“Santa on Zoom”
Merry Christmas and welcome to the registration process for Whitstable Rotary Club's
"Santa on Zoom".
With the lack of "real" Santa's Grottos this Christmas due to Covid 19 or perhaps the Covid danger of attending one - indeed if they are open, we are expecting quite a few children & parents/carers will want to participate with us - and the initial feedback is very positive - as it has been very difficult to arrange events to raise money for good causes so far this dreadful year. We are planning to have Santa sessions Saturdays 12th and 19th at this stage. However if demand is higher we will certainly select other days and advertise them here on our website very shortly
The Process
You will need to book a session by copying the form below, paying the donation into our PayPal account and we will allocate a 5 minute session for the child and accompanying parent/carer and email back the confirmation and Zoom information. A short note and Santa Certificate will be emailed by Santa later
If you are not the parent / carer of the child but are the Grandparents making this booking for your grandchildren, who perhaps do not live locally or are even overseas, please indicate this in the booking email to us! The Zoom information for meeting Santa will be sent only to the parent or carer so please ensure they copy you this Zoom information when they receive it - otherwise you will not be able to log in. The age and birth date is not essential, but it indicates to the child that Santa is "aware" of him/her when their conversation commences!
The child and the parent/carer will log in to Zoom just before their time slot and both will be "let in" to see Santa soon after the last child & parent/carer has departed.The entire process will be controlled by Santa's Head Elf. During the 5 minutes allocated, Santa will have a conversation with the child, and time permitting, Santa may read a very short story to the child if the conversation has not gone on too long. Ofcourse the session will not be recorded.
If more siblings would like to take part in the 5 minute session with Santa they are welcome to do so, but their names must be on the form below. However if you prefer Santa has more time with each child, why not book an extra session - you would be most welcome, either consecutively or at another time. Whitstable Rotary will terminate the meeting if they consider there to be any unruly behaviour or indeed if the parent leaves for any reason.
Please indicate whether you would prefer a morning, midday or afternoon slot and ofcourse the date, by deleting the rest. If you have no preference, just leave that section in the form blank. When we email the time to you we will try to adhere to the requested slot day/time as much as possible.
For those that do not have a PC or Mac, you can download a copy of the form below to your phone or iPad in .doc or pdf format Form.doc & Form.pdf It is important you use the format of this form so that we can easily copy & paste into a control spreadsheet for the event!
Any questions? click on FAQ section
The Booking Process in detail (you could copy these instructions, if you need to when you copy&paste the form so you have them in front of you when to fill the form out in your email to us)
1) Please copy and paste the form below into the body of a new email on your computer, then fill out the blank sections by TYPING, not written
2) If more than one child in family would like to see & speak to Santa that will be possible within the 5 min session, however you are most welcome to copy&paste the form again into your email (below the last one) to book an extra 5 min session so that Santa has more time with each child i.e. one form per session, but one email for all where possible (to allow making consecutive time slots easier)
3) Send email and filled out (TYPED) form(s) in the body of the email, to the email address on the form. Please email the complete form, even with blank spaces, so we can copy&paste into spreadsheet
4) Go to "HERE" below to transfer to our secure Donation page, click on the link to PayPal's website and pay the required donation using your PayPal account (please ensure you tick the box (in PayPal) so we know whom has made the payment (important). (- no PayPal account - very easy to create one and it is free!). PayPal will send you an email to confirm payment - and it might be a good idea to forward to us as PayPal unfortunately, often takes a week or more to confirm payment
5) We will send an email back to the parent/carer with your date and time slot soon after to confirm your session - don't forget to inform grandparents if you want them to be passive attendees
6) After the child has chatted with Santa he will send a certificate for the child(ren)
Instructions to Copy&Paste Form (if you are unsure of this operation - apologies for those that do!)
(To copy and paste the form, position the mouse over the top left corner, hold the left button of the mouse down whilst moving the mouse over the entire table (and ensure all the text is highlighted in both columns).
Then press the right button and select "Copy." You can then go to your email software, say Outlook and paste in the contents into a new email ensuring the entire form has been transferred.
Copy and Paste the email address from the form (bottom right ) to send.). If booking for more than one session, please ensure you copy and paste the form for each session in the email you will send. If you find these instructions too simple, we apologise but have to cater for all levels of IT knowledge
School(s) attended |
Please type in please, do not write in |
First Child’s name and age |
|
Second Child’s name and age |
|
Third Child’s name and age |
|
Surname |
|
Parent/Carer |
|
Phone number where you can be contacted on the day |
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Email to send Zoom link for you and child to log on |
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OK to keep data to Dec 2021? |
Yes ( see terms and conditions) / No |
Preference: Sat 12th or 19t No No Preference delete all |
12 or 19th morning/midday/afternoon Please delete which is not wanted Completed form to This e-mail address is being protected from spambots. You need JavaScript enabled to view it |
Terms and Conditions of your Booking
By making the booking for an on- line visit to Santa’s Grotto you agree with The Rotary Club of Whitstable (the Club) to accept the following conditions:
1. The child or children taking part must be accompanied at all times by a parent, carer or other adult all over the age of 18. The Club reserves the right to immediately terminate the visit and transmission if this does not happen and without liability to you.
2. The Club will use its reasonable endeavours to ensure that the transmission proceeds but cannot be held responsible for any buffering, or freezing or loss of the picture which is beyond our reasonable control and which results in the visit being interrupted or curtailed. If a problem occurs please try to log back in
3. If you are late for the timed booking the Club cannot guarantee to provide the visit as the visit will be scheduled with other bookings. Nor can the Club guarantee to reschedule. If the Club is not able to reschedule, the booking fee/donation is forfeited.
4. In all cases, whatever claim for any loss, including distress or disappointment that you or your children may suffer because of the Club’s inability to perform, the Club’s liability to you is limited to the refund of the cost of the booking. This does not include claims for personal injury.
NB. The information you provide will stay with Whitstable Rotary Club only and will, not under any circumstances, be given to any other organisations or individuals. This data will be destroyed after the event or kept in an encrypted Excel spreadsheet until December 2021 if you give us permission to do so in the above form. We will only use it if we want to contact families next year (to provide a similar service).
Click HERE to make your secure donation on PayPal - the advantage of which does not take any % for the process - so what you donate, we get and this will then be used to support local charities, or individuals - and if they are not a charity we investigate their claim in detail before we allocate any money.
If you do have any questions or indeed concerns that are not answered by our FAQ section please feel free to email these to the email address on the form above beforehand.
Maybe you would like to help us and the community to promote this message with other families with young children whether they live locally in Canterbury area or further afield by displaying the poster above or pass on to someone you know - here is the file in both pdf and doc format. If you forget our URL (www.whitstablerortary.org ) - it is easily found by Google! This document goes with the poster giving booking information
If you have not used Zoom before in this lockdown, it is very easy - and we can give some telephone help if needed. The zoom software can be downloaded for free (and to use) from www.zoom.us )