Sprouts Festival of Trees Staff Policy

Purpose

This policy establishes clear expectations for Sprouts staff participating in the annual Festival of Trees. It outlines how classroom trees are created, decorated, displayed, and how children’s ornaments are personalized and distributed.

Scope

This policy applies to:

• All Sprouts classrooms and ancillary programs participating in the Festival of Trees (such as feeding programs).
• All Sprouts teachers, assistant teachers, and classroom support staff.
• Any other staff or volunteers assisting with Sprouts trees.

Overview

Each Sprouts classroom is assigned one tree to decorate for the Festival of Trees.

• Tree ornaments are made by the children in that classroom.
• Teachers and staff are responsible for helping children create ornaments and for building excitement about the tree and the event.
• Sprouts trees will be included in the public Festival of Trees event and then moved to the community room for display throughout the season.

Ornament Guidelines

All ornaments for Sprouts trees must:

• Be created by or with the participation of the children in the classroom.
  • Up to 20% of ornaments may be created by staff members/adults (such as 3d printed name ornaments, standard ball ornaments) as "filler."
• Include a clear personalization element representing each enrolled child so it is obvious which child the ornament belongs to. Acceptable personalization may include:
  • A photo of the child.
  • A handprint, footprint, or similar unique mark.
  • The child’s name clearly written (preferably in their own hand).
  • Another simple, identifiable marker approved by Sprouts Administration.

Additional expectations:

• Ornaments should be age-appropriate and safe for children to create and handle.
• Ornaments should be durable enough to hang on the tree and be transported home.
• Whenever possible, ornaments should reflect the theme (if any) decided by the teaching lead and/or Sprouts Administration.
• Ornaments should be started at least 2 weeks before the event to allow enough time for all children to participate. Ornaments should be complete by 4 days before the event. If a child has not completed at least 1 ornament by that date, the lead teacher will notify Sprouts Administration who and why (such as extended illness or late drop offs).

Distribution of Ornaments

Each child’s ornament will be kept on the tree at least until the end of the festival period.

Ornaments may be distributed:

• On the last day of school before Winter Break
• On a child's last day before they will be gone over Winter Break (such as planned absence to go out of town)
• At the Winter Concert for Preschool

Whichever option best serves the children and families and is determined by Sprouts leadership in consultation with the Festival of Trees Committee should be utilized.

The lead teacher is responsible for:

• Ensuring that each ornament is returned to the correct child.
• Communicating with families about when ornaments will be sent home.

Tree Design and Layout

• The lead teacher after collecting the input of the rest of the classroom staff, in consultation with Administration, will determine the overall design and layout of the classroom tree. Tree theme and general ornament design should be determined by 4 weeks before the event.
• Teachers are encouraged to:
  • Involve children in age-appropriate decisions
  • Keep the design welcoming, festive, and appropriate for a family-friendly setting

Tree Setup and Tear-Down

• The tree will be set up and decorated by the lead teacher, with optional assistance from classroom staff and children, as appropriate for the age group. The tree decorating should be complete at least 24 hours before the first day of the festival, if not sooner.
• Teachers may include the children in setup and decorating as a learning and community-building activity.
• The teacher (with classroom staff support) is responsible for:
  • Ensuring the tree is fully decorated by the deadline set by the Festival of Trees Committee.
  • Ensuring the area around the tree is safe, tidy, and accessible.
  • Assisting with the removal of ornaments and the tear-down of the tree after the display period is over.

Display Timeline and Location

• Sprouts trees will be part of the main Festival of Trees event.
• After the event, Sprouts classroom trees will be moved to the community room for ongoing display throughout the season, according to the schedule determined by the Festival of Trees Committee and Sprouts leadership. Ancillary program trees may or may not be moved to the community room.
• Any changes to display location or timeline will be communicated to staff by Sprouts leadership.

Program Book Submissions

Information, photos, or descriptions for the Festival of Trees program book (or similar printed/digital materials) must be submitted by the deadlines set by the Festival of Trees Committee. Lead teachers are responsible for submitting their tree descriptions related to the chosen theme. Sprouts Administration will provide additional promotional text to be placed at the end of their description.

Communication and Questions

• Questions about this policy or the Festival of Trees process should be directed to Sprouts leadership or the Festival of Trees Committee.
• Any exceptions to this policy must be approved in advance by Sprouts leadership.