St. Francis PFN
2016 Country Fair Review
Thursday 3rd November 2016
2016 Country Fair Review conducted during November PFN Meeting
Present:- Jennyne Wilkinson, Natalie Pierce, Amanda McHale, Paula May, Jo Dunlop, Jo Shorrock, Gina Lahm, Zoe McGregor, Jo McConnell, Kerrie Kerr, Jane Tinkler, Kerrie Kerr, Sue Stanic, Kylie Myers, Brett Myers
Apologies: -Lanice May, Sonni La Motte- Schubert, Anne Tremethick, Laurel Holden
Introduction:-
· Review facilitated by Brett Myers
· Modified After Action Review template created to assist group.
· Review is an opportunity for everyone to put forward their views in any order, things we did well and how we can continue to do so, things we didn’t do so well and how we can make improvements.
· Review is about WHAT. It is not about WHO. We are ‘critical friends’.
Original Goals of Fair Committee:-
· Keep in mind original goals were set in May 2015.
· Amanda McHale guided the initial planning meeting and the following goals were set:-
o To provide a St Francis Community Event
o To cover costs without focussing on profits
o To start small with an ‘in house’ event with the plan to launch as a community event the next year
Review Process:-
· Will look at Before, During and After
The Planning
· Planning perspective – energy was amazing – Dale
· Without energy and commitment the event would have fallen over, was critical for success.
· If we run the fair every year how will the energy/momentum continue?
· Could see that PFN Volunteers were running on adrenalin. On Thursday PFN volunteers were feeling flat out but by Friday evening they were thinking about next year.
Passion/Enthusiasm/Commitment was a huge positive – How do we continue?
· In the next few months we will look at school community and the planning work required to run the event again
· Small core group developed ideas which grew into an army of volunteers. So many people were a part of it.
· Committee was approachable. Process was kept open. Keep the open staff room meetings. On Fridays so many extra people gave the Fair a lift by their involvement.
· Hard to thank everyone – don’t want to miss anyone.
· Class Parent Reps (driven by Kerrie and her volunteer list) worked well.
· Student comment – ‘wished for more parent helpers as students stuck on stalls for a long time’
· Kylie was able to ask ‘What needs to be done?’ because group was approachable.
· 5 week planning doc on google docs included a task break down which helped many people take on/share jobs
· Zoe – was able to utilize parents on the night of the Fair
· CPR – Look at other ways to give people tasks. Now could sit down and look at the planning needs. Now that we know what we know. Will list details of each stall in planning documents.
· A brief at a planning meeting was to make it affordable for families. This was achieved.
· Core group – lots of passion
· Week 2 Staff briefing – question and answer with PFN. In the future staff will know what to expect. Was an unknown event being our inaugural Fair.
· WHY are we doing this? Important question. Was discussed at a recent CEW meeting that Jane and Jennyne attended.
What went well?
· It was themed – The hay, the bunting, it felt like a Country Fair
· Ticket booth – Tickets are a great system. For next time – couldn’t see where the ticket booth was, need signs, could place ticket booth in the middle or at entry point? Which entry point? A little confusion on how tickets worked. Good feedback for the use of tickets.
· Car parking – Planned for only car parking to be on soccer oval. Two weeks before Fair the oval was too wet.
· Lollies/Fairy Floss – Stall stayed open longer
· Twilight was good
· Involvement of St Francis staff was amazing!
· Second Hand Books – Gathering place underutilised. Books – No cost, a bit of work. People asked why they couldn’t use tickets. Could label tins – “Coin or ticket”
· French Quarter/Art Show – Fantastic. Underutilised. If we sold tickets in Gathering Place it would draw people in. Could have a large ‘French Photo’ to advertise the photo booth area. Idea – Year 5/6 students could make petit fours?
· Food – Weigh up the effort involved v’s getting someone in
· BBQ – Two lines would be good. Gathering place kitchen is too squishy to serve everything. Have sauce on table to one side. Great move by Jane to sell drink in a different area. Need to visually see the BBQ. Need more space. BBQ food was good quality. Line was long but quick. Will put more thought into planning. Amazing job by Jo Dunlop and Zoe Hehir to run the busiest stall on the night.
· Petting Zoo – Stamp and re entry was great. Could get pony rides through petting zoo – they don’t need extra volunteers to lead ponies. Needed water. They have containers but need access to water. Animals need to have a break – will consider for next time. Follow up with Renee Brown.
· Ponies – We didn’t advertise that rides finished at 6pm. There were tears and upset kids. Pony rides cost $250 and tickets brought in $238. Very nice to provide a subsidized event for families. The location was beautiful. Pony Rides Lady said rides should have been $5, can’t believe only $2. Families didn’t feel ripped off. Simple was special.
· White Elephant – too far away. Sold $300 and maybe another $400? Might be different if Fair moves more to the oval after courtyard redevelopment.
· Sounds like Fair needs to move up to the Oval. Shed has power. Trailer could be set up near shed.
· Old Time Games – Free. Kids loved it. Exceeded our expectations. Kids wanted it. Could do a parents event and a staff event. Could do a wheel barrow race. Need a better PA system to announce events. Kelly Dickins did an amazing job. Did Kelly get a break? Needed more volunteers.
· Gumboot Throw – some people didn’t know it was on and also missed the presentation. PA system didn’t reach everyone.
· Bonnie/Cow Lotto – Renee did an excellent job drumming up cow lotto square each morning. Bonnie did well to land in one square.
· Kiss the Pig – St Francis students have had a great time saying ‘I’m putting money in the tin’. Every morning Jennyne would put tape over the hole in her tin. Such a big highlight. Amazing chant as everyone walked up to the pig. Such a disgusting pig! Not everyone could see. Experience worth a million dollars. Creates folk lore and a narrative for the school. Jennyne – it was a nervous wait to kiss the pig. Shane – amazing kiss! For the future we would need to choose something different – Dunk a teacher? Hug a Bull?
