Terms of Reference

Ruskington Parish Council 

Terms of Reference 

Name:    Events Committee 

Status:    A standing committee subject to the rules of the Council’s Standing Orders. 

Aim:    To plan and arrange community events and fund-raising projects to improve engagement with all those who live in the Parish, through regular contact and events. 

Areas of Responsibility: 

1. The management of the Council’s events and entertainment programme to facilitate closer engagement with members of the Parish. 

2. Managing and encouraging engagement with members of the public by organising events and entertainment that the public will want to take part in, following Council’s Data Protection, Communication, Safeguarding, GDPR legislation, and any other relevant policies.  

3. Liaising with Council members, and committees, the Parish Clerk, RFO, and such organisations and agencies as deemed necessary to achieve the aim.  

4. Ensuring that all events/contacts are carried out in accordance with the Council’s Standing orders, Financial Regulations, and Statutory Safety Regulations. 

5. Investigating potential opportunities for gaining sponsorship and/or funding for events or sponsorship of Council property. 

6. Identifying and liaising with outside agencies to aid successful events and entertainment. 

7. Suggesting and exploring the feasibility of events and event timetables, including financial costs/gains, staff requirements, equipment requirements and making recommendations to Council. 

8. Spending within the Committee’s agreed Event budget, as approved by Council.   

9.  To be responsible for Council’s event equipment in accordance with the Regulations listed at serial 4 above 

10. To consider the environmental impact of all policies, projects and practices pertaining to the Committee, explore ways to improve the environment and improve biodiversity, and create an environment impact statement for all projects.  To be achieved by:  

• Promoting plastic free events 
• Prioritising plastic free businesses, entertainers and stall holders 
• Encouraging event applications from local businesses, entertainers and stall holders to reduce emissions and the carbon footprint 
• Promote the use of recycled crockery and cutlery 

Committee Membership  

All members of the Parish Council are eligible to become members. Members of external organisations and volunteers are eligible to be co-opted. External organisations and non-councillor members cannot vote and must leave the meeting for closed session.  

Quorum 

A Quorum shall be three or one-third of the total councillor membership, whichever is the greater. 

Meetings 

The Committee shall meet four times per year, or more frequently as required. 

Chairman 

At the first committee meeting following the Parish Council’s Annual Meeting, a Chairman and Vice Chairman shall be elected. 

The Chairman shall be responsible for: 

1. The conduct of meetings. 

2. Presenting reports and the minutes of committee and working party meetings to full Council and seeking approval of proposals made. 

3. Working with the Responsible Finance Officer (RFO) to ensure committee expenditure is within budget. 

4. Working with the RFO to prepare a budget for the next Financial Year.  

5. Ensuring that Council’s policies for Health and Safety are maintained for events.  

6. Ensuring the Clerk and Chairman of Council are kept informed of all matters (in their absence the Deputy Clerk/RFO and Vice-Chairman).  

7. The Chairman of the Committee, or a representative, shall be a member of the Finance and Governance committee. 

Approved by Ruskington Parish Council 

8 September 2026 

Min ref: 8.1., page, 57-2026