Class 4 Information Page

SECTIONS BELOW

Fair Coordination Team
Fair Planning Tasks and Roster Link
Fair day Tasks and Roster Link

Class 4 this is your year! By working together you can be proud of joining a long tradition of parents who have successfully organised the Rudolf Steiner School Spring Fair, and raised much needed funds for our wonderful school!

At all steps along the way the Community Association (CA) are there to support class 4. CA members have been involved in the fair for many years and are there to fill any information gaps and can lend a hand wherever needed,.

Class 4 firstly need to form a Fair Coordination Team with parents volunteering for the roles detailed below. This team will work with the Community Association members in the preparations and organising work ahead of the fair.

On fair day, and the Friday evening, all, or as many as possible, of the class 4 parents volunteer their time to fill the many class 4 task roster slots. The more parents that help out the lighter the work is shared and the more rewarding, fulfilling and stress free experience it will be!

Class 4 Roster LINK

Section 1: Class 4 Fair Coordination Team

Fair Team Roles Overview - further detail follows the overview

Fair Coordinator(s) > Head the class 4 fair team, overall responsibility along with the CA for overseeing preparations and the running of the fair.

School Class Stalls Coordinator(s) > Keep track of class rosters and support classes in organising their various roles. Can be split to LS and US coordinators

Entertainment Manager >Work with the school music department who will run school student performances (AM), and fill the remaining programme slots (PM), confirm that arrangements are in place for the runnig of the stage by school students and staff.

Publicity > Advertising the fair via the CA Facebook page and other social media, as well as Eventfinda and community notices

Finance person(s) > Manage and count, tabulate the incoming money brought into the school office from the money runners . Can be split into morning and afternoon shifts. A basic understanding of accounting recommended.

Groundskeeper > Keeper of the keys, opening up and locking up the school buildings and caretaker yard. Running power supplies to stalls that need it. Handyman troubleshooting.

External Commission Stalls Lead > Manage the external stallholders on the week before the fair and on fair day. Throughout the year the CA, in communication with the fair coordinator, will manage the signing up of 50 to 60 external stallholders who attend the fair for a paid commission.

Fair Coordinator(s)

Run meetings with the class 4 team on the lead up to the fair
Take the lead on the overall planning, identifying and addressing any gaps
See through any proposed changes or ideas e.g. adding a theme, changes to the fair map, sustainability initiatives
Point of contact with CA, attending CA monthly meetings during term 3 and 4 (In person on MS Teams)
Use the Fair coordinator Google Drive and gmail account for the planning. Login details will be provided by the CA. The Drive has much of the document templates and other information you will need.
Contact Risingholme Community Centre to book the hire of trestle tables on fair day. This should be done as early in the year as possible. In 2025 they had 28 tables with legs available and a few extra table tops can be taken. (see details in section 2 below)
Find out what fair supplies and equipment are in the Community Association container (bottom of the field) and Civil Defence cupboard. Coordinate with members of the CA for an up to date inventory.
Arrange the ordering of consumables
Maintain communications to the community via regular posts in the newsletter and emails when appropriate. The newsletter submission from class 4 should cover all class stalls, the internal stalls coordinator can pass their requests through. Typically this is the same from year to year.. asking for donations from the community etc and the reminder to fill rosters. Good .doc examples from previous years are in the Drive folders to simply edit.
Check the Google Drive Folders (connected to the fair coordinator email) for further templates and support documents so you don't need to reinvent the wheel. In G Drive go to My Drive, then Fair Organisation (Class 4) and you will see a set of templates you can use to help with organisation of the fair for yourself and other roles.

School Class Stalls Coordinator(s)

The role is fundamentally keeping in contact with the parent responsible for each class stall (class stall coordinator) or the class secretary if a parent is yet to volunteer. The class stalls coordinator is the point of contact for all questions which if can't be answered immediately are taken back to the CA or class 4 fair team.
The role can be one class 4 parent for both the lower and upper school, or, split between two parents.
Role attributes are being a friendly and clear communicator.
A class stall organisers briefing meeting will be held at the start of term 3, pencilled in for Wednesday 3rd September 2025, where The CA / class 4 fair coordinator will go through each class role, what they need to think about and answer questions. The meeting will be held at Te Ara Sophia with tea and cake provided by the CA.
Setting up a group using the 'Signal' private messenger app is recommended. The contact details of each class organiser can be gathered at the briefing meeting to send out the group invite. Add the fair coordination and CA key people to the group as they can generally answer respond quickly with answera to questions from the classes.
Send out an introduction email to class stall organisers introducing yourself, sharing the Signal link and the link to the class pages (where roster links can be found).
On the lead up to the fair regularly check each class stalls task roster and enquiring further and offering support if there are lots of gaps. Typically the class organiser has the chasing of their class community in hand.
Contact Paige <paiged@ch.steiner.school.nz> to inform her about the use of rooms 1 to 4 and to find out any instructions about how to leave them after the fair.
If required assist the fair coordinator to coordinates consumable distribution, access to the CA container (ask for the code), trestle and gazebo distribution on the day.
If required assist the fair coordinator with the order list for consumables (spreadsheet saved in Fair Coordinators G Drive) , and letting class organisers know if any changes to the fair page / roster information.
Provide regular updates to the fair coordinator of how things are tracking.

