The Cake Stall schedule was put together in a a way, that there will be sufficient ratio of event organisers selling and supervising, to the consumers (i.e. the school years on break or lunch time, like the years seven, eight and nine out for upper break). This way, there would not be too many event organisers at the Cake Stall at one time, or too little event organisers at the cake stall to cope at one time. Although there was an equal number of event organisers out for each cake stall except the ‘upper lunch’, it did not matter because any body free at the time of the ‘upper lunch’ can give additional help if needed. So even if one person turned up to help the ‘upper lunch’ and make all the cake stall time schedules equal, it was adequate and fair.
Thursday 18th October was the date set for the event organisers to hand in their cakes. There were various ‘cake hand-in points’ to take the cakes too, because the canteen would only hold the cakes for the day of the cakes stall. Some of these points were the school ‘reception’ and the ‘business studies department office’. These places were selected so that the cakes could be kept secure. Preservations were not a situation as all the cakes and other confectionary had expiry dates displayed on them.
This date was also the day before the big cakes stall sell, so if anybody forgot to bring in the cakes on the actual day (i.e. Friday 19th October 2007) they could bring them in, in advance. However, if anybody forgot to bring them in on Thursday, the following meeting on Thursday acted as a reminder. The finances concerning the cake stall were also discussed at the 15th October 2007 meeting.
The following meeting was on Thursday 18th October, the day before the cakes stall sell. Laura Port was assigned by the event organisers’ chair to collect ten pounds worth of change from the bursar. Change was required for the cake stall to start-up with, otherwise waiting to make adequate money through the cake sells in order to give the consumers (i.e. school students) change can be time consuming. The school students break or lunch time is for a limited time only. So the school students would want to be able to buy their cakes, have their break or lunch, and then finish in time for their next lessons.
The event organisers also agreed that the cakes will sell from prices ranging from twenty-five to fifty pence. The prices of the cakes and the other confectionary were to be confirmed for the next meeting. ‘Michael Garvis volunteered to bring in some margarine containers to collect the money made from the cake stall in. ‘Petty cash’ or coins will mainly be used by the customers to pay for the cakes and other confectionary, so there would not be a need for a cash register. The ratio of event organisers to customers will also be sufficient enough for them to supervise the money right in front of them.
The ‘year eight’ group was due to be absent for the day, which could possibly affect the rate of sales, and more significantly, the rate of sales. ‘Joe Medlin’ and ‘Adrian Daniels’ volunteered to collect the money made from the cake stall at the last sell, at upper lunch, to the treasurer. He or she can calculate how much has been made and keep the funds safe for future use i.e. costs going towards the trip such as coach fees.
The finance issues concerning the cake stall had been discussed and sorted. So next were the health and safety concerns for the sale: The event organisers agreed to arrive ten minutes early before the cake stall sell. This would allow enough time to setup the cake stall in the hall before any commotion is caused by the consumers (i.e. the Marlborough school students). Also, it was agreed between the event organisers that the cake stall queue had to be organised, to prevent the consumers pushing each other about to get into the line. However, if the cake stall was not so popular and only a few students turned up, it may not be necessary to create a queue barrier.
Since there is a chance of fights arising from the queue, a risk assessment is to be created to evaluate how severe incidents could potentially become during the cake stall. Then suitable health and safety measures can be carried out to protect the consumers and customers, (i.e. the school students) the cakes and other people like the teachers.
As the cake stall is a business, the Government’s health and safety procedures have to be observed: Therefore according to the ‘Health & Safety at Work Act 1974’, employers are to take “reasonably practicable” precautions in various areas to safeguard employees. In this case, the event organizers are to consider suitable safety measures in the cake stall to protect all the stakeholders, which include the customers and the teachers. To do this it must be ensured that good judgment is made about the extent of risks that could happen at the cake stall, and its consequences.