Harvest Fair: The People and Details Behind It

Oceana had its Harvest Fair event on December 7th.

Members of the campus community came together in the courtyard to partake in this hour-long lunch event: an opportunity for clubs and members of ASB to fundraise by selling food.

Oceana’s ASB hosts many events for its student population, yet no one knows what goes on behind the scenes. Who gets involved and the necessary planning are often giant mysteries. What kind of planning goes into these events? How did members of clubs experience the process? How did school being cancelled change things?

Harvest Fair: Cameron Brown

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Cameron Brown is the sophomore vice president. As a VP in ASB, he is a member of the Club Council committee, which is tasked with handling communication among clubs, organizing club events, club creation, etc.

Cameron was designated as the point person for Harvest Fair. According to Cameron, his duties included, “…delegating work and organizing the event…organizing emails and making the Google Sheets for what clubs are selling, what’s going to be on the menu…and also just communicating with clubs…making sure there’s just no mishaps or miscommunication”. The other Club Council members received tasks from him, and documentation on menu choices and clubs for the event would be crafted by him.  Cameron also makes sure that clubs and Club Council are on the same page, as club communication either starts with or goes through him.

Cameron noted that club communication specifically was an area of the event that had its ups and downs. He and his committee set clear deadlines for selecting what they would sell, if there was a need for an outlet, and so on. The organization of clubs was what Cameron highlighted as a success, as most clubs were organized and up-to-date on Harvest Fair planning and deadlines. Although the execution of Harvest Fair was an accomplishment, there were several obstacles. Some clubs were not doing so well, as there were cases of not checking emails on time and missing already established deadlines.

Additionally, Cameron commented that there were misunderstanding between clubs and ASB which prevented certain clubs from selling: “…we would either have to say ‘I’m sorry, you can’t sell’ or we would have to bend over backwards and do a little extra work so they can sell”. He and his committee faced hard choices with a balance between enforcing club rules along with reasonably allowing for some deadline wiggle room. Deciding to not let clubs sell at all was a possibility they faced; how to inform them if that ever turned out to be the case, despite buying their food in advance, was tough to consider.

Even though club communication could be improved, Cameron mentioned areas where Harvest Fair was easier on his committee and where planning the event was better. Since Club Council’s primary task is to handle club rules and communication, the committee is on the lower end, relative to other ASB committees, of how many events it runs, with “…4 events a year and most of the work is done among the clubs”. Clubs are independent with most of their decisions, and it makes things easier on the people in his committee.

On top of that, with there being 5 members of Club Council, Cameron commented that the workload gets manageable. Additionally, with having a year of ASB experiences from his freshman year, Cameron made sure to explain that the Harvest Fair work was made easier, as he could “…get more familiar with the organization and the general work that is required in planning an event”. Since experiences makes planning events and understanding the inner-workings of ASB more easy, Cameron had some background in the two areas.

November 16th was the originally-planned date for Harvest Fair and, to many students’ surprise, school was cancelled due to the air quality. Many students were preparing their food the day before, when the official cancellation was made. Being the ASB committee in charge of club rules and communication, Cameron and the other VPs immediately emailed clubs that they should plan for the event being on a later date. As soon as they received word on the event’s rescheduled date, clubs were soon contacted. Club Council reached out to ask if clubs still expressed any interest in selling and if their menu items would change.

Harvest Fair: Jaime Elepano

Photo of Jaime Elepano

Jaime Elepano is an OHS junior and second-year member of the Makers Club. As he explained it, it is a club that “…has fun with building things…with robots…programming…we just really like to innovate”.

His club originally planned to sell snow cones, as they had planned for warm weather during the first Harvest Fair date, but they decided to change it. In an interview, Jaime noted that his club “…reached out to Mazzetti’s and they decided to donate two dozen donuts”. 

Makers Club’s reaching out to Mazzetti’s came with no strings attached, as it was not required to give any part of the funds back. Instead of money, referring to himself and his fellow club members, “…we did send them thank you letters”.

On top of helping with the preparation of club supplies, Jaime was one of the people that sold for Makers Club, and reported “…very nice customer interactions…a really good time”. His table was successful in selling each of the two dozen donuts. On the other hand, Jaime brought up areas where Harvest Fair could have gone better like more preparation, since they did not not have a sign prepared. Although they did not have a pre-made sign, it turned alright in the end since they created a makeshift one with the doughnut box.

Looking outside the Harvest Fair event itself and going towards the ASB-club interactions, Jaime spoke very highly of them. ASB was helpful as a whole, and Jaime specifically pointed out Cameron Brown’s role. Cameron’s role in communicating with his club, as Jaime said, was helpful in being there if Makers Club needed anything.

Being a junior, this year marked Jaime’s 3rd Harvest Fair. Being in ASB his freshman and sophomore years, he understood the hard work ASB put into their events. He pointed out the improvements over the past few years: ASB became more organized when compared to the past two Harvest Fairs, only being aware of what went on in his club specifically, and when looking at the event as a whole, he was in the dark. While being a club member enabled Jaime to better see the inner-workings of a club, he could not have a good look at what was going on with all aspects of the event.

Harvest Fair: The Wrap Up

There are multiple aspects to Harvest Fair, with Club Council and clubs being two of them. While ASB members planning the event have their eyes on the event as a whole, the individual clubs and their members are fairly independent in their organization. The different pieces contributing to this lunch event all do their part, and the event is just one instance where different campus communities come together in order to serve the whole school at large.

 

 

 

 

 

 

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