Entertainment Manager

Work with Chris Evans, head of the school music department, to develop a programme of performances throughout the day.

Chris's school music programme will occupy the majority of the morning slots.

Afternoon slots can be filled by the school rock band, school jazz band(s), guitar performances from students of Phil Norton, singer/guitarists from the school (e.g. gifted upper school students, Tim the caretaker), and any external acts that can be organised and will fit well with the school fair atmosphere.

Arrange for the setup of stage equipment by Chris and the upper school AV students, providing support from a class parent if required. Agree on who will look after the running of the performances during the fair between Chris, AV students and a class 4 parent if required. Ex Steiner student Harper Paterson has helped in recent years, also Gabriel Farren who graduated in 2024. Talk to the CA about contacting Harper and Gabriel (koha from the CA an option).

Publicity

Discuss publicity strategy and ideas. Talk to the parent in charge of publicity at the previous fair (Ava Nakagawa, class 5.) See if anyone in the class has contacts who could help with the advertising.

Fair Facebook Page

The Community Association will give admin rights to the CA Fair Facebook page. >>>> Community Association Facebook Link

Ask the class and school community to share the page.

Posts on the lead up to the 2025 Spring Fair are an excellent example of how you can provide regular status updates and promotion of stalls that will generate some excitement for the fair page followers, and support our external stallholders. You can also link to the external stallholders FB page and therefore attract the attention of their followers.

Include also photos of crafts made by the Class 1 parents, horticulture plants that will be for sale from Class 3 and the CA can provide good photos of previous year's events. Plugs for external stallholders who have signed up can also be useful - particularly if you

On the day you could consider taking photos and video for posts thanking everyone following the fair. Check out what Ava (now a class 5 parent) did in 2025.

Fair Photos https://www.facebook.com/share/p/5uqXMVXhgt1C7Bey/

Montage https://www.facebook.com/reel/1078665710559113

Other Media

Advertising on events websites. Place a free ad on www.eventfinda.co.nz

(Ask Ava for any other ideas...)

In the past advertising was placed in free community newspapers,
Bay Harbour News, Southern View and The Star all have same contact via Star Media

general@starmedia.kiwi, general enquiries 379 7100 Website Link

Text suggestion for short ad:

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. A fair with a difference!

A1 corflute Fair signs and A34 printed posters

Around twenty A1 Corflute Fair Signs are stored in the CA Container and erected by parent volunteers (from class 4 and the CA) on various streets 3 to 4 weeks before the fair. The Community Association will contact Future Signs (office@futuresigns.co.nz, Phil 0276220436). The publicity lead or the Fair Coordinator should check in that this has been done at one of the CA meetings in term 3

See Section 2 'Fair Planning' for information on putting up signs on streets around the area and printing of A4 posters to be distributed to the school community.

Note: Before spending any substantial amount of money on advertising, please discuss with the fair coordinator and CA.

Finance Person(s)

For the past four years Annah Johnson from the CA did this role. With Annah no longer a school parent this is a role we need to fill. Annah lives locally and is available to fill in the volunteer of what is needed.

Arrange for cash collection, supervise float preparation,
Understand the spreadsheet used, supervise counting, enter counted totals
Hand over cash to security company. Arrange with Westpac in advance to see if we can get the same assistance as last year.
Arrange for the use of the office eftpos machine, or an alternative if it can be sourced .
Oversee the class 4 volunteers form money running and the eftpos window.
If possible a helper from class 3 will be found to train up for the finance role next year

Groundskeeper

Primarily a role for the Friday and Saturday setup and Saturday end-of-fair pack up, as well as responding to calls on the walkie talkie throughout the fair.
Keeper of keys, including for caretakers yard, setting up power supplies to stalls that require it.
Should meet with Tim a couple of weeks in advance of the fair to understand where everything is including electrical, cleaning, tape, tools etc...
Connect with fair coordinators prior to fair to run through tasks and answer questions so fair coordinator has oversight.

