Stoughton 'Stroll About' and Summer Fun Day

on Saturday 28th June 2008

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'Fun Days' is a concept that has been successful elsewhere in Guildford.  For Stoughton this will in the form of a 'Stroll About' on Saturday 28th June and will benefit from some funding from Guildford Borough Council.

A small team led by local resident and NHW co-ordinator Jan Cook has started planning.  The team wants lots more people involved from different parts of Stoughton.  Please email social@stoughtonca.org

The following are ideas developed at the 2nd planning meeting, 23rd January:

THIS GROUP WILL BE RESPONSIBLE FOR  THE ACTUAL STROLL-ABOUT (WALKING PART) BEFORE AND ON THE DAY

• PLAN A CHART FOR STAMPING AT EACH STATION

• TO LIAISE WITH DAVID ROSE WHERE THE SITES NEED TO BE SET UP AND OBTAIN AREA INFORMATION FROM HIM.  PASS INFO ON TO GROUP FIVE WHO WILL DESIGN AND GET THESE PRINTED

• IDENTIFY WHERE TABLES AND THE REQUIRED CHAIRS ARE COMING FROM AND OBTAIN TABLES ETC FOR EACH STATION

• TAKE RESPONSIBILITY FOR THE SETTING UP OF EACH STATION  E.G. TABLES FOR DISPLAYS AND THE REQUIRED  PERSONS (TEAM MEMBERS) WHO WILL  BE ABLE TO TALK. THIS WILL PROBABLY REQUIRE 2/3 PERSONS PER STATION

• TO OBTAIN THE BUNTING AND BALLOONS FROM GROUP FIVE AND MAKE EACH STATION FUN AND INTERESTING ON THE DAY

 Important

The day must start well.  This group will be responsible for the registration of the walkers, with at least 3 tables available, one for each of the different lengths of walk – each with adequate staffing. They will be responsible for handing out all the items maps, eye spy charts etc.  Probably a good idea to have a separate “Can I Help You” table for all other queries to save time at the registration table.

This group will also be responsible for checking cards and eye spy charts when walkers finish and giving out the relevant goody bags.

 THIS GROUP WILL BE RESPONSIBLE FOR THE AFTERNOON AND THE EVENING ENTERTAINMENT

Afternoon

• WHEN WALKERS RETURN TO THE START AT NORTHMEAD SCHOOL IT IS HOPED THAT THEY WILL VISIT THE HALL WHERE THE COMPETITIONS WILL HAVE BEEN JUDGED AND THE RESULTS CAN BE VIEWED

• PROVIDE TEA/COFFEE SOFT DRINKS AND HOME MADE CAKES FOR A SMALL CHARGE. £1?

• TO OBTAIN TABLES, CHAIRS AND ALL THE EQUIPMENT NECESSARY TO DO THIS. (SCHOOL?) PLUS THE REFRESHMENTS

• TO SET UP THE ABOVE AND RUN THIS

• TO LIAISE WITH DAVID ROSE TO ORGANISE THE HISTORICAL PICTURE WALL AT ONE END OF THE HALL AND ANY OTHER REQUIREMENTS (POSSIBLY ADDITIONAL CHAIRS)

 It is hoped that residents may take part in a community picnic by bringing their own food and soft drinks.

 Evening      Event to start at 7.30?

• ARRANGE AND CATER FOR THE EVENING ENTERTAINMENT, AND PRICE ACCORDINGLY TO ENSURE NO LOSSES ARE INCURRED.

• ARRANGE AND BOOK ENTERTAINMENT. BARN DANCE OR -------?

• NOMINATE INDIVIDUALS WHO WILL BE RESPONSIBLE FOR SELLING AND DISTRIBUTING TICKETS.

• PROVIDE GROUP FIVE WITH THE NECESSARY CONTACT DETAILS OF HOW TICKETS CAN BE PURCHASED FOR THE PURPOSE OF ADVERTISING THE EVENT.

• REFRESHMENTS FOR THE EVENT TO BE SOURCED AND PROVIDED ON THE EVENING (SHOULD BE INCLUDED IN THE TICKET PRICE)  BBQ OR OTHER?

