Agenda item

A report by the Events Manager

The Lead Officer presented the annual report on behalf of the Events Manager and advised that two options were available for consideration, or should members wish, an amalgamation of the two options.

Option One incorporated the larger scale events in addition to the existing community based events.  That option aimed to keep all the free kids fun events, which people have enjoyed previously, it also added some of the larger events that have shown a large footfall and benefit the Town, including moving the Classic Car Show to the Central Park along with the Continental Market and a Vintage Festival instead of the 1940’s event; the Beach in the Park with full programme: Party in the Park incorporating an International Food Festival using local businesses; the Proms at the Stump; an extended Halloween event at the Guildhall and Fydell House; Christmas Light switch on and accompanying events; and Santa Fun Run and Christmas Market.

Option one, would cost BTAC an additional £13,500 for the financial year and a breakdown of this programme is appended (Appendix A), (the annual baseline budget for events is £41,500).

Option Two focused on a more limited programme of events: Easter Bunny Hunt; 1940’s event; Classic Car show and Continental Market; Celebrate Boston Day, incorporating an International Food Festival; Halloween in the Market Place; Christmas Light switch on; and Santa Fun Run and Christmas Market.

Option Two was proposed to be delivered within the annual baseline budget for events in 2023/24 of £41,500.

Members were updated on external funding and advised that Boston Big Local (BBL) had been a key supporter of events for Boston residents and its funding had enabled additional community based events in previous years. This funding would cease at the end of March 2023, although they had made provision to fund the construction of the Beach for 2023 but not the accompanying programme. Officers were currently exploring sponsorship opportunities in relation to the Beach.

Transported were also continuing to develop and work with Boston Borough Council to support events in the Town, this year they would once again deliver the Fire Garden on Bargate Green car park as part of the Christmas/Illuminate event, as seen in previous years with huge success. An Arts Council bid has been submitted in relation to this event and the Council expected a response in September 2022.

External event organisers were also keen to have a separate Fair in Central Park. From 2022 applications would be accepted to run one additional Fair, organised and managed by an external company with a fee paid to the Council for the hire of Central Park. This Fair will need to meet Safety Advisory Group expectations and applications will be dealt with via a tender/lease process.

To pursue larger events such as Party in the Park or Celebrate Boston it would be necessary to enter into discussions with the Arts Council about submitting a Project Grant bid. The bids would need to be submitted by December 2022 for a decision by February 2023.

Committee deliberation followed which included:

Members overall agreed the need to continue the provision of free events and especially those for children and families, citing difficult economic times and the depravation now within the town.  The Beach event in particular was referenced in its benefits to the whole family, with supporting organisations attending alongside the children’s activities and providing a wealth of information for parents across various services.  The Skate Jam was also accorded praise for its resounding success and it was agreed it was good value for money and members’ were further reassured at the continuity of the Fire Garden event at Christmas on Bargate Green which too had been highly praised.  There was also recognition of the effect of all events on the local economy including car parking income and the financial benefits to local traders and catering businesses.

The Chairman advised that whilst all BTAC events provided would be free to all attendees, BTAC had been approached by an external event provider wanting to provide their own events for the town.  Such events would be subject to an entry cost but there would be a charge to them for the use of whichever site.  Responding to a question seeking further information on the event provider and concerns voiced about potential high entry costs to such private events, The Lead Officer advised that the company were called Showtime Events Group who had a credible background.  They had amongst other events, provided Beer Festivals, Balloon Festivals along with Fiestas and Town Festivals within areas including Cheltenham and Northampton   They would be stand-alone events and negotiations between the parties would include the need to be mindful of what people could and would actually pay in Boston for entry to the events.  The events would need to be affordable to residents.  The Events Manager was moving forward with negotiations and a report on the outcomes would be tabled to committee.

Responding to a question in respect of a zero budget for the possible provision of a Party in the Park event, the Chairman advised he had requested such a budget figure as at the current time it was not possible to get a cost figure.   Grant funding would be sourced if possible which might require match funding in part, but the event would be a stand-alone occasion whether provided by BTAC or by an external provided.  Again, the Events Manager was moving the possibility forward and reporting would come back to BTAC in due course with the outcomes.

Addressing a question which queried the differential in costs of £1500k in respect of the Christmas Events within Option One and Option Two, the Lead Officer advised he would assume it was due to the actual level of content of each event and if required, would ask the Events Manager to expand more on the various range of activities and entertainment within each option.

Following on from some confusion by members in respect of the position of Boston Big Local and some mis-understanding of their future support with funding, the Lead Officer confirmed that they had received £3million from the National Lottery over a three year period which had been depleted and there was no replacement for the lottery funding stream.  Members were also reassured there was capacity within the events team to take whichever programme forward and deliver the events.

RESOLVED:

That BTAC agree Option One of the events report with the addition of all the missing events from Option 2 to be included therein.