Class 4: On Day Support

General

Please read the information for all classes. 

Also, we ask that all parents in the school bring a baked item for the Bread/Cake Stall. Click here for more information.

Task Lists - please put your name on this roster

Click this links to put your name next to selected tasks for class 4 - for fair day and the day before the fair:

• Class 4 Tasks - Friday and Saturday of the Fair

School:

Community Association: XXXX

Community Association Treasurer:  Annah Johnstone annahjohnstone@gmail.com

Caretaker: Tim - 021 036 2106

Assets

The Community Association have:

• gazebos -- generally enough for school stalls

• Container situated on empty land adjacent to Helios Carpark

• stage for entertainment

• PA System for Sound/Music/Bands

Hire:

• trestles

Publicity

Discuss publicity strategy and ideas. See if anyone has contacts who could help.

Fair sign and poster design and printing

Printing signs is fairly expensive ($40 per sign in 2015) so the CA would like to manage this aspect of the fair publicity in order to try to re-use existing signs with new date stickers added, and retrieve in a timely fashion all signs put up to minimise loss. Corflute signs are printed at Vinyl Source, Sandyford St, Sydenham, Ph 379 2841.  They have the file on record and can easily change the date and reprint onto corflute.  

• List of sign locations - update as needed. Assign specific locations to each person, with some flexibility for changes as needed.

• Info for sign distribution team

A4 Posters for cars & noticeboards

The distribution of smaller paper posters (mostly A4, potentially some A3) remains a Class 4 responsibility.  The school office has printed these in the past - please double check the dates on the printed posters before printing.   These posters can be distributed via parents for indoor and car window display. Also distribute these to all libraries (speak to Anne Stainthorpe 942 8580). Distribute to Helios House, organic shops, bookshops, etc.

Speak to Community Association about an advance of money for paying for any additional printing before the fair.

Flyers at New World

Some years a small colour flyer has been distributed at the New World checkout.  To arrange this, you must speak to the Manager at New World St Martins and deliver the flyers a few days before you would like them to go out into shopping bags at the checkout.  This has been done in 2013, 2014 and 2015.

Steiner School newsletter

Place notices in school newsletter during the lead up to the fair. Notices advertise the theme, date and time, who to talk to, what to contribute (white elephant, books, clothes, plants, baked goods etc) and any special things to look forward to.  Your text should be at the office by Thursday noon on the week prior to the Tuesday newsletter.

Other Local School Newsletters

You can contact other local schools such as St Martins, St Marks, Beckenham, Hillview and Opawa to ask if they would include a listing about the fair in their Community Notices section of their newsletter.  Best to be in contact around the 20th of October as some schools (such as St Martins) only have a fortnightly newsletter.

Advertising on events websites

Place free ads well before the fair at:

• www.eventfinder.co.nz  (you can pay $39.95 to boost profile of your event)

• bethere.co.nz

• www.christchurchmums.com (you can pay $5 to boost profile of your event)

• www.felt.co.nz (this site has a Crafty Happenings column)

Sample advert text:

Come join us for an old-fashioned, traditional carnival fair!   Indulge in scrumptious food for lunch from a range of diverse and delicious options, stock up on beautiful handcrafts for Christmas, let your little ones immerse themselves in the magic of our Fairyland and send your older children off to the carnival games to test their skills. 

- Stunning Handcrafts

- Organic food - with plenty of vegetarian options

- Second-hand clothing, books and a huge White Elephant stall

- Farmers Market with organic veggies, honey, flowers, plants and more

- Carnival games, pony rides & face-painting

- Fairyland - including a café full of small bites and a craft stall with goodies priced for child-sized wallets

Notice board at school

Good to have a noticeboard in a prominent place to try to get key messages to the community. Notably - is your class organised yet and fair theme promotion.

Advertising in newspapers

Also place free advertisements in community newspapers in the What's On section.  All of the Christchurch free local papers are run by The Star.

• Christchurch Star - general enquiries 379 7100

Text suggestion for advert:

Rudolf Steiner School Spring Fair

Saturday, xth November, 10am to 3pm

Rudolf Steiner School, Ombersley Tce, Opawa, Christchurch

Fairyland, crafts, music, games, books, clothes, flowers, plants, organic food and much more

Radio

If anyone has a contact in Radio - could try to get mentioned.  You can email through to stations such as More Fm and The Breeze to have a piece included in their community noticeboard.  Also any other local radio stations such as Lyttleton, Chalk (CPIT radio station) etc...

