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Run your school fundraiser in one place. Here's one, two weeks before the fair.

Hillcrest Elementary's parent group is raising $8,000 for new library books with a spring fair. Six people plan it in one Workel project, next to their day jobs. Here is their workspace on a Thursday, sixteen days before the fair, as they see it.

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Spring fair

Hillcrest Elementary parent group

Thursday, February 25

Sixteen days to the fair. 10 of 16 volunteer slots are filled, the flyers go home in book bags on Monday, and the one thing at risk is the bounce house deposit, due tomorrow.

Due next

  • Book the bounce house and pay the depositAt riskTomorrow
  • Print 400 flyers for book bagsTomorrow
  • Post the fair on the school's social pagesMon, Mar 1

Coming up

  • Mar1

    Flyers go home in book bags

    400 copies, one per family

  • Mar5

    Auction donations close

    Drop-off at the school office

  • Mar11

    Set-up walkthrough

    Gym, 3:30pm, all leads

Goal: $8,000 for library books

Who's involved. 6 people, one project.

Parents, teachers and the school office, each with a clear piece to look after. The principal can see everything without being in every email.

  • Priya Nair

    Parent group chair · Owner

    The plan and the budget

  • Dana Okafor

    Principal · Admin

    Sign-offs and the school calendar

  • Marcus Lee

    4th grade teacher · Member

    Class stalls and student helpers

  • Sofia Romano

    Parent volunteer · Member

    The silent auction

  • Jamie Chen

    Parent volunteer · Member

    Flyers, posters and social posts

  • Ben Hartley

    School office · Member

    Permission slips and the PA system

The board. Every to-do, who has it, and when.

Four stages from to-do to done. Anything waiting on someone else gets its own column, so it's never mistaken for forgotten.

To do4

  • Book the bounce house and pay the deposit

    Priya NairPriyaTomorrow3commentsAt risk

  • Print 400 flyers for book bags

    Ben HartleyBenTomorrow

  • Make the bake sale price cards

    Marcus LeeMarcusTue, Mar 9

  • Set up the cash box and card reader

    Priya NairPriyaThu, Mar 110/3

In progress3

  • Fill the last 6 volunteer slots

    Priya NairPriyaThu, Mar 410/165commentsHigh priority

  • Collect silent auction donations

    Sofia RomanoSofiaFri, Mar 514/20

  • Post the fair on the school's social pages

    Jamie ChenJamieMon, Mar 1

Waiting on someone2

  • Send home permission slips for student helpers

    Ben HartleyBenTue, Mar 22comments

  • Approve the fair floor plan

    Dana OkaforDanaMon, Mar 1High priority

Done4

  • Pick the date and book the gym

    Dana OkaforDana

  • Set the goal and the budget

    Priya NairPriya

  • Ask local shops for auction prizes

    Sofia RomanoSofia

  • Design the flyer and poster

    Jamie ChenJamie

The schedule. Six weeks, from the first idea to fair day.

The milestones the whole group works toward, next to the calendar that holds every due date.

Milestones

  1. Thu, Feb 4

    Date and gym booked (done)

    Saturday, March 13, 10am to 2pm

  2. Mon, Feb 8

    Goal and budget agreed (done)

    $8,000 to raise, $1,200 to spend

  3. Mon, Feb 15

    Volunteer sign-up opens (done)

    Shared in the class group chats

  4. Mon, Feb 22

    Flyer design final (done)

    Approved by Dana

  5. Today
  6. Mon, Mar 1

    Flyers go home in book bags

    400 copies, one per family

  7. Fri, Mar 5

    Auction donations close

    Drop-off at the school office

  8. Thu, Mar 11

    Set-up walkthrough

    Gym, 3:30pm, all leads

  9. Sat, Mar 13

    Spring fair

    Doors open at 10am

  10. Thu, Mar 18

    Thank-you notes and totals

    Shared with every family

Calendar

February 22 to March 14

Task due dates and milestones share one calendar, so the board and the schedule never disagree.

The next seven days

  • TomorrowBook the bounce house and pay the deposit
  • TomorrowPrint 400 flyers for book bags
  • Mon, Mar 1Flyers go home in book bags
  • Mon, Mar 1Post the fair on the school's social pages
  • Mon, Mar 1Approve the fair floor plan
  • Tue, Mar 2Send home permission slips for student helpers
  • Thu, Mar 4Fill the last 6 volunteer slots

The chat. Quick questions, out of everyone's inbox.

