Task list and decisions from initial planning meeting 10 February 2022

Queens Platinum Jubilee Planning Committee Uploaded on June 16, 2022

	Drybrook Parish Platinum Jubilee planning committee Task Log
Ref No	Task	Workstream/activity	By whom	By when	Status
1	Contact the Rugby club to see if they have any plans in place for the jubilee and/or if they wish to be involved with this project	Informing/liaising with other organisations	SL	23/02/2022
2	Contact the Football Club and the Memorial Hall to see if they have any plans in place for the jubilee and/or if they wish to be involved with this project	Informing/liaising with other organisations	MG	23/02/2022
3	Contact the FODDC to inform them of our intention to hold the event, ask about liability insurance and ask about the possibility of extra litter collection post event.	Informing/liaising with other organisations	CB	23/02/2022
4	Ask the School if we will be able to utilise the school hall, tables and portable stage	Event Venue and facilities	SW	23/02/2022
5	Look into the cost and booking of portaloos for the event day sufficient for 300 people	Event Venue and facilities	RB	31/03/2022
6	Look into the cost and buying of straw bales for the event day (Richard)	Event Venue and facilities	MG	31/03/2022
7	Look into the cost of renting or buying a marquee big enough to cover the stage for the event day.	Event Venue and facilities	RB	31/03/2022
8	Produce relevant risk assessments for the event	Event Safety	JP	01/05/2022
9	Check PTA public liability insurance reference events	Event Safety	SL	23/02/2022
10	Check Parish Council public liability insurance reference events	Event Safety	RB	23/02/2022
11	Explore designs for lamp post decorations	Decoration	SW	31/03/2022
12	Organise first aid for the event	Event Safety	JP	31/03/2022
13	Approach the shop on the cross regarding the possibility of using the shop in order to display local arts and crafts	Event Venue and facilities	KG	23/02/2022
14	Organise bunting and decorations for the school	Decoration	SW	01/05/2022
15	Produce designs for jubilee banners for the village and school	Decoration	MG/KG	23/02/2022
16	Contact other schools in the parish in order to determine numbers for comemorative mugs and to see if they have any plans in place for the jubilee and/or if they wish to be involved with this project	Informing/liaising with other organisations	SW	23/02/2022
17	Look into the purchase of commemorative items such as hand held flags, hats goody bags etc.	Decoration	KG	23/02/2022
18	Propose budget of 10K to Parish council (with 2K reserve)	Finances	JP, CB, MG	15/02/2022
19	Organise PA System for the event	Food and Entertainment	RB	01/05/2022
20	Organise musical acts and running order for the event to include Drybrook Band, school children and local bands/musicians	Food and Entertainment	RB	01/05/2022
21	Find a volunteer to organise the best decorated gazebo competintion and prize	Food and Entertainment	SW	23/02/2022
22	Contact chip shop regarding the possibility of providing chips on the day of the event (approx 300)	Food and Entertainment	MG	23/02/2022
23	Contact flamiin edges to see if they wil be prepared to provide outside catering of a hog roast and or other food items (other than chips) on the day of the event (aprox 300)	Food and Entertainment	KG	23/02/2022
24	Provide crispy crème donuts and a cake sale stall raising money for the PTA	Food and Entertainment	SW	01/05/2022
25	Provide an ice cream van/stall raising money for the PTA	Food and Entertainment	SW	01/05/2022
26	Contact local artists and crafters to see if they would like to display their work	Food and Entertainment	JP	Once we have confirmed use of the school hall/shop on the cross
27	Approach the fire station in cinderford to see if a fire engine might attend	Food and Entertainment	JP	23/02/2022
28	Inform the Police of our intention to hold an event and see if they would be able to provide a car and/or PCSO for the day	Event Safety	JP	31/03/2022
29	Look into the possibility of securing childrens fairground rides and/or bouncy castles	Food and Entertainment	SW/JP	23/02/2022
30	Look into the supply of approximately 400 jubilee commemorative mugs for the parish children	Food and Entertainment	JP	23/02/2022

	Drybrook Parish Platinum Jubilee planning committee Decision Log
Ref No	Date	Decision made	Vote
1	11/02/2022	Comitee elected: JP – Chair, CaB Secretary, SW Treasurer, Members: CrB, MW, MG, KG, RB & SW	Unanimous
2	11/02/2022	Date chosen for the event to be Saturday the 4th June 2022	Unanimous
3	11/02/2022	Venue chosen as Drybrook School	Unanimous
4	11/02/2022	Contact other schools and organisations within the Parish with a view to inclusion and coordination with similar planned events	Unanimous
5	12/02/2022	Theme and name of the event to be a street party, a central area with lines of tables and straw bale seating.	Unanimous
6	12/02/2022	People to be encouraged to bring, pitch and decorate their own gazebos	Unanimous
7	12/02/2022	SL appointed Communications Officer	Unanimous
8	12/02/2022	If possible supply free chips from the chip shop on the day utilising tokens	Unanimous
9	12/02/2022	If possible supply free hog roast and/or other food supplied by flaming edges on the day	Unanimous
10	12/02/2022	The sale of all sweet items will be to raise funds for the PTA charity and no sweet items such as cakes or ice creams will be given away free.	Unanimous
11	12/02/2022	Provide a display of local arts and crafts	Unanimous
12	12/02/2022	For the event to be fancy dress themed ‘dress for the occasion’	Unanimous
13	12/02/2022	Supply jubilee commemorative mugs for the parish children	Unanimous
14	12/02/2022	Date of next meeting: 7pm 23 Feb 22 at Beech View House	Unanimous

Drybrook Parish Platinum Jubilee planning committee meeting attendance record
Date of meeting	Attendees	referred by	Apologies
10/02/2022	John Print	JP
	Cathy Blake	CaB
	Chris Blake	CrB
	Maxine Williams	MW
	Michael Garland	MG
	Kathy Garland	KG
	Roy Bardo	RB
	Sarah Lowe	SL
	Stacey Wakefield	SW