Information for All Classes

School Community Donations to Cake or Salad Stalls

Both the Cake and Salad Stall are a top fundraiser but regularly sell out due to lack of product, the salad bar can in fact  sell out of salads by 1pm which is not ideal for fair goers wanting a healthy lunch.  It has been a fair tradition for all families to donate to the cake stall, the traditions is now revised to donate a cake and/or SALAD for the Salad Stall. If as many families as possible contribute this will greatly help fair takings. Donations can be dropped to the stall on faitr day (prior to 10am ideally) or to the cooking room on the Friday after 3pm.

Your Class Stalls/Tasks

Clicking your class in the menu on the left will take you to your class fair web page. This gives further information about the stalls and other tasks that your class is being asked to organise for the fair.

Term 3 in early September at the latest each class needs to please decide on one or more organisers for their assigned stall. Please email their name and contact details to faircoordinators@gmail.com. This is vital for coordination and planning of the fair!

Parents in each class are responsible for stall preparation, setup, rosters for fair day, and tidy up of the stall. We appreciate this can be a juggling act the more children you have!

Please try to make your stalls as attractive as possible as it all contributes to the atmosphere of the fair and encourages people to buy from your stall. If you can also support the fair theme in any way, please do.

If a group of parents in any class is inspired and has the extra capacity to set up an additional stall/activity, or if you have the talent/capacity/energy to help other classes, please contact the fair or class coordinators - there will always be a need for help.

If you have any concerns about your class task allocation you are welcome to discuss these with the fair coordinators early in the year. Do remember that things go in roundabouts and that over time your class will be involved in almost all the usual stalls and tasks, and some years will involve more work than others.

Task Lists to Help you Organise

For most stalls, a link has been provided to an editable online spreadsheet that you can use to help you organise things. Click here to pop up an example spreadsheet in a new browser tab or window. Please use these spreadsheets to help with fair coordinator as the internal stall coordinators will be checking in on these.

You can edit your stall or task spreadsheet to suit your needs. Then parents can put their names (or students names for older classes) alongside any task on this spreadsheet. The stall organiser can phone parents without email addresses (and thus presumably without internet access) and add their names to the list as appropriate. The stall organiser can also print out a copy to put up at the class or hand out.

Other parents - just put your name (or your child's name if appropriate) in the spaces to volunteer, and add a note if it may be useful. You can always put your name alongside another name if that is the only time you can help - even if there are sufficient people in that slot (but don't delete or move any other names or information, please). The stall organiser will sort out any problems.

Every time a change is made to one of these spreadsheets, a backup version is saved. So if you lose any information contact faircoordinators@gmail.com to get it restored.

Stall organisers can also copy the web address of the spreadsheet and email it to parents. If the parents click on this link in an email, a web browser will open with the spreadsheet displayed where they can fill in their details.

After the fair all names will be removed from the spreadsheet, but the structure retained to help with next year's fair. So try to make your spreadsheet as useful as possible, both for yourselves and for the future. It can include notes with any useful tips or contacts.

General

If you need to place advertisements in the school newsletter, please send the write up to the fair coordinator on by Tuesday evening each week so that this can be compiled and send on to the office for publishing in the fortnightly newsletter or by email circulation on other weeks.

If taking personal items to the fair for use in setting up stalls please ensure they are clearly named, and make a plan for getting these items back to their owners.

If you want a printed copy of any information on this website, copy and paste from the website into a Word document and print out. Alternatively, you can print a page using the Print function in the top menu of your web browser program.

Reimbursements/Accounts

All approved costs incurred for fair expenses will be reimbursed using the Community Association reimbursement form.  which can be downloading electronically using the link below or a hard copy can be obtained from the Community Association Tray in the Office. 

You  will need your GST receipts ,  the class stall and reasons for the reimbursement ,and, your bank account details.

To Download an editable word .docx click here   > RSS CA Disbursement Form.zip  . Download the file to your laptop,and extract the docx file from the zip folder. After opening in MS Word check  it is set to Editing in top right corner as shown below.

 Include your photographed or scanned receipts and send  to the email on the form.  

Alternatively a printable pdf  can be found  here > Disbursements  Form.pdf . While viewing it, choose File then Print to print a copy. 

Stall Organiser - please keep a record of all expenses for your stall to ensure you don't have two parents each buying the same items and requiring reimbursement.

As a guide any purchases over $100 in value require prior approval from the CA.  This is mainly to avoid large purchases that the CA can otherwise supply or has been held over from previous years

All accounts with outside firms need to be ratified through the fair coordinators, and made in the name of the Christchurch Rudolf Steiner Community Association, not the school.

Money

The fair finance team will be in the office counting money! They will have ‘runners’ who will bring a float to each school stall between 9.30 and 9.45 am.

The same team of runners will regularly collect the money from the stalls during the course of the day. At the end of the fair they will collect all remaining money. All money must go to the office for counting! Do not give your money to just anyone. Check that they have an official badge and ideally that they are recognised as a school parent (or at least look like the genuine honest, reliable thing!). If in doubt, check with the office.

Also, do not accept payment by cheque. That’s the rule.

There will be EFTPOS in the office and there will be a sign indicating this, but please let folks know so they don’t let the lack of cash top them buying something.

If change is getting low at your stall, ask the customer for lower denominations. Have someone go to the office to collect more change if necessary as the finance team runners cannot be everywhere at once.

Waste and Cleanup

We want to minimise the environmental impact of the fair, so please bear this in mind, and minimise all waste, ensuring it is recyclable or biodegradable wherever possible. Avoid throwaway plastic food containers etc wherever possible.

Cleaning up after the fair is often a neglected task as people are tired and tend to head off home. Please ensure that you roster people to tidy up afterwards and ensure this is well done.

Also, some equipment used by stalls has not been returned and has gone missing on occasions in the past. Please ensure that everything is returned - to the appropriate place (especially the Community Association Container) if you don't know where else to take it please seek out one of the coordinators

Thanks for your Help!

Many thanks for all the effort that parents and children in your class make to help our school raise funds that will benefit our children.  We are arguably the best school fair in Christchurch and that is down to the HUGE effort we all put in to make it a special day.