What’s the definition of sod’s law? Well the weather on Sunday is the perfect definition! Despite the forecast saying the rain was going to end by 10am it didn’t stop until around 3pm, with some really heavy down pours in between. Saturday and Monday were full of sunshine, which proves Sunday’s weather just simply was not meant to be.
There have been a few issues that have been brought up after the event, which we will publicly clear up now.
- Toilets – It was advertised that there were toilets available at Cullompton Rangers Football Club. The Football Club kindly agreed to not only open the inside toilets, but also the outside toilets for everyone to use. Tesco was also available for toilets.We tried for sponsorship and only £5 was donated by 1 resident. This does not cover the £700 expenditure that was required for portable toilets. We asked thousands of people online, local businesses and even hand delivered letters to the majority of businesses located on the many industrial estates in and around Cullompton. None of whom gave any kind of sponsorship.
- Advertising – We advertised the event online: via Facebook, Twitter, this website, with paid advertising also being done; leaflets were hand delivered as well as being available within Cullompton Library, Cullompton Town Hall, many stores within Cullompton High Street, Kenniford Farm outlet at Mole Valley and Cullompton Tesco. Posters were put up around Kentisbeare, Clyst Hydon, Plymtree, Cullompton, Willand, Uffculme, Tiverton and Peyhembary. Banners were put up around Cullompton, along with notices on stakes. Unfortunately there were some banners, stakes and posters going missing, which were replaced where possible.We were also present with information about Cullompton Town Fayre at the Cullompton Festival Market, which was organised by Cullompton Town Council as part of Cullompton Festival Week. We were also within the foyer of Cullompton Tesco promoting the event and information on Thursday 25th August.
On the day there were signs directing people, including a 6ft high roll up banner placed by the entrance of the top field, which could be seen by anyone walking along the leat path from from Station Rd, Higher Mill, Middle Mill and Tesco. There were also brochures with pitch holders listed, stage and arena schedules, volunteers, information regarding toilets and first aid etc.
- Event listings – The event was included in various event listings, including local newspapers, radio, MidDevonHub, Facebook Groups, What’s On Devon etchttp://heyevent.uk/event/dusu6p6gep53ua/cullompton-town-fayre-2016
https://www.crohnsandcolitis.org.uk/get-involved/events/cullompton-town-fayre
http://eventerbee.co.uk/event/cullompton-town-fayre-2016,119029478502553
http://www.middevongazette.co.uk/event/cullompton-town-fayre/event-29204006-detail/whatson/event.html
http://www.exeterexpressandecho.co.uk/event/cullompton-town-fayre-free-entry/event-29485176-detail/whatson/event.htmlhttp://www.wherevent.com/detail/Charity-Fundraising-in-Cullompton-Town-Fayre-2016
http://d.explara.com/e/cullompton-town-fayre-2016-fb-11
http://nizzino.com/it/cullompton-town-fayre-2016/5482817Please note some listings are expired due to the event being in the past (28th August 2016)
- Media outlets – We contacted Radio Devon, Radio Exe, Heart FM, Mid Devon Gazette, Express & Echo, Western Morning News, BBC Spotlight, ITV Westcountry, parish magazines, One Magazine, Mid Devon Star among other outlets including local magazines. We featured within Mid Devon Gazette, One Magazine, Mid Devon Star. The Mid Devon Star and One Magazine are free and hand delivered to thousands of homes in and around Cullompton.
- Councils – We had meetings with Mid Devon Council and Cullompton Town Council. We had meetings regarding waste disposal with Mid Devon Council, who consequently lent us the bins which were used at the event, Safety Advisory Group (SAG) who held a meeting we attending at the offices in Tiverton on 28th July. The meeting has representatives from all services required for event planning and safety. SAG Chair Julia Ryder who is based at Mid Devon District Council also had communication confirming the meeting. SAG has representatives from the Police, Fire, Ambulance, Licensing, Highways, Public Health & Environmental Protection Team, who reviewed the risk assessments and event management plan.Discussions with Cullompton Town Council started via their website with meetings with the Town Clerk, Judy Morris, starting on 26th April. The Town Fayre was brought up within a committee meeting prior to the AGM, and also at the AGM in front of the whole council.
Another meeting including business pitch was proposed to the Council’s Community Wellbeing and Market Commitees along with copies of the proposal given to the attendees, with spare for the rest of the councillors on 21st June at Cullompton Town Hall.
Within the town council meeting with the whole council on 30th June they approved the recommendations and asked for their own pitch for the event.
Communication was also present between organisers and Mid Devon District Councillor Nikki Woollatt, whom assisted us regarding the car parks owned by the council.
- Volunteers – We advertised constantly for volunteers, even though we had some come forward not all of them turned up on the rainy day. A HUGE thank you goes to the 8 that did show and worked so hard before and after the event. What a lot of people didn’t see is the time, effort and dedication all the volunteers done before and after pitch holders were present, from directing pitch holders, litter picking, assisting with gazebos, helping move pitches and many other things. High Vis vests were worn over drenched coats and wet shoes and feet were gained, but you all didn’t stop. We appreciate each and every one of you who simply wanted to do something good for Cullompton and for the three charities.
