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Updated: 2 days ago



WHAT IS ALL THE FUSS ABOUT?


CLAREFEST is on Saturday 18th May from 2-8pm and is a fun family day of music and entertainment exclusively for the families of the school. There will be awesome bands playing TUUUUNES, inflatable games, face painting, dance workshops, craft workshops, circus skills, festival merchandise, sweets and ice cream!


WHO CAN ATTEND?


For health and safety, we have limited tickets available and therefore they are exclusively for purchase by the immediate families of pupils at the school only.


WHERE / WHEN CAN I BUY TICKETS?


Buy them from our website from 8pm on Wednesday 17th April. Adult (18+) tickets are £12, children's (3-17) tickets are £3. Under 3s are free and do not require a ticket.


Please note that ticket numbers are limited (to 900) and we have sold out well in advance the last two years. We recommend you buy early to avoid disappointment.


Clarefest ticket prices have not increased for over 5 years. We have regrettably had to increase them this year due to lack of corporate sponsorship (additional £1 per ticket), additional costs for items such as toilet hire (additional £2 per adult ticket) and deciding to employ professional security for the first time (additional £1 per adult ticket), to keep everyone safe and make the event more fun for everyone. We are keeping prices on the day the same for most items and we hope you agree that £30 for a day of fun for a family of four is still excellent value!


However, we do recognise these are challenging times financially and don't want anyone to miss out for financial reasons. If your family is entitled to Free School Meals please claim your complimentary tickets by emailing Mrs Roberts by 1st May.


WHAT ELSE DO YOU NEED TO KNOW?


TOKENS

As last year, entertainment stalls will be operated using a token system (they will not accept cash or card payments). 1 token can be purchased for £1. Each stall will be marked with how many tokens you will need to use e.g. 1 token for a 5 minute jump on a bouncy castle. We will publish the full list nearer the time.


You can purchase Tokens both in advance, from our "Get Ready for Clarefest" sales in the school playground during pick up the week before the event, and on the day (from the token stall near the entrance gate).


Card Payments will be accepted at the Bar, BBQ and Token Stalls. The use of cash is being discouraged so please support us making this a cashless event.


DANCE WORKSHOPS:


We're delighted that YaniFit will be joining us this year and will be conducting our popular dance workshops, culminating with a performance at the festival at 5pm. Children will learn a dance routine during their workshop and then come together to perform it at 5pm. You'll be able to book your child/ren a space in the week leading up to Clarefest. Watch this space for more info!


CRAFT WORKSHOPS:


Our theme this year is "WE ARE ALL UNIQUE!"


The craft stall will be freeflow this year, rather than bookable workshops. This will mean that everyone wanting to take part, can! You can use tokens as with the other stalls. Parental supervision is required for under 6s and encouraged for all other ages.


What can you make?

  • "Super you" masks - what are your superpowers?! Are you brave or kind or creative or maybe you're all three and MORE! Decorate a mask and share your super powers with the world 

  • "Happy" Fans - celebrating what makes you happy! Draw or collage, decorate with jewels to sparkle at the festival! 

  • Self portraits - your opportunity to use various materials to express all the things that make you...YOU! (this can either be 2D collage or drawing or 3D sculpture using toilet rolls and makes up the bulk of the recycled materials) 

There will be lots of materials available to the children to help them create something amazing and unique! This will be mostly paper-based so that things can be recycled again in the future.

VOLUNTEERS

As with all PTA events, they can only be as successful as the volunteers we have. When you buy a ticket you'll have the opportunity to select how you help. Please do support us with putting this event on as the more people who help, the more fun it is for everyone.


MORE INFO ABOUT THE DAY:

- On the day you will enter from Claremont Road and show your ticket at the gate (paper or digital).

- Once you’ve entered you’ll be given a wristband which you will need to wear all day and use to re-enter.

- Within the festival, you’ll have the opportunity to buy food, drink and partake in the entertainment on offer.

- Entertainment stalls will be operated using a TOKEN SYSTEM (they will not accept cash or card payments). 1 token can be purchased for £1. Each stall will be marked with how many tokens you will need to use e.g. 1 token for a 5 minute jump on a bouncy castle. We will publish the full list nearer the time.

