MEETING / OUR LADY OF LOURDES PTA
DATE / 25/4/2017 / MEETING # / 3
LOCATION / NIGHTINGALE PUB
PRESENT / Jude Kent, Claire Walsh, Sarah Gee, Roz Kara, Rasi, Monica G, Marcie, Andrew Ross, Susie Harnett, Kim Morris, Theressa O’Sullivan, Jonathon Blakesley
APOLOGIES / Robert Russell, Annie Zannetti, David Hart,Lisa Leonce
1 / Welcome, members present and apologies
  • SH welcomed and thanked everyone for attending.

2 / Approval of minutes of the last meeting
  • Previous minutes agreed.

3 / Spending
  • Sound & Lights. SH to arrange access to school for Matt (LL has contact details)
/ SH/LL
4 / SUMMER BALL 10th JUNE
  • Still need prizes (Auction and Raffle). Especially the money can’t buyones.
  • Book bag letters going out Friday 28th. Ticketing start Friday, some tables ‘reserved’ already, but need payment too secure.
  • Jude requested if anyone has contact at club to determine where the 8 piece live band is placed on the Golf Clubs event 24th. AR to ask WM.
  • Request for photo booth (£300-500) for the event. Vote taken. Vote passed. Will request sponsorship of this.
  • Have the summer ball logo. JK/CW to distribute for adding to FB (SH) and PTA webpage (AR).
  • No large printed banners are required.
  • JK/CW also would like to investigate online ticketing for next year’s event.
/ AR/WM
AR/SH
5 / CIRCUS 8th July 2017
  • Rides to be either token or wristband. SH to do cost benefit break down on the charges for rides for break even, expected profit.
  • Rides & Inflatables booked. Helter Skelter, teacups and 2 bouncy castles. £1380 inc. VAT. Rides available for 5 hours.
  • Marcie has asked for “Rides” company name so she can get images for the program.
  • Can the Circus do 2 performances? Answer is NO. 1 performance only (AZ 26/4).
PROGRAM
  • Winner of KS1/KS2 artwork has been judged.
  • Vote taken on the pricing of advertising in the program. Previously was £15 ¼ page, £25 ½ page and £40 full page. Vote taken with suggested pricing of £40 ¼ page, ££60 ½ page and £100 full. Vote passed.
    Vote taken on for pricing on rear & middle pages £125 for one middle or £200 for both. And £150 for rear page. Vote passed.
  • Marcie to trial new pricing with ‘premium pages’ to see what uptake is.
  • Programs will not be individually number, there will be a tear off insert inside.
  • Will be distributed to churches as soon as printed. Will also be on sale at school.
  • Still need to have order of events decided for program inclusion.
RAFFLE
  • If any prizes need to be purchased, check with JB as he can obtain discounted electronics etc.
TICKETS
  • Tickets for the Circus will go on sale 1st June after half term. The event as a whole (stalls and rides etc.) is FREE ENTRY, the tickets are for the CIRCUS.
STALLS
  • Roz reports still no response from tumblers and flyers.
  • Tombola (bottle) will be going ahead.
  • Each stall to be responsible for own logistics of getting equipment to / from venue.
  • Request to see if we can get Gazebos down to the venue to night before. AR to query Eton Manor if this is possible.
  • Decision taken that hampers won’t be run. Keep for Xmas.
  • Sweet tombola, PTA will source and provide sweets bag (no glass) for decoration by children. This can then be filled with sweets.
  • PTA to request via class Reps ideas for other stalls. Suzi to contact.
  • Face painting will be themed and kept simple (clown noses etc.)
  • Cupcake competition, need to decide cut off for judging. Cup cakes to be brought to Fayre on the day.
  • AZ to check with trapeze firm from circus if they can offer stall or activity.
FIRST AID
  • First Aid, need to book St Johns. TOS to investigate.
PAYPAL CONTACTLESS READER
  • JB reported back that PayPal does contactless / chip & pin reader for £49 with charges (for charities) of 1.4% + 20p transaction fee. Pairs to phone to allow PayPal payment via card.
  • VOTE was taken and agreed to purchase one.
STALL ALLOCATION
  • At the next meeting May 18, will allocate stalls to year groups.
/ SH
AZ
AZ
MN
AR
SH
AZ
TOS
JB
6 / DETAILS FROM PREVIOUSLY AGREE MINUTES
PROGRAM
  • The suggested cost of program to be £2, with a print run of 1,000 – 1,500.
TICKETS
  • Big top has capacity of 600 per show.
  • Circus can only do 1 show.
  • Pricing to be flat with adult/child same. £10 early bird, then rise to £12 … then £15 on the door (if still available).
  • Will use online ticketing. Will also use the system to call for volunteers/helpers for the various events at checkout stage.

CAR PARKING
  • Parking will be difficult due to size of car park and numbers expected.
SECURITY
  • As ticketed event will need some ‘unofficial’ security presence
STALLS
  • External stalls to be charged £20 deposit.
  • Ice cream van - suggested £100-150 contribution.
CAKE COMPETITION
  • Will have a cake competition, but due to logistics of getting cakes from school to Eton Manor, entries will need to brought to the Circus on the day
ORDER OF EVENTS
  • Discussion on timing of other events. When circus is on, there is not a lot going on elsewhere. Do we host OLOL events and stalls before or after?
0800-1000 Circus setup
1100-1130 Circus setup completed
1300 Circus gates open
1330 big top opens
1400-1445 PART 1
1445-1515 INTERMISSION
1515-1600 PART 2
2030 Circus Pull down
  • Suggested that due to size of location, event can go on later. Possibly the provision of music.
  • Suggested that the OLOL portion of the Circus opens earlier at 1100 or 1200 for the pre-circus events (stalls and inflatables). But will get suggestions from the vendors who provide.

7 / AOB
  • TOS. Need for better communications in school. Will propose role of communications officer at the upcoming AGM.
  • TOS. Area around the Gazebo in need of attention. Possible working bee to clear up. TOS to source some plants for plant.

NEXT PTA MEETING THURSDAY 18TH MAY 2017