Agenda item

(A report by Kristina Willoughby, Town Centre Services Manager)

The Town Centre Services Manager presented their report advising that their team were actively planning events from September 2020, and working alongside partners to see what was deliverable to ensure that the events would be Covid-19 compliant.  Recognising that a number of Christmas events across the country had already been cancelled, the Town Centre Services Manager advised that at the current time, it was not felt necessary to do so in Boston and reassured members that all contracts would be subject to rolling over to 2021 should an event be cancelled.

Moving to the recommendations within the report committee were advised as follows:

Recommendation 2

Following cancellation of all events due to Covid-19 it was hoped to increase the appeal of the Christmas event by extending it a four-day event in Bargate green car-park, starting on the day of the Christmas lights switch on event.  The event would be run in alpine wooden huts and officers had already had a lot of interest in such an event following some soft market testing. A small fairground ride would be included and food & drink plus an area for live music would also be available.  To facilitate the extended event it was proposed that budgeted funding unspent to date, be reallocated towards such an event by increasing the budget from £14,500 to £22,000.  All bookings for the event would have appropriate terms and conditions to cover a second covid 19 outbreak and should such event not happen due to government advice, bookings would be able to transfer a 2021 event.  £2,000 of the reallocated budget would be used to retest the County Council lighting columns for the next two seasons, in preparation for hanging the Christmas lights in partnership with the Christmas In Boston Group and their efforts of lighting the Town.

Recommendation 3.

It was proposed that £13,500 of budgeted funding unspent to date, be reallocated for an Illuminate Fire Garden for the 2020 Christmas event.  In 2019, Transported in partnership with Boston Borough Council had delivered a hugely successful Fire Garden located on Bargate Green car park as part of the Christmas Market and Lights Switch on event.  There was an opportunity to deliver this again on a larger scale in Central Park and the Council are working with Transported and the wider Pilgrim Roots group to develop a campaign of #onesmallcandle.

The #onesmallcandle event see every household being encouraged to place a (non-flammable) candle in their window as a sign of hope and celebration of Illuminate 2020, alongside 1620 lanterns displayed in locations across the Town, to replace the parade for this year.

Recommendation 4.

It was accepted that the overall event could not be as the previous years due to covid-19 so certain aspects had to change.  Committee were asked to further agree £5,500 for the Letters to Santa projection event, which allowed children to post their letters to Santa.  Members were referred to appendix F within the report which detailed the event which had been brought to the attention of the events team by on the Borough’s Elected Members.

Recommendation 5.

Members were advised that all three options for the 2021/2022 events programme included the free family day events and the Boston Show.  Additional events being considered included a potential 4 day event encompassing the Boston Bike Night and the Classic Car Club, and the Party in the Park which had been scheduled for the 25^th July 2010 had been rolled over to the 24^th July 2021. 

Option 1 incorporated a full range of events similar to the previous year and included both community-based events and large-scale events including the Christmas event.

Options 2 focused on larger scale events with a more limited programme and smaller scale community based events.  The option did not include the Christmas event.

Option 3 focused on some large-scale events but did not provide any free community events nor any support for BBL events should the team be successful in their funding application with them.

Committee deliberation followed which has been collated in line with repetitive commenting and include the following:

There was overall praise for the report and the events team, with members noting they were impressed by the ideas and in particular, the proposed four-day Christmas event, which they felt would be a much needed boost to the residents of the town following covid-19.  Members noted it was a true community event which had established itself over the years and been supported by increased attendance year on year.  Recognition was paid to all the volunteers who enabled the event to take place, and the continued provision of free family events was also agreed as being important due to financial implications on families as a result of Covid-19.

Concern was raised at the proposed Letter to Santa event with members citing a previous visual show that had failed miserably and been a waste of money.  Some members felt that the money would be better spent on an alternative event.  They questioned the duration of the event in that it was a one-off for a limited time, which would not be available to all visitors.  A member further voiced concern that the event could be seen to raise the children’s expectations by putting pressure on parents, at a time when they were struggling financially.

Responding to the concerns the Town Centre Services Manager advised that whilst it was a one-night feature project, it was very different to the one used previously with a different provider.  The children would post their letters in a magical post box and then would see through the projection, the elves taking the letter to the north pole.  It was an hour-long presentation and the events team were looking at ways to surround the event with carol singers and hot chocolate to make it especially Christmassy for everyone involved.  For reassurance as to the quality of the production, members were referred to the appendix within the agenda, and the Town Centre Services Manager confirmed she would forward further pictures to evidence the quality of the show.

A member questioned the £2000 cost for testing of the lampposts to accommodate the Christmas lights asking if the job went out to tender or was done in-house.  In reply, they were advised that the Christmas in Boston Team undertook the work, which was normally funded by businesses:  in light of Covid-19 funding was not available this year.  The cost was not for basic testing, it required ultrasound testing on each lamppost.  BATC would provide the funds, Christmas in Boston would source the electrician required and then provide BTAC with a receipt for the work.

In response to a question seeking assurance that sufficient funding had been budgeted to the Town Centre Services Manager advised that they had budgeted sufficiently to address all issues or ensuring Covid-19 regulations were adhered to, to enable them to mitigate where possible. Public safety would always be the primary concern with encouragement to wear facemasks, additional stewards as deemed necessary and options included a one-way system around the event to ensure distancing. 

Addressing questions in respect of offering free pre advertising to local businesses, members urged caution as a number of businesses had already paid monies to the Christmas in Boston team.  However, options would be explored, for future events.

RESOLVED:  that the BTAC Committee agree to:

1. Note the outcome of 2020 events programme.

2.    Reallocate existing budget to the Christmas 2020 event increasing the budget from £14,500 to £22,000, to enable a 4 day Christmas.

3.     Reallocate £13,500 of existing budget to an Illuminate Fire Garden for the Christmas 2020 event;

4.     Reallocate £5,500 of existing budget to a Letters to Santa projection

5.     Agrees option 1 of an increase in budget £22,000 and recommends the decision to Cabinet for approval.