Subiaco!Primary!School!P!&!C!Associationsubiacops.wa.edu.au/wp-content/uploads/Events-Information-Bookle… ·...

Subiaco Primary School P & C Association

Events Reference Book Updated Feb 2012

http://subiprimarypc.com.au

SPS Parents & Citizens Association Our Best – For our Children’s Best

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SPS Parents & Citizens Association Our Best – For our Children’s’ Best

Purpose • To clarify the role of the Class Liaison Parent (CLP) with regards to their role in

fundraising activities.

• To provide a year planner for events.

• To detail the process of money collection and banking into the P&C account.

• To give an explanation of each event and the organization process behind it.

SPS P&C Events Committee

The Events Committee aims to provide events

suitable for the whole school community – with an

emphasis on fun & education -‐ promoting a sense

of belonging, contributing & benefiting the school

& the children by the funds raised from these

events.

Events Committee

Kym Scampoli [email protected] 0419714862

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Class Liaison Parents Role Statement ..................................................................................4

CLP Coordinator....................................................................................................................4

CLP’s Role .........................................................................................................................4

CLP’s Duties ......................................................................................................................4

Strategy of Communication between CLP’s and Events Coordinator ..............................4

Year Event Planner ...............................................................................................................5

Explanation of Events ...........................................................................................................6

Fundraising Guidelines .........................................................................................................7

Recording Money Received..................................................................................................7

Banking the Money ..............................................................................................................7

Example Fundraising Form ..........................................................................................8

Example Banking Slip Form .........................................................................................9

Newsletter Contacts ...........................................................................................................10

Swimming Carnivals ...........................................................................................................11

Disco....................................................................................................................................12

Book Fair .............................................................................................................................15

Big night out .......................................................................................................................25

Athletics Carnival................................................................................................................26

Chapathon ..........................................................................................................................27

Movie Night ........................................................................................................................28

Appendicies .......................................................................................................................30

Appendix 1 Emergency Response Plan........................................................................8

Appendix 2 SPS Class Liaison Parent List ...................................................................33

Table of Contents

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CLP Role Statement The role of the Class Liaison Parent is an important one to develop good communication

and liaison between students, families, teachers and the school as a whole.

CLP’s Role Usually the CLP will be determined at the class information evening held by each teacher

at the beginning of the school year. If you are unable to attend this meeting and are

interested in becoming a CLP please inform your teacher. Some classes choose to share

the responsibility between two people.

CLP’s Duties • To compile and maintain a list of class parent’s addresses and phone numbers. It is

optional for families to go on the list however it is useful for organising after school activities, contacting other parents in the class etc.

• A standardized excel spreadsheet file has been developed and is available from the CLP coordinator to achieve consistency across classes. These will be compiled into a directory and distributed to families.

• To coordinate parent help for the teacher with class excursions, special class activities and projects.

• To organise some social functions during the year to build a community spirit e.g. a class picnic for families or a morning tea for parents in the class.

• To attend P&C meetings whenever possible and liaise with the P&C in relation to class issues or projects.

• To welcome newcomers during the year and involve them in class activities. E.g. Photo and brief description of new child’s interests, add details to class list etc.

• To coordinate parent and class participation in one fundraising event a year

• To attend CLP lunches with the Principal and share information.

Strategy of Communication between CLP coordinator and Events Coordinator

• At the start of each term the events coordinator will notify by email the CLP coordinator for the fundraising event to be held during that term. In the case of the big night out, the CLP’s will be notified as early as the CLP lists become available.

• Each event can be advertised in the school newsletter. Note the dates for the school newsletter distribution in the Newsletter Contacts section.

• At the end of each event, email the events coordinator with the outcomes (debrief of event, funds raised, etc)

• The events coordinator will organise for a notice to be put in the School newsletter to highlight the success of the event.

Class Liaison Parent (CLP) Coordinator

The CLP coordinator shares information with the

CLP’s and supports them in fulfilling their role. In

addition, they provide a link with the school

administration and P&C executive.

CLP Coordinator

Michael Webb [email protected] 9443 2327 0408 436 339

Events Coordinator


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Class Liaison Parents (CLPs) please note:

• To avoid clashes where possible, a Central Events Calendar will be available at the front office to consult and insert notes into when planning family camps etc.

• A CLP lunch will be held each term for sharing event planning and school information.

P&C Events Committee

Event Date Organiser P&C Sundowner Fri 17th February P& C Committee Apple Slinky Day Thurs 1st March Healthy Eating Committee Junior Swimming Carnival Friday 9th March Year 2 Senior Swimming Carnival Friday 16th March Year 4 Apple Slinky Day Thurs 17th May Healthy Eating Committee Upper & Lower School Disco Fri 29th June TBC Year 3 and Year 5 Big Night Out September TBC Year 1 Apple Slinky Day Thurs 16th Aug Healthy Eating Committee Book Fair 13th to 18th August Kindergarten Faction Athletics Carnival September TBC Year 6 Chapathon & Cake Stall October TBC Chaplaincy Committee & Year 7 Outdoor Movie Night December TBC Pre Primary Apple Slinky Day Thurs 15th Nov Healthy Eating Committee School Pool Opening Event Fri 7th December TBC Pool Committee

Events Calendar

Term 1

Term 2

Term 3

Term 4


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Class Liaison Parents (CLP) Role Statement

The role of the CLP is an important one to develop

good communication and liaison between

students, families, teachers and the school

community as a whole.

CLP Coordinator

Sarah Bardsley [email protected]

Events Coordinator

Amanda Cornelius [email protected] 9381 7195 0448920662

CLP Coordinator Role The CLP coordinator shares information with the CLP’s and supports them in fulfilling

their role. In addition, they provide a link with the School Administration and P&C

Executive.

CLP’s Role The CLP will be determined at the Class Information Evening held by each teacher at

the beginning of the school year. If you are unable to attend this meeting and are

interested in becoming a CLP please inform your child’s teacher. Some classes choose

to share the responsibility between 2 people.

