Richmond MayFest Trustees Report Annual Return for the Period 2 February 2023 to 5 April 2024
Richmond MayFest
The Annual Return for the Period
2[nd] February 2023 – 5 April 2024
Richmond MayFest Trustees Report Annual Return for the Period 2 February 2023 to 5 April 2024
INDEX
| Pages 3-7 | Trustees report |
|---|---|
| Pages 8-9 | Receipts and Payments Account |
| Page 9 | Statement of Assets and Liabilities |
Richmond MayFest Trustees Report Annual Return for the Period 2 February 2023 to 5 April 2024
TRUSTEES REPORT
1) Reference and Administrative details
The name of the charity is: Richmond MayFest
Charity registration number is: 1201807
The address of the charity is: 32a Newbiggin, Richmond, North Yorkshire DL10 4DT
The charity is managed by a board of trustees. The trustees serving during the relevant period are:
| Trustee name: | Role (if any) during the relevantperiod: |
Dates of service: |
|---|---|---|
| Graham Berry | n/a | Whole period |
| Charles Grumbley | n/a | Whole period |
| Baroness Angela Harris | n/a | Whole period |
| Catriona Marcia McLuckie | Minutes Secretary | Whole period |
| Judith Moorhouse | n/a | From 9thMay 2023 to end of period |
| Gillian Page | Chair | Whole period |
| Susanna Pell | n/a | Whole period |
| Clive World | n/a | Whole period |
The trustees have had regard to the Charity Commission’s guidance on public benefit. They know what their charity’s purposes are and understand how each purpose is for the public benefit. Especial attention is given to guidance on public benefit and the charging of fees with an eye to maximizing inclusivity. The majority of provision is free of charge for people in the Area, having negotiated free entry to Richmond Castle for residents of the Area for the whole of the festival. Where events are charged, there are significant discounts for residents of the Area, with free admission for under 18s. Many events are free for everyone.
2) Objectives and Activities
The objectives of Richmond MayFest (“RMF”) are:
-
to advance the education of the public in the area in and around Richmond (postcode areas DL9, DL10 and DL11, “the Area”) in the subject of traditional and historical music and dance;
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to promote performance arts for the benefit of the public in the Area by the establishment of an annual festival of traditional and historical music and dance and associated activities;
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to promote the advancements of the arts in the Area by the preservation of historical performance arts traditions.
In a general sense, RMF has the broad aim of contributing to the quality of life in Richmond and its surrounding
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Richmond MayFest Trustees Report Annual Return for the Period 2 February 2023 to 5 April 2024
areas through the provision of an accessible high-quality programme of events delivered by the community and by professional performers.
The core activity of Richmond MayFest is the delivery of an annual festival of traditional and historical performance arts and associated activities including community outreach. Key to this core activity is cooperation and partnership with existing community groups in the planning and delivery of the festival and in the provision of events and activities. Volunteers are an essential part of delivering the objectives of Richmond MayFest, which is a volunteer-run charity. Volunteers serve on the board of trustees, deliver fundraising events and initiatives, provide event stewarding services, and both lead and assist in festival activities and performances.
The Trustees of Richmond MayFest take the following considerations into account when selecting performances.
Artistic merit: is the performance of artistic merit? is the performance technically proficient and also imaginative and creative?
Communication: is the performer capable of informal communication with the public? This is very important given the informality of most MayFest performances and priority is given to artists experienced in informal interaction
Locality: priority is given to reasonably local performers, given the two above criteria are met. ‘Reasonably local’ is defined as roughly up to 40 miles from Richmond; beyond that performers from Yorkshire or the north-east of England will also be prioritized. RMF aims to showcase local talent as far as possible.
Affordability: In the case of all professional artists, all paid performances must be affordable within our strict budget while always taking into account the responsibility to pay artists fairly.
The main activity undertaken during the relevant period was the staging of the second Richmond MayFest, followed by planning for the third Richmond MayFest.
3) Achievements and Performance
Richmond MayFest 2023
The second Richmond MayFest was held on Saturday 29 April – Monday 1 May 2023. It was the first MayFest to be operated by the Board of Trustees, constituted in February 2023 but in informal consultation since November 2022. A huge amount was taken on board from the first RMF held in April-May 2022, which had been something of a ‘trial run’.
a) Content
The 2023 RMF had a broad programme of a Music Day (Saturday), a Dance Day (Sunday) and a Storytelling Day (Monday). The programme comprised:
Music
In concert: Janice Burns and Jon Doran. A folk duo with close links to the north-east performing at St Agatha’s in Easby, preceded by a musical promenade from Richmond to Easby led by the Ran Tanners. Support performance by local folk musician Nick Brooker.
In concert: Richmondshire Choral Society. Performing Mendelssohn’s Elijah at St Mary’s Parish Church. In concert: The Leeds Waits. ‘The Story of Coffee’ at Richmond Town Hall
Performances from pupils of Richmond School at The Station
Informal performances at Richmond Town Hall from members of Richmondshire Orchestra, local folk group Fill the Tankard and folk duo Errol & Lesley Kirkpatrick.
