Donating & Sponsoring |
Parent Organisation & Volunteering |
We’d appreciate hearing of any businesses you’re involved with or in contact with that could either potentially be a sponsor for our Gala (either in-kind or cash), and/or donate goods to be used as prizes and auction items. The Live Auction need some big ticket items. The Silent Auction, Quick Fire Raffle, Tombola and Lucky Dip require prizes too. We can provide you with a letter or sponsorship proposal if required. Later in the year we’ll be asking parents to confirm opportunities. However we’re keen to hear from you anytime if you have a prospect.
Email: [email protected] |
There is a huge amount of organisation and work that goes into our Gala. There may be a perception that there is a group of parents that put it together on behalf of everyone, however that should not be the case. It is a whole school community effort, with every family expected to be involved. Not only do we need lots of helpers on the day of the Gala, we need sub-committees and stall leaders in place now, planning, making bookings, and procuring equipment, product, securing donations and sponsors. And we need lots of sorters and organisers in the month leading up to the Gala too.
Click here to find out more about getting involved. |
Gala News
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Our Sponsors & Supporters |
Latest Newsletter:
Gala Newsletter #1 - 12 Jun 2018 Scroll down for links to all our Gala Newsletters and Flyers. |
We are fortunate to have many wonderful businesses that help support the St John's Gala. Click here to see the list growing for this year's event; and please, support their businesses as much as possible.
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Newsletters & Flyers:
gala_newsletter_1_12jun18_volunteer_form.pdf | |
File Size: | 843 kb |
File Type: |
gala_newsletter_1_12jun18.pdf | |
File Size: | 1571 kb |
File Type: |
Parent Involvement
There is a huge amount of organisation and work that goes into our Gala (this is detailed below). There may be a perception that there is a group of parents that put it together on behalf of everyone, however that is not the case. It is a whole school community effort, with every family encouraged to be involved. Not only do we need lots of helpers on the day of the Gala, we need sub-committees and stall leaders in place now, planning, making bookings, and procuring equipment, product, securing donations and sponsors. And we need lots of sorters and organisers in the month leading up to the Gala too.
Let’s all do our bit, and make this year's the best Gala ever!
COMMITTEES & HELPERS
In order to spread the work-load, we have a Gala Committee, including Sub-Committees which will focus on different parts of the organisation.
Gala Committee:
- Facilitator: responsible for facilitating the overall Gala coordination. They are the main contact point for enquiries, liaise with the Sub-Committee Coordinators, call meetings, coordinate the site plan, keep organisation moving along, risk management, report back to the PTFA and Principal. This role can be shared.
- Financial Coordinator: oversee banking and cash handling processes, organise and coordinate floats, communicate procedures to stall coordinators, set up a ’bank’ for counting & banking, assist with pricing.
- Administration Support: take minutes, coordinate newsletters and promotional material with Marketing & Promotions Coordinator; provide admin assistance to Gala Committee, and to Sub-Committees and Coordinators.
Stall & Activities Sub-Committees and/or Managers:
For each stall and activity, we need a leader and helpers. Sub-Committees and/or Managers oversee and coordinate groups of these stalls/activities.
- Entertainment & Activities: responsible for coordinating all entertainment, securing performers, scheduling performers, organise an MC, organise and liaise with inflatables, nerf wars, trampoline etc companies.
- Stalls (Market Place): responsible for overall coordination of White Elephant, 2nd Hand Clothes and Toys stalls. Coordinate drop off, sorting and storage of 2nd hand goods. Liaise with Stall Leaders.
- Stalls (Food & Other): responsible for overall coordination of stalls. Appointing stall leaders, communication, equipment, signage, assist leaders to recruit helpers.
- Raffle & Auction: organise and coordinate the Live Auction, Silent Auction, Quick-Fire Raffle, Major Raffle Book. Coordinate with Sponsorship & Donations Coordinator re donated prizes etc.
Other Sub-Committees and/or Managers:
- Marketing & Promotion: website, social media, publicity, internally & externally.
