Fall Festival Meeting Minutes
10/6/10 at 6:30 P.M.
Nicole started by telling everyone we are in need of Chair People to head up the different sub-committees for the festival. Such as decorating, food, entertainment and arts/crafts.
She let everyone know our DY has been booked and paid for and we have all the prizes for games.
She let us know she has been sent a list of 40 names of people that want to volunteer and let everyone know we need at least 80 to even have a festival.
She said, with 781 parents we should have more volunteers participating.
Nicole told the volunteers we use Fair Tyme for the games and they bring all games and set up.
Nicole also let everyone know in the past we have had problems with people volunteering for a shift to work and canceling or not even showing up. She expressed to them that if you volunteer for a shift it is your responsibility to have someone cover your shift.
The raffle and gift baskets were discussed and she explained to everyone how much work goes into putting the baskets together and if we even wanted a raffle.
Some parents expressed interest in calling companies for donations of gift certificates and game tickets and even big ticket items for the raffle.
The parents suggested a letter go out asking for gift certificate or company donations instead of basket items.
We talked about having the Girl Scout and Boy Scout troops volunteering to work shifts at the festival.
Possibly having classes, or by grade level and even asking the art teachers to make banners to hang up on the outside school walls for decorations.
The parents suggested having an incentive for volunteers such as 20 free tickets.
We use Jump for Fun for the bouncy houses and Fair Tyme also can provide Bouncy Houses for Krista is going to get prices quotes for us.
Parents also discussed having something for the kids to do at the end of the night when the lines are long for the prize booth such as having the D.J starting a hoola hoop contest.
It was also discussed moving the prize booth to a different location instead of the cafeteria such as closer to the games.
The meeting ended at 8:00 p.m.
The next planning meeting will be Monday, Oct. 18th at 6:30 P.M.
The following chair positions were filled:
Chair- Decorations: Paydra Brown, Karen Lundquist, Paula Cheshire & Heather Ream
Paydra Brown-403-3682 -Decorations
Chair- Entertainment: Krista Pincince, Doris Pouliot, Collen Sladden & Lori Verhunce
Krista Pincince-709-2781 – Entertainment
Doris Pouliot- 724-4098 – Entertainment
Colleen Sladden- 727-771-3124 – Entertainment (Raffle)
Lori Verhunce-702-203-8788 – Entertainment (Raffle)
Chair- Games: Audra Liswith, Bruce McClintock & Pam Skoularakos
Audra Liswith- 733-3738 – Games
Bruce McClintock- 596-4246 - Games
Pam Skoularakos- 698-2449 - Games
Chair- Arts & Crafts: Lisa Taddeo-Astuto & Karen Hill
Lisa Taddeo-Asuto 479-9529 –Arts & Crafts
Karen Hill 319-4532 –Arts & Crafts
Chair- Food: Marie Etheridge
Marie Etheridge-417-1306
Volunteer Coordinator: Marci Edmiston
Marci Edmiston- 595-4134
Marci will be scheduling all our volunteer positions & they will then check in at the vol. check in point at the front gate the night of the festival.
Vendor Insurance Requirements for Festivals
As you all know, many of you hold carnivals or fairs to help raise money. Most of the vendors at these events are not your typical fundraiser vendor, so they do not need to fill out a fundraiser application. However, we do need certain information from them before they come set up on school board property. Per Risk Management’s Safety & Loss Prevention Guide, starting on page 3 under Carnival Guidelines, all schools:
1. Must request a copy of a Certificate of Insurance (COI) from ALL vendors who provide a service, equipment or food, with the following:
a. General liability with a minimum coverage of $1 million and minimum $2 million aggregate (their insurance company will know what this is)
b. Pinellas County Schools MUST be listed as an “Additional Named Insured”
c. The original COI must be sent to Risk Management & Insurance. Photo copies can be “touched up” and should not be accepted
2. Must check to see if all carnival/fair vendors that come on to school board property while students are present have been level-2 screened.
If you have further questions you can contact Schools Police at 547-7279.
Trish Szumowski
Risk Management Technician
Risk Management & Insurance
Pinellas County Schools
PO Box 2942
Largo FL 33779
http://www.pinellas.k12.fl.us/hr/risk/