Pre-Sale Preparation

Selecting Sale Dates & Length of your sale:
The best time to host your holiday shop is during the week before Thanksgiving and the first three weeks of December. Most sales are held during the school day, with each classroom having around 30 minutes for shopping. Feel free to adjust this time frame to suit your unique requirements.The sale typically lasts for three, four, or five days, depending on your school’s size. We recommend selling at least from Tuesday through Thursday, utilizing Monday for setup and Friday for breakdown, as well as accommodating children who were absent or who need to purchase additional gifts. Some schools also hold a Family Shopping Night to let everyone enjoy this unique shopping experience together. If you experience bad weather or any interruptions to your sales, please feel free to extend your sales. We understand that unforeseen circumstances can occur, and we want to ensure that all the kids have every opportunity to participate in the holiday shop.

Sale Location Essentials:
Selecting the right location for your sale is essential for its success. Look for a comfortable and easily accessible area within the school, such as the auditorium, library, hallway, or a classroom. It’s ideal if this space can be securely locked when the sale is not in progress to ensure merchandise safety and so you can leave your display intact throughtout the sale. The comfort and convenience of the location help to create a positive shopping experience for both the volunteers and the children participating in the event. When making this decision, consider factors like accessibility, visibility, and how easy it is to set up to make the event run smoothly and efficiently.

Reminder regarding Dates & Location: When choosing your dates and location, be sure to consult with the principal for approval and to reserve the space. Also, ensure that these dates are added to the school calendar.

Organizing Holiday Shop Helpers:
The number of volunteers needed depends on student enrollment and the duration of your shop. When promoting your sale, include a message seeking volunteers, and remember that grandparents can make great helpers. Volunteering at a holiday shop is one of the most enjoyable and memorable events your school hosts all year. There’s nothing more rewarding for volunteers than seeing the joy on children’s faces as they select the perfect gifts for their families. Ensure you have several volunteers available to assist students with shopping and gift bagging needs. Designate a trusted member of the organization as the head cashier, responsible for counting money at the start and end of each day. Always have one or two chairpeople familiar with the sale to help with setup, reorders, and closing the sale.

Promotional Materials & Supplies:
In the Chairperson Kit (Arrives Approx. 4 Weeks Before Sale):
Coming Soon Posters: These can be displayed in high-traffic areas like the school lobby, hallways or auditorium to create excitement.
Parent Letter/Budget Envelope: This colorful letter is sent home with students to promote the sale. The budget envelopes serve a dual purpose—they allow parents to write down who the child is shopping for and provide a secure place to carry money or gift certificates.

Gifts Arrival (Approx. 5-10 Days Before Sale):
Chairperson Packet: Price Code Checkout Sheet, Re-Order Form, Manual/App Flyer, IOU Coupon Information, Closing Instructions, Invoice Worksheet, and Item List
Tablecloths: These are provided to help decorate your sale area.
Pre-Priced Tent Cards: These cards feature pictures of the gifts along with their retail prices, making setup a breeze
To and From” Gift Bags: These are available in three sizes, making it easy to bag each gift, ensuring they are ready for the child to give.

Additional Supplies to Bring:
Money Box: A secure container to store money and make change.
Pens: Useful for making notes on envelopes or labeling “To and From” on gift bags.
Stapler, Scissors, Tape: Essential tools for various tasks, including setup and packaging.

Optional Items to Consider:
Snacks and Name Tags for Volunteers: To keep your helpers energized and organized.
Decorations and Music: Enhance the festive atmosphere of your sale.
Take-Home Bags: Provide students with a convenient way to carry their purchases. (We no longer supply due to certain state and/or municipal laws). Target, Walmart or a local grocery store are always happy to donate if you are allowed to use them.