As Halloween and Christmas approach, we want to clarify how we use centre funds for seasonal celebrations. 

Playcentre values the celebrations, traditions and special moments that bring whānau together. At the same time, as a charitable organisation, we need to ensure the funds available to us are being used in ways that advance Playcentre’s charitable purpose and provide genuine benefit for tamariki, whānau and our Playcentre communities. 

Our Playcentre Charitable Purposes Reference Guide recognises that end-of-year and seasonal celebrations can have a place within Playcentre where they support participation, community connection or engagement, are open to all centre whānau, and are proportionate in cost. 

However, this does not mean that all costs associated with a celebration are an appropriate use of centre funds. 

Centre funds, including fundraising funds, should not be used to purchase Halloween lollies or Halloween decorations. These are considered entertainment rather than an expenditure that advances Playcentre’s charitable purpose. 

The same principle applies as we move towards Christmas. Gifts, festive treats and other discretionary “nice-to-have” purchases should not be funded simply because they form part of a Christmas celebration., and other discretionary “nice-to-have” purchases should not be funded simply because they’re part of a Christmas celebration.  

This does not mean centres cannot celebrate. 

There are lots of ways to create special experiences using resources already available within your centre, such as making decorations, creating cards, baking as part of the learning programme, dressing up, singing, and creating and celebrating together. 

There may also be circumstances where centre or fundraising funds can appropriately support a seasonal or end-of-year event. 

The distinction is whether the activity is primarily entertainment or a social event, or whether it has a clear connection to Playcentre’s charitable purpose through whānau participation, community connection, outreach, or wellbeing. 

As a general guide, expenditure on this type of activity may be appropriate where: 

  • the event is genuinely open and inclusive to all centre whānau 
  • there is a clear connection to whānau engagement, community connection, outreach, participation or wellbeing 
  • the centre is actively engaged in Playcentre throughout the year, including through participation and fundraising 
  • the cost is proportionate and can be responsibly supported 
  • the expenditure can be clearly explained as advancing Playcentre’s charitable purpose, rather than simply providing entertainment; and 
  • the appropriate area leadership is comfortable that the decision is reasonable and can be applied consistently. 

Having fundraising funds available does not make an expense appropriate, or automatically exempt expenditure from approval requirements. Fundraising income is still Playcentre funding and needs to be used in support of our charitable purpose. Centres seeking approval to use fundraising funds should ensure they can clearly demonstrate how the proposed activity supports Playcentre’s charitable purpose. 

If you are unsure about a proposed expense or event, please check with your Area Lead before committing to the cost.