Think you know the Keyworth Show??
Keyworth Show is run by the Keyworth Show Committee a sub-committee of the Keyworth Playing Fields Association (the
KPFA).
The KPFA is the managing and coordinating body for the many and
varied sports and activity clubs who on the Rectory Field complex in the middle of Keyworth.
Keyworth Show has 2 primary purposes 1) to bring the village together on the 2nd Saturday in July each year and 2)
to raise funds for capital projects for the benefit of the sports clubs.
How does the show raise money?
Keyworth Show raises money by having a number of income
generating activities such as :-
- Show entry takings
- Stall and site lettings, including fun fair site fee
- Corporate sponsorship
- Grand prize draw ticket sales
- Fund raising stalls e.g. tombola
- Dog
show entries
- Food sales through the show café
What attracts people to the Keyworth Show?
The Show Committee tries
to ensure a varied and interesting programme of activities and entertainments that will appeal to people of all ages - making
it a truly family day out.
What are the figures?
£9,000
= approx cost of running the show (mostly entertainments, site amenities and the food and drinks)
£14,000
= average show day earnings (gates, fund raising, stalls and sponsorship)
Profit to the KPFA = between
£4,000 and £6,000
£2.50 = cost of entry for adults, children are free
4,000 = approximate attendance
Who
makes the Show happen?
The Keyworth Show Committee is a team of volunteers. These volunteers were originally
members from the various beneficiary sports clubs but over time other people in the village have volunteered their time to
support the show.
The Volunteers
Committee members now support the following roles:
- Show Chairman Show Secretary
- Show Treasurer Horticultural Show
- Marketing and publicity Site Management
- Stall and stands Catering (bar and café)
- Dog show Gates
and car parks
- Entertainments Prize draw
- Sponsorship Tombola / show stalls
- Craft fair
Due to a number of recent losses from the committee,
the Show is currently under threat as we do not have enough volunteers to make next year's event a reality. Despite attempts
to recruit volunteers we have so far been unsuccessful.
The Show
is very important and valuable in that the profit it makes is vital to the funding of the activities of the KPFA enabling
sports facilities to be provided for Football, Cricket, Bowls, Tennis and Table Tennis.
The purpose of this leaflet is to ask you whether or not the Show should continue as an annual Village event for
the benefit of the Village and the KPFA and what skills you and your club members could volunteer to bring to the Show Committee
to keep it thriving.
How would you answer the following questions
:-
1) What would make the Keyworth Show more relevant to you /
your club? ....................
2) Should the Show stay with the KPFA to
raise funds for sports clubs or should it become of benefit to wider groups in the village e.g. youth club. KPFA/ local Charities
/ Other Projects / ..........
3) What would encourage you to volunteer
to help or who do you know who could be persuaded from your club / group to participate in the running of the show? .................................
Please accept my thanks in anticipation of your support for the continuing
success of Keyworth Show
What roles help to sustain
the Show?
There are several core roles that help to ensure the smooth running of the Show every year. These
roles are summarised below but can be split or managed flexibly to make the most of people's skills. You could make a
huge difference by contributing in one of the following ways:
|
Role and Time commitment
|
|
Useful skills
|
Secretary
5 hours per month November to March rising
to probably 10 hours per month nearer Show Day
|
• Taking minutes of meetings
• Writing letters, booking VIP guests
• Organising rotas and task lists for show-day
• Show day admin
• Booking rooms and venues
•
Maintaining contact lists
• Supporting show day volunteers
• Maintaining records
|
• Administrative
• Typing / word processing
• Organisation
• Attention to detail
• Minute taking
• Communication
|
|
Marketing and publicity
1-2 hours per month Nov - Apr
4-6
hours per month May -Jul
|
• Writing promotional information for website and local press
• Registering
Show on events websites, local authority websites and with radio stations
• Preparing updates and adverts for Keyworth
News
• Design and distribution of show posters
• Production of Show programme (with printers)
•
Close liaison with entertainments and site management
|
• Communication skills
• IT and internet skills
• Organisation
• An eye for colour and layout (especially when producing own posters) is useful
|
|
Site Management
1-2 hours per month Nov - Apr
3-5 hours
per month May -Jul
3 days over Show Day
|
• Site layout
• Arranging site services (water, elec etc)
•
Marking out ground
• Booking marquees and site services
• Liaison with stalls & stands, craft fair
and entertainments over ground use
• Booking and collection/ return of PA equipment
• Booking main stage
trailer
• Arrange site security
|
• Health & safety awareness
• Organisation
• Design
/ layout drafting skills or access to [someone with] design software
• Driver with own vehicle
|
|
Craft fair
1-2 hours per month
Show day morning to set up
|
• Promoting the craft fair during the year
• Visit other craft fairs
to promote attendance
• Update and distribute booking forms
• Arrange craft fair layout for max interest
|
• Organisation
• IT and internet skills
• Communication skills
|
|
Entertainments
2-3 hours per month Nov - May
5-6 hours Jun
/ Jul
|
• Booking bands, acts and entertainers
• Scheduling of entertainment
• Negotiating prices
• Liaising with local groups to encourage participation
• Close liaison with
the marketing team to promote entertainments
• Ensuring equipment and site layout meets needs of the acts
|
• Organisation
• IT and internet skills
• Communication skills
|
|
Sponsorship
4-5 hours per month Mar - Jun
|
• Contact and liaison with current and potential new sponsors
• Liaison
with marketing team to agree publicity for major sponsors
• Invoicing and collection of sponsorship monies
|
• Organisation
• Communication skills
• Negotiation skills
|
