Organising Committee Meeting Minutes

• Date: 15th June 2010 @ 8.00pm

• Present:

• Apologies: Ali Colvin, Dothe, Stephanie, Cathy G., Andrea, Phil, Corallee,

• General Atmosphere: Casual.

General

• None.

Marketing and PR

• Louise Merrillees has joined the marketing team, which is great, there are now three of us...
• Ali  need confirmed all `special guests' ie Herdsman man, Kings Park person? etc, their names and what they will be doing...
• Bumper stickers - underway
• Banners - underway
• Letterbox flyer - Olwyn has agreed to design, similar to last time. Louise to coordinate distribution.
• Email flyer - Shannon to design, like last time.
• Facebook - Suzanne Worner to set up a page for past students/families, to add to our database, and advertise the fete.
• Plus various other options being checked out.
• Stall co-ordinators to send Ali any updates/requests from parents etc. At this stage she will publish newsletters when she have enough information.
   

Class Stalls

• meeting with all stall holders was held with expectations set
• Karen to prepare spreadsheet to gather stall information
• Coordinators working well with their groups
• Fiona has offered to run jewellery workshops to help in the preparation of things to sell
• Team to look at a regular day per month or similar on which we can have a bizy bee for plantings/cooking/jewellery making, etc.
• We will have a White Elephant
• All requests for funding have been received and approved and stall holders will be advised to keep receipts for presentation to their convenor for reimbursement by Colin.
• Logistics have requested that all relevant demands are to be logged prior to the mid third term.
•  

Entertainment

• Placement of tables and chairs for hot food service and cafe to surround the undercover area to create a cabaret style
• Focus on bringing ex-students who are in bands
• Orchestra will go first at around 10.15 and then the choir
• There is interest in using the balcony on the new music room, if it is completed, and if permissable, to locate musical acts
• We are trying to get two sound stages going: Murray to confirm
• We are going to see if we can get a number of wandering minstrels, jugglers, etc.

Sustainablity

• Corallee has noted the following:
  • 
    Daan doing a planting activity for eg. 11-11.30 in secret garden??
  • Julie organising a/some Worm Farm education session/s for eg. at 10-10.30?????where?
  • We hope to have displays by Waste & Water Wise Groups...
  • Want to include activity by the children which would involve them making something out of recycled materials or maybe an invention of sorts ie.solar wind powered project? etc...to go on display along with their designs from respective classes from the Environment Day...?where this could be stationed???
  • Also plan to get children to design/draw the signage for the recycling bins for the approp recyclables
  •  

Food and Beverage

• No reps present
• Coffee is shaping up as a problem in terms of lack of solid supply.

Rides

• First-aider needs to be on site for the rock-climbing
• Still pursing the bucking-bronco
• Climbing wall is confirmed
• Horses for pony rides are still to be confirmed
• Alpaca could be on the list
• Need to plan the layout on the oval - Logistics

Logisitics

• Currently Working On: Locations, space, power, water, special needs.
• Have sent out emails today. Requested all replies by 30 June but will chase before then. Have already had one reply.
• Issues (if any): None so far...
• Help Required: No, Everything's going swimmingly~
• Comments: All going swimmingly for now. Doubtless will change when we find that more space, power and water is required than we can provide.
• Andy Fallon has offered electric support
• Power supply is shaping up as a challenge, specially on the oval

Raffle and Auction

• Fiona to organise these two.
• Review situation and get back to us.

Next Meeting

• Karen to organise but will be around the last week of term

Meeting closed around 9:45 pm