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First Christmas Fete Meeting. 11th November 2007.
Present Tracey Withers, Helen Manson, Tracy Williams, Clare Jones, Rebecca Trickey
Apologies Jean Dixon, Ruth King , Alison Reekes, Maria Roberts
It was agreed that we would concentrate on the basics at the meeting and work on the finer detail at subsequent meetings.
It was agreed that this could not be done until we had agreed the stalls and knew what prizes we needed to buy, but a provisional budget of £750 was agreed, with a unanimous decision that this should be raised if necessary but with consultation.
It was agreed that the following stalls had been used successfully on previous occasions and would be part of the fayre again for 2008
a) Hotdogs VERY popular, good fundraiser. b) Santa. Discussion about need for 2 santa’s due to length of queue . Argument over-ruled by need to keep it realistic, so one will be sought. Fete committee acknowledged that last years santa (Ian) was excellent- had stepped in at last minute but was not attending PTA meetings and we didn’t feel appropriate to ask him again. Decision to write to Lyndon and his good wife (caretaker) to see if they would be kind enough to be Mr and Mrs Santa Clause. Already CRB checked. ACTION TW letter
C) RAFFLE. YES ! Popular, and good fundraiser. Alison Reekes was recognised to be as excelling in the field of securing raffle prizes
CC) Raffle board to be run, (like auction where you tell the board keeper how much you want to bid for the prize and he writes it on the board , board only ever displays the highest bid. When auction closes the top bidder shown on the board wins the prize. Very good fundraiser if we have meals from restaurants or even nights away to auction) Action ALL to try and obtain but specifically CLARE to approach J28, TWithers to speak to the TOP prize lady (AR) to see if Alison is willing to approach a few of the local businesses. TW to research how much we can get a 2 night break for as main prize for raffle.
D) Santa’s DRAWERS and lollipop draw. Jude has done this on previous occasions and although its not a BIG earner, the kids absolutely love it and it does raise funds ACTION Twithers to speak to Jude to see if she will run this.
E) Bottle stall . Bottles will be collected as “voluntary” entry fee to disco’s- otherwise this won’t succeed. ACTION – Secretary (maria) to send reminder letter the week before the disco’s explaining why the bottles are needed and how to send them etc
F) CALENDERS – Previously done by Kath Owen who hasn’t contacted anyone this year, not sure if she’s still willing to help TW to email Kath to see if she will do it
G) Splat the snowman/Rat . Game is owned by friend of Beccy, (Cheryl)who usually runs it for us too RT has enquired should be ok will confirm by next meeting
H) Father Christmas target game Throw balls at Velcro target. Last year Andy Stevens made a Christmas surround for the board but no one knows where it is or if he’s helping this year Twi to email Andy Stephens and enquire
G) Hair coloring and tattoos – clare Jones did this last year, very popular not great fundraiser but will run for fun. More tattoos needed
H) Tea / coffee / cake I) Chocolate Tombola- LM
J) Decorate a Christmas shape for the tree- salt dough. Hugely popular with the kids. Previously Debbie Lloyd had made the shapes for us, this year Clare Jones and Beccy will make them for us (Thank You!)
K) Lucky Dip
L)Teddy / tombola
M) Sweet stall. Previously run as an outside exhibitor who almost sold out, it was agreed we would buy the sweets and split them into cello-wrap packs for purchase. TW will buy sweets before next main meeting and they will be distributed with an example of what to do to all members willing to help
N) Beat the holie- if we can put it somewhere that it won’t be in the way and won’t cause damage- this will depend on the finalised stalls
Outside exhibitors – discussed at length. It was felt than last years £15 fee was too high and may have put people off. It was noted, however, that some outside exhibitors both at Christmas and summer paid one fee and had multiple tables. It was therefore agreed to charge £10 per 6x3 ft table, and we would provide the tables. Exhibitors attention would be drawn to this on a form which must be completed and sent WITH PAYMENT before December TW to do form, and email it to Twi for distribution RT to put notice on works data base asking for outside exhibitors Twi to ring the person who left a message for us at school (given to Twi on night)
BAND Last year Rogerstone Band played for us, and were excellent. This year, in order to further extend community ties it was agreed to give first refusal to Cross keys Band CJ to speak to the band
Main event and sponsorship Although popular, for the past 2 years the main feature at the fayre has either lost money or broken even. In the summer we had sponsorship for the surf board ride, and it was agreed that without this, there was little point in making enquiries about a bucking bronco etc, but we would make other enquiries to find a main feature for the fayre.