Important: Email Advertising

The fair organisers will put together an email advertising the fair that will be mailed to class secretaries to send to all parents to send to anyone they know. In the email ask people to send on to others that they know, and ideally include a picture, e.g. screenshot of the poster (but not a huge image file, just a small one).  Speak to Gary Miller about getting an updated pdf version of the flyer to be emailed - his brother-in-law has the fair poster artwork.

Also send the advertising to the school office, asking them to send it on to any mail lists that they have, including teachers (so that teachers can email it on to their friends, and to past pupils and waiting list parents if their email addresses are known. Follow up to check they have done this.

Email is one of the more important methods of advertising - it reaches a lot of people if it is forwarded and used on social media sites!!!

Fair Facebook Page

Include status updates on the fair facebook page.  Include photos of crafts made by the Class 1 parents and perhaps photos of previous year's events if available.  Plugs for external stallholders who have signed up can also be useful - particularly if you link to their page and therefore attract the attention of their followers.

Contacts

Contact people who have done publicity in the past:

Finance

We will require a team of rostered helpers to:

• Run the Eftpos machine.

• Take change to stalls and collect takings throughout the fair.

Money management

Floats, Change

Money runners

at least one person on at all times. Suggest 3 to 4 people for the whole fair - rather not too many as we want stall holders to recognise them and be aware not to give your money to anyone.. Must have identifying badges

Efpos

Roster - one person per hour.

Tents and Gazebos

• The school has enough gazebos (Pop Ups) to provide for those school stalls that require Gazebos - these are located in the Civil Defense cupboard, next to the Upper School Office.

• We do NOT provide gazebos or tables for external stall holders - they provide their own.

• Gazebos should be erected on Saturday Morning

• Some external stall holders will come and erect their tents/marquees on Fri and it is a good idea to have the stage erected on Fri afternoon as well.

Before the Fair: 7.30-9.00am

Work in a team to set up gazebos before the fair.  Follow the latest fair map. Take care to keep all pegs and poles with the tent they belong to. Please record any missing items with the Tent Coordinator.

Please be aware that the stall-holders cannot set up until you have done your job so it is important for you to get started on time. Although the Fair starts at 10am, people will start arriving by about 9.30am. Your team will need to consider the following:

• The Gazebo Coordinator will liaise with you on the exact location of gazebos

After Fair: 3.30-4.40pm

• Start breakdown at 3:30. Take the gazebos down and ensure pegs are included with each gazebo in the bag. This allows stallholders half an hour to pack up. 

• Once repacked, bring gazebos back to Civil Defence Cupboard

• DO NOT TAKE THE CANVAS TOPS OFF OF THE GAZEBOS - PACK THEM WITH THE TOPS ON

Tables/Trestles

Book/source trestles well in advance - ideally in Term 2. Plan who needs what and have a few extra. (Pick up On Fri, Return on Sat after Fair)

Main sources are: Risingholme Community Centre (up to 40 big ones - 332 7359, info@risingholme.org.nz )  If required other options in past years (pre 2020) are  St Saviours 200 Colombo St (332 3432 - up to 12), Spreydon School (up to 12 - caretaker Mike 027 685 3445)

The register for distribution trestles to the school stalls is HERE .

External/Commission stalls provide their own.

Need to arrange:

• To collect the trestles and take them to the school by the Friday before the fair. Need at least 4 strong people. May be best to get tables early on the Friday or even on the Thursday so that there is much time for setup indoors on the Friday.

• Team to set up trestles on Friday indoors - at least 4 people.

• Team to set up trestles outdoors on Saturday morning - early (4 to 6 people).

• Team to take down trestles and return trestles to source - usually done straight after the fair (at least 4 people).

Groundskeeper

A Class 4 parent will take on the role of groundskeeper, assisted by a helper (ideally an apprentice groundsman from Class 3 who will be trained to do the task the following year).

The groundkeeper is responsible for:

• Opening up the school in the morning and making sure it is securely locked at the end of the day. Making sure that valuable equipment is kept locked up and secure (computer equipment was stolen during one fair in the past).

• Power supplies to stalls.

• Gas supplies in kitchen

• Handy troubleshooting.

• What else?

Click here to view attached notes. Important that small cupboard behind the stage is accessible - must have the keys (who has the keys?)

First Aid and Emergency Planning

Prepare to cope with basic first aid requirements:

• First aid roster should be at info desk, but also with fair coordinators, MC at stage, finance in office, etc.