- CARD PAYMENTS will be accepted at the Bar, BBQ and Token Stalls. The use of cash is being discouraged so please support us making this a cashless event.

- We will have toilets and rubbish facilities available (although we welcome you taking your rubbish home with you – bags will be available on the day).


WHAT TO BRING ON THE DAY:

- Your ticket (paper or digital, we need the barcode to scan you in).

- Appropriate clothing for the weather,

- Something to sit on/under…a picnic blanket, camping chairs, umbrella, you may even want to bring your own gazebo if it’s looking like it’s going to rain all day.

- Something to drink out of... e.g. a plastic cup, plastic pint/wine/prosecco glass if you have one to help us minimise waste.

- Your contactless payment cards to help us run this as a cashless event as much as possible.


WHAT TO DO ON THE DAY:


Please check the ticket policy and adhere to it, which includes:

  • Not bringing alcohol on site as this invalidates the PTA's alcohol license. Only alcohol purchased from the PTA can be consumed.

  • Acting responsibly at all times. Please note, should your behaviour be considered inappropriate, you may be asked to leave.

  • Maintain responsibility of your children at all times.

Please support the PTA's food offerings by not bringing your own food (unless of course you have a specific dietary requirement). A variety of food offerings will be available to purchase and every penny raised will go towards the PTA.


Please also help us by taking your own rubbish home with you. Rubbish bags will be available.



Thank you for supporting the PTA and we hope you have a wonderful time!








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What and when is it?


The Claremont Easter Egg hunt is a much loved and fun activity for all of the children at Claremont School. It happens at school, within the school day and this year will be taking place on Thursday 28th March.


How does it work?


In the days running up to the hunt, the children will make their own Easter Egg basket (at school) which they personalise, decorate and most importantly, put their name on!


On the morning of the hunt, the baskets will be collected from each class and given to a team of PTA volunteers who fill the baskets with chocolate goodies.


In the afternoon, the PTA volunteers will hide the baskets, two classes at a time, in one of the two school fields. The classes will be bought out to the school fields where the children are then able to hunt for their own basket! Classes will be paired (e.g. Yr 6 with Yr R) so that the older children can help the younger ones.


Lastly, to make the event even more special, the Easter Bunny will be visiting to say hello and spread Easter joy to all!


How can I help?


The event is run and funded by the PTA. It is for all children to enjoy.


If you would like to support the PTA, you can do so by "CHIPping-INg"; directly supporting the provision of I.T. facilities for your child in school. If you wish to, you can:

1. Donate monthly here , or;

2. Make a one-off donation here.


Why is the PTA buying all the chocolate?


The PTA is buying over 4,000 chocolate treats up front! We used to ask parents to donate them but this enables the PTA to monitor food allergens more easily within the chocolate and to ensure all children have the same content in their baskets. The exception to this is children with allergies (please see below).


What if my child has a food allergy?


The chocolate purchased contains milk, soya and egg. Whilst the chocolate purchased won’t specifically contain nuts, the items may also contain traces of peanuts, nuts and wheat.


If your child has an allergy to any of these please can you donate specific sweets for your child in a bag CLEARLY LABELLED with the child’s full name and class name. Please hand this either to the class teacher or school office by Wednesday 27th March. We have included some photos in this blog of what the chocolate basket contents will be if you want to know what to aim for.


As an additional precaution, all children will be instructed not to eat the chocolate treats until after school, and only once they have parental permission.


Will all children be able to participate?


Yes, if your child is in school on the day, they can participate. It is an inclusive and seasonal fun event for ALL Claremont School children and all donations are optional (but much appreciated if you’re able to!).


Thank you for your support










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16/01/2024 – 7pm Claremont Primary School

PRESENT: :  Claire Summers (Chair), Natalie Jolliffe (Vice chair), Shagun Bansal (Treasurer), Niloufer Jamal (Secretary), Candi Roberts (Headteacher), Sara O’Malley (Committee Member), Emma Butterworth (Committee Member), Lucy Prior (Committee Member), Nicki Taylor (Committee Member), Emma Claridge (Committee Member), Cat Christodoulou, Jennie Fong, Lisa Gammon, Vanessa Sharpe, Ami Parker


1.     APOLOGIES: Jenny Brown (Committee Member), Samantha Walker (Committee Member), Emma Claridge (Committee Member), Ben Dryland (Committee Member


2.     Chair Update

-    CS welcomed all attendees and invited introductions from all.

