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    School Event Planning & Evaluation - Stay & Play (Freo)


    Procedure: Messy Sensory Fun & Stay 'n' Play Sessions


    School: The Akidamy School of Early Learning - Fremantle (F1) 
    Event Name: Messy Sensory Fun & Stay 'n' Play Sessions 
    Dates: Fridays (Dec 5th, 12th, & 19th, 2025)  Time: 09:30 AM – 10:30 AM (Staff Setup: 09:00 AM) 
    Location:Art Studio 1 (The Atelier) & Reception Foyer (The Adult Zone)  
    Address: Level 2, 28 Cantonment Street, Fremantle (Above Coles)

    Step 1: Purpose & Compliance Overview

    • Purpose: To allow children to explore different textures, colours, and temperatures (Ice, Gelatine, Rice) to see how materials amalgamate.
    • Compliance:
      • Nut-Free Zone: Strictly no nuts allowed in the Centre.
      • Health: All attendees must be 24-hour symptom-free.
      • Supervision: Parents must remain within arm's reach of children at all times.

    Step 2: Roles & Responsibilities

    Assign these roles prior to the event start.
    • Event Coordinator:Kim-Marie Grant  and backup Ashlee Jarvis 
      • Responsibilities: Overall management, Registration desk, Waiver compliance, Media Consent tracking.
    • Nominated Supervisor:Maya 
      • Responsibilities: Activity Facilitation, Studio Safety, Pre-Start Checks, Floor Supervision.
    • Risk Manager:Kim-Marie Grant 
      • Responsibilities: Managing the Risk Register and ensuring controls are active.
    • Educational Leader:Ashlee Jarvis 
      • Responsibilities:Backup Risk Reporting, Pre-Start Checks, and Educational Program support.
    • First Aid Officer:Authorised Staff 
    Risk Management Contingency Protocol
    (In the event Kim-Marie Grant is unavailable)
    1. Transfer of Authority: Responsibility for Incident Reporting transfers to Ashlee Jarvis.
    2. Pre-Start Check:Ashlee Jarvis and Maya must jointly perform the physical safety sweep (trip hazards, UAT access, sensory materials) prior to 09:30 AM.
    3. Incident Reporting: Any hazards or injuries must be reported directly to Ashlee Jarvis for logging in the School Risk Register.
    4. Attached is the programme risk assessment which was undertaken in 1place.
    5. Stay & Play Sessions - Conditions of Entry, Waiver & Release of Liability

    Step 3: Thursday Schedule (Pre-Event Setup)

    Execute this checklist on the Thursday prior to the event.
    TimingLocationAction / ProtocolResponsibility
    PM (Afternoon)Art Studio 1Sensory Prep: Dye rice (allow to dry), prepare Gelatine mix (place in fridge), fill ice trays.Maya
    PM (Afternoon)Art Studio 1Space Prep: Clear unnecessary furniture. Lay non-slip mats in wet zones. Attach "No Photography" signs to doors.
    		Maya
    PM (Afternoon)Reception FoyerZone Setup: Arrange tables/chairs to define the "Adult Zone". Set up urn (unplugged) and coffee station.Michael
    PM (Afternoon)Reception FoyerAdmin Prep: Print Visitor Register (with Waiver/Media columns). Set out name stickers and markers.
    		Michael
    Close of BusinessSchool GroundsSecurity: Lock doors to Sleep Rooms and Outdoor Playgrounds to restrict access for the morning event.Staff

    Step 4: Resources & Materials Checklist

    Verify all items are available before Friday morning.
    Activity Resources (Art Studio 1)
    • [ ] Sensory Ingredients:Ice, Coloured Rice, Gelatine (Non-toxic).
    • [ ] Tools:Scoops, Trays/Troughs.
    • [ ] Protective Wear:Jumpsuits for children.
    • [ ] Cleaning Supplies: Broom (for rice), Mop (for gelatine), "Wet Floor" yellow safety sign, warm water buckets.
    Catering (Strictly Foyer/Reception Only)
    • [ ] Food: Muffins (Must be guaranteed 100% Nut-Free).
    • [ ] Beverages: Coffee, Tea, Milk, Sugar, Hot Water Urn/Kettle.
    • [ ] Service: Cups, Napkins, Stirrers, Trash Bin.
    Administrative
    • [ ] Visitor Register: Printed sheets with Waiver & Media Consent.
    • [ ] Identification: Name Stickers (Parent & Child) and Permanent Markers.
    • [ ] Safety: First Aid Kit (accessible to authorised staff).