CLP Duties • To compile and maintain a list of class parents’ addresses and phone numbers. It is

optional for families to go on the list, however it is useful for organizing after school

activities and contacting other parents in the class.

• A standardized excel spreadsheet is available from the CLP Coordinator. Completed lists from each class should be emailed to the CLP Coordinator at the earliest

opportunity. These will be compiled into a directory and distributed to families.

• To coordinate parent help for the teacher with class excursions, special class activities and projects.

• To organize some social functions during the year to build community spirit e.g. a class picnic for families or a morning tea for parents in the class.

• To attend P&C meetings whenever possible and liaise with P&C in relation to class issues or projects.

• To welcome newcomers during the year and involve them in class activities. E.g. Photo and brief description of new child’s interests, add details to class list…

• To coordinate parent and class participation in one fundraising event each year

• To attend CLP lunches with the Principal and share information.

Communication between CLP and Events Coordinator • The Events Coordinator will send a reminder email at the start of the term to the CLP

parents responsible for the fundraising event during that term. The Events

Coordinator will endeavor to help with any queries for the event.

• CLP to email Event Coordinator for float.

• CLP’s to inform Event Coordinator of outcome of event (i.e. rundown of event, photos, money raised…).

• CLP’s and Events Coordinator to put notice in School Newsletter regarding event.


Swimming Carnivals

At the start of each year (after term 1 swimming lessons have ceased) the school

swimming carnivals for the junior years (1-‐4) and senior years (5-‐7) are run by the

school. The P&C organize a food stall in the undercroft area at recess for both dates

that the junior and senior carnivals are held.

Disco A disco is held on the last Friday of Term 2 in the Subiaco Church of Christ and is

separated into two sessions. The first is for the lower school (years 1 – 3) from

4.45pm to 6.30pm, followed by the upper school (years 4 – 7) from 7pm to 9pm.

Book Fair Each year the Scholastic Book Fair is run by the Kindy parents in the school library.

Scholastic provides the date and information explaining how the book fair should be

run. A wonderful detailed explanation has been provided by Greg Lynch in the

following pages.

Big Night Out An event (which doesn’t have to be massive each year) organized for the parents of

Subiaco Primary School. It provides an opportunity to socialize and meet fellow

parents in a fun and casual environment. It also doesn’t have to be only parents,

either!

Athletics Carnival In Term 3, the school athletics carnival is run by the school. The P&C organize a food

stall on the covered area at recess.

Chapathon

The year 7 parents organize the cake stall in the Theatre Gardens for after the

Chapathon – a lapathon to raise money for chaplaincy at Subiaco Primary. Proceeds

of the cake stall go to help fund the year 7 class book.

Movie Night A family movie night is held in early December on the school oval.

Explanation of Events

The Events summary following is a brief

explanation of each fundraising activity.

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Fundraising Guidelines

The following guidelines are designed to ensure

that money is handled appropriately and

efficiently and that future fundraising events can

be planned more effectively.

Treasurer Jon Greenaway [email protected] 0429904940 Events Coordinator


Float Location for Fundraising

A standard float of $200 is kept in the P&C safe. For access, phone the Events

Coordinator or Treasurer and it will be left with the school front office. At the end of

each day it can be left with the school front office for safekeeping. Please make sure

there is $200 in the float at the start of your fundraising endeavor and that any

money banked excludes the $200 kept in the float.

Recording Money Received

1. Print off the Fundraising Report form and the Banking Summary Form (see below).

2. A separate Fundraising Report Form is to be used for each day of collection. One sheet should be enough for most collections but on a busy day more than one

sheet can be used and the totals added up on the final page used

3. At the end of the day a report listing total transactions must be generated from the EFTPOS machine and this should reconcile with the total manually recorded

in the electronic column. The report should be stapled to the top left hand

corner of the form (or the front sheet if more than one form has been used)

4. Sheets should be left in the P&C in tray clipped to the banking summary form with the receipt from the bank after the fundraiser has banked cash and

cheques received. Please note it is not necessary that cash and cheques be

banked after each day (it's impractical) but all sheets that relate to the cash and

cheques banked and recorded in a banking summary should be included in the

bundle.

Banking Funds Raised

1. Collect some standard bank issue plastic money bags from the P&C cupboard in the front office at school (or from any bank) Count and sort the money into the

standard bags and complete the Banking Slip form

2. Deposit the money with the ANZ Bank in Hay Street (opposite the Subiaco Hotel and close to the junction with Rokeby). The P&C account details are as follows:

Account Name: Subiaco Primary School P & C Association

BSB (if required): 016460

Account #: 340889723

3. Attach the Receipt from the teller to the completed Banking Slip form and leave in the P&C in tray located in the sick bay by the front office for the Treasurer to

collect. Notify the Fundraising Co-‐ordinator via phone or email of the total

amount raised.


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Fundraising Report Form

Event:

Date:

Name Cash Cheque Electronic

Sales Total

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Banking Summary Form

Fundraising event: Class(es) responsible: Date of event: Total funds banked: Name of person banking funds: Signature:

Attach banking slip here:

Cheque Details Credit Card Details

Name Amount Name Amount


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School Newsletter Contacts Newsletters are distributed throughout the school

every 2 weeks. Notices for the newsletter should

be sent to the School Officer no later than the

Wednesday of the week of distribution.

School Officer Mrs. Joanne Dumaresq [email protected]

P&C Website Contacts

Alerts are emailed to subscribed users of the P&C

website whenever it has been updated. Notices for

the website should be sent to the P&C Information

Technology Officer.