- Site layout – Each pitch holder was given a site plan, directions and vehicle pass in advance of the event. The site plan clearly showed the fields, scale and layout. The only person to be asked to move was Cullompton Town Council, who were moved as requested. As part of the applications we asked each pitch holder whether there was any special requirements to which they would like us to try and meet within the layout. We were able to meet each of these.Also within the invitation and build up to the event, the size of the CCA Fields was explained, along with many photos of the fields on social media.
Equipment which produces fumes such as generators can not be placed within close proximity of food and drink vendors. Animals can not be placed next to loud music, live musicians can not over power the music by played for demonstrators, games of football can not be played within a 3 meter space, heavy and large vehicles can not go over weak bridges, large inflatables can not be placed blocking the view of 3m gazebos etc. Health and Safety means that everyone needs to be within a safe location, with the risk of fire being reduces, pathways cleared should an evacuation need to take place and exits clear.
Pitches were also labelled before the event and signs erected to list which businesses were in each field. Pitch holders were sent this email on Monday 22nd August:
Hi All,
Please find attached the draft site plan and pitch reference list. We have tried to spread you all equally and meet all the requirements listed on the application forms.
**PLEASE NOTE** Those of you located within the top field, containing the arena and adjacent to Tesco, it has been requested that no vehicles cross the bridge into that field as it’s not guaranteed to be strong enough to handle the weight. We will have a van on site and can assist you with moving items to the top of the main field, but from there items will need to be carried across.
For those who may have missed previous emails containing the vehicle pass and directions I have also attached this.
We look forward to meeting you all. We will be on site from 8:30am on Sunday. Please ensure you are ready for the fayre to be open to the public at 11am.
All pitch holders were again told to reference site plans before the event.
- Grass length and uneven ground – The venue for this year’s event was Cullompton Community Association Fields, which are community owned and a registered charity maintained by a committee of volunteers. Whilst we performed maintenance regarding the tall stinging nettles and thistles, grass cutting is the responsibility of the CCA. Two fields were cut and the others were left slightly longer. In the rain we experienced, if anything the longer grass was ideal as it meant the fields didn’t just turn into a mud bath with vehicles getting stuck, as was the case with other larger events within the county.The fields are a natural space and no natural space is even. The area is used by many people for multiple reasons, including the playground and exercising dogs. To have each field levelled out is simply a ridiculous expenditure the charity can not fund, and one that would go to waste as plants and wildlife continue to grow within the area causing it to soon be uneven again.
- Height Restrictive Barrier – As prevention from travellers setting up unauthorised camp within the fields a height restriction barrier has been put in place. This was to stay closed unless authorised vehicles are entering or leaving the fields. Pitch holders were asked to attend from 8:30am on Sunday, in which time the barrier was open with those having vehicle passes allowed in. When pitch holders decided to leave before the end of the event, the barrier was closed. This was part of the agreement with the CCA and something they feel very strongly about.
- Demonstrations – Demonstrations were prearranged with Cullompton Ace Majorettes, Rugby Tots and KJB Creative Arts & Events. Times were agreed with the organisations and advertised. Due to the weather these were not put on due to health and safety concerns. The wet ground can cause an increase the risk of slips, trips and falls and cause injury to participants.
- First Aid – As part of our event management plan there were trained first aiders on site. A first aid kit was at the organisers tent, volunteers were wearing high vis vests so can be located, there’s also further first aid kits and a defibrillator located at Cullompton Rangers Football Club.St John’s Ambulance were invited, but unfortunately there were no one available for that date, again something we have evidence to show.
- Live Music – We had a lineup of local musicians that gave up their time to put on performaces. Due to traffic the PA system was delayed, however this didn’t stop Carillon Flute & Guitar, Sarah Horne, Esme Dickens, Byzantium lane and The Natives from putting on fantastic sets.DK Entertainment Devon provided the sound equipment, with unforeseen circumstances making him unable to stay past 5pm, but he was the only person to come to us before leaving to explain and notify us.
Unfortunately many complained that the majority of pitch holders were gone by the time they came to the event, once the event dried out. We asked all pitch holders to remain until 6pm, we can only apologies for them deciding to leave after a few hours and missing out on your trade.
It’s a huge shame that many people are continuing to not just complain and moan about the event that was all for charity, organised and done by volunteers with absolutely nothing going to them personally, no funding, no sponsorship, nothing, yet some are even harassing them to the point action is being taken.
No one can help the weather, just like no one can force people out their homes on an extremely rainy day to come to the event. We will not be doing any future events in Cullompton and can clearly see why the town council and CCA were adamant that they will no longer be doing them. Something that was meant to be a great positive day has been ruined by those who just want to complain, yet not want to do anything themselves to improve it or even offer to volunteer for such events.
The biggest loosers on the day are the three incredible charities that we have worked non stop to raise money for. Cullompton Town Fayre was supporting Crohn’s & Colitis UK, Bowel Cancer UK and Cullompton Community Association. The little we have managed to raised will be announced and donated in full once the clear up and returns are complete.
We will however continue to raise money for our chosen charities Crohn’s & Colitis UK and Bowel Cancer UK.
Charity Fundraising In Devon 