Notes on meeting 3/3/11, with Shepton Beauchamp Events committee, to advise us on arranging our “Launch Event” for the meadow. This is to take place on Saturday 21st May 2011.

Present –Events: Jo, Carole, Jackie, Sharon and Dave
Cowleaze: Roger, Debbie, Barrie, Mary. Apologies from Ruth and David.

1.Arrange time for event. Outline 1pm- 4pm. Propose Maypole Dancing by school team 1.15pm. Meadow to be opened at 1.45pm with short informal ceremony. 2pm Food, drink etc to be available, plus music.

2.Propose to use Village Hall for toilet facilities; also to use tables and chairs (by agreement). Payment for these facilities from Lottery grant

3.Propose to hire gazebos from Parish Events Committee, with payment from Lottery grant.

4.Propose to get local butcher to supply BBQ/burgers/sausages/vegiburgers etc to provide food for those attending. Invited guests to be given tokens for free food.

5.Contact Ice cream supplier to sell products on site.

6.To apply for drinks licence to sell drinks. ( Jo has offered to help with this). Again free drink to invited guests, others sold over counter with any restrictions applying. Propose beer, cider wine and soft drinks. Plastic tableware to be used for safety reasons.

7.Hire generator for use of sound systems. Dave to help with this.

8.Contact local bands, and performers to check availability. Payment from Lottery Grant.

9.Sharon to help with publicity leaflets etc. Mary to contact local media outlets with information.

10.Invite all of village to attend, and bring own picnic if they like, but also seating, blankets etc.

11.Recruit volunteers for following tasks:-

• Set up, including gazebos, chairs, tables etc
• Meeting & greeting etc
• Manning venue
• Clearing up
• Rubbish collection

Cowleaze Committee to check out availability of commercial suppliers, performers etc. When basics sorted, Cowleaze meeting to be called to start detailed planning.

Mary H Clarke 7th March 2011