P&C Information Technology Officer Greg Lynch [email protected]

2012 School Newsletter Dates (to be confirmed)

The newsletter dates for 2012 are:

Notices due by Wednesday

Newsletter Distribution on Friday

Term 1 16th February 18th February

2nd March 4th March

16th March 18th March

30th March 1st April

13th April 15th April

Term 2 11th May 13th May

25th May 27th May

8th June 10th June

22nd June 24th June

6th July 8th July

Term 3 3rd August 5th August

17th August 19th August

31st August 2nd September

14th September 16th September

28th September 30th September

Term 4 26th October 28th October

9th November 11th November

23rd November 25th November

7th December 9th December


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Time Lower school (PP-‐Year 4) March 11th, Recess Upper school (Year 5 – Year 7) March 18th, Recess Need to liaise with Principal what time kids come out for recess as it depends on carnival programme Venue Undercover area near school pool

Cost Between 50c -‐ $1 per item. Remember that most kids will only have a gold coin. Catering Parents donate plates of biscuits, slices, cakes, ice blocks etc for children at recess. Bakers Delight sometimes donates scones. Pizzas are also sometimes made using the school’s pizza ovens. Icy poles (funny faces) are very popular but need to be bought weeks in advance to make sure they freeze and put in eskies on ice Set up Plastic tables and boxes of plastic cups are kept in art room (or kitchen sometimes). Pizza Ovens are kept in kitchen. Derek is more than happy to help get tables out and put up either in under croft area or behind L4, the pizza table should be another “section” away from the cakes & coffee as this is usually a large queue waiting for pizza’s to cook Urn needs to be ordered from Brew Ha (they give this to us for free I believe, but needs to be ordered in advance) Ring up Events Coordinator or P&C treasurer for float. Parent Help

• Bay Teachers x 3 Bay teachers are in the faction bay with the students. They make sure the students are ready for their races and general crowd control. They also assist the captain of the house in getting the students ready for the races sitting on their towels with a faction swim cap on. • Scorer x 1 Receives information about each race from the Runner and inputs the places onto the computer which is then tallied up. They determine who are the Champions and Runner Up Champions and the winning house. • Chief Marshal x 1 Collects swimmers from all the bays making sure they are still in the correct order when they arrive at the Starters Marshall. They need to work closely with the Bay Marshals, House Captains and the Bay Teachers making sure the swimmers are ready to be picked up from the towels.

Swimming Carnival

The Swimming Carnivals are conducted after the

swimming lessons set by the Department of

Education have finished. For Subiaco Primary

School these are the first 3 full weeks in Term 1.

The P&C are responsible for the cake stalls and for

the organisation of parent helpers to run the

carnivals.

Author

Sarah Bardsley and Andrew Longhurst

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• Starters Marshal x 1 Receives the swimmers from the Chief Marshal and puts the students in the correct line ready for their race. They make sure the swimmers are ready to go, so the Starter can get the races underway. They usually line students up 4 or 5 deep behind the first row of swimmers. They work closely with the Chief Marshal and the Starter

• Starter x 1 Receives the swimmers from the Starters Marshal. Starts all races by blowing a whistle (move up to the starting position), “Get Set” (ready to dive), Horn or another whistle (to start swimming). • Announcer x 1 Lets the students, staff and parents which race we are up to and also announces the winners and when it is time for recess. Also general house keeping where parents can and can’t go, what time we will be finishing where the first aid is and how students need to go to the toilet and drink. • Place Getters x 3 Stand near the finish line with their place ribbons. They wait for the Chief Judge to call out the lane numbers and then hand the correct ribbon to the swimmer. They also help the Chief Judge in a tight swim. • Runner x 1 The Runner writes down the order that the swimmers finished and take the slip of paper to the Scorer. They work with the Place Getters and the Chief Judge.

• Bay Marshal x 3 Helps the Bay Teachers and the House Captains of their particular house get the swimmers in the correct order for their races. They work closely with the Chief Marshal, Bay Teachers and House Captains. When the swimmers return they place the swimming caps back in the bucket ready for others to use.

• Chief Judge x 1 Calls out lane numbers in order of when they finished. They work with the Place Getters to decide on the finishing order of each race.

Swimming Carnival (cont)

Author

Sarah Bardsley and Andrew Longhurst

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Time Lower School (Years 1 – 3) 4.45pm to 6.30pm Upper School (Years 4 – 7) 7pm to 9pm

Venue Subiaco Church of Christ

260 Bagot Road

Subiaco WA 6008

Phone: (08) 9388 1030

Fax: (08) 9388 1042

Email: [email protected]

Call reception & leave a message to check booking ahead of time via Amanda Tan at

reception. Church will issue key and security code to open and close the Hall on the

night.

Church booked for 8th July 2011

Cost $10 per child

Inclusions

Glow stick bracelet per child – they loved this

A few little give-‐aways as prizes for DJ’s games for Junior Disco only.

DJ

DJ Ben Hawkesworth and his dancers from Remix DJs – highly recommended – he

really made it a great night! He does lots of Primary School Discos. $550 to be paid on

night.

Phone 0413 282 952

Email: [email protected]

Bookings: [email protected]

Postal P.O BOX 2471

Warwick Post Office

Warwick 6024

Western Australia

DJ booked for 8th July 2011

Theme

We used colour theme of Black, Purple & Silver. Very easy and had no complaints. 2009 -‐

Bad Taste. Use something that all kids can get into without cost or competition

Catering: 2 slices of pizza each… as for 2009, but in 2010 we

Disco

Author Yvette Henderson

The disco is run on the last day of term 2 (i.e. a

Friday night). The church and DJ will be booked

ahead of time by the Events Coordinator during

the previous year.

DJ booked for Friday 8th July 2011

$550 to be paid on night.

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Catering

Allow for 2 slices of pizza each

You may want to check for prices with Delissio’s in Subi as they are usually happy to give a

good deal with school catering.

2010 -‐ Pizza on Cambridge @ $13 per pizza. The pizza’s were much bigger and we had a

lot left over. It seemed that 1 piece would have been suitable for the lower disco and 2

pieces for the upper. However the quality was extremely good and we would recommend

them again. You do need a volunteer to do the pick up as they didn’t deliver.