• SOURCE AND SET UP SUFFICIENT TABLES AND CHAIRS

• SOURCE AND ORGANISE RAFFLE AND PRIZES

• ALL TO ASSIST WITH CLEAN UP OF THE HALL AFTER THE EVENT

• TO GIVE THE ACCOUNTS AND MONIES TO THE TREASURER AFTER THE EVENT

THIS GROUP WILL BE RESPONSIBLE FOR ALL THE COMPETITIONS AND ACTIVITIES AT THE SCHOOL

Children’s competition

TO ARRANGE COMPETITIONS SUCH AS:

• MINIATURE GARDEN ON A PLATE

• COLOURING

• FUNNY RHYME AND ANYTHING ELSE FOR THE CHILDREN. ( If something can be police orientated Sheila may be able to obtain some book vouchers for a prize)

• ALSO A FUN SCARECROW COMPETITION FOR A FAMILY ENTRY

 The Children to either:

• Attend the Stoughton Infants School or Northmead Junior School

• Live in the policing area of Stoughton

• Be a regular member of a youth organisation in the policing area of Stoughton (such as Brownies, Scouts or Youth Club)

• Be a regular member of a nursery or playgroup in the policing area of Stoughton

• Be a regular member of a church in the policing area of Stoughton

Adult competitions   Do you think there should be a small fee for adults taking part?

TO ARRANGE SOME ADULT COMPETITIONS SUITABLE FOR ALL AGE GROUPS. (Please can we have a cake baking section for the men!)

The adults to either:

• Live in the policing area of Stoughton

• Be a regular member of a Church in the policing area of Stoughton

• Any other requirements?

• Adults taking part in the competitions must be an amateur in that class

Preparation for the competitions

• TO COMPILE A SHOW/COMPETITION SCHEDULE AND SUBMIT TO THE PRINTING/ADVERTISING GROUP (GROUP FIVE)

• TO PROVIDE CONTACT DETAILS FOR THE SCHEDULES AND ARRANGE FOR THESE TO BE COLLECTED OR DELIVERED PRIOR TO THE DAY.

• SCHEDULES COULD ALSO BE HANDED OUT TO THE CHILDREN AT THE SCHOOLS WITH THE ADVERTISING LEAFLET TO PROMOTE THE STROLL ABOUT EVENT.  SCHEDULES WILL NEED TO BE COLLECTED OR HANDED IN BEFORE THE DAY.

• TO SET UP FOR THE ABOVE COMPETITIONS IN THE HALL. DOES THIS NEED TO BE DONE THE NIGHT BEFORE?

• IT IS SUGGESTED THAT THE HALL BE OPEN AT 8:00 FOR COMPETITORS TO BRING AND SET UP THEIR ITEMS.  THIS ALLOWS TIME IF THERE IS A FLORAL ARRANGEMENT CLASS(es) FOR  DISPLAYING ETC

• IT IS SUGGESTED THAT THE HALL IS CLOSED SHARP AT 10:00am TO ALLOW THE JUDGING TO TAKE PLACE BEHIND CLOSED DOORS.  DOORS TO THE HALL NOT TO BE OPENED AGAIN UNTIL 13:00

• TO HAVE PERSONS IN THE HALL AVAILABLE BETWEEN 08:00 AND 10:00 TO ASSIST WITH ENQUIRIES

• TO LIAISE WITH THE SCHOOL RE TIMINGS ETC. THE ABOVE TIMES WERE CONSIDERED SO AS  TO AVOID A MAD CRUSH OF PEOPLE IF THE STROLL ABOUT STARTS AT 10:30

• TO LIAISE WITH THE FUNDING, PRINTING AND ADVERTISING GROUP (GROUP FIVE) TO DECIDE THE AMOUNT OF PRIZES, ROSETTES, AND CERTIFICATES REQUIRED.   PLEASE FEEL FREE TO SOURCE

• TO FOLLOW THE FAMILY ROUTE AND COME UP WITH IDEAS FOR AN INTERESTING EYE SPY CHALLENGE FOR THE CHILDREN TO COMPLETE AS THEY WALK AROUND.  LIAISE WITH  GROUP FIVE FOR DESIGN/PRINTING OF EYE SPY CHARTS

Important

The adult competitions must be judged by a professional judge. The schedule must show for each class what the judge will be looking for when they are marking. It is essential that the judges are booked and these details are asked for well in advance. (It is likely that judges get booked up quickly at this time of year due to village shows so this needs to be a priority). Check whether they charge any fees and whether they have any requirements (do they need a light lunch provided?) 

