PTO Fall Festival Subcommittee

PTO Fall Festival Subcommittee

• A deadline for Volunteers and basket donations was set for the Friday following Fall Break (10/14) Teachers believe this is plenty of time to finalize volunteer sheets and organize basket donations. Attempting to avoid last minute rush!
• So far, turnout for Teacher Station Volunteers has been high. Many teachers have filled their station for the full 3 hours. *Teacher expressed support for making this annual tradition, and incorporating sign-up sheets for Back-to-School-Bash
• Teachers discussed 1 basket per grade focused more on “bargain” themes to drive up fundraising dollars. A mix of raffle and silent auction was discussed.
• Teachers discussed prepping Friday night before event (popcorn, cotton candy, etc.) Arrival time between 5-7pm night before, AT LEAST 15-30 minutes prior to 4pm on the day.
• Teachers love to give out Cake Walk passes (no more than 5 per teacher) and kids prize them.
• Teachers did not mind being asked to staff volunteers for one station, and to still coordinate basket efforts. Teachers were asked to submit a form once each class has chosen a basket theme so it can be placed on Facebook, and under our “Fall Festival Tab” on the franklin county PTO page.

• Families were briefed the details of the Teacher meeting. Teacher meeting was necessary because many teachers have obligations away from school before 5:30 and are often incapable of being back in time. I wanted to get their honest feedback about Fall Festival from their perspective. Teacher buy-in is vital to the success of the event.
• A price of $6 dollars was decided upon to reflect the increase in attractions and upgrade to games and prizes. An additional price increase was discussed but was delayed pending turnout and feedback from the upcoming Fall Festival. Let them see the value they are getting for their money before we raise prices…
• We decided against pre-selling bracelets due to the confusion and potential for errors inherent in that system. Also, Bracelet pre-sales do require an additional commitment from the teachers and PTO is leery of overburdening.
• Almost every game will have a fresh new look, and many will be completely overhauled. There will also be additional games available for the first time.
• Ring Toss game is the Fall Festival’s only “Pay to Play Game.” To avoid confusion, it was suggested to move Ring Toss to 5th Grade Hallway entrance which would bookend it with the Cake Walk (another pay-to-play attraction.)
• PTO family member suggested Cub Scout Sponsored S’mores table at Fall Festival.
• A Fall Festival Passport will be given to each child attendee to make sure that one prize per game is given out. It also has a spot to mark off the one free popcorn and cotton candy offer as well. This should cut down on volunteers accidentally doubling-up on prize giveaway. Kids can play as often as they like, but only win one prize. *Ring Toss and Cake Walk excluded*
• Volunteers helping Friday night should arrive around 5:30 to help with games and decoration. First shift volunteers (4-4:30) should plan to arrive between 15-30 minutes prior to doors opening.
• Everyone is free to solicit donations for Fall Festival Auction and general use. If the donation is big, please coordinate with Shane Bennett or Holly Hendricks to obtain the 501(c)(3) letter. Also, coordinate any donation solicitation with Beth Lodmell (), Jayme Boswell (), and Grace Edwards (). This will help us avoid asking over and over for donations to the same place.
• Interested volunteers should contact your loved one’s teacher to make sure his or her station is full first, then message PTO on Facebook and we’ll find you a spot!
• Merchandise reorder was discussed and will be formally presented to full PTO meeting on 9/13

• Flats of water to give volunteers on the night
• Big ticket Silent Auction items (sports tickets, spa giftcards, handcrafted items, electronics, etc.)
• Plates, cups, cutlery, and napkins for food station
• Colored hairspray for Monster Makeover Station (48 cases used last year)
• Cakewalk Items (Cake Walk Committee has official chairs: and Suzanne Huff: ; please coordinate donations with them)
• 2 liter bottles of soda for Ring Toss Game

• A brief summary of this meeting will be presented to full PTO at regular scheduled September meeting 9/13
• Remind anyone interested in volunteering that every hour worked will gain entry into a volunteer-exclusive drawing for a Kindle Fire HD. Odds of winning are very good!
• Teachers are eligible for this drawing as well.
• Fall Festival time and date: Saturday October 22 from 4-7pm at the Collins Lane Elementary School
• Admission $6 per child (adults are free to get in, but will pay for extras: cake walk, food, Kona Ice, etc.
• Looking for someone to donate time and help with Pony Rides attraction. Our contact had a conflict. Might just scrap until next year unless we know someone who can step in…
• Thanks to everyone who helps make Fall Festival such a successful fundraiser for the school! We couldn’t do it without you!