PAC FUN FAIR MEETING AGENDA

DATE/TIME: Thursday, February 13th, 2025, 7-7:30pm? TBC
LOCATION: Zoom (click on this link to join)
PURPOSE: Fun Fair Initial Planning & Volunteer Needs

AGENDA DETAILS

1. Overview of Fun Fair (Lucy/Parm/Lan) – 5 minutes
   • Goal: Fundraiser with some free/community building activities
   • Date/Time: Friday, May 30th | Time TBD (4 to 7pm in 2023)
   • Invited: Public or only school community (TBD by Mr. Hodges)
   • Key Activities: Games, Entertainment, Food
   • Layout: Rain/Shine layout – TBD
2. Schedule of Work (Lucy/Parm/Lan) – 10 minutes
   • Phase 1 (Complete by Feb 17): Fill all Task Leads
     • Overall Coordinator/School Liaison – Lucy
     • Budget, MAL & License Applications – Cathy
     • Games – Parm & Lan
     • Cake Walk – Open (Coordinate cake donations, collect cakes on day of event, prepare cake walk and support volunteers on date and that we abide by license)
     • Entertainment – Open (Get cost estimates, be the main contact on date for the entertainment – fire truck, parks & rec etc.)
     • 50/50 Raffle – Open (Coordinate 50/50 volunteers on date and that we abide by license)
     • Silent Auction – Isabel/Angela/Anita
     • Raffle Baskets TBC – Open
     • Food Trucks – Karen
     • Concession – Open (Develop concession items list, cost estimate, purchase items, coordinate volunteers on date)
     • Water Station – Anita
     • Waste/Recycling Station – Angela
     • First Aid – Open
     • Promotion – Angela
     • Recruitment of Day of Event Volunteers – Open
   • Phase 2 (Complete by Mar 7): Leads develop work plans
     • Cathy presents an overall budget for the Fun Fair and provides a budget for each task lead
     • Leads develop and review work plans with the planning team. Any questions for school are directed to Lucy
     • Meeting with the Planning Team and Mr. Hodges to get final approval on work plans
   • Phase 3 (Complete by mid-May): Leads implement work plans
3. Planning Team Communication (Lucy) – 5 minutes
   • WhatsApp Chat Group – day to day type communication
   • Monthly meetings (if cannot make meeting, then give Lucy an update)
   • Check-ins from Lucy with team leads as needed
4. Next Steps (Lucy) – 5 minutes
   • Need volunteers for:
     • Task Leads that are unfilled
     • Supporting Task Lead(s) – great for those that want to help but not be responsible for a task
     • Support as needed – we will only reach out if we don’t have anyone else
     • Help only the day of event – we will send a link to sign up for specific event roles (i.e., set up/tear down, concession sales shift)
   • WhatsApp Group – need names/phone numbers to create group
   • Next Planning Team meeting – first week of March to review work plans

Your support is vital in providing diverse lunch options for our students. Please review vendor notes below, thank you!

Unless specified otherwise, vendors will label each student’s order and organize them by Division. Familiarize yourself with the Division locations to guide runners during distribution. Deliveries are expected at the school between 11:45 – Noon. Before distribution, ask the secretary for the list of students whose lunches are being picked up. If possible, pull these orders before distribution. Myst is the only vendor that does not provide extra meals to correct potential errors. Do not offer alternative lunches to correct an error without parental consent.

BOSTON PIZZA (select Thursdays): Collect the cheque from the office and pay the driver. Mark all Division labels with the teacher’s name before distribution. Once lunch is over, collect blue bins (5) with dirty aluminum containers and rinse them out in the custodian room before recycling them (the lids are garbage). Please note that this final step may take you until 1:30PM to complete.

COBS Bread (NEW in Term 2 on select Thursdays): Collect the cheque from the office and pay the driver. Mark all Division labels with the teacher’s name before distribution.

FRESH SLICE (Wednesdays): Collect the cheque from the office and pay the driver. Pizzas will be delivered in large insulated bins labeled by Division. Mark all Division labels with the teacher’s name before distribution. Once distributed, runners are offered one free slice of their choice from the full-sized extra pizzas that come with the delivery. Use paper towels to serve the pizza, which you can request from our custodian if none are available at the office. Please note that pizza is the only hot lunch that is offered to runners. Remind runners to collect the bins after distribution. Stack bins outside the school for pickup by the vendor.

HONG SUSHI (label drop-off): PAC will provide the label sheets for the vendor to mark their dishes and all you have to do is drop them off, along with the cheque, at their 6636 Hastings Street location some time the week before the hot lunch is scheduled.

HONG SUSHI (select Fridays): Collect the cheque from the office and pay the driver. Mark all Division labels with the teacher’s name before distribution. Once lunch is over, collect blue bins (5) with dirty plastic containers + lids and rinse them out in the custodian room before recycling them. Please note that this final step may take you until 1:30PM to complete.

HOT DOG DAYS (select Fridays): Meet at 10am in the gym PAC kitchen to prep and cook the hog dogs, pack the orders, and sort them by Division. Runners must be reminded to meet in the gym for distribution.

MYST (select Tuesdays): Collect the cheque from the office and pay the driver. Mark all Division labels with the teacher’s name before distribution. Once lunch is over, collect blue bins (5) with dirty plastic containers + lids and rinse them out in the custodian room before recycling them. Please note that this final step may take you until 1:30PM to complete.

OLD FRIEND’S KITCHEN (select Tuesdays): Collect the 16 yellow Division bins from the gym kitchen and have them ready at the office at delivery. Food will be labelled and delivered in big insulated bins with Divisions generally sorted. Collect the cheque from the office and pay the driver, then sort Division orders into their corresponding bins for distribution.

OPA! (select Thursdays): This is the only vendor that does not label or sort. Collect the cheque from the office and pay the driver, then transport delivered food to the gym kitchen, where you will add labels and sort orders by Division using the yellow bins that are stored in the kitchen. Runners must be reminded to meet in the gym for distribution.

RICE & NOODLE (DRIVER ONLY – select Tuesdays): Collect cheque from the office and arrive at the 7155 Kingsway Unit 204 (Highgate) location at 11:40AM to hand cheque to manager and pick up order. Make sure to empty your car, as the order may take more room than an average trunk. Deliver and help transfer to the office to be received by the volunteer parent distributing.

RICE & NOODLE (select Tuesdays): Prepare wooden forks to add to each Division bag. Mark division labels with the teacher’s name before distribution.

TAKARA SUSHI (select Fridays): Collect the cheque from the office and pay the driver. Mark all Division labels with the teacher’s name before distribution.

WHITE SPOT (DRIVER ONLY – Mondays): Collect cheque from the office and arrive at the 5550 Kingsway location at 11:30AM to hand cheque to manager and pick up order. Make sure to empty your car, as the order may take more room than an average trunk. When loading, ensure that hot and cold food bags for each Division are grouped together. Deliver and help transfer to the office to be received by the volunteer parent distributing.

WHITE SPOT (Mondays): Mark division labels with the teacher’s name before distribution.