16 April 2008

CEG contacted Caernarfon Online today with the plan for Caernarfon's celebration opening event (to be held in August).

We have of course edited the proposed line up of events as not all are confirmed as yet and it would be unfair to include this list until the final confirmation is made. Nevertheless, the rest of the plan shown in it's entirety  and we are very grateful to Rhys Mwyn, Debbie Thomas and Hugh Edwin Jones for their hard work compiling the plan. Here is the first ever look at the project

'Y Maes'

Project plan for the celebratory opening event. Sunday August 17th 2008
Prepared by Rhys Mwyn, Debbie Thomas and Hugh Edwin Jones March 2008 Supported by Gwynedd Council.

Background

Gwynedd Council with the support of various grant aided sources began on the work of developing a new open space in the heart of Caernarfon, which historically is affectionately known as 'Y Maes'.

The work began in earnest in September 2007 costing an estimated £2.5 million, the works contractor appointed was the National civil engineering company Mulcair.

At the time of putting this paper together, the works schedule, stated that the work would be completed by the second week in June 2008. At present the work is some 4-6 behind schedule.

There is real optimism however that part of the 6 week slippage can be made up and a more realistic estimate for completion would be the middle July 2008.

It was apparent following a local events organiser's annual general meeting held on the 10th of October 2007 that different organisations in Caernarfon were beginning to develop ideas in relation to a celebratory or opening event for 'Y Maes'.

Concerns were raised that there was a need for a unified approach rather than the scatter gun approach that was developing.

Following the meeting and with all this in mind it was agreed to bring together all Caernarfon event organisers in a meeting held in Palace Street Caernarfon on the 18th of December 2007.

The main purpose of the meeting was to discuss the opening of the new' Y Maes' and the opportunities this created for event organisers in the town. It was also an objective to try and develop a cohesive joined up approach to developing a celebratory event for the opening of the new 'Y Maes'.

At the meeting it was agreed that a small working group would be created which would be chaired by the local cultural promoter Rhys Mwyn. This group was tasked with developing the celebratory event for the town and also raising funding to support the production of the event.

One of the first tasks the working group tackled was to give itself a name being 'CEG' as an acronym to be used in both English and Welsh, 'CEG' meaning 'Caernarfon Events Group'.

The group felt it was important to develop terms of reference for itself which would make it easier for people to understand the groups aims and objectives; it was also felt that these terms of reference would help give the group more focus and assist with its governance. (please see appendix 1)

On the 27th of February 2008 the Group called an open public meeting for all in Caernarfon who were interested in offering ideas for the development of the celebratory and opening event on ' Y Maes'.

The Event

In the light of limited resources and a fairly tight timescale and the obvious desire expressed at all meetings held that this event should have a very strong community involvement CEG have drawn up the following vision statement and objectives as guidance in developing its artistic and community vision for the event.

Vision Statement

"Celebrate Caernarfon's unique culture, heritage, language and people through creativity."

Objectives

• Celebrate and contribute to the regeneration, vibrancy and new hope for our town and its people young and old.

• Welcome visitors to share and enjoy our unique language culture and heritage through the creativity of its people.

• Contribute to the towns economic wellbeing through cultural and creative activities.

• Engage with the towns business sector to develop sustainable creative activities in the town which will create economic benefit.

• Create opportunities to all sectors of our community irrespective of race, sex, disability, sexual orientation, religion or belief and age to contribute effectively to 'CEG's' activities.

Event Plan

The original idea was to hold the event in middle July to coincide and be a part of the Caernarfon Festival. It was now felt that this was to short a timescale and that there was a real danger of having planned opening event in place for July with' Y Maes' not being ready.

Another consideration CEG addressed was its advanced partnership discussion with the Producers of the Bryn Terfel Faenol Festival, where Caernarfon would be adopted as the Festival town, developing a host of complementary activities during the Festival week in the town and on the 'Maes'. It is hoped that this initiative will be in such an advanced enough position to make an official announcement at the launch event.

