.26
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Improvements
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 18 August 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 permit attendance by members of
the public and media for the purpose of reporting, filming, photographing or audio recording public
meetings. Anyone wishing to record proceedings is requested, as a courtesy, to notify the Chairman or
Clerk before the meeting commences. Any recording must not be disruptive to the conduct of the
meeting.
AGENDA
1. Apologies and acceptance for absence
2. Declarations of Interest and Dispensations
3. To approve the minutes of the meeting held on 7 July 2026 as a true and accurate
record.
4. Public Participation
Members of the public are invited to speak and are only permitted to speak at this point in the meeting.
5. To review Terms Of Reference for the Committee for recommendation for agreement
at Full Council.
6. Budget Monitoring
1) To receive budget monitoring report and to note.
2) To consider overall feasibility of remaining events for 26/27 including Awards evening.
3) To consider use of an events management consultancy on an ongoing basis.
7. Senior Christmas Party
1) Review and agree entertainment options.
2) Evaluate and approve catering plans and menu concepts.
3) To consider rescheduling 2027 event date to secure Annie Threadkell as the featured
entertainment.
8. Christmas on the Lawn
1) To consider a proposal from Rev Susan Mann to supply a choir from St Mary’s Church.
2) To review the current status report on confirmed stalls and vendor participation and to note
3) To review final decision, and agreement on the official promotional poster for social media.
9. To agree the date time and venue of the next meeting.
Jonathan Hall
Parish Clerk & Responsible Financial Officer
Dated 12 August 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 Tuesday
7th July 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
Cllr John Knowles
Also, in attendance
Dave Marshall - Admin Officer
Kevin Sage – 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 These were accepted. Cllr John Knowles was
approved as a substitute for Cllr Bill Johnson; this was proposed by Cllr Mel Maidstone and 2nd by Cllr
David Britcher.
2. Declarations of Interest and Dispensations
No declarations were made or dispensations requested.
3. Approval of the Minutes Held on Tuesday 10th June 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. Summer Fayre 2026 review evaluate and identify key learnings.
a) Review of event outcomes and attendance
The event went incredibly well! We had a fantastic turnout, and the feedback has been
overwhelmingly positive. Connie Ackers confirmed that it was a great success, and the stallholders
were very happy with how everything ran. We’ve had lots of emails describing the day as well-
organised, enjoyable, and a brilliant experience overall.
Connie Ackers is putting together a summary pack, to document everything that worked well, which
we can use as a blueprint for next year. It was a great day out for everyone involved! Further
comments from Kevin Sage: The dog show with current positioning felt a bit "out of the way"; we need
to relocate this to a more accessible area.
The fayreE remained in its designated spot due to concerns regarding ground sinkage, but we will
Approved…………………………………………………...…
Date………………………………………
HPC Events Committee Minutes 20 April 2026
keep this in mind for future site planning. We need to improve our signage strategy, as this was a bit
lacking and caused some navigation issues for attendees. Following a suggestion from Councillor
David Britcher, we will be sending thank-you correspondence to all the Councillors and volunteers who
supported the event. Councillor Mel Maidstone is currently overseeing the preparation of the final
recipient list.
b) Reflections on what worked well
The entertainment programme was a great success, with the arena events drawing large crowds and
keeping the atmosphere lively all day. The Punch and Judy show was a particular highlight, and we are
pleased to confirm that they are already booked for next year. The animal attractions were also very
popular with visitors, and the stallholders were happy with how well everything was organised and the
level of footfall they received.
c) Identification of areas for Improvement
While most of the programming was successful, a few elements failed to meet expectations and require
a formal review for future events. To rectify these issues moving forward, we must ensure that our
contractual agreements with future providers clearly stipulate the necessary equipment and service
standards required to meet visitor expectations.
d) Considerations for future event planning
Health, Safety, and Site Management:
To enhance health and safety, it is suggested that we implement a more robust traffic management
plan, featuring clearly defined entry and exit points for both pedestrians and vehicles. For improved
emergency cover, we suggest maintaining a formal list of qualified first aiders to ensure full coverage
particularly when St John Ambulance is unavailable and ensuring all first aid personnel are easily
identifiable in high-visibility clothing. It is also proposed that we issue first-aid wristbands for attendees
and that all volunteers receive an advance briefing via email, followed by a mandatory 'toolbox talk' on
the day to ensure full understanding of site protocols. Furthermore, to improve visitor comfort, we
suggest installing benches for the public at intervals of every six stalls, alongside an investigation into
the use of battery-powered amplifiers to manage sound more effectively. Finally, Kevin Sage has
suggested closing the park on the Friday prior to the event to allow for more efficient site preparation.
