I saw this after Christmas; but though I would reply. We have a Holiday Bazaar for our Elementary School. The school has approximately 680 students (k-5). We have the holiday bazaar and sell items for $1.00. We started using the dollar store items about 3 years ago. It has been great. You can purchase these products from the dollar store on-line. We move away from the other vendors because the prices of the items was too high and had a wide range. Having every item $1.00 makes it easier to purchase and more economical for everyone. This is not a fundraiser for the school. It is more of fun event for the students. We incorporate a Cake Walk and Holiday Auction(about 100 baskets) and raise about $4600 from the Auction each year. The auction is held in the Gym at the same time as the Bazaar. We hold a preview night for the Holiday Bazaar( can only view bazaar items to get ideas) and gives everyone a chance to view the Auction baskets and purchase tickets( although a list goes home and tickets can be sent in).
This is one of your best events of the year. The students, staff and families look forward to it and we have great participation from everyone.
Years back we use a company, but we went to the dollar store stuff because it was more affordable for our families and some of the stuff was what was being sold by the shoppe companies anyways.
I think though at this time though doing the way we have been is just too time consuming and we might have to go back to the old way. It might be cost the parents more, but I guess if they aren't going to help thats what its going to come too. I know that sounds bad, but I have to take into account ALL the time that the PTO is putting into this. Which is alot.
Our school works with Fun Services. Check to see if they are in your location. They supply all of the items, help up place price points for them, deliver items as we run out. Best of all, we don't pay for a THING until they come pick up the items and we cut them a check for our cost of what was sold. This is AFTER the shop is over and we have collected all money. Some of the stuff can be overpriced for the kids, but I go ahead and reduce the cost on those since we have final say over what we charge per item. It's a HUGE selection of items. As we run out during the day or get low on items, I simply call them and they deliver more of what we need within an hour or two, free of charge. Now we don't make as much of a profit as we would if we pre-purchased the items, but it is completely risk free and we do not have to worry about recouping funds or paying up front.
As far as volunteers go, another option would be to host the santa shop the same way, except host a pre-screen (which we do anyway). This allows the kids to see what is for sale, how much it is and decide what they want to buy and fill out an order form. Then you can have volunteers help fill orders at any time, not just during school hours.
I can see why you are frustrated, but I would like to make a suggestion. We use a company, they send us the merchandise (no upfront cost) we sell what we sell and send the rest back. We only pay for what is sold after Santa Shop is over. Like a bookfair.
We do not do this as a fundraiser however, now that we are using a company we are making a profit of about $1,000.00 per year. The kids love it, the parents love it, no out of pocket expense etc. You may want to check into this as an option.
We do not buy any items for our Santa Shoppe. We get vendors that sell at craft events to come in and sell there items for $.25 to $ 5.00. Everything from pet items to stuff for grandma and grandpas. We ask the vendors to pay $ 25. per table they rent. We usually get 15 vendors. We supply the wrapping. We usually buy bags in bulk online and buy off season. Huge discounts. The kids love it and the PTO does not have to shop for all the stuff. Everything is quality items, not all $1 store stuff.
Our parents appreciate it, since the kids get to shop and the gifts they give are really nice.
