Tuesday 12 October 2010, author: admin

Notes of Christmas Festival Meeting – 07 October 2010

Present:Paul Wesley (Chairman Totnes Chamber of Commerce), Councillor Anna Lunk,

Andy Garner (Totnes TV & Electric), Kristina & David Tinker(Out of the Blue),

Sandi  Whale (Rhythm & Light), Rob Westlake (Dartmouth Inn), Beverly Bram (Inspired Buys), Tim Burston (Lloyds TSB)

Shelly Worthy, (Born Hectic)

David Edwards (Town Clerk) Ruth Robinson (Projects Coordinator)

Apologies:Councillor Pruw Boswell Harper (Chairman) Esther Young(Fleurette)

Introduction

Paul Wesley as the Chairman of the Chamber of Commerce welcomed everyone to the meeting and thanked them for their attendance .

Notes of the last meeting were agreed.

Stalls

The last section of the plan is complete. Shelly will circulate.

Stall holders are told not to arrive after 4.30pm to avoid the difficulties of setting up in the dark.

Entertainment

Rick has made some bookings for entertainers and Ruth is contacting local entertainers.

Shelly has secured a covered stage for The Plains at a cost of £400 a week fully erected. The position of the stage was raised by Rob from the Dartmouth Inn. A site visit will be made to confirm what will be acceptable to all parties allowing for space for taxis at the south end of The Plains and access to power.

Rob is happy to offer sponsorship for entertainment.

Plans for the Rotherfold have yet to be agreed by the Narrows traders.

Stewarding and Clean up – Litter and Waste Collections

Ruth and David are contacting voluntary organisations who may be able to provide stewards in return for a donation.

Stewards will meet about 2 weeks prior to the event for briefing.

Born Hectic will donate £500 from stall rental towards stewarding costs.

Ruth has contacted SHDC to request a meeting this week regarding waste collection and road closure management.

Safety Advisory Group

Representatives of the Christmas Festival Group met with representatives of DCC Highways, SHDC, Police, Ambulance and Fire Services to discuss the events. On the advice from these services it was agreed that half the Plains would be kept clear of any obstructions to provide access for emergency vehicles. Other contingency plans and traffic management issues discussed and plans agreed.

Details will be circulated once the risk assessment is completed.

Christmas Festival 07.10.2010 page 1

Traffic and parking

The Safety Advisory Group suggested finding a site on the industrial estate, possibly Watsons, for stall holder parking. David is following up contacts.

Police confirmed they are happy with the proposed arrangements.

Information on road closures and parking will be available on websites, on posters and publicity material in the local press and on road signs in advance.

Publicity and advertising

Publicity will focus on information about opening The Plains to reduce crowding in the High street, on entertainments and on arrangements for traffic and transport. Use of public transport to be encouraged – train and bus times to  be provided.

Totnes Times to be asked to do information earlier during November. Leaflets and posters to be produced for distribution through the shops.  Lloyds Bank offered support with production costs.

Christmas Lighting

The lights will be erected during the last two weeks in November and switched on in time for the first late night shopping evening. This will be coordinated with erection of the tree and lights.

Funding

Born Hectic will have £1000 from Christmas tree sales to stall holders. Chamber of Commerce hope to raise another £1000 to £1500 from sale of Christmas Tree stickers.

Date of Next Meeting

Tuesday 4th November  2010 at 6.00pm – The Guildhall

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