Communication and Marketing:
To improve the visitor experience, we suggest producing a small event booklet containing the day's
schedule and local advertising to help guests navigate the programme. It was proposed by Cllr David
Britcher, to appoint a dedicated social media lead to manage all digital outreach.ie an extra member of
staff to cover future social outsets. This was seconded by Cllr Mel Maidstone and all agreed.
Regarding the organisation of the 2027 Summer Fayre (the official term to be used moving forward),
the following proposals were agreed upon:
Cllr Mel Maidstone proposed that Connie Ackers be reappointed for working on next year’s
event, this was seconded by Cllr Gemma Diffy and all agreed.
It was agreed to maintain the current payment structure for Connie Ackers services and agreed to
continue with the services of Jack Jenkins for next years ‘Master of Ceremonies’ It was also agreed to
have Punch and Judy show and the dog show, for the event on 19th June 2027. Proposed by Cllr Mel
Maidstone and 2nd by Cllr David Britcher.
Approved…………………………………………………...…
Date………………………………………
HPC Events Committee Minutes 20 April 2026
6. Review of 2026/2027 Events Calendar
a) Senior Christmas Party
We are currently finalising arrangements for this year’s Senior Christmas Party, scheduled for 12th
December 2026, from 2:30 pm to 4:30 pm. We are actively seeking suitable entertainment and
propose a capacity of 100 guests on a first-come, first-served basis, to be advertised in Just
Hellesdon. Catering is currently under discussion, with Greggs being the primary option for
consideration. Looking ahead, next year’s event has been scheduled for 11th December 2027; for
this, we intend to book Annie Threadgold, with Connie Ackers assisting in identifying a suitable
alternative should it be required. All arrangements remain subject to final confirmation.
b) Christmas on the Lawn
The programme for "Carols on the Lawn" is currently being finalised, and the line-up for the
performances is yet to be announced. The event will run from 15:00 to 19:00. Additionally, it has been
suggested that we source a donated Christmas tree decorated with solar-powered lights; Cllr Gemma
Diffy has kindly offered to approach B&Q to discuss the possibility of a donation. Cllr Mel Maidstone
proposed to book the date 12th December 2027 for next year’s event, and hiring all the rooms
out in the community centre, this was 2nd by Cllr Roy Forder all agreed.
c) Community Hearts awards
For the event on 27th February, there was a proposal by Cllr Mel Maidstone and 2nd by Cllr David
Britcher, and all agreed to include a bar to enhance the visitor experience. Furthermore, to elevate
our promotional reach it was proposed by Cllr Mel Maidstone and seconded by Cllr Gemma Diffy
and all agreed, that we outsource our social media management; Connie Ackers has been tasked
with seeking competitive quotes and approaching potential contacts to secure a professional service.
7. Date of next meeting.
Tuesday 18th August 2026 @7pm
Meeting closed at 9.03pm.
Approved…………………………………………………...…
Date………………………………………
HPC Events Committee Minutes 20 April 2026
ITEM NO: 5
Report for : Events Committee
Date: 18 August 2026
Item Title: To review Terms Of Reference for the Committee for recommendation for
agreement at Full Council.
Background and Purpose
The Council organises and supports a number of community events throughout the year. In
order to improve planning, accountability and responsiveness, it is proposed that the Events
Committee should operate under a new clearer Terms of Reference setting out:
• its purpose and remit
• how it will plan events across the civic year
• how budgets and expenditure headings are to be approved
• the role of officers in progressing approved activity
• the use of a small working group to deal with operational detail between committee
meetings.
The intention is that the Committee will agree the annual events programme and approve
the budget framework for each event, while officers implement the agreed programme within
those limits. This will allow the Council to respond quickly to practical matters and
purchasing requirements, without needing to wait for a full committee meeting each time.