· CWL – Beautiful cakes which sold old. Feedback that they were expensive for what you got. Other people happy – two trays for $9. In the future will include line about ‘consider making a donation of takings to St Francis’
· Tea and Coffee – Would have been nice to have a piece of cake or slice with tea and coffee
· Produce – Amazing! Needed more staff especially as taking cash. Great value.
· Lucky Dip – Finished at 6pm ish. Will have more lucky dips next time.
· Stick lotto – Finished at 4:45pm – Will double it next time. Will improve set up communication.
· Fair games - Could have everyone a winner –need to work out profit margin and prizes. Will look at more ‘prize’ activities eg Balloon popping
· Badges - Cost of badge making machine was $165 and tickets - $210. Badges were unique, lovely, easy stall to run. Next time can encourage kids to bring in a card or photo to make their own. Kids loved it. Definitely do again. Will advertise beforehand about badge making possibilities.
· Helium Balloons - $1 to fill. With good quality balloons plus helium cost is nearly $2 each. This year some balloons donated by Jane which enable PFN to drop cost to $1. Balloons are a parent thing to do at the end of the night. Creates a positive atmosphere. Will continue. RBR can do 200 balloons for $200 and will deliver.
· Fairy Floss – Absolutely amazing. Renee did a brilliant job! Renee was there the whole time so didn’t get to see the Fair. Need a shady spot. Couldn’t make it quick enough. Tried to bag it. Tricky in the heat of the day. A lot of gluten free lollies melted and went sticky. Will sell extra bags at bonfire. Sold 200 Fairy Floss at $2 each = $400. Only used half the sugar.
· Craft – Need to advertise that it’s a free activity. Was great. Shade was a positive. Sharon didn’t get to leave the craft activity.
· Tables 19 and Gazebos 9 – From St Mon’s and St A’s . Were great. Will send thank you letters.
· Face painting – Could have been five people. Kids were great. Little motifs were perfect. They ran out of face paint. Need to purchase more face paint – went for the good stuff.
· Guessing games – Would have been good to be able to see the pig – photo? Or closer?
· Cashier – more sunscreen to be available. So blessed with the weather!
· Prize tent – Awesome. Only half a box left. Stall got a bit mixed up with pig and cow prizes. Could survey kids about the prizes. Average cost was $1/prize. At end of the night some people were buying prizes with their tickets. Could think about – good prizes need 5 tokens (need to collect them) and smaller prizes – 1 or 2 tokens.
· Nerf Gun Alley – hard to run. Kids did it which was nice to see. Rhonda was there at the start. Idea was to give ownership to the students. Hard work for the students, needed more help from parents. Next time parents will know what they are volunteering for.
· Stage – Music was awesome. Visually it looked beautiful with black back ground and school banner. Hot in the sun, Matt was sweating under umbrella.
· Stage set up - Crowd looking into the sun or people looking into the sun? Could we use the new auditorium area of the new courtyard? Or have the trailer/stage near the shed. Lots of people were just sitting. Tone was perfect. Matt will be launching his CD in four weeks.
· MC – Brett was amazing and looked great. Announcements flowed and he engaged with everyone.
· Costumes – Brett, Jennyne and Nat all looked fabulous – added to the Country Fair atmosphere
· Cathy McGowan – Sonni passed on message that Cathy was grateful for invite. Cathy mentioned on facebook that she was planning to be there. She also called Father Dennis to pass on how impressed she was.
· CFA – Amazing. Little truck was great.
· St John – Promo stall. Great with Johnny walking around
· Pack up – was amazing and finished by 8pm
· Cash - Jennyne didn’t mind being pulled away to deposit cash in office.
· Advertising – Committee were nervous before Fair – ‘What if no one comes?’ Advertised at Children’s Liturgy, Parish Mail out, Baranduda Community Group on facebook, informed 2017 Foundation families, Baranduda Preschool.
· Estimated profit $4236
· BBQ - Only one tray of rissoles left
· A lot of effort for only three hours
· Bonnie was loaded into the trailer at 8:45pm
· Cashier tent – needs to go all night
· BBQ went till 7pm
· Teachers choose which stall they would assist with
· BBQ needs to be a PFN stall. Will look at stall and volunteer allocation. Zoe Hehir sent an email to parents saying ‘Fill in this roster or tell me why you are not coming.’
· Has been a culture of parents not involved. Need cultural shift of family involvement in school activities to continue. Words are the end of the minutes are true – PFN is an open group – needed to prove and continue to prove that it is an open group. Morning teas are helping.
· Everyone voice is OK. Everyone carries their weight. Everyone offers help – need to work out how to take help when it’s offered.
· THANK YOU to EVERYONE!
· Jennyne – This group has an amazing skill set. Amanda’s ideas and passion to achieve them. Jo D – I’ll do anything attitude. Jo S – This is what happens – keeps on task. Zoe – wanting the best community ever. Jo M – eye for detail and for guiding us. Kerry brings her beautiful soul. Jane – her leadership and humility. Sue – you’re here and would only come back if we were good enough. Renee – have been a blessing and amazing work ethic. Kylie brings creativity and wisdom. Dale can focus on the objective to get right down to it.
· Proceeds from the Country Fair – Want to do something that can be seen. Pick Up Lane Redevelopment – Nick Messi from Catholic College will build it. Create a plaque on the project Re: PFN Country Fair support of project
· Summary – positive feedback.
· Could create a photo book from Officeworks or Snapfish to be displayed at Office or Gathering Place
· Letters of Thanks – Template to go to Dale. Jane is building a list of people to thank. Will pass onto Dale