Christmas Fair Planning Meeting Minutes

Friends of Dalmain

Christmas Fair Planning Meeting Minutes Monday 17th December 2016 at 8pm, Railway Telegraph

Present: Hannah Martin, Vanessa Clover-Nichols, Jane Hogarth, Marlijn Wijkhuizen, Jonathan Baggs, Haley Green, Philippa Tucker, Catriona Scott, Solveig Lightly, Caragh Stewart, Marianne Green, Alex Thistleton, Vanessa Land, Laura Roden

Apologies: Claire Hughes, Natacha Bisarre, Creative Committee; Jackie, Abbie

Hannah opened the meeting by confirming the theme of the Christmas Fair – Roald Dahl. Date of fair: Friday 2nd December, from 4.30 – 7pm. Price of tickets: £2 per adult, children free. No price increase.

Hannah explained to the need to have a big experience/ finale at the end of the fair. Some ideas were discussed;

- BFG on stilts? - Giant peach?

It was agreed that it would not be on the scale of Narnia from a previous year, as only a limited number of people were able to experience it and it created a queuing backlog.

Catriona suggested that the whole fair could be themed with rooms/ stalls having a different theme taken from one of Dahl’s books. Could stall holders dress up perhaps?

It was noted that set up time is tight: 3.15 – 4.30pm. Some areas of the playground are accessible during the day, however the classrooms are not available until 3.15pm.

STALL ALLOCATION

Year Class Name Teacher Rep Rep Stall Nursery Handel Miss Reid

Reception 1 Moreau 1 Miss Savage Liz Kent Marianne Food staffing Green

Reception 2 Moreau 2 Miss Spires Jonathan Zoe Peveller Tombola Baggs

Year 1 Chaurasia Mrs Jones Catriona Scott Marlijn Bar Wijkhuizen Year 1 Henry Miss Scanlan Natacha Laura Roden Hot dogs Bisarre Year 2 Makeba Ms Sousa Help with grotto

Year 2 Husband Mr Spalding Alex Rachael de Grotto Thistleton Peyer

1 Year 3 Siffre Miss Bissell Alexis Kirsten Welsh Jolly jars Marshall

Year 3 Aimard Miss Sharp Haley Green Craft

Year 4 Oh Mr Roberts Claire Willis

Year 4 Nelsons Chris Shone/ Solveig Lightly Jo Povey Chamber of Sarah Joyce secrets

Year 5 Jamah Mr Walker Philippa Cake, teas and Tucker sweets

Year 5 Porter Miss Biggs Rosie (to help Toys and chivvy reps) books

Year 6 Khachatryan Mr Phillips

Year 6 Rodrigo Mr Gwinnett

Possible external stalls – at a charge of £15. Check price points to see if feasible. Will Christmas trees be sold again?

Jane mentioned that Deco, school printers, have donated £50 for the Chamber of Secrets, and another £200 for a Roald Dahl experience. Action: mention this in the programme

Made for Dalmain Caragh asked for donations for the Made for Dalmain stall. Anything homemade such as jams, chutney, hair bands, bracelets. No nuts unless well sealed and labelled. Action: a flyer will be sent out. Could class reps encourage class to make and donate.

Tea & Cakes Philippa volunteered to run the Tea & Cakes stall and would combine sweets with this. Possible chocolate fountain?

Food Moreau 1 to coordinate food staffing. Hannah recommended that the food stall will need 3 people per half hour, 2 to serve, 1 to clear up and take money. Ruth Jenkins (Governor) has kindly offered to help. Ideas for food were discussed. Could Chartwells supply pizzas again? Chilli (veg and meat) again? Caragh suggested big curries could work, with naan rather than rice. Could Alexa, who provided food last time, be willing to help again. Action: Laura to ask Alexa if she would be happy to cater some of the food.

Bar Check the gas canisters for the stove beforehand!

2 Santa Grotto Catriona has made an excellent knowledge capsule which explains everything regarding the set up and running of the grotto. Alex and Marianne kindly offered to run the grotto across their two classes. Action: Books for presents to be ordered from the Book People – who to order? Santa outfit to be borrowed from Lou. Vanessa to ask Ray to be Santa again.

Other points of discussion

Alex wondered if we could incorporate golden tickets into chocolate bars, or dot them around the fair. What would the prize be? Action: determine whether golden tickets could be incorporated into the fair.

Marlijn wondered if there would be face painting. Action: look into whether the same lady as previous could do it for free.

RAFFLE

Jane talked about the raffle and progress so far. Great news that Sebastian Roche is sponsoring the fair again with sum of £700, out of which the cost of first prize in the raffle is taken. There will be 30 boards available to go up again in front gardens. It was agreed that an ipad is the best 1st prize. Action: email to be sent out asking for volunteers to have a board outside their house.

Prizes so far: 1st – ipad, 2nd £100 cash from Blythe Hill Tavern.

3rd prize – could we get theatre tickets (Matilda/ Charlie & the Chocolate Factory) from a source anyone may have? Alternatively, they could be bought out of the FOD budget, although ideal if this could be prevented. Theatre vouchers also an option. Action: does anyone have any theatre contacts to get access to free/ reduced price tickets?

Other prizes Set of Roald Dahl books. Action: Jane to order from the Book People

Prizes already donated Mama Dough – pizza voucher Reflexology – in Brockley Perry Vale – meal for two Dovetail Joint – chopping board Vicky Brown (Fitness for Mummies) – fitness voucher Haircut – hairdressers near Dalmain

Usually donate, but not yet approached Stag & Bow – voucher Sugar Mountain – sweets St Davids – coffee & cake Canvas & Cream – tea

3 Ideas of businesses to approach for raffle or sponsorship No41 coffee shop – Hannah volunteered to approach Gently Elephant – Vanessa L to approach Archie Parker – Jonathan to approach Hopscotch – Hannah to approach Brockley Brewery – Paul to approach Chandos/ Railway Telegraph/ Grounds & Grains – Marlijn offered to approach. Marlijn talked to owner of Telegraph and handed over letter before leaving the pub.

Letters to businesses from Mrs Booth regarding sponsorship or donating raffle prizes are available from Jane.

IMPORTANT – the top 4 prizes must be decided by next week as Jane will have to print raffle tickets during the half term week.

Jane Hogarth will coordinate raffle prizes. Please get in touch with her with any updates of possible prizes as soon as possible via [email protected]

Jane added that it would be wise not to have too many smaller prizes for the raffle as the prize giving would take too long.

CONCLUSION

Stalls have been allocated. Need to start gathering volunteers to run them on the day. Spread the word to see if anyone will volunteer to be class reps for those classes without.

Another planning meeting to be held after half term.