Conclusion
Adopting clearer Terms of Reference for the Events Committee will provide a more
structured and transparent approach to the planning and delivery of Council events. It will
ensure that the Committee retains oversight of the annual events programme, budgets and
key decisions, while enabling officers to progress practical arrangements efficiently within
agreed limits. This approach should support better planning, clearer accountability and more
responsive delivery of community events throughout the year.
Financial Considerations
There are no direct costs in operating under these new terms of reference, however officer
time would be saved and better outcomes achieved by responding quickly to needs to
secure elements of an event, hence gaining greater value for money.
Recommendations
The Events Committee is asked to:
1. Consider the attached draft Terms of Reference and suggest amendments.
2. Recommend them to Full Council for approval.
Clerk
12 August 2026
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
TERMS OF REFERENCE
EVENTS COMMITTEE
Responsibilities specific to all committees:
• To be responsible for compiling its annual budget
• To present and obtain approval for its annual budget from Full Council
• To monitor its functions and expenditure
• To assess and budget for future maintenance, replacement or upgrading of items for
which it is responsible.
• To set dates for ordinary meetings
• If a particular item under discussion is within the Committee’s delegated powers, the
minutes will record the decision as RESOLVED. If not, then the minutes will record
the decision as agreed to RECOMMEND and it will then be brought to the attention
of the Full Council for decision as appropriate.
Authority
The Events Committee is constituted as a standing committee of the Full Council. It is
appointed by and is solely responsible to Hellesdon Parish Council to arrange events as agreed
by Full Council
The Committee duties are defined and agreed by the Full Council which may resolve, at any
time, to modify the Committee’s powers.
Membership
• Membership of the committee should consist of seven parish councillors. All other
councillors will be substitutes for this committee.
• Members of the public may be appointed in an advisory non-voting capacity on an
‘event by event’ basis.
• A quorum of the group’s meeting will consist of no fewer than three councillors.
In addition to the nominated committee members, the Chairman of the Council is permitted
to form part of the committee ex officio. If the Chairman is unable to attend in their ex
officio capacity they may nominate the Vice Chairman as a substitute.
Terms of Reference
Events Committee
Reviewed – 18 August 2026
Next Review – May 2027
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
Frequency of Meetings
To meet as required to arrange events as determined by the Parish Council and to set the
committee’s annual budget.
Record of Proceedings
Written minutes will be taken to record the Committee’s decisions and recommendations and
will be circulated to all Councillors for the next Full Council meeting.
Roles & Responsibilities
To plan, coordinate and oversee events organised or supported by the Parish Council,
ensuring they are safe, inclusive, financially sound, and aligned with the objectives of the
Council.
Event Planning and Coordination
To identify, plan, arrange and coordinate community events on behalf of the Parish Council,
in consultation with Council officers and relevant stakeholders, and to approve the annual
events programme within the budget agreed by Full Council.
Health, Safety and Risk Management
To ensure that appropriate risk assessments, health and safety measures, emergency and
evacuation plans, and safeguarding considerations are prepared and implemented for all
events, in accordance with legislation and best practice.
Compliance and Permissions
To ensure that all necessary permissions, licences, insurance requirements and statutory
notifications (including liaison with external bodies where required) are obtained in advance
of events.
Financial Planning
To prepare and submit a draft annual events budget for consideration by the Policy,
Planning & Resources (PP&R) Committee, monitor event expenditure against agreed
budgets, and oversee the financial arrangements for approved events. The Committee may:
• approve expenditure headings and budget allocations for each event
Terms of Reference
Events Committee
Reviewed – 18 August 2026
Next Review – May 2027
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
• authorise the Clerk/RFO to incur expenditure and make purchases within the
approved budget and delegated limits
• establish an Events Working Group to consider operational details and make
recommendations to the Committee or to officers.
The Clerk/RFO may authorise expenditure only where:
• the expenditure falls within the approved budget;
• it is within any delegated limit set by the Council;
• it complies with the Council’s Financial Regulations, Standing Orders, Scheme of
Delegation and procurement requirements; and
• there is a clear business need related to an approved event.
Any expenditure outside the approved budget, outside the delegated limit, or otherwise
exceptional must be referred to the Committee or Full Council, as appropriate.
Procurement and Contractors
To oversee the selection and engagement of suppliers, contractors, entertainers and
volunteers required for events, ensuring value for money and compliance with the Council’s
financial regulations and procurement policies.
