Community Fair News

Hello Everyone,

Momentum is slowly building and the mountain of organisational tasks for the fair is coming together slowly but surely. Please read through the notes from last week’s meeting and see how you can help the small but dedicated team that are making this wonderful fair happen!

Many thanks,

Yuki

on behalf of the  Fundraising Committee

 

Weekly Community Fair Meeting Notes – Friday  28 August 2015

Collingwood College Community Fair – Sunday 18 October, 11am-4pm

Cromwell Street & McCutcheon Way, Collingwood VIC 3066.  

7 WEEKS UNTIL THE FAIR!

AGENDA

  1. Outstanding tasks – volunteers needed!
  2. MC and Performances
  3. Comms & Marketing Team – distribution of postcards/posters
  4. Raffle – printing/distribution/collection of raffle tickets
  5. Food & Drinks: External food vendors
  6. Food & Drinks: Coffee
  7. Food vouchers for lead volunteers
  8. Finance
  9. Maps & Programme
  10. Stall Guides

NOTES:

Attendees:  Yuki C, Suzi B, Christine C, Melinda O, Tina W.

Apologies: Nada S, Fiona M, Kylie L, Kelsaya A, Katie F, Craig B, Dale P.

1. Outstanding tasks – volunteers needed!

Fundraising Committee – Community Fair coordination team.

Action: Two or more parent volunteers needed to join FR Committee

Contact: Yuki 0414 489 814 | fundraisingcollingwood@gmail.com

Donation items – reminder that each class to seek a minimum of 2 donations for loud and silent auctions.

Action: All classes to seek donations

Contact: Laurel 0409 964 897 | laurelkkanost@hotmail.com

Working bees – Work with BES (Buildings Environment and Sustainability) Committee to prepare plan for working bee tasks & logistics

Action: Two parent volunteers urgently needed to coordinate working bees

Contact: Yuki 0414 489 814  | fundraisingcollingwood@gmail.com

 

2. MC & Performances

Discussed who has been MC and coordinated performances in the big marquee in the past. ACTION: Melinda O to speak with Amanda Collins re: roving MC.

CALL OUT: To all parent musicians/bands if you know anyone who is keen to perform at the fair please get in touch. 

Contact: Yuki 0414 489 814  | fundraisingcollingwood@gmail.com

 

3. Comms & Marketing Team – distribution of postcards/posters

Postcards to be finalised and printed by Wed 09/09/2015. Need volunteers to help bundle up postcards to be sent home to all families in the last week of term 3.

Action: Parent volunteers needed to help with bundling/distribution of postcards. 

Contact: Suzi 0405 119 530 | revbatten@gmail.com

 

4. Raffle – printing/distribution/collection of raffle tickets

Prizes to be finalised and tickets to go to print by Friday 04/09/2015.

ACTION: Suzi/Laurel/Craig to finalise prizes info, design and printing of raffle tickets.

ACTION: Yuki to update Donations Form and send out with Donations Letter via Compass

ACTION: Suzi/Christine to organise working bee to bundle up postcards and raffle tickets before Friday 11/09/2015.

Action: Parent volunteers needed to help with bundling/distribution of raffle tickets. 

 

5. Food & Drinks: External food vendors

Discussed external food vendors – how much food is needed for fair day? How much can be made by school community? How much needs to be out-sourced?

ACTION: Paul, Katie and Food Team to meet next Friday to continue discussion.

Action: Anyone who has ideas about food for fair day, please join us on Friday 4/9/15. 

 

6. Food & Drinks: Coffee

Discussed coffee machines & operators for working bees and fair day.

ACTION: Paul, Katie and Food Team to meet next Friday to continue discussion.

Action: Calling all baristas – if you would be happy to make coffees on fair day, please get in touch. 

Contact: Paul 0498 633 464 | pauljohnjenkin@gmail.com

 

7. Food vouchers for lead volunteers

Discussed idea of providing food/drink vouchers to lead volunteers.

ACTION: Continue discussion at next meeting.

 

8. Finance

Melinda to talk with staff and assemble Finance team for the Fair.

ACTION: Melinda to assemble team and provide list of equipment (cash boxes, bum bags etc) that Finance team need.

 

9. Maps & Programme

We have had two offers to help with Maps & Programme. Thanks to Wil and Ben who are leading the Maps & Programme Team!

ACTION: Yuki to email Kylie L. all map & programme info to pass on to Wil.

 

10. Stall Guides

Discussed the importance of Stall Guides for ease of reference for procedures and timelines for each stall. All classes are asked to review and update existing Stall Guides or to create a stall guide for any stalls that do not already have one. Essential to take and include photos of stalls as they are set up on fair day.

ACTION: Fundraising Team to send out stall guides to all existing stalls and template to new stall organisers.

 

Community Fair Meeting Dates 2015

Weekly Community Fair meeting:

Every Friday 9-10am, in the canteen

Community Fair Committee meeting:

Wednesday 7 October (7.30am – 8.30am in the Library)

Note: A representative from each school sub-committee, all class teachers and class Community Fair representatives are expected to attend. Childcare provided. Forward apologies by email to fundraisingcollingwood@gmail.com.

 

Yuki (0414 489 814 ) & Nada  (0478 604 448 )

on behalf of the  Fundraising Committee Collingwood College

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