2009 -‐ Dominos was cheapest. $10 per box delivered to door at specified times, ie approx

5.30 for Lower School and 7.45 for Upper School

Lots of water, via plastic cups served by parents from jugs and big water containers from

the kitchen server. Don’t let kids serve themselves, reduce water spillage onto carpet.

2010 this again worked very well. There is no need for drink alternatives.

Parent Help Required on the Night • 2 – 4 Parents for set up • 2 Parents to check of children arriving • 2 Parents to guard the doors at all times • 6 Parents to supervise (recommend a few dads) inside the disco and serve the

refreshments.

• 6 Parents for clean up at the end

Other Notes

• Decorations – keep spend and effort to a minimum, DJ has flashing lights, disco ball etc. We blew up balloons, but don’t recommend it, too much effort, kids

popped them straight away and then clean up required. When lights go down,

can’t see decorations anyway.. Might need to suss out fire alarms before the

event next time, couldn’t use the smoke machine as we were worried about the

alarms going off. 2010, no decorations and no need.

• Break out zones, chairs around the edge. Don’t need a separate room for break out, it isn’t too oppressive or hot in the big space, and keeps the supervision

need to a minimum.

• P&C Public Liability insurance applies – confirm via P&C President • Don’t sell tickets, send form home via newsletter and accept payment via a box

at the front office with completed form attached. 2010 Extremely important to

have a deadline for payment. We did not, and people were paying on the night.

It makes it difficult and stressful to manage money and lists at that stage.

Suggest deadline of the Wednesday before.

• Compile a spreadsheet with child’s name, year, parent’s name, emergency phone number, allergies or special notes

Disco (cont.)


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Other Notes (cont.)

• Organisers to tick off children on spreadsheet as they arrive and provide a glow stick as entry

• Don’t encourage parents to stay but they were welcome to hang about to have a look.. gives them a sense of comfort knowing how it is set up and seeing the kids

have fun

• One entry door only. • No exit during Disco. • One exit door only at the end. Parents came in the front, collected children and

were then ushered out a separate side door and organisers made sure no

children left on their own. No need to tick off, just vigilance. 2010 – we had

some children arrive alone and therefore try to leave without a parent. This was

extremely worrying. We did not release those children until a suitable parent

had been located to escort them home. You will need to include a statement on

your disco form and advertising, specifying that no children will be allowed to

leave the disco unless they are collected by a parent or guardian.

• Vaccum, clean toilets etc at end. Return everything to its place, return key as per Church administration instructions.

Disco (cont.)


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Making the Book Fair Successful Scholastic provides quite a lot of good information and tools explaining how a Book

Fair should be planned and operated. Operating the Book Fair in a “default” manner

would certainly result in acceptable sales revenue. To make the Book Fair truly

successful requires careful consideration of the following factors:

1. Being Organised It is easy to be overwhelmed by the planning and the paperwork of operating a

Book Fair. Stay well organised and maintain good records!

2. Marketing The more people who come in the door, the more you will sell. In 2010 we

made a big effort to market the Book Fair inside the School and outside in the

wider community. As a result our sales revenue was more than double that of

any previous year. Marketing was the big difference.

3. Opening Hours It is important to have the Book Fair open every morning and afternoon and, if

possible, at the Saturday Farmers Market. The afternoons are definitely busier

but resist the temptation not to open in the mornings.

4. Restocking If you are selling well then make the effort to do a mid-‐week re-‐stock, or more

than one (this can be coordinated with the local Scholastic office). This will keep

the shelves full and make the Book Fair look better. Many kids will come in

looking for the books (and other goods) that their friends bought…re-‐stocking

will allow you to sell more.

Possible Objections

You may receive some negative comments about the Book Fair. As a general rule,

however, the comments from Teachers, Parents and the Kids have been very positive.

You may hear some of the following:

i. Scholastic Make Too Much Of The Profit Scholastic have to purchase the majority of the books and products from

other suppliers. They also provide a comprehensive service to support the

selling process. The fact that there seems to be no viable alternative to

Scholastic probably indicates that the profit margins are not excessive.

ii. The Books Are Not Educational Comments from most of the Teachers has been positive. The books seem

to be popular with the kids and anything that gets them reading must be a

good thing.

Book Fair

Author Greg Lynch

Each year Subiaco Primary School P&C runs a Book Fair to raise funds. The Book Fair service is provided by a global organisation called Scholastic. Scholastic provides the books and other associated products such as kids pens/erasers/sharpeners and sometimes small toys. Scholastic also provides most of the sales and marketing tools. Scholastic allocates a percentage of the sales revenue to the P&C as a sales “commission”. The actual percentage depends on whether the P&C chooses to take the commission as books, cash or a mix.

The P&C operates the Book Fair via the Class Liaison Parent (CLP) network. The CLP’s for a single year group are allocated responsibility for operating the Book Fair (in 2010 it was the Kindy CLP’s). Those CLP’s typically work closely with the School Librarians to plan and operate the Book Fair.

Running the Book Fair can be quite a lot of work. The aim of this Primer is to provide as much information as possible to the CLP’s.

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iii. The Books Are Too Expensive In general most of the books seem to be priced at standard retail price,

similar to prices at Dymocks etc. It would certainly be possible to purchase

many of the books elsewhere on special or at a discount chain like K-‐Mart.

The aim of the Book Fair, however, is to raise funds for the School.

iv. There Is Too Much Rubbish For Sale In previous years there have been complaints about the volume and

quantity of non-‐book items on sale at the Book Fair. Scholastic seems to

have made an effort to improve in this area and, whilst there are still

pens/erasers etc, it is all pretty harmless. v. This Is Marketing to Kids

The kids come through the Book Fair in the first couple of days and have

the opportunity to fill out wish lists, which they typically then take home to

their parents. It is a form of marketing to kids, no doubt, but it is still up to

the parents to decide what is purchased.

Key Contacts Establishing early and continuous communication with the major contacts is very

important. Scholastic

National

Scholastic will assign you a rep from their national call-‐centre located

interstate. This person should make early contact with you to

introduce yourself and get you started.