The idea of an outdoor ice rink was discussed. ALL agreed it would be an incredible crowd puller. It was felt that this would be too expensive, and we would be too late for 2007, but enquiries would be made. ALL – PLEASE MAKE ENQUIRIES FUNDING- Twi to apply to Hasbro as we usually get prizes donated by them.
Other ideas / AOB Tw thought photo cards or photo mugs would sell well, which could be prepared before hand and sold at the fayre, with an example card sent to parents before the event. Lots of organisation needed, it was agreed to try this with one class (nursery) with the agreement of the school before deciding if we should roll it out. TW to approach LM, if agreed will need to have an area set up to photograph.
SIGNAGE / Advertisements In line with the last main meeting it was agreed to have signs made professionally which could be reused year after year. THESE NEED TO BE LIGHT AND PORTABLE Twi has relative in this field, will make enquiries. Tw will make enquiries with her favourite company (ebay)
Raffle. Tw needed confirmation that we held a current lotteries licence with the local council. Previous secretary Beccy confirmed she has bought this earlier in the year and it was valid until Dec 31st. This gives the PTA the authority to sell raffle tickets BEFORE an event, as long as the prizes and charity number are on the tickets. C/forward- consideration to doing this at concerts before the fayre once we have list of prizes, as it can generate lots of additional funds.
There being no other business, and an episode of Greys anatomy about to start, the meeting was closed.
Next meeting for fete 25th October, venue to be confirmed.
Summer Fete 2007 1st Extraordinary Meeting of subcommittee 5th June 07 Present Tracy Williams - Chair (TW) Helen Manson - Treasurer (HM) Judith Naylor (JN) Keith Baxter (KB) Jean Dixon (JD) Kath Owen (KO)
It was acknowledged by all that illness and annual holidays had delayed meetings and that with only 6 weeks to go it was imperative that things now moved quickly.
TW- £200 sponsorship has been confirmed from Severn Insulation. Kim Waters (Mum) has 2 children at the school and her husband/family own this company. The money will be used to pay for the surf board (bucking bronco) which has been the main event of the fete for the past 2 years, and which the kids LOVE but has not given any profit. We will advertise Severn Insulation in return for the sponsorship, and would like to Thank the Waters for this generous donation. A charity donation receipt will be organized by TW
JN gave a plan of the last summer fete and stated that the available Gazebo’s are : 2 Party size (doubles) 4 singles All of which are at the school in the PTA cupboard. Furthermore, JD has 2 singles we can borrow.
HM stated that she will again apply for “pound for pound” matching, for all money she raises on the stall she is on. (Whereby Barclays will give a pound for every pound she raises) It was decided HM will run the raffle, and sell tickets at a few events BEFORE and on the fete day, in order to maximize profit.
It was raised that the PA system which the PFA bought for the school did not work at the last event, and needs urgent attention in order for it to work. We will initially ask Lyndon (caretaker) to look at it before the next meeting ACTION TW
Avana – we have, in the past few events received donated cakes by Avana – a letter will need to be sent and the cakes collected. ACTION TW send letter.
Food Stalls. There was a lot of discussion regarding the best options, and how much to charge. JD believes a barbeque would be the best option, providing both “proper” sausages and burgers, and that £2.50 would be acceptable. JN feared this was too high a fee, and that our current £1.50 per hot dog would make more. Open for discussion, but needs to be decided soon. TW will make enquiries to find out the average cost at a burger van etc.
The PFA cupboard is a mess due to lack of storage and needs to be sorted- TW and Tracey Withers will do this before the next meeting and make an inventory of the prizes we already have.
JN reported that the budget for spending was £500 at the last fete, but this was only possible because TW had obtained £50 free food from Lidl’s for hotdogs etc.
It was felt by TW that we may need to spend more than this as the event this year was bigger, but we would try our utmost to keep spending to £500 and in any case will not exceed £650, unless put to a monthly PFA committee for authorization.