Promotion and Communication
To assist with the promotion and publicity of events through appropriate channels, including
noticeboards, newsletters, social media and the Parish Council website, in liaison with the
Parish Clerk.
Partnership Working
To work collaboratively with community groups, volunteers, local organisations and other
councils where appropriate to support or deliver events.
Accessibility and Inclusion
To ensure that events are, wherever possible, accessible and inclusive for all members of
the community.
Post-Event Review
To conduct post-event evaluations and report outcomes, including attendance, feedback
and any lessons to be learnt.
Terms of Reference
Events Committee
Reviewed – 18 August 2026
Next Review – May 2027
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
Reporting and Accountability
To report regularly to the Parish Council on planned events, associated expenditure, and any
matters requiring Council approval or decision.
Terms of Reference
Events Committee
Reviewed – 18 August 2026
Next Review – May 2027
12 August 2026 (2026 - 2027)
Hellesdon Parish Council
Summary of Receipts and Payments
Cost Centre 7
Events Receipts Payments Net Position
Code Title Budgeted Actual Variance Budgeted Actual Variance +/- Under/over spend
701 Events Income 1,500.00 970.00 -530.00 -530.00 (-35%) 702 Residents Parties Food/Beverage 600.00 600.00 600.00 (100%) 703 Residents Parties Entertainment 250.00 250.00 250.00 (100%) 704 Events Expenditure 7,500.00 3,134.35 4,365.65 4,365.65 (58%)
SUB TOTAL 1,500.00 970.00 -530.00 8,350.00 3,134.35 5,215.65 4,685.65 (47%)
Summary
NET TOTAL 1,500.00 970.00 -530.00 8,350.00 3,134.35 5,215.65 4,685.65
V.A.T. 121.25
GROSS TOTAL 970.00 3,255.60
Page No. 1
Hellesdon Parish Council 12 August 2026 (2026 - 2027)
Listing of Payments & Receipts for Cost Centre 7
(Between 01-04-2026 and 12-08-2026)
Cost Centre Events
Code Number 701 Events Income
Vchr. Date Invoice No Minute Bank Payment Ref. Description Supplier Vat Type Net Vat Total
231 01/07/2026 Unity Trust Current Receipt - Summer Fayre Income Connie Wardale X 970.00 970.00
Subtotal for Code: Events Income £970.00 £970.00
Code Number 704 Events Expenditure
Vchr. Date Invoice No Minute Bank Payment Ref. Description Supplier Vat Type Net Vat Total
76 22/05/2026 Unity Trust Current Fayre refund 24/25Payment - Refund - Summer Fayre pitch 24/25
Alidiane X -30.00 -30.00
156 10/06/2026 003 Unity Trust Current Payment - Summer Fayre - punch and judy
Dandini Puppets E -245.00 -245.00
162 10/06/2026 537 Unity Trust Current 537 HPC Payment - summer fayre 26 - circus The Foolhardy Folk Z -400.00 -400.00
170 10/06/2026 HPC 20.06.26 Unity Trust Current Payment - summer fayre - PA system Peter W Curston Z -375.00 -375.00
173 10/06/2026 1471 Unity Trust Current EH2006 Payment - Summer Fayre 26 - Stubbs Farm
Stubbs Farm Alpacas Z -500.00 -500.00
176 10/06/2026 See attached file Unity Trust Current Payment - Summer Fayre 26 - Amazon Amazon Business EU SARL S -147.62 -29.52 -177.14
274 19/06/2026 GB00ANB5KN6FI Unity Trust Current Payment - summer fayre 26 - sweets Amazon Business EU SARL S -7.90 -1.58 -9.48
275 19/06/2026 2026 - 2027/24/GB603C9IEA8MJI
Unity Trust Current Payment - Amazon order (Summer FayreAmazon
event) Business EU SARL S -11.82 -2.36 -14.18
276 19/06/2026 2026 - 2027/25/GB601UAS3OT5DI
Unity Trust Current Payment - Amazon order (Summer FayreAmazon
event) Business EU SARL S -41.60 -8.32 -49.92
290 19/06/2026 2026 - 2027/15 Unity Trust Current Payment - Entertainer Jack Jenkins X -350.00 -350.00
324 23/06/2026 2026 - 2027/35/0961 Unity Trust Current Payment - Coconuts - Summer Fayre 26 James Market Gardeners Z -178.00 -178.00
330 24/06/2026 GB61J5XIABEY Unity Trust Current 2026 - 2027/22 Payment - Amazon order (Summer FayreAmazon
event) Business EU SARL S -9.97 -1.99 -11.96
330 24/06/2026 GB61J5XIABEY Unity Trust Current 2026 - 2027/22 Payment - Amazon order (Summer FayreAmazon