Scholastic Local Scholastic has a warehouse facility in Wangara. There is a person

there who oversees all of the Book Fair activities deliveries etc. It is

critical that you befriend this person because they will be the one

who can organise re-‐stocks outside of the “normal” national process.

School Librarians The Book Fair will be located in the School Library. As such it is

important to introduce yourselves to the Librarians early and re-‐

assure them that you will be organised. The assistance of the

Librarians in the lead-‐up to, and during, the Book Fair is critical.

P & C You are operating the Book Fair as a P&C activity so there are some

important P&C people who you should contact. The P&C Fundraising

Coordinator can get you started and provide some assistance along

the way. The P&C Treasurer can coordinate money floats and assist

with banking etc.

Farmers Market

Coordinator

The Farmers Market Coordinator should be consulted about the

logistics of operating the Book Fair on one of the market days.

CLP Coordinator The CLP Coordinator should be able to point you to the right person if

you need assistance.

Class CLP’s Remember that an entire year group will be responsible for the Book

Fair in a given year so make sure that you contact and involve all of

the CLP’s for your year groups.

Previous Book

Fair Coordinators

Always make sure you speak to others who have run the Book Fair in

previous years. They may not get directly involved but they can

definitely offer advice.


Book Fair (cont.)

Author Greg Lynch

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Decisions to be made There are some important decisions that need to be made.

Commission Liaise with the School Librarians and the P&C to

determine how the commission will be taken at the end

of the Book Fair – books, cash or a mix. Ultimately the

P&C will determine whether the commission will be

made in full or in part to the Library. The Librarians may

wait until the Book Fair is completed before deciding

how they wish to take whatever commission is allocated

to the Library. In 2010, the P&C allocated all of the

commission to the Library and the Librarians decided to

take some books and some cash (which they used to

purchase DVD’s not available from Scholastic).

Farmers Market Decide whether or not you will operate the Book Fair at

the Farmers Market. It will need 2-‐3 people available

for about 4 hours (although it doesn’t need to be the

same 2-‐3 people for the whole time). In 2010 we sold a

significant volume of books at the Farmers Market and it

seemed to be welcomed by the Farmers Market

patrons.

Other Information about Scholastic Scholastic Website Scholastic has a website that has a special section

dedicated to the Book Fairs. The National Rep will

provide you with a username and password so that you

can access the Book Fair section. The layout of the

website is a little shambolic but in there you will

(eventually) find loads of supporting material explaining

how to run the Book Fair, as well as loads of marketing

and promotional material that can be used to advertise

internally and externally.

Scholastic Warehouse Scholastic has a warehouse in Wangara, at which they

load the trucks for delivery to the Schools. The local

Scholastic Book Fair Rep has a room out there where you

can view the types of materials and setup that you

should encounter in your delivery. You should also be

invited to a Book Fair Coordinators seminar some weeks

before your Book Fair…make sure you attend!

Book Fair (cont.)

Author Greg Lynch

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Marketing Advertising the Book Fair well is the most important thing to get right. There are a

number of ways you can do this, including the following.

School Posters On the Scholastic website you will find promotional

material that can be used to make a poster. Depending

how computer-‐savvy you are you can either make your own

poster using the various graphics available (in which case

you can include your specific information regarding venue

and dates etc), or you can more simply print one of the

standard posters and hand-‐write in your event details.

Either way, get the posters up around the school in the

week before the Book Fair.

Community Posters Make a poster that you can hang in various locations

around the community. Make sure that this poster is more

specific about the location (i.e. “in the Subiaco Primary

School Library”, rather than “in the Library”). Appeal to

people’s wish to contribute to the community and to the

School. Also highlight that the Book Fair will be operating

at the Farmers Market. In 2010 we hung these posters at

the Council Library, on the bulletin board outside Farmer

Jack’s, at the Police and Citizen’s community centre and at

the Play Group across the road from the School.

School Newsletter Find out who is compiling the School Newsletter and get a

mention of the Book Fair in the weeks preceding the date.

Mention that people can stock up on Xmas and Birthday

presents, as well as contribute to a Teacher’s Wishlist.

Subiaco Council

Community Email

The Subiaco Council has a community officer who

coordinates community activities, particularly with respect

to children and parents. This person manages an email that

is distributed widely in the community. Find out who this

person is and give them some words to advertise the Book

Fair.

CLP Network In the weeks leading up to the Book Fair date start sending

emails out via the CLP’s. Start the emails general in nature

and then provide more and more information as you get

close.

Scholastic Leaflets Scholastic will provide you with promotional leaflets that

highlight some of the books that will be available. Get

these distributed to the Teachers (speak to one of the

Deputy Principals for this) so that they can give them to the

children to take home in the week before the Book Fair.

Book Fair (cont.)

Author Greg Lynch

20

Marketing (cont.) Theme Each year Scholastic have a theme for the Book Fair. In

2010, it was “Destinations” which was meant to signify

world culture. Scholastic enthusiastically encourage you

to adopt the theme and use it for all promotional

materials, for decorating the Book Fair and for running

events in conjunction with the Book Fair. In 2010, we

used the Destinations logos and graphics for all of our

flyers, posters and emails. We didn’t decorate the Book

Fair at all however…in all honesty the theme seems to add

no value once people have entered the Book Fair.

CLP’s and Volunteers The CLP’s will end up doing most of the work planning the Book Fair, in the weeks

preceding the date. In the actual week of the Book Fair, however, it is important that you

have volunteers to man the Book Fair and cash desk.