A discussion was held about ice cream vans, and the problems we have encountered on previous years with them either not giving the percentage they promised or parking outside and giving us nothing. It was decided that all food sales should be managed by PFA as this is the area which yields the most profit. Ice creams and popcorn/drinks/crisps/tea coffee etc can all be sold – the logistics of keeping things hot/cold will be managed by TW/TWi.
POPCORN and ICECREAM could form part of the year 6 enterprise initiative. TW will give some thought on how to get them more involved/enthusiastic and speak to LM or SY about it.
JD has arranged with Eezeplay that they will attend and do face painting, giving us 50% of the profit.
JD has arranged with Dudleys for them to make folding signs to advertise events. She will ask for further sponsorship from them due to the connections with the company (they company occupy the old Rogerstone school) TW will forward a copy of a letter she wrote to Dudleys last year, which we didn’t have a reply to.
JN stated that we need to inform NBC Health and safety department of the fact a public fete is being held. ACTION TW
The following prizes have already been donated (so far, will be added to at each fete meeting.)
The meeting decided that we will run the following stalls, and allocated assistants as follows Things highlighted purple are complete, and do not require further discussion. OFD means open for discussion Stalls will be added at each meeting, and names of assistants allocated as we confirm willing participants.
Outside exhibitors £15 per table
NEXT MEETING DATE SET FOR THUR 14th JUNE, 7.30pm @ Whiteheads social club (Keith is a member will get us in!)
PFA Summer Fete (2nd July 2006)
Minutes of Meeting Thursday 8th June 2006 Present: Jude Naylor (JN), Helen Manson (HM), Kerry Short (KS), Joanne Peterson (JP), Tracy Williams (TW), Kath Owen (KO), Karen Smith (KarenS), Michelle Morris (MM), Rebecca Trickey (RT), Andy Stephens (AS).
Entertainment
Advertising Banners/Posters/Leaflets/Flyers – JN Rogerstone Directory, Real Radio – TW Afon Village Website – JN Argus – JP
PFA Stalls See next page
External Vendors’ Stalls Usborne Books –Gill Davies? Jewellery – Jane? Second Hand Books – EM’s mum. Embroidered Gifts – KF See Saw children’s clothing – Claire Davies
Other Ty Du Hall – JP to ask about no. of tables Poles and rope for arena – HM to ask Jarrod Ice Cream Van – Darren booked (JP). Marshalling of traffic – Police are aware (TW) Fire Engine – TW awaiting response. Local Council –Events Health & Safety Group has been informed (JN) Inflatables – Clown Bouncy Castles booked (JN)
Next Meeting Monday 19th June, Kerry Short’s house, 25 Cedar Wood Drive, 8pm
PFA Stalls
PFA Summer Fete (2nd July 2006)
Minutes of Meeting Monday 15th May 2006
Present: Kerry Short (KS), Joanne Peterson (JP), Tracy Williams (TW), Kath Owen (KO), Liz Moore (EM), Karen Smith (KS).
Apologies: Jude Naylor (JN), Helen Manson (HM), Michelle Morris (MM)
Entertainment
Advertising Banners/Posters/Leaflets/Flyers – JN/JP Rogerstone Directory – TW Afon Village Website? – JN to search for this
PFA Stalls See next page
External Vendors’ Stalls Usborne Books – JN/JP to ask Gill Davies. Jewellery – HM to ask Jane Oliver Second Hand Books – EM’s mum will do this and give 25% to the PFA. Barefoot Ceramics – JN to contact Embroidered Gifts – KF Plants – TW’s contact
Other Ty Du Hall – JP to confirm booking Poles and rope for arena – HM to ask Jarrod Ice Cream Van – Darren’s coming, but we have another on hold. If weather’s going to be good we’ll have both (JP) Marshalling of traffic – Insp. Taylor’s aware, local PC’s Ruddock and Ladd and PCSO’s will help with traffic (TW) Fire Engine – TW looking for one. Local Council – JN to inform their Events Health & Safety Group Inflatables – JN looking into this.
Next Meeting Thursday 8th June, Alcan Club, following PFA meeting.
PFA Stalls
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