BAZAAR
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BAZAAR
Revised by the P&P Committee January 2010
General Statement
The Bazaar Committee manages all the activities related to the AWCP Bazaar.
Policy
1. The AWCP Bazaar promotes Filipino artisans and their handicrafts. Priority in selecting vendors will be given to those who produce, assemble or finish their products in the Philippines.
2. Anyone, including AWCP members, may apply to be a Bazaar vendor. Acceptance is with the understanding that they are subject to the regulations set for all vendors.
3. Vendors who sell imported merchandise are discouraged.
4. The AWCP Bazaar will be held on the third Wednesday of each month, unless otherwise determined by the Chairman.
5. Tables for livelihood projects and other non-profit organizations may be given without charge at the discretion of the Bazaar Chairman.
6. Table fees for the vendors and entry fees for shoppers will be set by the Chairman, with the approval of the Board.
7. Vendors will be accepted at the discretion of the Bazaar Committee. Screening of vendor samples will take place at the AWCP office.
8. Vendor samples left in the AWCP office over two (2) weeks will become the property of the AWCP.
9. The AWCP accepts no responsibility for the goods and/or services purchased at the Bazaar.
10. No AWCP member or employee associated with the Bazaar may accept a monetary reward or a personal gift in his/her capacity as a representative of the AWCP. However, gifts may be accepted with the stipulation that they are donations for AWCP events.
11. Donations from vendors for AWCP fund-raising events are requested no more than once a year.
12. Notices must be posted warning those attending the bazaar of any known potential safety hazards at or within the facility.
Duties
The Chairman and Co-chairmen share the responsibilities of this Committee. These duties include:
1. Planning, coordinating and overseeing all activities of the Bazaar
2. Planning a budget
3. Approving the vendors
4. Advising the Board of the activities of the Committee
5. Preparing and submitting a Year-end Report on the activities of the Committee
Procedures
Planning, coordinating and overseeing all activities of the Bazaar
The Chairman and Co-chairmen will:
1. Make a comprehensive plan each year for the Bazaar that covers the best vendor mix and appropriate physical layout that best serves the AWCP’s and shoppers’ objectives and interests.
2. Negotiate with the venue representative for use of the facility.
3. Create and maintain a database containing all records pertaining to the Bazaar. From the database, lists for vendor check-in on Bazaar day and pre-registration for the following month will be prepared.
4. Prepare and maintain ID tags for volunteers.
5. Assign volunteer duties, including vendor check-in, vendor pre-registration, shopper assistance, traffic and parking control and any other duties deemed necessary.
6. Coordinate with the Treasurer for the collection and deposit of the receipts, reimbursement of expenses, payments to the venue representative, payment to contract and casual workers and maintenance of the change funds.
7. Prepare a summary financial report immediately after each Bazaar for the Treasurer.
8. Publicize the Bazaar within the Club and the community at large:
a. The Bazaar Chairman should arrange for regular announcements about the Bazaar to appear in Inklings as well as in other community oriented publications.
b. Bazaar posters should be placed in locations frequented by the shopping community. Posters should be put in such places as the bulletin boards of AWCP, Holy Trinity Church, San Antonio Church and Union Church; in strategic places in the villages of Dasmarinas, Forbes Park, Magallanes, Bel-Air and Urdaneta; at the International School; in supermarkets and at Seafront/CLO office.
9. Arrange for special equipment and services as listed from the following sources:
• Tables and chairs are rented from:
Party Plus
Contact: Jenny or Bobong Tel: 826-6015 or 820-0636
• Crews of about ten (10) men set up the tables beginning at 5:00 p.m. on the day before the Bazaar and remove the tables and chairs after the Bazaar at about 2:30 p.m.
Centrex Corporation
Contact: Tessie Tel: 726-6931 to 35 Fax: 722-6065
• Drivers are hired to assist with traffic and parking control. These are usually the drivers of volunteers.
• Other special services might be required such as security and the occasional maintenance and repair of the facility.
10. Issue “Special Guest” passes to the members of the Philippine Navy as necessary. Otherwise, only Philippine military personnel in uniform are allowed free entry, no passes required.
11. Payment of exceptional bonuses and gifts to those who have assisted in a special way.
Approving the vendors
All vital data relating to the vendors has been put into a database and saved on a diskette. It must be updated every month.
1. Prospective vendors must bring samples of their merchandise with a price list to the AWCP office for approval. The office staff will notify the Bazaar Chairman when samples are available, and the Chairman or members of the Bazaar Committee will make a decision as soon as possible. The office staff will notify the vendor of approval or rejection by telephone. Upon approval, the vendor must return to the office to sign a contract and pay the registration fee. Items left in the office for more than two (2) weeks after notification of approval or rejection will become the property of the AWCP.
2 Quality control is maintained by randomly inspecting merchandise at Bazaars throughout the year. Vendors who sell items not listed on their agreement or sell consistently sub-standard merchandise will not be allowed to register for subsequent Bazaars.
3. Misrepresentation, consistent violation of Bazaar rules and regulations, fraudulent and bad business practices are all cause for dismissal from the Bazaar.
Advising the Board of the activities of the Committee
The Chairman/Co-chairman will keep the Board advised of the activities of the Committee through regular reports at Board meetings.
Preparing and submitting a Year-end Report on the activities of the Committee
The Chairman will prepare a Year-end Report on the activities of the Committee during the year and supply copies to the President, Historian and her successor.
Planning a budget
The Chairman will meet with the President and Treasurers to plan a budget of projected Bazaar income and expenditures for the year.