• Make sure that the appointed class has a first aid/info desk roster to cover the duration of the fair, and that they understand the importance of being at the stall. Ensure they know who to contact. The info/first aid desk cannot be left unattended. May be good to get their cell numbers as well in case they don't turn up on time.

• First aid stall will keep track of what is removed from the first aid kit - and provide the fair coordinators with a list - emailed to faircoordinators@gmail.com.

Other Safety Issues

• Work with groundskeeper to ensure that fire extinguishers are available. How many? Where to get them from? Where to locate them?

• Work with groundskeeper to ensure power supplies are safe.

• Ensure that if there is a candle making stall, a parent is always present and stall holders are aware of safety needs.

• Other potential problem stalls - food (hot), games (injury).

Emergency planning:

• Arrange for a megaphone to announce response to an emergency event e.g. earthquake or fire. It should not depend on electricity connection. If power is available, you can also use the stage sound equipment to make announcements.

• Plan evacuation response and gathering point on the fields.

• Discuss health and safety with school principal.

• Liaise with groundskeeper re electrical safety and fire extinguishers.

• Liaise with class food stalls and candle dipping re-stove/burner/hot liquid/hot wax safety.

• At start of fair, go around all stalls and the grounds and check for safety issues. Repeat before lunch.

Info Desk and Lost Property

Usually combined with first aid. People manning the info desk should know the school well. People staffing the info desk should be in touch with the MC re lost children announcements. They should have a megaphone and know what to announce in the event of an earthquake.

Refer to the notes for the class manning the desk - lists things that need to be provided to the info desk.

Entertainment

• Liaise with Music HOD Hugo regarding school input.

• Arrange stage and sound equipment, Hang-up entertainment usually assists - contact Andre or Heather Mackenzie 328 8212 (helpful parents at the school).

• Entertainment from within the school community is the best appreciated - contact class secretaries and put ad in school newsletter seeking interested persons/groups/classes whom may want to showcase their talents and perform - The School String Orchestra is a really good way to start the day off. NB: the CA will not endorse or agree to payment of entertainers.

• Also arrange someone to be MC, and an additional helper is useful.

• Important: Arrange for a Powhiri/Whakatoa at the beginning of the fair.

• May arrange a parade to start things off - particularly if there is a suitable theme.

ToiletS

• Get the toilet cleaning materials and equipment from Caretaker the day before the fair. Plan where used paper towels and other rubbish will be disposed of .

• Ensure toilets are clean at the start of the fair (cleaners will normally have done this).

• Ideally arrange for flowers in all of the toilets.

• Go around all the toilets once an hour and replace toilet paper and clean as needed.

• Clean toilets at the end of the fair, floors may need to be washed etc ready for school on Monday morning.

Order School Food Stall Consumables

Arrange with Community Association for an order of plates, serviettes, knives, forks, cups etc for all school stalls.  The Community Association has an account with Ashbec Trading (384 4831, 12 Philips Street ChCh, http://www.ashbec.co.nz) so all orders must go through the CA otherwise they can get added to the School Cafe's account accidentally.

We ideally order biodegradable items that can be composted - made of paper, cardboard or wood (not "biodegradable plastic" as does not compost easily and difficult to separate from non-biodegradable).

Items commonly ordered:

• Bio 7 oz cold cups for lemonade stall.

• 260 ml hot cups for cafe or coffee.

• Bio 400ml bowls for cafe.

• Wooden knives and forks for crepes.

• Large plates (e.g. Bio 9" dinner plates) for crepes.

• Wooden spoons or forks for cafe.

• Disposable gloves (these will be made of plastic)

• Brown paper bags for baking stall.

Before ordering, check the community Association storeroom for left over items from last year. Also check with last year's stall organiser for cafe and crepes to see if they have any left over items.

Supervise Car Parking

This task involves the supervision of cars and trucks, before and after the fair, during ‘set up’ and ‘take down’ of the stalls, parking at the entrance ‘staff’ car park at Ombersley Terrace.  In recent years, this role has diminished now that the area between school and Helios House is no longer available for parking. 