You will be asking your year group to volunteer. Send an email via the CLP’s describing

the importance of the Book Fair and the need for volunteers in the Book Fair week. You

will find material on the Scholastic website that will help prepare the email. Describe that

you are only looking for an hour or so from each person, on either a morning or

afternoon, and that the job will be simple. Tell them that a Volunteer Schedule will be

pinned up outside the year group classrooms. You may need to personally “encourage”

people to volunteer! You may get many people volunteer for a particular session(s) and

hardly anyone for other session(s)…do your best to balance the volunteer schedule. Stock The delivery from Scholastic will either arrive on the Friday preceding the Book Fair or on

the Monday morning. You will need to find out when and be prepared to spend 2-‐3 hours

doing setup. Make sure that you have liaised with the Librarians well in advance and that

you have all agreed where the various components will be situated.

Book Cabinets You will probably get 8 book cabinets that roll in on

wheels and then are concertinaed open to display the

books. These should be situated in a semi-‐circle so as to

define the Book Fair area. Each cabinet should have a

display poster on the back that can be pulled upwards for

advertising purposes. Try to arrange the cabinets in

order of age group (if possible). Some of the cabinets

may have non-‐book materials inside (pencils, erasers etc

in tubs)…these should be removed for display elsewhere.

Boxes There should be a series of cardboard boxes that contain

special books, possible for book series or kindy books.

These should be unpacked and placed on the tables.


Book Fair (cont.)

Author Greg Lynch

21

Stock (cont.) Tubs You will get various small plastic tubs containing non-‐

book items such as pencils, erasers etc. These should be

placed on either the tables or next to the cash desk

(where they can be monitored more closely!).

Variety Trays You will receive “Variety Trays” which contain much of

the non-‐book material such as pens and erasers. These

flip open for display purposes. They should be located

near the sales desk.

Wacky Packs You may receive “Wacky Packs” which are pre-‐bundled

(and wrapped) book sets.

Posters You will receive posters in a special poster box. Keep this

box near the cash desk so that they don’t get damaged.

Layout The opened cabinets should be arranged in a semi-‐circle so as to define the Book Fair

area. In the centre of this defined area place 4-‐5 largish Library tables and cover with

table cloths (the Librarians should have table cloths from previous years). There are some

photos included at the end of this document.

Take one of each poster out of the poster box and pin them up on the pinboard above the

computers. Use thumb-‐tacks so that you don’t have to actually pierce the posters when

hanging them (these display posters can be kept by the School at no cost). On the

Scholastic website you should find some “poster numbers” that can be printed and blue-‐

tacked to each poster so that the children can identify which poster they want to buy.

Teacher wishlists are an important part of the Book Fair. Collect the Teacher Wishlists and

lay them out on a clearly marked table (with some pens available) so that Parents can fill

out donations. Make it very clear that the donation books need to be paid for at the time

the Parent fills out the wishlist!

Situate a desk near the door of the Library to be used as the sales desk. Near this desk is

where you should locate the variety trays and tubs containing the non-‐book materials

such as the fluffy pens and erasers etc.

It is a good idea to run a couple of competitions to keep the kids interested for the entire

week. In 2010, we ran a “guess the noodles in the jar” competition for the older kids and

a colouring competition for the younger kids (materials can be found on the Scholastic

website). Prizes can come from the posters or donated by the Librarians.


Book Fair (cont.)

Author Greg Lynch

22

Sales There is much to consider carefully regarding the sales process. Peak Days and Times The peak days for sales are the first two days (55% of the

total sales), mainly driven by the children having filled

out their leaflet wishlists. Make sure you have a number

of volunteers scheduled for the morning and afternoons

of these days.

Payment Types You can take payment by cash, cheque or credit card. In

2010, two-‐thirds of payment was via cash with the

remainder by credit card (virtually no cheques).

Orders You can take orders for books that have sold out. It is

essential that these orders are recorded very carefully so

that you know exactly who has ordered what (note the

child name and class as well as a parent name and phone

number). ALWAYS get payment at the time of the order

because it is a nightmare trying to get the money later!

If you re-‐stock part way through the Book Fair don’t use

these re-‐stocked items to fill orders…put the books out

on the shelves and sell them again! The ordered books

will be delivered in the week after the Book Fair closes.

Sales Records Try to keep abreast of how much cash, cheque and credit

card takings you have, preferably on a nightly basis. If

you have accumulated too much cash you may want to

ask the P&C Treasurer to put some of it in the safe rather

than carry it around.

Takings Keep the takings secure each night by either taking them

home or putting them in the safe (be careful to ensure

you can get it early each morning).

You will need to organise a cash float to start the Book

Fair, probably about $200 (ask the P&C Treasurer to

coordinate this). Remember to subtract this amount

from the final totals.

Make sure you keep all credit card slips and cheques well

organised.

Credit Cards If you ask early enough you may be able to get an

electronic credit card machine from Scholastic. This

makes life much easier and will ensure that all credit

takings are allocated to Scholastic direct. An alternative

may be to use the credit card machine that is normally

used for the School Uniform Shop. In 2010, we used an

old-‐style, manual “click-‐clack” credit machine and then

kept the slips for later sending to Scholastic (this

machine was provided by Scholastic so it had their

vendor details on the plate).


Book Fair (cont.)

Author Greg Lynch

23

Sales (cont.) P&C Cash Summary and

Banking

The P&C Treasurer will want good records kept for the

Book Fair takings. Keep a written record of how much cash,

cheque and credit takings should be present. Also take

care to record how many books (and the dollar values) are

taken by the Librarians as part of the commission. All of

this will also need to be recorded on the Scholastic cash

summary. The P&C Treasurer will take responsibility for

banking the takings and sending Scholastic a cheque for the

sales proceeds (minus the commission).

Scholastic Cash Summary At the end of the Book Fair you will go online to the

Scholastic website to enter details of the takings. You will

need to know the totals for each payment type (cash,

cheque and credit) and the total value of books taken by

the Librarians as part of the commission. This process will

result in a printable Cash Summary form that can be sent to

Scholastic along with the cash/credit slips and also given to

the P&C Treasurer to indicate how much money should be

sent to Scholastic.