Informal performances at Richmond Castle from Richmond-based Trouvere (medieval music), Tritor (medieval music) and Bisarr (world/medieval)
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Richmond MayFest Trustees Report Annual Return for the Period 2 February 2023 to 5 April 2024
Informal performances in Richmond Market Place from Durham-based The Ran Tanners (folk), North Yorkshirebased Hautbois (historical: The Great War) and Damian Clarke (folk).
Street performances from violinist Sid Bowfin, Richmond Market Place
Folk session led by Richmond’s Black Lion Folk Club and the Ran Tanners, the Castle Tavern
Drumming circle led by Yorkshire-based Rhythm Calls at Richmond Methodist Church
Dance
Annual Morris Day of Dance organised by Richmond-on-Swale Morris Men, featuring 8 sides in total, on the Sunday in the Market Place, Richmond Castle, and other outdoor venues around the town
Perfomances at Richmond Town Hall from local dance schools the Charlotte Jacqueline School of Dance and the Rhythm & Shoes Dance Academy
Tea Dance at Richmond Town Hall with Richmond-based The AB Band
Ceilidh at Richmond School with Teesside-based Blind Panic Ceilidh Band
Scottish Country Dancing display and have-a-go with the Richmond Branch of the Royal Scottish Country Dance Society, at Richmond Town Hall
Clog dancing workshop with local side Richmond Castle Clog at Richmond Town Hall
Maypole dancing interactive session with Maypole Movers at Richmond Castle
Storytelling and other
Performances at Richmond Castle from Richmond Storytellers, Richmond Amateur Dramatic Society and Trouvere
Storytelling ‘in concert’ at Richmond Methodist Church with Yorkshire-based Ursula Holden Gill Punch and Judy in the Market Place with Richmond-based Professor Ron Wood Storytelling in the Market Place with The Silly History Boys
Family craft activities on a springtime theme at Richmondshire Museum
b) Public Benefit and Fees
In accordance with the RMF policy on public benefit and fees: (1) all events in the Market Place, Richmond Methodists, The Station and the Town Hall were free to all, with the exception of the Tea Dance; (2) all events at Richmond Castle were free to all residents of the Area; (3) workshops at Richmondshire Museum were charged the customary Museum entrance, which includes free child entry; and (4) the ticketed events were all discounted for residents of the Area.
The Janice Burns & Jon Doran concert saw over 50% Area attendance, and the Richmondshire Choral Society concert over 80% Area attendance. The ceilidh and Tea Dance saw around 75% local attendance.
c) Audience Experience
Feedback, largely anonymous, was overwhelmingly positive. All respondents said the event was enjoyable with 25% ‘enjoyable’ and 75% ‘very enjoyable’. Where negatives were given in feedback (50% of respondents), more than half focused on the weather which was very bad on Sunday in particular. Almost all respondents cited positives with ‘castle events’,’ variety’, atmosphere’ and ‘everything’ being most frequently mentioned.
Specific feedback included praise for “the themed days, music, dance, storytelling and the way they showcased local talent. The extensive community involvement”.
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Richmond MayFest Trustees Report Annual Return for the Period 2 February 2023 to 5 April 2024
An important part of the audience experience is the participation by the community in the event, and compared to 2022 there was considerably more community involvement. The new trustee team of seven was actively involved in planning and helping over the weekend as far as possible and there was a larger 12-strong volunteer team over the weekend. More local groups involved with Richmond Castle Clog Richmond Amateur Dramatic Society, the Charlotte Jacqueline School of Dance, three local folk groups and the AB Orchestra all new in 2023. Significantly, the Richmond on Swale Morris Men had, on the strength of their involvement in 2022, decided to move their Annual Day of Dance to coincide with RMF; similarly, the Richmondshire Choral Society moved their springtime concert to coincide with RMF. There were also three new local venues involved. The willingness of local businesses and individuals to support the festival financially, on the back of the 2022 event, is also indicative of the positive community response to RMF.
Numbers participating can be hard to quantify with so much free access, but a good guide is the counted entry into Richmond Castle, which was roughly double what might be expected on a Bank Holiday weekend. Both music concerts and the ceilidh were well attended.
d) Richmond MayFest 2024: Planning
Feedback in 2023 highlighted a desire for more specifically child-friendly content and this was the most significant factor in planning for the 2024 event. With the engaged support of English Heritage staff at Richmond Castle, a MayFest MayFair was planned for the Castle featuring medieval reenactment, circus skills, face painting and stalls as well as the core music, dance and storytelling offering. Although outside the scope of this Report, it can be noted that this was extremely successful: Richmond Castle ended up the second-busiest English Heritage site in the country over the Bank Holiday weekend, and feedback was uniformly positive.