External Commission Stalls Lead

Each fair up to 60 external stalls from the wider community pay a donation to operate a stall during the fair. This is typically 3 to 5 food truck stalls, 2 coffee carts and anywhere from 30 to 50 stalls selling craft and other goods.
In 2025 the Community Association (Paul Kitto) will manage the arrangements for external stallholders ahead of the fair. This will involve sending out the expressions of interest in term 2, reviewing applicants and discussing with the class 4 fair coordinator in term 3, and the sending and receiving of signed contracts.

The following Class 4 parent roles are needing to be filled for tasks on the lead up to the fair and early on fair day morning

- - External Stalls Lead
    - - Early in term 4 meet with Paul K for a handover of the list of external stallholders for this years fair. Understand the contracts they have signed and take note of the fair health and safety plan as it relates to the external stalls.
      - With the Fair Coordinator adjust the layout of the fair map as required, assigning the stalls to spaces on the map.
      - Keep in contact with Paul and login to the fairstalls gmail account to keep tabs on late additions / withdraws etc.
      - On the Wednesday or Thursday before the fair mark out the stall spaces in the school grounds with a can of spray paint. A second person is needed and Paul can assist also.
      - Meet and greet external stalls arriving on fair day morning. Brief the class 4 volunteers for the support roles below.
      - Casually check in with stallholders during the day and be on hand should there be any problems e.g. high winds.
  - External Stalls Support x 2
    - - Fair day morning assist with the meeting and directing of stall holders to their allocated spaces.
      - Generally support the stalls lead as needed.

Section 2: Class 4 - Planning Tasks

Below is a summary of the tasks on the lead up to the fair along with links to further information

CLASS 4 ROSTERS

Early bookings to make >

Trestle tables

Fair coordinator to contact Risingholme Community Centre ASAP to book all available trestle tables - 332 7359 , info@risingholme.org.nz. In 2025 they had 30 table tops and 44 or 46 legs. Wooden horses from caretakers yard can be used.

Pick up is needed on Friday afternoon by two or three strong class 4 parents with a long trailer or empty van and delivery back is on Monday, See section 3 for the full pick up and drop off details.

(Other Options if needed (historic records) > St Saviours 200 Colombo St (332 3432 - up to 12), Spreydon School (up to 12 - caretaker Mike 027 685 3445)

New World refrigerated trailer

Fair coordinator to contact New World St Martins and book the trailer from the Friday afternoon until Saturday after the fair. Tell the New World office the booking is for the Rudolf Steiner school fair, there is no charge for school use. The trailer is primarily used for the sausages delivered Friday and salads for the salad bar.

BBQ Trailer - The CA will book this in term 2.
For the Class 4 fair coordinators information only > contact is Sandra.Owens@connetics.co.nz. A C7 parent volunteer is needed to pick up from Connetics before 3.30pm on the Friday, deliver to the school for overnight, take off the school grounds to a secure place after the fair (e.g. up a driveway, not on the road) and return to Connetics on Monday.

Activities in the school field - Class 11 games

Pedalmania - In 2025 Pedalmania has been booked by the CA between 10am and 2pm, they last were at the fair In 2023 setting up at the bottom of the football pitch. Class 11 games sell the tickets into a roped off area which is then managed by Clive from Pedalmania. Work with Class 11 as to the best way of running the Pedalmania customers.

Bouncy Castle - The class 4 team is responsible for booking an inflatable that the class 11 games will run, doing this in term 3 or earlier will ensure you have plenty of options. This can be delegated to the class 11 stall organiser if they are engaged early.

The bouncy castle selected should be for young children e.g. restricted on the day to class 4 children and younger.
We've used Event hire in recent years as their prices and service is good, https://www.eventhire.co.nz/bouncy-castles-hire-christchurch. Ask that the invoice be sent to the community association gmail address.

If it is felt there are not sufficient activities for older children a second inflatable could be considered (in 2025 this is not the case with pedalmania booked).

Consumables

xxxxxxx PK TO UPDATE

Advertising the fair to the community

Three or fours weeks prior to the fair around twenty A1 corflute signs (with the new date stickers) are put up around the area. Class 4 fair team and the CA can communicate about who is does this e.g. can be shared among a few people who might live in particular areas. The signs are stored in the CA container. The CA will supply cable ties to the volunteers.

The CA will arrange for the printing of a new date sticker. For information this is done through Future Signs. (office@futuresigns.co.nz, Phil 0276220436). They have the file on record and will invoice the CA email address.
Occasionally lost or damage signs are replaced by the CA (no new signs are required for 2025).