The children’s competitions can be judged by either persons not living in the area and celebrity type persons. It is best if more than one judge can work together on the children’s classes. (To avoid punch ups on the day!!)

There will need to be a lucky draw and a prize also for those whose eye spy charts have been completed correctly.

Please also consider any other type of entertainment you think may be suitable that will provide a fun afternoon (bouncy castle for example).

Sheila came across a mobile farm which was very good www.kidsrome.co.uk or email info@kidsrome.co.uk  or tel. 01189 326906. No idea how much they charged or if they will allow this at the school but it would be well worth checking.

It is hoped that families will bring their own picnics to create one big community picnic.

Group 2 are responsible for providing tea/coffee/soft drinks and home made cakes to sell for a small fee. This should be available from 13:00 – 16:00 in or near to the hall.

All suggestions are just general ideas and guidance to get you started!

THIS GROUP WILL BE RESPONSIBLE FOR THE AFTERNOON TEA PARTY FOR OUR SENIOR CITIZENS

EMMANUEL CHURCH HAS VERY KINDLY AGREED TO HOST THE ABOVE EVENT. THANKS TO FRANK SCAMMEL, THE VICAR, FOR ALLOWING THE VICARAGE GARDEN TO BE USED. 

JOHN MARROW, THE EMMANUEL CHURCH STOUGHTON COMMUNITY WORKER, HAS AGREED TO TAKE SOME OF THE LEAD.

RESPONSIBILITIES:

• TO PROVIDE A FUN  AND ORGANISED AFTERNOON

• TO COLLATE THE NAMES, ADDRESSES AND DETAILS OF PERSONS WHO WOULD LIKE TO ATTEND.  THE EVENT WILL BE ADVERTISED SO A CONTACT NAME AND PHONE NUMBER WILL BE ESSENTIAL FOR THIS PURPOSE.  TO PASS THIS INFORMATION ONTO GROUP FIVE.

• IF SENIORS ARE UNABLE TO ATTEND THEMSELVES TO THE EVENT THEN A SUITABLE PICK UP POINT FOR A LIFT TO BE ARRANGED OR COLLECTION FROM THEIR HOME ADDRESS IF THIS IS NOT POSSIBLE

• TO ARRANGE SUITABLE FULLY INSURED TRANSPORT FOR THIS EVENT.  THE MAIN COMMITTEE HAS BEEN WORKING ON THIS SO PLEASE LIAISE!!

• TO SOURCE AND PROVIDE GAZEBO TYPE SHELTERS FOR PROTECTION FROM THE SUN ALSO THE REQUIRED NUMBER OF TABLES AND CHAIRS, TABLE CLOTHS ETC

• TO SOURCE AND PROVIDE CUPS, PLATES AND REFRESHMENTS FOR THE AFTERNOON TEA

• TO SOURCE AND PROVIDE ANY ENTERTAINMENT THOUGHT NECESSARY FOR THE AFTERNOON

• TO LIAISE WITH JOHN

We would like to provide the tea for all of our residents those living alone as well as in the residential homes.

On the day Emmanuel Church will be holding a flower festival so please allow sufficient time in the schedule for the senior residents to have a look around.

If it is wet, it has been arranged with Frank for us to use the sports hall.

David Rose will provide copies of the historical photos and postcards so the seniors can enjoy looking at them at their leisure without having to go on one of the walks.

THIS GROUP WILL BE RESPONSIBLE FOR FUNDING,  ADVERTISING,  PRINTING AND  PROVISION OF GOODY BAG  ITEMS

• THIS EVENT IS THE FIRST OF ITS KIND IN STOUGHTON. THE AIM IS TO MAKE IT FUN USING BALLOONS AND BUNTING

• RESPONSIBILITIES:

• TO SOURCE AND CARRY OUT FUNDING, ADVERTISING, PRINTING AND PROVISION OF GOODY BAG ITEMS.

• TO CONSIDER POSSIBLE FUND RAISING OPTIONS

• TO SOURCE AND BUY BALLOONS WITH THE EVENT NAME ON , BUNTING, SASHES ETC

• TO PROVIDE FUN STAMPS FOR THE STROLL-ABOUT CHARTS WHICH WILL BE MARKED AT EACH STATION. THE CHARTS ARE BEING DESIGNED BY GROUP ONE – PRINTING TO BE UNDERTAKEN BY THIS GROUP.