-    CS summarised some highlights from Term 2. Chip-In was launched - 43 direct debits were set up and 16 one-off donations made. Huge thank you to all families who have signed up. Playground sales increased and have been running smoothly. CS gave thanks to Jennie and everyone who has been involved with it. The now annual wreath-making workshop ran successfully again and received much positive feedback. Thanks to Ami & all involved. Cinema club & the various Christmas events also ran smoothly and were a success, enjoyed by the children. Thanks to Loran, Theo and team for another amazing Secret Room, to Lucy Lamb & co for the Xmas lunch, and the friends of the PTA who helped decorate the school, chaperoned cinema club and all who helped in many ways.

-    CS provided some administrative updates:

-    A new dropbox folder has been set up with access granted to all committee members to use and file. CS reminded all to actively use this as important for record keeping and handovers.

-    The Auditor has approved the 2021-2022 accounts which will now be submitted. Thank you to Andrew Gray for volunteering for this job.

-    Sara O’Malley (outgoing secretary) is reviewing the constitution with view of updating it inline with Parentkind model constitution.

-    Work is ongoing to procure 3 new signage boards to promote the PTA at each gate- thanks to Mrs Brookbank in the school office and Natalie J for efforts on this.

-    CS nominated Lisa G to join the committee - seconded by Natalie J.

-    LG sought clarification on whether the person nominating an expense was able to vote. S’OM confirmed current constitution doesn’t specifically prevent this. Model constitution specifies 50% of members rather than current quorum of 7.

 

Action - Natalie J to liaise with BD to verify Chip-In numbers on his return to Committee business.

Action: SO’M to consider voting requirement as part of constitution review.


3.    Treasurer Update

-    A new financial summary report was shared with the committee

Highlights from the summary include:

-    Healthy balance of cash in bank at £34,255.66

-    Profit from events was £4,788.81. This includes new events success such as playground sales and growth in wreath making.

-    Successful donations of £2,736.69. With the launch of Chip-in in November, we are expecting earnings to grow as it hasn’t been as successful as we hoped it would have been.

-    Many annual overheads were paid in Autumn term so won’t be required again. Future reports will also include liabilities (e.g. expenditure agreed but not yet paid for).

 

Feedback was requested on the format. CS requested a forecast year-end balance is include, to support funding decision making


4.     Funding

-    CR thanked the PTA for support to date this year - smart new PE tops, fully funded Panto trip, £50 per class for DT budgets, and recent matched funding of £8,000 for the pathway repair and improvements. The canopies funded last year have proven to be very useful. 

-    CR re-shared the school’s fundraising poster for the PTA setting out areas for future funding - improving the trim trail and developing Maslow’s corners (currently not weather proofed) as two key areas plus the ongoing expected PTA contributions are towards the Y6 yearbooks, classroom contributions (increased to £150 per class teacher), IT (£15,000 to support maintenance of the school’s 32 computers, iPad trollies and all staff computers).

-  NJ expressed support for the canopies over Maslows corners which would support  PTA activities in the playground. Committee reflected that fundraising for the Trim Trail would likely be positively received by parents and CS suggested funding could be sought through a dedicated LocalGiving page.

-    NJ highlighted that if the PTA is marketing to raise money for a particular thing, the amount raised needs to be spent exclusively on that. For example, Chip-In donations must be put exclusively towards the IT. Committee noted that marketing messages need to be clear e.g. to clarify what will happen if donations go beyond the amount requested and provide parent body with updates about money raised and if met or exceeded.

-    The Committee had a discussion around the role of the PTA in supporting the school particularly in current challenging financial climate, including the rationale for the PTA in match funding the upcoming pathway repairs and improvements.