In the light of this development Bryn Terfel has agreed to officially open and launch the celebratory event on ' Y Maes', of course he is also a local boy who has gained world recognition for his operatic talent and is also a contender for the National Assembly Government's Wales all time icon.

Discussions are also underway with Duffy's Management another local Gwynedd girl creating a name for herself in the International pop world to assist Bryn in the opening ceremony.

Another consideration was to hold the event in early September it was felt however that we could face uncertainty in audience attendance but more importantly the weather could be a lot colder.

Taking all this into consideration, it was decided that the opening event would be scheduled for the third week in August 2008.

Outputs

Putting on such an event will create outputs and opportunities which I hope your organisation or body can empathise with, I hope you as a body would want to be involved and associated with these outputs.

• Creation of a high profile event which will raise the profile of Caernarfon now and in to the future.

• An on going developmental relationship with the annual Bryn Terfel Faenol Festival for the town and its associated businesses.

• Positive media coverage with the involvement of the BBC and local press.

• Involvement of the community, public and private sector organisations working in a partnership, to help promote and regenerate Caernarfon and its brand.

• Highlighting the creative talents of the area and its people young and old'.

• Celebration of the uniqueness of the area's culture language and people.

• Through the utilisation of the community and its creativity contribute effectively to the economic and well being of the town.

Funding

There is a great deal of talk these days especially in public sector circles about the importance of the third sector (voluntary sector) and how important this sector is in future development of ideas plans and projects.

On this occasion it's the third sector that has come forward to take the lead on this event, we are now looking towards our commercial and public sector partners to come and join us in making this event one worthy of Caernarfon and its people.

As there is no way of raising any gate or real commercial income for this event we are therefore very dependent upon any commercial sponsorship or grant aid that we can attract to make this vision a reality

Estimated Income  

Community sector hours expended   500 hrs @ minimum  wage of £5.52 per hr  £ 2,760.00   

Public sector grant funding     £ 6,000.00   

Tourism Growth area funding     £ 2,500.00   

In kind funding     £ 2,500.00   

Commercial sponsorship     £ 6,000.00   

Total estimated income     £19,760.00   

Expenditure    

Stage light sound and technician hire   £ 6,000.00   

Artists costs     £ 6,000.00   

Insurance     £ 500.00   

Security     £ 300.00   

Risk Assessment     £ 500.00   

Marketing     £ 3,000.00   

Event Production Management     £ 1,000.00   

Stewarding     £ 460.00   

Contingency     £2,000.00  

Total estimated expenditure     £19,760.00

Vision for the future.

CEG was initially set up to develop and produce the celebratory event on the refurbished' Y Maes' in Caernarfon during the Summer of 2008. As this work and time has moved on the vision for an entity like CEG is continually developing and maturing.

At present there is a vision and a natural desire for developing CEG to become the overarching organisation to support and assist event organisers in Caernarfon.

Gwynedd Council in an informal discussion have also expressed their desire to see CEG become the body between them and Caernarfon Event Organisers, effectively becoming the event management company for 'Y Maes' and the town.

This is an excellent idea in principal but it has many obstacles and concerns associated with it, unfortunately resources and capacity being the biggest ones of these.

At present CEG is a voluntary group with no legal status, but with a constitution and if CEG were to take on this role, funding would have to be sourced to employ a programmer. The structure of CEG would also have to be revisited and the present constitution developed into a more formal and legal structure. .

If CEG are to follow this vision then CEG will seek advice and support of Llew Roberts from the Welsh Co-op.

As the relationship with the Bryn Terfel Festival develops, again there will be a programming / management role for CEG to play in the town. --

Caernarfon does have a town manager in name appointed by Watkin Jones Developments there is a need to ascertain what part of this individuals role can be capitalised upon in relation to events on 'Y Maes' and in the town.