Stallholder's Cars Entering the School Grounds and Ombersely Terrace Parking Lot

Parking supervisors need to direct and monitor stall holder's vehicles entering the school property via Ombersley Terrace entrance. They need to drive very carefully as children are walking around. They must vacate the school property by 9:15 - 45 mins before the official start of the fair (the external stalls organisers should inform external stall holders, but your job is to ensure that they comply). Ideally the Ombersley parking lot should be left vacant - no one to park there. In particular no cars should be blocking the kindergarten fairyland entrance. Orange cones must be set up in front of the kindergarten entrance to ensure the entrance to fairyland is not obscured. Best to do this on Friday night as by 7.30am on the saturday morning a number of cars will park there. Cones can be obtained from the caretakers yard and must be returned there after the fair. A cone can also be used to temporarily block the entrance to the Ombersley terrace car park. At 9.30am the chain will go up locking in any cars parked there. You may occasionally be approached about disabled access. The Groundsman will have a key for the chain so know him and his cell number.

Supervisors need to be on at critical times within the Ombersley Terrace Car-park - 7.30am - 10am and 3pm - 4.30pm.  These people need to supply mobile numbers in order to be contacted.

Parking at Helios and on new school land

The spaces on the riverside of the Helios car park are allowed to be used by fair attendees. There is no longer any parking ability (for attendees) on the land around Helios House. The land between Helios and 24 Ombersley may be used for External Stall Holder Parking, but they will have to drive in via Fifield Terrace entrance of Helios. In 2015 a single person struggled with this. Two would have been better. By 8am most of the car parks in the staff area were taken. We tried to reserve them for the main Fair organisers who would be there all day. A number of cars wanted access because they wished to drop off goods for stalls. We suggested that they go in and drop off their gear and then remove their cars to Helios spaces. Most did. Likewise teachers felt they should park in the carpark. We explained we were keeping clear for stall deliveries and most were happy to park in Helios. 

Carparks in the staff carpark are reserved for-

• -Entertainers

• -Fair organisers

• -Westpac money counters (will arrive 12-1pm)

Signage

Signage for parking needs to be done by class 1 who is allocated ‘signage’ for the fair. Contact a responsible signage person well before the fair to ensure that the necessary signage is organised (you can make some too if you like).

Contacts:

Coordinator Role for Fair Day

• Make sure you have cell-phone numbers for these people (and that they will have their phones on them on the day):

  • School principal.

  • A second senior school staff member.

  • Caretaker (if possible).

  • Groundskeeper.

  • Finance coordinator.

  • First aid contact list (also kept at first aid table, and by MC and groundsman).

  • Previous coordinators.

  • Any person with important keys or other NB requirements.

• Troubleshoot and help out where needed.

• Health and safety checking.

• Help groundsman.

• Other role e.g. finance runner as needed - best to have a role where you are out there and keeping an eye on things.

Cleanup support

As many class 4 parents as possible are asked to remain behind after the fair to help with the cleanup effort. Class 2 has a roster for classroom cleanup, class 3 for outside cleanup and rubbish, but the cleanup is a big job and many hands make light work. So as the fair organisers let's make sure we do not leave a small number of people struggling into the night.

School Stalls Coordinator - (in 2022 C.A. are handling this - Paul Kitto will coordinate with classes)

•   When class stalls/tasks are announced by Community Association, liaise with Secretaries for details of Class Coordinators.  There may be lengthy delays here.  Keep on following up. 

•   When Coordinators appointed, contact them to advise you are their first point of contact. 

•  Refer them to the fair page and to read all the relevant notes.

• Suggest they contact Coordinators from previous year (assess what worked, what didn’t etc).  In person discussions often present very useful details.

• In term 4 liaise with them re newsletter adverts, the Fair Coordinator may do group notice. The container is usually available for collections two weeks prior.

• Check in regularly to ensure classes are on track with tasks and rostering.

• Tables: advise early on that table allocations are limited (double check with Fair Coordinator to see if same amount as last year).  Advise allocations from last year and that if they need extras to arrange tables in advance from within their own class community.  Tables will be available from the Friday evening.

• Gazebos: advise allocations (check with Fair Boss).  No gazebos are erected on the Friday evening.  They go up very quickly and easily on the Saturday morning by class 4 set up crew.  They will also erect the signs (hung from the gazebos). 

• Floats: advise that floats will be available and delivered on the day and that money runners will check in regularly (details of floats found on fair page).

• Advise that setup begins on the Friday after school.  A snack bbq is provided. 

• Make a list of all coordinators and their mobile numbers.  Ensure they all have your number on the day.

• Classes to decide prices (after relevant consultation) and make signs/posters with pricing details.

• Any ‘interesting/very different’ ideas to be referred to the Fair Coordinator asap for consultation with the Community Association if needed.

• Post fair: thank coordinators and ask for feedback/notes for website update.