• TO ENSURE THAT ALL PRINTED ITEMS GIVE DETAILS OF ANY ‘SPONSORS’

• TO ENSURE THAT ALL SPONSORS RECEIVE A FORMAL THANK YOU AFTER THE EVENT

• TO LIAISE WITH ALL OTHER GROUPS AND ENSURE ALL ITEMS FOR PRINTING ARE ORGANISED (DESIGN ETC) THROUGH THIS GROUP. ARRANGE FOR DELIVERY TO THE RELEVANT GROUP TO USE ON THE DAY. 

Examples of some of the items that will need designing and printing will be:

• Evening event ticket

• Eye Spy list

• Schedule for the competitions

• Leaflet of what the event is actually about

• Historical leaflet – check with David Rose

GOODY BAG 

A bag will be given out to persons taking part when they have completed their walk and on production of a fully stamped card.

• NEED TO FIND SAMPLES FROM COMPANIES TO PUT INTO THE BAGS.

• BUDGENS HAVE SAID THEY WILL PROVIDE CARRIERS AND AN ITEM TO GO INSIDE

• SEPARATE BAGS FOR THE CHILDREN.  NEED TO LOOK AT COMPANY FOR THIS?

The strollabout will take in particular interesting locations. This will be like a treasure type fun event.  At each location will be a “station” where there will be person(s) who can talk about whatever there is or was at that site.  Mostly history items e.g. Cardwell Keep- old photographs on display when this was an army camp.

This, hopefully will give young people a sense of identity in the area in which they live, and new residents a chance to walk around their area with a purpose.

At the start of the event persons/families will register and will be given a map, an “eyespy” type fun sheet for the children and also a sticker collection book.  At each “ station ”  the children will be able to add to their sticker collection to show they have gone to the “station” .  Adults will have something else as evidence that they have arrived at each stop.

Suggested areas for the strollabout need to discussed at the meetings. 

Emmanuel church is holding a flower festival that day so it would be good to bring the festival in, as a “station”. The common at Rydeshill would be a good station as well with Mark Havler.   Lots of people from the other end of Stoughton do not even know there is a common at this location.

Other events we may consider is a few other type things like a competition for the children, miniature garden on a plate, funny rhyme, colouring flowers in an original container, perhaps a flower arrangement for the ladies and bake a sponge or something for the men.  These could be brought to the starter venue at the beginning of the morning and judged then the excitement in the afternoon to see if a prize has been won!

We could also consider an afternoon tea for the seniors with a free game of Bingo or such.  Why not finish the afternoon with a picnic?

How about a fantastic Barn Dance in the evening?   Do we want to perhaps hire a school hall or ( very exciting this ! ) go the whole hog and have a marquee.  This would make really good use of the marquee if we do the above, plus the flower arranging etc.

Another suggestion we could do is a scarecrow competition which will be in residents front gardens. This means children/adults have something to occupy themselves with in the previous week, hopefully with their family.  This works well on the Isle of Wight, where if you did a pirate scarecrow for example, the front garden has bits in it as well that acts as a scene.  The gardens will be looked at the strollers go by, and will be marked on the maps.  The winner of this competition would be announced later in the afternoon. 

• Jan Cook, a Stoughton resident, a housewife, and co-coordinator of Stoughton Road Neighbourhood Watch has instigated this with the help of Sheila Willis our local PCSO.

• Fun Days have been held in other Guildford wards but Stoughton has never had anything like this

• Jan is very busy raising help from local business and she hopes to arrange that every child and adult who attend will leave with a 'goody bag' or something to remind them of the occasion. She has already secured some very interesting raffle or competition prizes

• Suggestions from Stoughton residents would be extremely welcome if the weather is bafir what to do if the weather is bad

• An evening function is also being considered, which could take any form and venue as preferred by residents. All suggestions and ideas will be considered.

• Jan wants as many residents involved as possible and she should be congratulated for the enormous amount of work she has already achieved

• The next meeting to develop the project further is scheduled for January 23rd, at Emmanuel Church Hall 7:30pm - please put that in your diaries and do get involved.

• Let's make sure Stoughton is a place we all enjoy living in!