SATURDAY SEPTEMBER 7th
CARNIVAL NEEDS YOUR HELP
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If you can help in any way at all, either in the planning and organising stage, or on the day, please get in touch as soon as possible. At the moment we do not have enough volunteers to run Carnival this year.
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We are holding an emergency meeting on Wednesday 19th June at Bishopstoke Methodist Church on Sedgwick Road at 7:00pm
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If you can't come to the meeting but want to help, we need to hear from you before the meeting takes place, so please email carnival@bishopstokepc.org to tell us what you can do.
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Below are listed some of the ways you can help, but if you would like to throw some other ideas into the ring and try to do something different with Carnival this year we would love to hear from you too.
CARNIVAL - WAYS TO HELP (PLANNING AND ORGANISING)
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To run the normal Carnival takes a group of people coming together regularly over the months leading up to it, to plan and organise the various different areas of Carnival.
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Carnival Chair - Someone to say when the meetings will happen and keep things focussed. To keep an eye on what is happening and what needs to happen next.
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Stalls - Ideally two people to make contact with previous stall holders to invite them to attend this year. To find ways of reaching out to new stall holders. To send out forms, chase insurance details and payments. To put together the map of where all the stalls will go on the Meadow on Carnival Day itself.
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Inflatables and Rides - Like stalls, ideally two people to contact organisations and companies with inflatables and / or other rides to invite them to come along. To negotiate the fees paid by the ride owners and ensure they are collected. To map out where everything will go on the day
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Food and drink - One person to deal with local food and drink providers to ensure there is sufficient provision but no clashes on the day itself. Ideally a minimum of a tea / coffee van, a burger van and an ice cream van, but it may be possible to add other foods and drink too.
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Admin - One person to deal with Council issues - authorising funding, submitting forms and taking notes at meetings. Also booking portaloos and first aid. This is usually someone from the Council,
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Water activities (River floats and Duck Races) - Ideally two people, one to focus on River Floats and the other on Duck Races. Contacting all local schools and youth groups to invite them to take part in the River Float competition. Organising judges and ensuring we have the required permission to use the river. Creating advertising for the event. To ensure we have sufficient ducks and all equipment needed to run duck races. Preparing any paperwork needed and organising pre-selling of ducks. Writing risk assessments and ensuring health and safety is planned for.
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Audio - One person to either source or provide music and sound systems to cover the whole site. Also to amplify those in the arena if needed.
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Arena - Ideally two people to contact various acts and displays to invite them to perform in the arena. Negotiating fees if necessary and communicating their needs to the rest of the team. Deciding arena size and ensuring the overall map can fit it in. Fancy dress competition if happening.
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Raffle - one person to liaise with local businesses to gather prizes for the raffle.
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As you can see, it takes a minimum of 9 people to plan and organise Carnival, but ideally there would be at least 12 because sometimes it isn't possible for a person to attend all the meetings and it would useful to have a second person from that area there to provide updates.
CARNIVAL - WAYS TO HELP (ON THE DAY)
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For anybody that cannot be part of the planning and organising there is always the chance to help out on the day itself.
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Glebe Meadow - At least two but ideally three people to arrive early so that those with lengthy set up times can be ready. Showing everyone to the correct place in the Meadow. Collecting any fees that have not been paid and resolving any disputes.
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Logistics - one person ensuring that things like gazebos, road closed signs and other things are in the right place at the right time.
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Arena - Two people. One to be the Master of Ceremonies, announcing performers and events, and reminding people about the duck races. One to ensure the events run smoothly, making sure the next act is ready and the current act stays to time.
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Carnival tent - One person to sell raffle tickets, provide information and be the centre for lost property and children.
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Audio - one person running the audio and making announcements.
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Water Activities - At least 5 people, better and safer with 6 or 7. Minimum two in the water positioning river floats and collecting ducks. One "water spotter" for safety purposes and to launch ducks. Two more to organise river floats as they arrive, collect scores from judges and later on sell ducks for races
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Marshals - At least 3 for the Meadow with another 4 if there is a road closure in place.
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So on the day we need at least 15 people but ideally we would have 20 or more.
CARNIVAL - WHY IS THERE NO PARADE
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Put simply, a parade takes a lot of organising and needs a lot of people on the day to run smoothly. We would need at least two people approaching youth groups, community groups, charities and businesses about having floats in the parade, and also checking insurances, contacting the bus companies and other things. The route would need deciding and road closures applied for. Categories and prizes would need agreeing. On the day we would need two people to be at the starting location for the floats ensuring everyone is in the right place, and working with the judges to award prizes. we would also need two people to ensure all the road signs and diversions were set up and another 12 or more to act as marshals on the route. Finally we would need two or three people to look after the water stations so that no one passes out through dehydration.
