LONG SUTTON PARISH COUNCIL
AT THE ANNUAL PARISH COUNCIL MEETING 2023 IT WAS AGREED TO COMBINE THE CHRISTMAS AND SUMMER FAYRE WORKING PARTIES INTO ONE TO COVER ALL COUNCIL EVENTS.
THEREFORE, THE REMITS OF THE CHRISTMAS AND SUMMER FAYRE WORKING PARTIES HAVE BEEN COMBINED.
REMIT FOR EVENTS WORKING PARTY
• The Working Party is to consist of at least 3 members of the Parish Council.
• The Chairman and Vice Chairman of the Working Party to be a member of the Parish Council.
• The Working Party to minute their meetings and submit them to the Parish Council.
• The objective of the Working Party is to:
i) Organise all Council events to include the Christmas Activities Day and
Remembrance Parade.
ii) To consider and recommend all applications from outside events organisers and ensure all documentation, Licences etc are in order and ready to go to Full Council ONE MONTH prior to the event.
• Booking of the Council events attendees (i.e., organisations, stall holders, fair and any other entertainment), licence applications, road closures, traffic management, recruitment of volunteers.
• To complete and present an Events Management Plan to the South Holland Safety Action Group Committee for advice and approval prior to advertising the event if attendees are over 499 in a static event area.
• Register Events on the Lincs CC website.
• A copy of the Event Management Plan and SAG recommendations to be provided to the Parish Council for approval.
• To implement all aspects of the Events Management Plan and SAG recommendations on the day of the event.
• To co-ordinate all volunteers on the day of the event.
• To co-ordinate the Christmas Grotto/Remembrance Parade.
• There will be no budget available for the working party.
• All expenses to be approved by the Parish Council prior to purchase/contract agreement.
• Prior to the event a full report is to be presented to the Full Council at the Parish Council Meeting on ONE MONTH Prior to the events by the Chairman of the Working Party to confirm that all the relevant licences, permissions, Risk Assessments etc are in place prior to permission being given by the Full Council.
• Members of the public can be invited to join the Working Party.