Agenda item

Context:

The Event Manager provided M0embers with an update on the work and achievements of the Events team for 2015-2016 and on the progress of plans for events within 2016-2017.

Highlighted areas included:

·         Monmouthshire’s National Eisteddfod 2016

·         Monmouthshire’s area at the National Eisteddfod 2016

·         Status Quo live at Caldicot Castle

·         Velothon 2016

Member Scrutiny:

The Chair expressed that volunteers were a huge asset in terms of supporting events and questioned if the volunteers were being recognised by way of accreditation. The Event Manager advised that the Events team worked closely with the Programme Lead through the County that Serves programme for volunteers and currently certificates/thank you were issued but in terms of forward thinking it was hoped to hold an awards evening at the end of the year to recognise the input of volunteers. It was agreed that volunteers were the back bone in holding such big events.

A Member expressed congratulations on the progress to date.  It was questioned if there were adequate resources in place as the Events Team became more busy and successful.  In response we heard there were 2 full time roles but it was important to note that it was not the Events Team staging the events but Monmouthshire County Council.  The role of the team was to support and coordinate the natural resource, working across leisure and tourism department.  Volunteer teams were fundamental. Where necessary professional skilled freelance contractors were used.

The Chief Officer pointed out that the budget was cost-neutral.

The Chair questioned what proportion of income comes from outsourcing services and staff to third party events and projects.  The Event Manager explained it was not as much as would be likes and this financial period had brought £5,000 to £8,000.  It was hoped to increase this figure next year.

A Member brought attention to the 200^th Anniversary of the Wye Bridge, and asked how this would feature in the statistics.  We heard that Whole Place were looking at the project.

A Member raised a concern that the Monmouthshire Eisteddfod may be attracting publicity but to the detriment of the Abergavenny Eisteddfod.

With regards to the Abergaveeny Eisteddfod Members stressed that the town should be in top quality condition with excellent facilities.  We heard that the Waste and Street Services Teams were prepared.

There were concerns surrounding costs of the Eisteddfod and Members would welcome a cost benefit analysis.  We heard that other areas had benefitted from a £6 to £8 million return on investment.  The budget was being delivered and it was forecast to be maintained.  Eisteddfod organisers did not foresee any problems.  It was noted that fundraising would continue to the end of 2016.

The Chair noted that a Return on Investment report would be brought to Committee following the Eisteddfod

A Member questioned why Status Quo had been chosen in particular for the event at Caldicot Castle.  The Event Manager explained that there were many reasons for the event:

·         We had been being presented with the opportunity from an agency

·         The band fits with our demographics

·         In terms of audience, an avid and loyal fan base, which we have benefitted from.

·         This is a good starting point to develop relationships with music agents etc.

In terms of advertising, we heard that two thirds of tickets had been sold even though there had not been much in the way of advertising to date.  We would now move onto physical advertising namely across libraries and leisure centres.

The Chair noted that the Committee would welcome an update following the event and offered congratulations on the sale of tickets to date.

With regards to the Velothon 2016, the Chair stressed the importance of working with the event organisers and highlighted the importance of helping local businesses benefit from the event.  The Event Manager noted that in terms of internal arrangements all Community Huns and Contact Centres had been briefed should people contact them for information, and would act as a link between residents and event organisers.