Teacher Previews

Teacher wish lists are an important part of the Book Fair. They are distributed to each

Teacher for them to identify which books they would like donated to their class or to the

Library. You will find printable Teacher wish lists on the Scholastic website…print them

and get them put into the Teacher pigeonholes (ask one of the Deputy Principal’s for

assistance in doing this). Send all the Teachers an email telling them what you have done

and encouraging them to bring the classes for a class preview (and to fill out their wish

list). Most of the Teachers will bring their classes through the Book Fair on the first or second

day, for the class previews. That being the case there may not be a need for a separate

teacher preview of the Book Fair. Class Previews

The class previews are essential to a successful Book Fair. This is when each Teacher will

bring their class through for an early look at the books and other materials for sale. Each

of the children should have their Scholastic leaflet with them (described earlier in the

Marketing section), which they will use to write down the books they would like to have.

They do not actually purchase books at this time, they instead take the leaflet home and

ask permission to purchase in the next few days. In 2010, it was clear that it was this

process that drove most of the sales. You will need to schedule the class previews carefully. It will take all of Monday and much

of Tuesday to get all of the classes through the Book Fair (assuming 20—30 minutes for

each class). Prepare a schedule and then email the Teachers to tell them when they are

expected. Assume that some Teachers will not be able to make their allocated time and

may just turn up whenever!


Book Fair (cont.)

Author Greg Lynch

24

How it all works on the day(s)

A typical day at the Book Fair will involve a fairly busy morning, from 8:30am to 9:15am,

during which the main patrons will be the children themselves…at these times you will sell

quite a lot of the non-‐book materials such as fluffy pens and erasers. You will get some

parents wanting to buy from their children’s wish list. The afternoons should be busier, from 3pm to 4pm, particularly on the first 2 days. At

these times you will get a lot of parents buying from their children’s wish list. At times in

2010, people were crammed in like sardines it was so busy! It is a good idea to have 2 people on the cash desk (one taking cash and one doing credit

cards (form two lines if it helps)). Then have a couple of people out at the cabinets

helping the kids and parents find what they are looking for and tidying up the cabinets and

tables). Keep an eye on the Teacher Wish lists, particularly to make sure that the donations are

paid for at the time. Also help people who are wanting to purchase a poster. The variety trays and tubs will be over-‐run with kids so it is a good idea to have someone

dedicated to helping out there. This person could maybe also keep track of orders. Keep close contact with the local Scholastic rep during the Book Fair. If you are running

low on certain items (this will definitely be the case with the non-‐book items) then ring to

see if you can go out to pick up some more goods. The kids will love you if you can re-‐

stock the variety trays and tubs. You may also be able to re-‐stock some of the more

popular books (and sell them over again!). On the Saturday of the Farmers Market set up the cabinets and a cash desk under the

verandah outside the Library. In this way you will attract many of the people who come

into the Farmers Market from the Bagot Rd entrance. When the Book Fair has finished there are still some tasks to undertake, including:

• Re-‐packing the cabinets and boxes, ready for pickup by the Scholastic truck. • Tidying and re-‐organising the Library for the following week. • Sitting down with the Librarians to select which books they wish to take as part

of the commission.

• Entering all of the orders onto the Order Sheet in preparation for sending to Scholastic (and subsequently making sure that when these ordered books are

delivered that they are distributed to the children).

• Going online to the Scholastic website to complete the Cash Summary form. • Getting all of the cash takings to the P&C Treasurer so that they can be banked

(and ensuring that the Treasurer knows how much should be sent to Scholastic).

• Sending the Cash Summary form to Scholastic with the cheque and credit slips. • Sending thankyous to all of the volunteers and to the Librarians. • Organising for a notice to be put in the School newsletter to highlight the

successful Book Fair.

GOOD LUCK!


Book Fair (cont.)

Author Greg Lynch

25

Time Held in August, Term 3 Venue Subiaco Church of Christ has a reciprocal use agreement with the school so it is usually

free to book providing the venue has not been booked already for that date. Note that it

doesn’t HAVE to be in the church!

Cost Between $25 – $50 per head Inclusions May include Champagne beverage/ canapés etc depending on event Theme Some suggestions for the night could be: Quiz night Dinner dance Cocktail night Auction in art gallery Fashion show Comedy night Caberet Progressive dinner Family picnic Entertainment Options may be the DJ from the disco, the ‘Dad’s Band’ of Subiaco parents – contact

Jeremy Rice or Roger Fletcher for more details

Catering Local catering works well. Remember to factor it into the price if it hasn’t been donated.

Drinks are usually sourced as a donation. Note you will need to get a permit from state

government to serve alcohol (apply for liquor license).

Parent Help

Allow for Set up and clean up at end of night. Church will have to be returned to original

condition ready for services to begin the next morning.


Big Night Out

26

Time Week 6/7 of term 3 -‐ September, Recess Need to liaise with Principal what time kids come out for recess as it depends on carnival programme Venue Undercover area near school pool

Cost Between 50c -‐ $1 per item. Remember that most kids will only have a gold coin. Catering Parents donate plates of biscuits, slices, cakes, ice blocks etc for children at recess. Bakers Delight sometimes donates scones. Pizzas are also sometimes made using the school’s pizza ovens. Icy poles (funny faces) are very popular but need to be bought weeks in advance to make sure they freeze and put in eskies on ice Set up Plastic tables and boxes of plastic cups are kept in art room (or kitchen sometimes). Pizza Ovens are kept in kitchen. Derek is more than happy to help get tables out and put up either in under croft area or behind L4, the pizza table should be another “section” away from the cakes & coffee as this is usually a large queue waiting for pizza’s to cook Urn needs to be ordered from Brew Ha (they give this to us for free I believe, but needs to be ordered in advance) Ring up Events Coordinator or P&C treasurer for float. Parent Help

Liaise with Andrew Longhurst for parent help Last year we had 10-‐12 parents helping out from early set up 7:30am to handing out ribbons. The day is broken up into 2 halves with the juniors 1-‐3 using the kindy half of the oval to have tabloid games where a parent from each class would help out by taking the class from station to station. The seniors 4-‐7 used the other half of the oval where less parents are needed for their team games.


