Several organizers of events raising funds for student programs were surprised this year with a hefty bill in order to operate in School District 27 (SD 27) facilities.
The annual Cariboo Hobby Con and Craft Fair was scheduled to run on Nov. 23 this year at Columneetza Jr. Secondary in Williams Lake, but with less than two weeks before the day organizers announced they would cancel the fair.
“It is with great sadness we have to announce that this year’s Cariboo Hobby Con has been cancelled,” wrote the organizers on their Facebook page. They credited the cancellation to policy changes which led to “uncertain financial constraints that would be detrimental to our fundraiser.”
The annual fair event raises funds for a volleyball club run by SD 27 employee Tim Hurley. The funds are used to buy equipment such as a referee stand and uniforms, as well as to help out students in need with travel and accommodation.
Last year Hobby Con raised about $2,000 for the club, but Hurley told Black Press Media it’s more than just the money, as Hobby Con provides a space for other clubs to run their own fundraisers and for young entrepreneurs to set up their own vendors. He added that his volleyball club has served as a “turning point” for vulnerable students whose interest in the sport has kept them in school and safe.
SD 27 updated its policy 730 – Community use of School Facilities – in August of this year. Changes to the policy include “more robust vetting” of events such as craft fairs, large sporting tournaments and Parent Advisory Council (PAC) events.
In a statement sent to Black Press Media, SD 27 secretary-treasurer Brenda Hooker provided reasons for the policy updates.
“The District updated AP730 to clarify our process and publish the applicable fees when applying for facilities use. In most cases, the cost to rent a space in our various facilities was decreased.”
She wrote that fees were not always applied consistently in the past, such as whether or not the use of school equipment would be charged. When asked if the district took into account what impact the changes could have on events which benefit students, Hooker wrote the district recognized there were changes in fees “by applying our policy consistently and fairly.”
“Some organizers have chosen to cancel instead of moving forward, which is their choice...The district recognizes that access to our schools is important to the community and we are striving to balance the demand while covering the associated costs and conducting our due diligence for all involved,” she wrote.
Hobby Con is not the only event which has been impacted by the changes. The annual Chilcotin Road Elementary School PAC Ladies Night, which raises money for the school to buy things like books, projectors and playground equipment, operated in SD 27 facilities for 11 years without cost. This year’s event, which was in April, the organizers found out they would have to pay $600 to run the Ladies Night at the school.
Even the lakecity’s beloved Medieval Market, which raises money for student programs and also equips participating students with work experience, has seen quite the impact.
Without any real change to the event’s layout, which as previous years was hosted at Lake City Secondary School, the total cost to run the market increased by more than $4,000 from 2019 until now. While in 2019 the market operated at a total cost of about $800, this year’s market came to a total of just under $5,000.
Even in 2023, prior to SD 27’s policy changes, organizer Kirstin Lauren said custodial charges had doubled from the previous year. This was despite few, if any, changes being made to the market which would result in further custodial requirements. Custodial hours, organizers said, doubled from 24 to 48 hours without explanation.
In fact, Lauren said it’s been difficult to get any clear answers from the district, and while she is hoping to maintain a relationship with the district and see the market thrive in its traditional location of several years, there needs to be better communication.
Hooker told Black Press Media organizers are made aware of requirements and risks associated to holding their event before their application is approved.
The biggest change the Medieval Market saw this year was in insurance fees. While costs going specifically to the district amounted to about $4,000, the market had to pay an extra $800 for third party liability insurance. Organizers were told they had to purchase the insurance this year, while in previous years this was not a concern.
Lauren told Black Press Media students were still able to benefit from this year’s market, which attracted about 3,500 guests, 100 vendors and 100 student workers.
“But the more money we have to pay out, the less money we have to give to students,” she said, adding all she wants is to figure out what’s going on and continue having a positive working relationship with the district.
In her statement to Black Press Media, Hooker said insurance requirements have always existed.
“The district is now clarifying these requirements with users and consistently ensuring the appropriate insurance is obtained. The cost to obtain liability insurance is minimal and is needed to cover both the organizers and the volunteers working any event that is not directly related to education. The district values all of our employees and volunteers and is simply trying to make sure organizers have appropriate insurance coverage in place in the case of an unexpected event,” Hooker wrote.
She later clarified with Black Press that these events were simply not being insured previously, a fact which was overlooked, and the policy change was to ensure everyone's safety.
Lauren said she and other organizers are planning to meet with the district to understand why their costs have seen such an increase and what can be done to mitigate the impact on students for which the event is being hosted.
Most of the fees related to renting SD 27 facilities have been cut in half, with some additional fees being added to the list. New fees include $200 for wireless access, which is available only to weekend sports tournaments and craft fairs. A small fee was added for access to the entire sports equipment room and $85 has been added for intruder alarm activation.
Fees which have seen no change include non-profit adult sport groups’ use of multi-purpose spaces such as libraries and cafes, as well as field use by any type of group. Fees marked as “local delivery” and “out of town delivery” haven’t changed, nor have weekend custodial charges seen any changes. However, general custodial charges have seen a change. Non-profit groups used to be charged $30 per hour for custodial services, a custodian's regular hourly pay, and now pay $30 per use. Other groups, such as private craft fairs and political parties, used to pay $30 per hour for custodial services and now pay $67.75 per hour. A $200 key deposit was also removed, replaced by a $30 charge to replace a fob or get an extra one.
Hooker also told Black Press Media that the district does not profit from the fees.
“The fees collected are applied to the direct staffing costs associated with approving the request. We are not charging rates that provide any funds towards repairs and maintenance of our facilities nor capital replacement costs,” she wrote.
Tammy Woodcock Banks was one of more than 40 vendors registered to sell their crafts at Hobby Con. She told Black Press Media Hobby Con is one of the most important markets where she sells her wind chimes and Christmas cards which she makes under the name Tammy's Creations.
“I had loads of stock that I had worked on this year for the show,” she said. Banks said she was grateful to be welcomed as a vendor at the Cariboo Corner market instead, but only made about one third of what she would normally make at Hobby Con.
However, she said the market’s cancellation is also a big loss for the students who benefit from Hobby Con.
“It’s not only us that got let down, it was the kids,” she said.
When they heard the news that Hobby Con was being cancelled, Bewitching Market organizers Wanda Sheppard and Sunny Dyck decided something needed to be done. They quickly organized a new market without using SD 27 facilities so local crafters and business owners can still benefit from the holiday season.
"They’re quite happy with it, they’re excited,” Sheppard told the Tribune about the almost 40 vendors who have registered for the new market called A Misfits and Mistletoe Christmas Market.
The market, which will be taking place on Dec. 15 at the Ramada Convention Centre, is open to everyone and any kind of item being sold.
“If you want to do goth you can do goth, if you want to do Christmas you can do Christmas,” Sheppard said.
She said all she wants is to be fair to the vendors, promote their works and have fun.
A previous version of this story misreported the fee changes related to renting SD 27 facilities, stating they had doubled when in fact they have been cut in half.