The project has its own chat, with everyone on the project already in it. Files shared there land in the project's files too.

Spring fair

6 people

Yesterday

  • Sofia Romano 8:12 pm

    The bakery on Elm Street is giving us a cake voucher for the auction! That's 14 prizes now.

    🎉 4

  • Priya Nair 8:20 pm

    Amazing. I still can't get the bounce house company on the phone, I'll try again in the morning. If they're booked we'll do a sack race instead.

Today

  • Jamie Chen 7:45 am

    Final flyer is in Files. Ben, can the office print 400 by Friday?

    Spring fair flyer.pdf

  • Ben Hartley 8:03 am

    Yes, I'll have them in the staff room Friday morning.

    🙏 3

  • Marcus Lee 12:30 pm

    My class wants to run the lemonade stall. Six kids, if the permission slips come back in time.

  • Dana Okafor 1:10 pm

    Love it. I'll sign off the floor plan today so we know where the stalls go.

The docs. The sign-up sheet, the budget and the run sheet.

Written together, in the same project as the to-dos they're about. Everyone sees the latest version, on any phone.

Doc · edited by Priya

Volunteer sign-up sheet

Every shift on fair day, who's on it and what's still open.

Two-hour shifts, two people each. Put your name in an open slot or reply in the chat and Priya will add you.

Shift10 to 1212 to 2
Bake saleAisha, Tom2 open
Ticket deskPriya, LenaBen, 1 open
Silent auctionSofia, GraceSofia, 1 open
Games cornerMarcus, Raj2 open

Before you come

  • Sign in at the ticket desk
  • Wear your green parent group lanyard
  • Cash goes to the cash box, never your pocket

Doc · edited by Priya

Budget

What we spend, what we expect to raise, and what's paid.

ItemCostStatus
Bounce house rental$450Not paid
Flyers and posters$120Paid
Bake sale supplies$180Paid
Raffle tickets and prizes$300Paid
Decorations and signs$150Paid
Float for the cash box$250Comes back

What we expect to raise

  • Entry and games: $2,400
  • Bake sale: $1,200
  • Silent auction: $3,500
  • Raffle: $1,500

Spend $1,200 to raise about $8,600, so the $8,000 goal has some room.

Doc · edited by Dana

Fair day run sheet

The day, hour by hour, for everyone who's working it.

Saturday, March 13

  • 8:30 Leads arrive, tables out
  • 9:30 Volunteers sign in, cash boxes out
  • 10:00 Doors open
  • 1:30 Last call for the silent auction
  • 2:00 Winners announced, doors close
  • 2:30 Clean-up, count the cash with two people

The files. Flyers, permission slips and the floor plan.

One folder everyone can find, with a preview for each file, so nobody asks for the latest flyer twice.

  • Spring fair flyer.pdf

    1.2 MB · Jamie · Feb 25

  • Poster for the front gate.png

    3.4 MB · Jamie · Feb 22

  • Student helper permission slip.pdf

    220 KB · Ben · Feb 23

  • Gym floor plan.pdf

    640 KB · Dana · Feb 21

  • Letter to local businesses.docx

    48 KB · Sofia · Feb 11

  • Auction donations.xlsx

    36 KB · Sofia · Feb 24

How the team uses it. From the first evening to fair day.

  1. Week 1

    Priya sets it up in an evening.

    She starts a project, invites the principal, a teacher, the office and two parents, and writes the budget straight into a doc. Dana books the gym from the same board.

  2. Weeks 2 to 3

    Everyone takes their piece.

    Each person gets their own tasks with a date. Sofia keeps the auction list, Jamie drafts the flyer, and the questions that used to get lost in email go to the project chat.

  3. Weeks 4 to 5

    Nothing slips quietly.

    A late task shows up on the board and in the owner's calendar. When the bounce house company doesn't answer, it's marked at risk and the chat already has a plan B.

  4. Fair day

    The run sheet is on every phone.

    Volunteers open the run sheet and the sign-up sheet on their phones. Afterwards the totals and thank-yous go in the same place, ready to copy for next year.

Plan yours. Starting from this workspace is coming soon.

Soon you'll be able to copy this exact workspace and make it your school's. Until then, a project with a board, docs and a chat takes an evening to set up, and the templates below are ready now.

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