Athletics Carnival

Same setup as for Swimming Carnivals

27

Chapathon

Cake stall for year 7 fundraising

Chaplain Committee Organiser (CCO)

Bernadette De Keersmaeker 0423 60 68 69

Chaplain

Trent Williams

28

Time/Date A date set in liaison with the school during Term 4 (CCO to liaise with Deb Hands and the Trent Williams, the chaplain).

Venue Subiaco Theatre Gardens after the lapathon

Cost As for carnivals

Catering As for carnivals

Parent Help Liaise with school and chaplain Chapathon Committee Organisation • Book the Theatre Gardens with the City of Subiaco + pay refundable bond and

non-‐refundable booking fee. • Organise music and entertainment for the day of the Chapathon. • Send out Chapathon forms to parents. • The school will run the event on the day. • Collect, count and bank money + liaise with Youthcare. • Obtain refund for the bond (the council are pretty good at doing this without

being prompted).


Time/Date

Date booked for Saturday 3rd December, film starting at 7.30pm. As it is advertised as a fun family night, bouncy castles were organised last year from Airborn Amusements.

Venue

School Oval

Cost to Parents Keep the entry fee reasonable i.e. $5 -‐ $10 for everybody. Aim to get the cost of hiring the cinema/movie donated by sponsors.

Catering BYO picnic dinner. Make this clear on the ticket.

The view of a few people (who have organised the event in the past) was that people should just BYO picnic rather than doing food which will make it easier for organising. It has been found that unless you got all the sausages/buns donated it is not worth doing a sausage sizzle. The same applies to selling wine/ beer. There have not been a lot of people who bought wine/beer as they usually bring their own from home. It is also a lot of work to get the liquor license.

Things worked sold well in the past I believe are-‐ glow sticks, small family Cadbury blocks, lolly bags, pop corn fairy floss

Pre Movie Entertainment Pre-‐movie entertainment that has been popular are clam shells filled with magnetic fish (fishing game), brown paper bags filled with goodies and sold for $2 a bag (surprise bag). I think they also sold/put tattoos on kids as well.

Bouncy castles are a great idea, and good old fashion fetes items like ten pin bowling with coconuts, coits etc– anything that’s pretty simple and doesn’t need too much organising.

Raffle We didn’t sell raffle tickets before the night and we kept the prize value below $1,000. One of the reasons for this (apart from we were told it was to be a fun night not a money spinner) was that otherwise you have to register your raffle and get a permit (www.rgl.wa.gov.au). The raffle for the 2009 movie night ended up being audited.

In the end, the raffles were a big pain and we weren’t keen on doing it but we were given items to raffle. I definitely would only target those businesses who gave us cash as sponsors and try and bypass both the raffle and jellybean count.

Emergency Procedures See Appendix 1


Movie Night

Authors

Sarah Bardsley, Terri Reid, Sue Stepatschuk

Mobile Cinema

Rural Cinemas (Chris Kay 08 9727 1950)

booked for Saturday 3rd December

29

Electrical Signoff Last year Hiddlestone Electrical did the signoff and we offered them 2 tickets FOC. They did ask for more but I advised them we had to limit the FOC tickets as it was a fundraising event. They met me at the school at 3pm and checked the electrical sockets, queried generators, inspected switchboard and electrical cords that the volunteers had taped down. They then did an official signoff for the council on paperwork that we had sourced from the council.

Power was supplied from the basketball court and above the paved area near the Morton bay fig trees in the centre, where the coffee stall is usually at the markets, the remaining of the power was sourced from generators supplied by the contractors for their gear.

They were happy to do it and probably will in the future their only concern was that the previous year they were not given enough time to do a proper inspection hence we met them earlier last year

Need to check lighting on the night for people to leave

Council Approval

Paperwork is available from the Subiaco council.

PR Information Save the date flyer went in the school newsletter first (as we hadn’t worked out what we were doing yet)

We put posters around the school and key business areas around Subi Sponsorship proposal went out to key businesses in Subi Once sponsors agreed we sent them a ‘thank you letter’ to let them know what

they were getting and a bit about the night. For larger sponsors we issued them

with some free tickets

Printed the ‘movie invite for school bags’ which we took to each class room and asked the teachers to hand out

Tickets were a ¼ A4 size of the poster and included the ticket number at the bottom

After the event we hand delivered a Thank you letter to each sponsor (Dentist-‐final is one of the versions) + a Certificate of Appreciation and a copy of an

article that we arranged to be in the Subi Post (We also arranged an advert in

the Subi Post but in hindsight we wouldn’t choose to do this again. It was costly,

the quality of the ad design wasn’t great and it was a sell-‐out without it.)

A letter drop to inform the neighbours about the movie night

Example Letter drop

Dear Neighbour, Subiaco Primary School will be hosting an end-‐of-‐year Community Movie Night on the school oval between 5:00pm and 9pm this Saturday 13th November 2010. We do not anticipate there will be a problem with noise. However, if you do experience excessive noise, please contact us immediately on 0408 436 339 so we can fix it. SPS Parents & Citizens Association Our Best – For our Children’s’ Best

Movie Night (cont.)

30

Movie Night (cont.)


33

EMERGENCY RESPONSE PERSONNEL (2010)

Chief Warden Michael Webb 0408 436 339 Assembly – Barking Ghecko

Committee Member Sue Stepatschuk 0418 943 472 Assembly-‐ Barking Ghecko

Committee Member Terri Reed 0433997710 Assembly – Barking Ghecko

Committee Member Kristin Carter 0424246494 Assembly – Clock Tower

Committee Member Leanne Bodley 0439518199 Assembly – Clock Tower

Committee Member Trish Pearce 0412 198 415 Assembly – Clock Tower

First Aid Officer Dr Kim Goddard 0413299197

First Aid Officer �

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