- Sponsorship & Donations: seeking and securing sponsorship (cash & in-kind) and donated prizes. Writing agreements, ensuring benefits are implemented, writing thank you letters, and ensuring they are listed in publications. Arrange drop off and storage of donated items.
- Infrastructure & Equipment: responsible for coordination of all infrastructure and equipment requirements, including storage container, marquees, stages, sound, seating, shade, power.
- Set Up & Pack Up: responsible for coordinating the set up and pack up of the event, including recruitment and coordination of helpers.
Leaders and Helpers
As mentioned, each stall and activity has a leader, with a number of helpers required:
- in the 2-3 week lead up to the Gala (sorting, ordering, preparing etc) (may only be 10min a day).
- set up on the day of the Gala (how ever much time you can give; 1/2hr, 1hr, all day).
- rostered helpers during the Gala (may only be 1/2hr).
Being on a Committee doesn’t have to be time-consuming. With today’s technology, meetings aren’t necessary; there’s email, group chat, online collaboration (Google Docs etc). So get on board and do your bit to help. If you're keen to help or need more information, Email: [email protected].
Let’s all do our bit, and make this year's the best Gala ever!
COMMITTEES & HELPERS
In order to spread the work-load, we have a Gala Committee, including Sub-Committees which will focus on different parts of the organisation.
Gala Committee:
- Facilitator: responsible for facilitating the overall Gala coordination. They are the main contact point for enquiries, liaise with the Sub-Committee Coordinators, call meetings, coordinate the site plan, keep organisation moving along, risk management, report back to the PTFA and Principal. This role can be shared.
- Financial Coordinator: oversee banking and cash handling processes, organise and coordinate floats, communicate procedures to stall coordinators, set up a ’bank’ for counting & banking, assist with pricing.
- Administration Support: take minutes, coordinate newsletters and promotional material with Marketing & Promotions Coordinator; provide admin assistance to Gala Committee, and to Sub-Committees and Coordinators.
Stall & Activities Sub-Committees and/or Managers:
For each stall and activity, we need a leader and helpers. Sub-Committees and/or Managers oversee and coordinate groups of these stalls/activities.
- Entertainment & Activities: responsible for coordinating all entertainment, securing performers, scheduling performers, organise an MC, organise and liaise with inflatables, nerf wars, trampoline etc companies.
- Stalls (Market Place): responsible for overall coordination of White Elephant, 2nd Hand Clothes and Toys stalls. Coordinate drop off, sorting and storage of 2nd hand goods. Liaise with Stall Leaders.
- Stalls (Food & Other): responsible for overall coordination of stalls. Appointing stall leaders, communication, equipment, signage, assist leaders to recruit helpers.
- Raffle & Auction: organise and coordinate the Live Auction, Silent Auction, Quick-Fire Raffle, Major Raffle Book. Coordinate with Sponsorship & Donations Coordinator re donated prizes etc.
Other Sub-Committees and/or Managers:
- Marketing & Promotion: website, social media, publicity, internally & externally.
- Sponsorship & Donations: seeking and securing sponsorship (cash & in-kind) and donated prizes. Writing agreements, ensuring benefits are implemented, writing thank you letters, and ensuring they are listed in publications. Arrange drop off and storage of donated items.
- Infrastructure & Equipment: responsible for coordination of all infrastructure and equipment requirements, including storage container, marquees, stages, sound, seating, shade, power.
- Set Up & Pack Up: responsible for coordinating the set up and pack up of the event, including recruitment and coordination of helpers.
Leaders and Helpers
As mentioned, each stall and activity has a leader, with a number of helpers required:
- in the 2-3 week lead up to the Gala (sorting, ordering, preparing etc) (may only be 10min a day).
- set up on the day of the Gala (how ever much time you can give; 1/2hr, 1hr, all day).
- rostered helpers during the Gala (may only be 1/2hr).
Being on a Committee doesn’t have to be time-consuming. With today’s technology, meetings aren’t necessary; there’s email, group chat, online collaboration (Google Docs etc). So get on board and do your bit to help. If you're keen to help or need more information, Email: [email protected].