2024 also saw an outreach programme and more focused arts activities over the weekend of the festival. Four school Maypole workshops, plus three school arts workshops delivered by local arts CIC Open Door Art and linked to a MayFest Parade aimed (successfully) at increasing family and child participation over the weekend.
The other major outcome moving from 2023 to 2024 was to work even more closely with local community groups. The Black Lion Folk Club became more involved in planning the folk music offer, resulting in a free Mini Folk Fest at the Town Hall with a lineup curated by the Folk Club. Richmond on Swale Morris Men again organised the Day of Dance.
Trustees were able to plan (and deliver) a 2024 MayFest that attracted many more people, especially from within the Area, and which had a broader and more diverse offering.
In summary, over the course of 2023 and into 2024, RMF has established itself as a major cultural event in the Richmond calendar. It nurtures local community performance activity and provides a high-focus platform for groups to showcase what they do, and to attract new members. Hundreds of local people are involved in delivering performance over the course of MayFest. RMF also provides an artistically high-quality, accessible and fun event to the people of Richmond and the broader Area. Further, RMF engages proactively with local businesses, individuals and venues to achieve this.
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Richmond MayFest Trustees Report Annual Return for the Period 2 February 2023 to 5 April 2024 4) Structure, Governance and Management Richmond MayFesYs Boveming document is its Constitution, which was adopteil 2 Febnjary 2023, and last amended on 9, May 2023. Richmond MayFe5t is a Charitsble Incorporated Organisation. TfUStee5 are recruited as required from the local community. This Annual Report was approved byall the Trustees at a general meeting on 3rd Dmber 2024. 5) Financial review The charity was in a healthy financial position at the end of the period and had cash funds at the year-end totalling £11,288. However, this sum represents the funds raised to that point in order to be able to finance the Festival as required for the forthcoming year, and ideally to create a small reserve. The establishment of a reserve is a key aim of the trustees overthe coming three years, to increase the resilience of the tharity. RMF has only minimal reserves at present which it seeks to increase year-on-yearto a stage that would enable the charity to cope with a crisis in the funding of the festival. Increased reseNes will also allow RMF to experiment with more outreach activities. whilst also seeking substantial funding to extend this aspect of the festival. Signed for the board of trustees of Richmond MayFest. Print- Date.. Je/,/z¢ X.
Richmond MayFest Trustees Report Annual Return for the Period 2 February 2023 to 5 April 2024
Richmond MayFest Receipts and Payments Account: February 2 2023 to April 5 2024
These accounts have been prepared on a receipts and payments basis. The income and expenditure show therefore reflect the cash/bank receipts and payments during the period.
Section A
Receipts and payments
| Receipts | Unrestricted - |
Unrestricted - |
Restricted 7,760 |
Restricted 7,760 |
Total funds |
|---|---|---|---|---|---|
| Grants from public bodies | - | 7,760 | 7,760 | ||
| Donations and gifts | 2,288 | - | 2,288 | ||
| Grants provided by other charities | - | 1,250 | 1,250 | ||
| Membership subscriptions | 605 | - | 605 | ||
| Sponsorships | - | 4,500 | 4,500 | ||
| Ticket receipts | 3,114 | - | 3,114 | ||
| Fundraising events | 2,088 | - | 2,088 | ||
| Sale of advertising in programme | 160 | - | 160 | ||
| Other (compensation) | 200 | - | 200 | ||
| - | |||||
| Total receipts | 8,455 | 13,510 | 21,965 |
Payments
| Artists' fees | - | 6,898 | 6,898 | ||
|---|---|---|---|---|---|
| Venue costs | - | 881 | 881 | ||
| Equipment for event | 78 | - | 78 | ||
| Insurance | 330 | - | 330 | ||
| Technical support | 80 | - | 80 | ||
| Box office costs | 58 | - | 58 | ||
| Advertising in print media | 1,200 | - | 1,200 | ||
| Online media advertising | 270 | - | 270 | ||
| Printed promotional material | - | 710 | 710 | ||
| Postage | 55 | - | 55 | ||
| Staging fundraising events | 1,015 | - | 1,015 | ||
| Volunteer expenses | - | 516 | 516 | ||
| - | |||||
| Total payments | 3,086 | 12,091 | |||
| 9,005 |
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Richmond MayFest Trustees Report Annual Return for the Period 2 February 2023 to 5 April 2024
| Net of receipts/(payments) A5 Transfers between funds A6 Cash funds last year end Cash funds this year end |
5,369 | 4,505 | 9,874 | ||
|---|---|---|---|---|---|
| - | - | - | |||
| 1,409 | - | 1,409 | |||
| 6,778 | 4,505 | 11,283 |
Section B Statement of assets and liabilities at the end of the period
Unrestricted Restricted funds funds Categories Details to nearest £ to nearest £ Cash funds Funds raised & not yet spent for MayFest 6,77 8 2024 4,505 Total cash funds 6,77 8 4,505
Accounts approved by:
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