Sign locations are listed HERE along with place where signs should not be placed as they have regularly disappeared in the past. Signs should be retrieve in a timely fashion after the fair to minimise loss.

Info for sign distribution team

A4 Posters for cars & noticeboards

The class 4 team is responsible for the editing and printing via the office colour A4 fair posters and the distribution to the kindergarten and lower school class communities (at least classes 1 to 4) for displaying in cars, workplaces etc. A pdf of the poster should be also circulated to the whole school (we don't distribute paper copies to the upper school as parents are less engaged so high percentage of paper wastage). The internal stalls coordinator would typically be in contact with the class secretaries for arranging the distribution to each class teacher to hand out to the students to bring home, or for the kindergarten placed at the classroom doors for the parents to pick up.

Typically the A4 poster imagery and format is repeated each year with just the date changed, however the class 4 team is free to come up with an alternative attractive design that fits the school character and is a distinguishing feature that makes many people notice our posters and come to the fair.

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

Steiner School newsletter

Place notices in the school newsletter during the lead up to the fair. Notices advertise the date and time, what to contribute (white elephant, books, clothes, plants, baked goods etc), reminder to volunteer on your class roster, who to talk to, and any special things to look forward to. The notice should cover all classes who send their info to the internal stalls coordinator rather than directly to the office.

The notice is typically similar year to year so rather than start from scratch it is suggested edit the example for newsletters in this folder.

Newsletter Templates

Send the MS Word .doc file with all the title heading formatting and images setup as you want it to look like The office won't do much more than copy/paste the contents in to the newsletter. Don't send as a pdf file as the pasting of the pdf has in the past come out as small hard to read text.

Your text should be at the office by Wednesday 3pm on the week prior to the Friday newsletter.

Section 3: Class 4 - Fair day tasks

SCHOOL FAIR CLASS 4 FRIDAY and SATURDAY RESPONSIBILITIES

CLASS 4 ROSTERS

Friday before the Fair

Risingholme Trestle Table Pick Up

Pick up is needed on Friday afternoon by two or three strong class 4 parents with a long trailer or empty van. Drive in from Cholmondeley Ave, most tables are in the hall further back in the park, the staff in the office will help.

There are 30 wooden tabletops to come from Risingholme, along with 44 or 46 sets of legs. We use wooden horses available in caretakers’ yard for the tables that do not have legs or for horticulture a table top can be spread between two other tables
Important! Count both the number of table tops and sets of legs taken, either as you load or when unloaded to the school hall from rear carpark, to make sure you have the same number as was communicated by the Risingholme staff. This will avoid any confusion if after the fair the number is discovered to be different.
Drop off is needed by class 4 parents on the Monday following the fair. Move to the hall stacking on the wall near the east side door. (ready to load on to a vehicle driven up to the door). NOTE Risingholme is not staffed to receive tables back on Saturday or Sunday.
Friday afternoon distribute tables only to clothing stall in class 1 and 2. Craft in class 1 generally use school tables but check the tables list for details.
There are plenty of tables available within the school for the shortfall of tables. Speak to CA as to where these will come from.

Pick up the New World refrigerated trailer - a volunteer with a tow bar is needed to collect the trailer from the St Martins New World after 3.30pm Friday.

It can be plugged in from a lead out of class 15 overnight (used for the sausages and any salads delivered on Friday). In the morning push it over to between the fort and food court so close to sausages and salad stalls.

Tasks for Parent volunteers on Friday setup

Hang bunting and signs off the school verandah and put up other signs not for Gazebos. (e.g. clothing, candle dipping, craft, Fairyland).
Bunting can also be hung on the fort and in 2024 bunting was strung around the closest football goal as a gateway into the craft stalls (depend on layout)
Start to get the zero waste area ready, covering fixed bins, moving wheelie bins to the caretakers yard, bringing compost bins around. see 'Info for all classes' page for details.
Cook about 50 sausages and 18 vegetarian sausages on the CA BBQ (in the Civil Defence cupboard) for the volunteers on site, aim to be ready at 5.30pm. (most people are gone by 6.30pm) The class 7 order of sausages and bread is used for this. Sausages should be in the New World Trailer.

Overnight security camper - A class 4 parent volunteer is needed for security of the Friday night setup effort as well as the BBQ trailer and New World trailer parked in the school grounds.

We are open to external stall holders requests to setup on Friday, no request has been made in recent years however.

(If a volunteer from class 4 is not forthcoming a keen bunch from 2024 who camped overnight may be interested in doing this again.)