    Step 5: Friday Schedule (Event Running Sheet)

    TimePhaseAction / ProtocolResponsibility
    09:00 AMFinal Setup
    • Activity: Place Ice, Rice, and Gelatine in trays. Lay out Jump Suits. Fill warm water cleaning buckets. 
    • Safety: Perform Pre-Start Safety Check (Ashlee/Maya). 
    • Catering: Place Muffins on platter. Turn on Urn. Unlock doors.
    		Maya / Ashlee
    09:30 AMArrival
    • Check-In: Visitors sign in, acknowledging Waiver & 24hr Symptom-Free policy. 
    • Stickering: Apply stickers (Parent Chest / Child Back). 
    • Storage: Parents store bags/phones in Foyer.
    		Michael / Maya
    09:35 AMBriefing
    • Welcome: Intro Maya (Nominated Supervisor). 
    • Rules: "No phones" , "Arm's reach supervision" , "Food in Foyer only".
    		Michael
    09:40 AMActivity Start
    • Play: Move to Art Studio 1. Distribute Jump Suits. Facilitate sensory exploration. Parents supervise.
    		Maya
    OngoingRefreshments
    • Catering: Parents consume Muffins/Coffee in Foyer Only. No food in Studio.
    		Staff Monitor
    OngoingHygiene
    • Toileting: Parents accompany children to Reception UAT (Universal Access Toilet).
    		Parents
    10:20 AMWarning
    • Pack Up: Notify parents session ends in 10 mins. Use warm water buckets to clean children.
    		Maya
    10:25 AMFinish
    • Hard Stop: Activity concludes early for hand washing, suit removal, and orderly sign-out.
    		All
    10:30 AMCleanup
    • Sanitisation: Immediately sweep rice and mop gelatine spills. Empty troughs. (Refer to Step 8).
    		Staff

    Step 6: Staff Rules & Conduct

    • No Hard Selling: Do not pitch enrolment forms. Focus on the child's experience. Direct queries to Michael.
    • Identification Check: Ensure every adult and child has a visible name sticker. Escort unsigned visitors to Reception.
    • Phone Policing: "Sorry, we have a strict no-phone policy in the studio. You are welcome to step out to the Foyer to check your phone".
    • Photography: Only Staff (with permission) are authorised to take photos. Parents are strictly prohibited from taking photos.

    Step 7: Risk Assessment & Safety Controls

    • Slip & Fall:Coloured Rice rolling on the floor and Gelatine residue are high slip hazards. Sweep and mop immediately.
    • Ingestion: Low risk (non-toxic ingredients), but supervision is required.
    • Security: Visitors are strictly prohibited from entering sleep rooms, playgrounds, or staff areas.
    • Emergency Evacuation:
      • Visitors must follow Staff instructions immediately.
      • Evacuate to the Assembly Area.
      • Do not collect personal belongings.

    Step 8: Cleanup Plan (Post-Event)

    • [ ] Immediate Safety: Sweep rice and mop any gelatine/wet floors in Art Studio 1 immediately.
    • [ ] Sanitisation: Spray and wipe down sensory trays. Empty water troughs into designated sinks.
    • [ ] Catering Clear-down: Remove all food traces (muffin crumbs) from Foyer to maintain Nut-Free status. Unplug hot urns.
    • [ ] Security: Re-secure external gates and check restricted area doors are locked.

    Step 9: Post-Event Evaluation

    • What went well? (e.g., Effectiveness of Jump Suits?)
    • What could be improved? (e.g., Quantity of scoops?)
    • Feedback: Gather verbal feedback from families regarding safety and fun.
    • Follow Up: Share approved photos with families (check Media Consent in Register).

    Attachments

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