 

Action - CS to draft and secure Committee agreement to a blog on the reality of funding, before publishing and Niloufer J to promote on social media


5.     PTA Policies

At a previous meeting the PTA agreed to introduce a new complaints procedure policy, a safeguarding policy and a financial control & expense policy. These were previously circulated to the Committee in draft for comment and CS requested last comments from the Committee before they are finalised. 

 

Action: Niloufer to update policies with final comments and file final versions

Action: Natalie J/CS to upload the final policies to the PTA website


6.    Feedback / debrief on terms 1 & 2:

Chip-in:

-    Sign ups have been successful but not wide spread throughout the parent body.

-    New ideas how to spread the message included:

-    include leaflet in the new parents pack.

-    investing in a couple of roll away sign boards that can go up at all events (including a link to the QR code on the website)

-    PTA speaks to parents face to face.

 

Action: CR to consider opportunities for the PTA to speak to parents about Chip-In face to face.

Action: Lucy to plan next round of future marketing messaging on Chip In.

 

Summer Fete volunteers:

-    CS highlighted noone had come forward yet. EB provided feedback that the message indicated that volunteers would be completely in charge and the Committee’s ongoing role wasn’t clear enough. Need to clarify in the comms that there is a plan in place for volunteers to pick up.

-    The pros/cons of a Summer fete (close to Clarefest) vs Christmas fair (weather, space issues, combining playground sales, table for secret room, wreath making kits for sale etc) were discussed.

-    Decision taken to let parents know the Summer Fete currently cannot go ahead - but opportunity remains should parents come forward. 

-    AP/others to consider logistics for Christmas Fair and report back at future Committee meeting.

 

Secret Room:

Secret Room was again much loved and successful but not enough gifts were donated. Committee brainstormed ideas how to resolve for next year. [post meeting note - CS discussed with Secret room team and agreed this year they should request expenditure early on, to buy gifts in anticipation of a shortage of donations].

 

Other:

-    Emma B suggested a Keybox for tank room keys & uniform room keys

-    Sara OM, Emma B and Lucy P to undertake a Tank Room clear out pre Clarefest

-    CS highlighted freezer needs defrosting, potentially not working as it should?

 

Action - CR to consider feasibility of keybox installation and feedback to Chair

Action - CS to check freezer and report if under warranty

 

First Aiders:

CS questioned if we needed to train event organisers for first aiders. Decision - no action needed.


7.  Planned Events:

Playground sales: Jennie Fong reflected on Christmas term sales & sought Committee feedback. Donuts are always popular with £1.50 seeming to be a reasonable price point able to sell 200-300 items. NJ suggested Parentkind as a resource for ideas. JF highlighted more volunteers will help reduce queues and support successful sales - suggested utilising Y6 children. JF suggested using charity rate on donuts to resell to local companies. It was decided that a smaller number of high quality/profitable playground sales should be the focus for Spring term (e.g. World book day & second hand book sale).

 

Easter: LP highlighted costs have increased. The cost of eggs last year was £540 and this year, £650 needs to approved.Vote for Easter expenses was approved by Claire Niloufer, Shagun, Lucy, Emma B, Sara, Natalie

-    Ideas raised for an adult paint & Prosecco night or quiz night.

-    Cat K suggested an Easter craft club for both KS1 and 2 & an exhibition of work. JF offered support and Sara OM volunteered to be the committee point of contact.

Action - CK, JF, S’OM to scope out craft club idea.

 

Clarefest:

-    EB updated that planning is well underway.

-    Bouncy castle company are offering discount if paid before end of January so a vote may be needed.

-    Messaging for 2024 needs to be clearer that attendees cannot bring alcohol in due to license conditions..

-    Commitee supported the principle of hiring professional Security for 2024.


8. Feedback Survey: 

CS outlined that a feedback form for parents had been on the PTA to do list for a while and some draft questions had been circulated with comments sought. Google suite was suggested to use as the survey tool by Vanessa.

 

Action: CS to finalise feedback survey and circulate to parents.


9.     AOB:      The next meeting date will be 19/03/2024



APPROVAL OF MINUTES BY CHAIR OF MEETING:

SIGN:   C Summers

DATE:  30th January 2024

 




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