event) Business EU SARL S -17.45 -3.49 -20.94
330 24/06/2026 GB61J5XIABEY Unity Trust Current 2026 - 2027/22 Payment - Amazon order (Summer FayreAmazon
event) Business EU SARL S -40.08 -8.02 -48.10
330 24/06/2026 GB61J5XIABEY Unity Trust Current 2026 - 2027/22 Payment - Amazon order (Summer FayreAmazon
event) Business EU SARL S -13.30 -2.66 -15.96
330 24/06/2026 GB61J5XIABEY Unity Trust Current 2026 - 2027/22 Payment - Amazon order (Summer FayreAmazon
event) Business EU SARL S 3.14 0.63 3.77
331 24/06/2026 GB602HJ8O7NJFI Unity Trust Current A2L2WC1SU50SP3
Payment - Summer Fayre - Bin Bags Amazon Business EU SARL S -7.47 -1.49 -8.96
332 24/06/2026 Unity Trust Current gb6001ytsb8931 Payment - Summer Fayre items
2026 - 2027/40/A2L2WC1SU50SP3 Amazon Business EU SARL S -94.96 -18.99 -113.95
341 03/07/2026 Unity Trust Current Payment - First Aid Provision - Summer Fayre
St Johns S -174.00 -34.80 -208.80
342 03/07/2026 47 Unity Trust Current Payment - Dog Show Production Elise Sadd X -250.00 -250.00
346 03/07/2026 Unity Trust Current Payment - Event Planning Services Connie Wardale X -200.00 -200.00
464 03/08/2026 2013746617 TradePoint Payment - Ratchet Straps Screwfix S -43.32 -8.66 -51.98
Subtotal for Code: Events Expenditure £-3,134.35 £-121.25 £-3,255.60
Subtotal for Cost Centre: Events -2,164.35 -121.25 -2,285.60
TOTALS . . . . . . . . . . . . . . . . £-2,164.35 £-121.25 £-2,285.60
Page 1
ITEM NO: 6.3
Report for : Events Committee
Date: 18 August 2026
Item Title: To consider use of an events management consultancy on an ongoing basis.
Background and Purpose
Since member changes earlier in 2026 the Committee has partnered with a local events
management consultancy – The Best of Norfolk (TBON), which has excellent established
arrangements with local companies, business and organisations in arranging fairs, events
and community events.
The arrangement with TBON initially was to promote and manage the administration of stalls
and food outlets for the Summer Fayre 2026, however as pressure mounted on the Parish
Council staff, more work was delegated to TBON.
The financial arrangements were agreed that 50% of stall income and a flat administrative
fee of £250 was to be paid to TBON. However, given the hours provided by them it is
unlikely that this covered their base costs.
The support provided by TBON reduced the pressure on the Parish Council considerably
and helped to the success of the event. If the committee wishes to continue to engage with
TBON agreement of renumeration rates would need to be agreed.
Conclusion
The Committee is asked to note that the support provided by The Best of Norfolk made a
significant contribution to the successful delivery of the Summer Fayre 2026 and reduced the
administrative burden on Parish Council staff. Should the Committee wish to continue using
TBON for future events, it is recommended that the scope of work, responsibilities and
remuneration arrangements are clearly agreed in advance to ensure transparency, value for
money and appropriate recognition of the work undertaken.
Financial Considerations
The Committee does not currently have a dedicated budget line for consultancy support;
therefore, any agreement would need to be funded from within the existing overall budget.
When preparing the 2027/2028 budget, the Committee may wish to give due consideration
to making specific provision for this type of expenditure.
Action Required
The Committee is asked to consider whether it wishes to continue engaging The Best of
Norfolk to provide events management consultancy support for future events.
If agreed, the Committee is requested to:
1. Consider and agree the proposed scope of work and responsibilities, and
2. Consider and agree the remuneration arrangements with any costs to be met from
within the existing overall budget.
Clerk
August 2026
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