Agenda item

To receive a Presentation from the Team Leader - Communications & Campaign Management on the Eisteddfod yr Urdd.

The Team Leader – Communications and Campaign Management (TLCCM) presented the report which gave an update on the progress made so far for the Eisteddfod yr Urdd Denbighshire 2020.

The TLCCM advised members that the Eisteddfod yr Urdd would be on every Agenda from today, to ensure members are updated at all times.

There would be a proclamation to promote the Eisteddfod in October. The event would start in Prestatyn High School, parade through the high street and continue at the Bastion Fields, Prestatyn.  Members were made aware that there would not be a Plan B, therefore the event would be reliant on the weather being appropriate.

It was expected that approximately 2,000 people would attend the event in October. Schools had already started preparing posters and banners for the event. There would also be Urdd Officers along the street and at the event promoting and providing information to the public.

Safety – a Risk Assessment had been completed in terms of road safety, for both pedestrians and vehicles; including road closures.

The TLCCM informed members that the Urdd had made an appeal for stewards to assist with the event, mainly for safety purposes.

He advised members that the PR team were working closely with the Urdd to ensure the event was successful, there would be stands on the field during the afternoon for children and young people.

Once the event in October has passed the team would turn their focus towards the Eisteddfod 2020.

A sub-committee should be set up in September to begin planning for the Eisteddfod Maes. Priority being a tent or building for the main stage.

The TLCCM confirmed that there was a communications plan in place already, a website and social media accounts would be set up also to ensure there would always be a constants feed of information being fed to the public.

Licensing

Members were advised that Denbighshire had agreed with the Urdd to have one license covering all performances etc.

The Eisteddfod FWP would primarily be the promotion of the event, promotion of Denbighshire itself; things to do, places to stay, transport plans etc.

Another area that would be focused on would be Denbighshire’s image, this would include planting flowers on roundabouts, decorating the streets and ensuring that Denbighshire had a good presentation.

The TLCCM advised that as of September a monthly update could be provided to members to ensure they were updated and in case they would like to be involved.  Denbighshire would also be present at the International Eisteddfod in Llanrwst.

In response to a query regarding appeals for volunteers, the TLCCM advised that they had approached rugby clubs, football clubs, the press, communities etc. and the response had been positive.

In terms of decoration, he explained that they would work closely with the highways and environment services to ensure the whole of Denbighshire would be decorated for the event.

Members were reminded that the event was organised and ran by the Urdd. The role of the local authority was to promote and market the event, the LA were also responsible for licenses, regulations, safety standards of stalls, safety in terms of entering and exiting the Maes etc.

RESOLVED: that the presentation on the Eisteddfod yr Urdd be received and note.