CHRISTMAS FAYRE PLANNING MEETING MINUTES

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1 HAZELDOWN PRIMAR SCHOOL Parents Teachers Association Registered Charity No CHRISTMAS FARE PLANNING MEETING Thursday 16 th November pm The Smugglers Inn MINUTES 1. Attendees Gill Dell, Palmer, Hill, Peter Nottingham, Helen Staples, Anni Hill, Clare Hunter 2. Apologies Jill Maule, Amanda ates, Eleanor Waldock, Jackie Godwin, Millington 3. Actions from previous meetings Gill to contact Jonathan Green to see if he would be interested in helping at the summer disco with photography ONGOING For next year School uniform sale actions ALL DONE to volunteer list to Clare SUPERSEDED Gill to contact Lisa at Create Me Books and Mr Ludford to arrange DONE AGM actions ALL DONE to investigate PTA Social website DONE 4. Christmas Fayre planning Saturday 2 nd December See jobs list below ACTIONS to add Hobbycraft to donation request list; let know that two adults need to be on the Grotto rota; ask and Shelley re gazebos; Peter a Bookers list and liaise re storage of purchases; Gina to check on her actions; thank you note template; arrange selling drinks for the Grotto; liaise with re changes to layout Gill to contact Helen Foundation for arts and craft supplies for Fayres, and Waitrose re being nominated for their token scheme Peter to sort chocolate coins in a jar game All to bring hangers, CD players, CDs and vacuum cleaners to Fayre to speak to U Name It re pocket money stall goodies Gill to liaise with Mr Hardee to set up a year 5 toys stall selling quality donations for a fixed price to re-brand bric-a-brac to Mum and Dad Gifts stall Set up a Rudolph s Wrapping Room at the end of the Fayre 50p entry all to bring wrapping paper

2 5. Date of next meetings Thursday 7 th December at Peter s house to count Fayre takings 6. AOB Clare is working with Mr Tribble regarding recycling; bigger recycling bins for paper are needed in the classrooms. ACTION Clare to progress with Mr Tribble to obtain quotes submit a funding request for the PTA to consider at the next meeting. Also to consider whether the school can make money out of the recycling.

3 Christmas Fayre Jobs 2017 Last updated: 16/11/2017 Jobs relating to stalls at the Christmas Fayre DONE JOB DESCRIPTION WHO S RESPONSIBLE This year Last year Raffle Tickets order & distribute 50p/ticket. 3 books/family. Cash prizes: 100, 75 and 50. Order 1500 books (each with 5 tickets) Raffle tickets folding Need to collect completed tickets and prepare for draw Raffle donations Send letters to companies/businesses Raffle donor adverts Flyer for each table listing all the business Donor bunting with logos to go above raffle Raffle prizes Buy cellophane and wrap raffle prizes (hampers) Anni Anni Craft room Plan & prepare craft activities Helen, Shelley Helen Santa & Elf Find a new Santa and two elves Gill s friend has volunteered Check costumes we have two decent costumes Gill to buy second elf costume Gill Bethany Staples and two friends to be elves Santa s Grotto Source gazebos, decorations, Santa s sacks etc. is bringing her gazebo Gill has bought, Anni to source snow Shelley Entertainment for Santa queue last year, DVD & raffle ticket queue system All to bring DVD players and DVDs / Santa s presents Buy presents (approx per present) Jackie Jackie Wrap presents & source sacks Amanda Amanda

4 ear 6 games Find a replacement for Mrs Cooke Kit Hardee has been volunteered Prizes and floats needed for stalls Prize for winning team (suggest that double up teams so that have fewer stalls and teams can be on shifts so can children can go around the fayre) Gill Peter to do Bookers run Cooke / Gill Second-hand school uniform Check with Mr L if we can sell lost-property clothes. Sort uniform after donation day Clothes rails where are they? Clare / Amanda In the shed Check face paints and replenish stock Jackie Jackie Face painting Find people Lucy Cadbury, Laura Diggins confirmed, Glitter Tattoos Check tattoo stock and replenish Gill Jackie Lucky Dip Buy goodies (50 60 p each). Collect shredded paper. Source large boxes. Wrap items. Amanda Amanda / Anni Tombola Raffle tickets and sellotape. Very popular suggest better prizes, fewer winners? Refreshments Check water urn. Buy milk, tea, coffee, hot-chocolate, squash (ok), napkins, hand-wipes?, Christmas table cloth, napkins etc. Jackie / Alice / Amanda / Ask Mr Quint - singing club fine Clare Main hall music Ask Mr Ludford to introduce and ask parents to be quiet throughout prompt card? Main hall decoration Table decorations, paper-chains decorations ask after school club, anyone else? Gill to speak to Mr Hardee, to Lorraine Heal Popcorn Book Gina Gina

5 Candyfloss Book Gina Shelley? Pocket money stall See what s in shed and buy items Jackie / Amanda Jackie / Amanda N/A Christmas bulbs Plant now if doing! Not this year Reindeer food Helen Helen Guess the number of baubles Tree, baubles, prize, paperwork Gill / Gill General Christmas Fayre jobs DONE JOB DESCRIPTION WHO S RESPONSIBLE This year Last year Book school Book with office (Fri eve + Sat) Gina Gina Arrange opening/closing with Adrian Caretaker Arrange opening/closing with Adrian Clare Gina Plan layout Plan and draw layout to feedback to Direction signs To help people find their way and advertise Grotto sign (close at 3:15) & price Pricing signs Print signs Jackie Jackie First Aid Cover Book (Devon EMS 50) Jackie Jackie Risk Assessment Banner for school fence Need new date for banner to ask Shelley / Posters Design, print, laminate

6 External promotion Distribute posters (& donation requests) to childminders, nurseries, doctors, nursing homes and around town. All Online promotion Advertise in the Primary Times; tweet via Teignmouth Oracle week of the fayre Stalls rota volunteer list Create a rota to ensure there is cover for all the stalls Christmas newsletters Newsletters to go out 15/11, 22/11 and 29/11 Donation days Friday 24 th Nov and Friday 1 st Dec - people are needed to sort and store donations. All All Thank yous Send thank-you messages to all helpers (inc. Santa, Elf & St. John s) & present for Santa / to hand out Hat competition Buy prizes two 5 WH Smith vouchers and 2 packs of felt tips, one for each Key Stage Peter Include in 2 nd & 3 rd newsletter Sort shed and kitchen cupboard Clear out shed and kitchen cupboard prior to donation days Gill, Clare, Helen Jackie / Amanda / Alice Bins Make sure rubbish bins are available Peter Teacher volunteers to all teachers and TAs so they are all aware of plans. Kit Hardee to ask for volunteers. Go out w/c 13 th Nov. Poster to go in staff room. Needs to be mentioned in staff meetings. Gill Bags of Help Book for week after fayre Tuesday 5 th Dec Christmas Fayre jobs during the event (other than manning stalls) DONE JOB DESCRIPTION WHO S RESPONSIBLE This year Last year

7 Looking after helpers & money Circulate to make sure stall runners are okay, help sort out problems and give refreshments to helpers (inc. First Aiders, Santa & Elf) make sure this is included in rota Jackie Jackie Drawing raffle and prizes Draw and announce raffle ticket winners and hand out prizes. Also announce any winners of competitions. Mr Ludford Mr Ludford Dates to note: Wednesday 22 nd November: Newsletter 2 Friday 24 th November: Donation day 1 Wednesday 29 th November: Newsletter 3 Friday 1 st December: Donation day 2 Saturday 2 nd December: FARE (1:30-4:30pm) Tuesday 5 th December: Bags of Help collection

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