Saturday Morning Setup

Gazebos and trestle table distribution – 8.00am to 9.00am , Ideally 4 people

The school has enough gazebos (Pop Ups) to provide for the school stalls that require Gazebos - these are located in the Civil Defence cupboard, located in the corner of the Upper School building on the path heading to the school library.
Water Weights – Many 20l containers are available in either the Civil Defence cupboard or class 15 (used for temporary storage of CA Container items ahead of the fair). Fill with water from taps outside library – ALL Gazebos MUST BE tied down with at least two water weights.
We do NOT provide gazebos or tables for external stall holders - they provide their own.
Gazebos should be erected on Saturday Morning
Risingholme trestle tables are placed in the hall on Friday, plus 4 to 6 tables are in the Civil Defence cupboard. The class 4 volunteers carry these over to the various outdoor stalls on Saturday morning

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 3:10 for stalls already done and the remainder around 3.30pm. 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

Supervise Car Parking –

Ideally 3 People in morning and 2 in afternoon.

1 at Ombersley St entrance (external stalls team also at this entrance,1 at Te Ara Sophia entrance and 1 at Fifield Tce school rear access

1 at Te Ara Sophia and 1 at Ombersley in the afternoon

This task involves the supervision of vehicle movements before and after the fair, during ‘set up’ and ‘take down’ of the stalls.

Ombersley Terrace Entrance\

Supervisors need to be on at critical times within the Ombersley Terrace Car-park - 7 These people need to supply mobile numbers in order to be contacted.

The Parking supervisor at Ombersley need to be on duty between 7.30am - 10am and 2:45pm - 4.00pm to direct and monitor stall holder's and other vehicles (e.g. mobility) entering the school property via this the main entrance.
External Stallholders vehicles will either drive (with walking guide) to their stall location accessing the field by the poplar trees, or, for stalls located around the fort told to short term park in the Ombersley Staff carpark spaces to unload

Those driving on the field will have a walking guide and hazard lights on. They must vacate the school property by 9.30AM – 30 minutes before the official start of the fair, and park either on the vacant land beside the Te Ara Sophia Carpark or make use of street parking while still available.

The staff carparking is reserved for any fair goer requiring mobility assistance as well as retaining vacant space for emergency vehicles.

Parking at Te Ara Sophia – 1 Person 8am – 10am

The Te Ara Sophia carpark will be coned off and an attendee on the gate between 8.30am and 10.00am to manage vehicle entry. Vehicles permitted to enter are
1. Shambala Hair clients- two parking spaces need to be barricaded off for use by clients. CA will supply cones with cone barricade connectors. Clients will be given instruction on using the parks
2. School class coordinators and setup crews
3. Fair attendees requiring mobility assistance, they can be dropped off on Oand able to park in Te Ara Sophiapasses
Remaining carparking spaces at Te Ara Sophia can be used by external stall holders, organisers and fair attendees with mobility passes.
The land between Te Ara Sophia and 24 Ombersley may be used for External Stall Holder Parking.
Best to have one person directing Te Ara Sophia. They should position themselves near the Blue Fair Container on that piece of land.
Car parks in the staff area behind the hall are reserved for those listed below.

Parking in rear staff carpark – 1Person 8am – 10am

You will need a person stationed at the entrance to the Riverside Driveway at Fifield Terrace to monitor traffic flow and access at this point from 8am – 10am
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 Te Ara Sophia 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 at Te Ara Sophia.

Carparks in the staff carpark are reserved for-

§ -Entertainers

§ -Fair organisers

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

Mobility Parking

FINANCE ASSISTANCE ON SAT

The following persons will be needed

Money Runners – 2 from 9am – 11am, 2 from 11am – 1pm and 2 from 1pm – 3.30pm

EFTPOS Operator – 1 each hour from 9:45 til 2:45pm 5 timeslots in total.

SIGNAGE – Ideally 4 people

Distribute signs to stalls and put-up banner signs at appropriate places. Signs are found in Blue Fair Container on the Te Ara Sophia land next to the school field.

END OF DAY – as many people as possible

Stack Wooden Risingholme Tables and Legs in Hall
Return School Tables to designated places
Return Gazebos to Civil Defense Container – when packing them back into their sleeves LEAVE the Canopies ON the Frames
Return Signs to Fair Container
Return Water Weights to Fair Container (DO NOT EMPTY)
Take Down Bunting and place back in its storage case
Retrieve Signs and pack them up to go back into the Fair Container.

ON MONDAY THE WOODEN TRESTLE TABLES NEED TO BE RETURNED TO RISINGHOLME.

MORE INFORMATION CLASS 4 SUPPORT NOT UPDATED FOR 2023

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