how to organise a fete in south australia

HOW TO ORGANISE A FETE IN

SA 2012

fetesandfestivals.com.au

What’s insideIntroduction 5

Chapter 1: Where to start? 6 Let’stalkaboutgoals,settingdatesandthemes

Chapter 2: A fete committee’s selection criteria 9

Chapter 3: Your pre-fete checklist 13

Chapter 4: A word from your sponsor… 25 Allaboutgettingsponsorshipanddonations

Chapter 5: Calling all volunteers 30

Chapter 6: The day before the fete 33

Chapter 7: Showtime – the day is here! 33

Chapter 8: The fete’s not over until the clean-ups done as well as the Handover manual! 34

Indextoebooks 37

AppendixI FeteChecklist 38

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IntroductionFete (def ): a lavish, outdoor festival. Synonymous with fundraising and fun. Orsoitshouldbe!

Fetes,festivals,carnivals,callthemwhatyouwill:theyholdaspecialplaceonfundraisingcalendarsandincommunity’shearts.Everyonelovesthem!

Butbewarned:theydon’tjusthappen.Theyarealotofwork.

That’swhereAustralia’sannualguidetofeteandfestivalsreallyhelps.

Formanyyearswe’veprovidedsomeshortcutstosourcingreliablesupplierstomeetyourspecificeventneeds.

Nowwe’recombiningthoseusefulcontactswithpracticaladviceandoriginalideas,includingtipsfromthoseIcall‘fetegreats’–afewtrulyamazingvolunteerswhohaveturnedho-humintova-voom!

Happy fundraising!

MandyWeidmann

DirectDigital

PS:Therealityis,inAustralia,feteshavebecomethedomainofprimaryschoolsasmajorfundraisingevents.That’swhyI’vereferredsomuchtothem.Butbelieveme;theprinciplescanbetakenupbyanygroupwantingtorunacommunity-basedfeteorfiesta.

PPS:You’llfindunderlinedwordsthroughoutthise-book.Thesearehyperlinksputtingyouintouchwithknownsuppliersofproductsorservicesbeingreferredtointhetext.Ifyoudownloadthee-bookandprintitout,youcanstillfindtheseservicesatwww.fetesandfestivals.com.au

Chapter 1:Wheretostart?Okay,Iknow,you’rethinking:withadateofcourse.Wrong!

That’slikeclosingthegateafterthehorsehasbolted.

Thefirstthingyouneedisagoal!

Tip 1: Set a SMART goalThink:

� Specific–well-definedandclear

� Measurable–intermsofprogresstowardsthegoal

� Agreed–allkeystakeholdersagreetothegoalandhaveastakeinit

� Realistic–don’tbetooambitious

� Timely–atimeframeisbuiltin.

Nowthat’sSMART!

Advantages of SMART goals

� Youcangetactualquotesforwhat’sneeded.

� Helpersandsupportersaremotivatedknowinghowmuchmoneyisneededandexactlyhowitwillbespent.

FindoutmoreaboutsettingSMARTgoalsbyreadingmye-book22 lessons for A+ fundraising.

Tip 2: Appoint a fete committeeAfeteisnojobforaone-manband.ItneedsacommittedFeteCommittee,asub-committeeoftheschool’sParentsandCitizensAssociation(P&C).

WhiletheP&Casawholeshoulddecideonthemainelementsofthefete(likethedateandtheme),theorganisationalnitty-grittyishandedovertothefeteCommittee,madeupofenthusiastic,motivated,well-organisedteamplayers.

Chapter2detailsthedifferentpositionsthatneedfilling.

Fete Toolkit I nc ludes :

FeteCommiteeListCLICkHEREFORFuLLTOOLkIT

Tip 3: Know what’s happening around you before setting the dateTherightdateiscriticaltoafete’ssuccess.

NeitheryounorIcanpredicttheweatherayearormoreinadvancebutaskingafewquestionswillsaveyoumajordisappointmentswithforeseeableclashes.

Findoutabout:

� scheduleddatesforfetesorsimilareventsofotherschoolsinyourlocality

fetesandfestivals.com.au6 ebook-Howtoorganiseafete fetesandfestivals.com.au

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Q What experience do you o�er?A A wide variety of our Showbags have been designed by an industry expert with over 40 years knowledge in shows. Each and every bag that we sell has been thoroughly tested at fetes across Australia.Q Describe the product.A We provide a wide range of Showbags, with lines from gummi, warheads and bertie beetle right through to novelty bags like crazy lab and fetes busta. There are of course a wide range of novelty options to ensure that your committee is able to provide the right range for the kids expected at the fete.Q How can a school fete make money

on show bags?A We sell the bags to the school or community group for $3.50 and recommend they sell them on for $4.50-$5.00. That makes them very a�ordable.

Q How can we maximise sales?A Promotion and display are everything. Involve children in creating a backdrop display, using blu-tac to display the contents of every bag on o�er. They’ll be so proud of their e�orts; they’ll drag Mum and Dad up to look (and buy). Q What’s your return policy?A We cannot take back unsold show bags so we ask groups to think carefully about quantity. It’s much better to sell out.If some stock is left unsold after the fete, consider some of these options for o�oading:• o�er in a cent auction• sell at the school canteen• give away as prizes for good behaviour.Q Have you one piece of advice for

fundraising success with show bags?A Avoid a sticky confectionery mess by choosing a shaded or air-conditioned location.

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� yourschool’ssportingdiary.Ifyourschoolisplayingamajorgameawayfromhomethatmeansthere’llbeasignificantnumberofchildrenandparentsunabletosupportyourfundraiser(bothasvolunteersandasvisitorswithopenwallets!).Ontheotherhand,amajorsportingeventatyourschoolcouldworktoyouradvantageanddrawinabiggercrowd.

DatePlannerCLICkHEREFORFuLLTOOLkIT

� datesforcommunityeventssuchasfestivals,streetparades,fireworksandmajorsportinggrandfinals.

Withthisinformation,youcangoaheadandsetadate.

Howlongwillyourfeterun?Overtheyears,manyfeteshavegrownintoday-and-nightextravaganzas.Greatintheorybutdoyouhavethecapacity?Youneedmanymorevolunteers:canyoufindthem?

DotheMaths:howmuchprofitwillyouwanttoachievefortheextendedhours?Isthatfeasible?Intougheconomictimes,‘fetegreats’andveteransupplierssay,familiesmaylingerlongerbutonlyspendthesameamountofmoney.

FridayeveningsarebecomingapopularalternativetocrowdedSaturdaycalendars.

Eveningeventslendthemselvestofireworksfinales.

Giveyourselves12months(atleast)toplan.Youwillneedtobooksomesupplierslikeamusementridesatleastoneyearinadvancetogettheselectionofridesyouwant.

Click here to find a list of Amusement Ride operators in South Australia.

Tip 4: Theme your dream fundraiserAthemegivescohesiontoallthedifferentelementsofafete.Somepopularthemesforfetesinclude:

� Countryfair

� Rockandroll

� Aroundtheworld

� Mother’sday

� Father’sday

� Springfair

� Colour

� Jazz

� HauntedHouse

� Outerspace

� SportsDay

� OldFashionedCarnival

Forexample,aCountryFairthemecouldseestallsdecoratedwithhayanddriedflowersandconvenorswearingdenimswithflannelshirtsandstrawhats.Abushbandcouldprovideentertainmentanda

8 ebook-Howtoorganiseafete fetesandfestivals.com.au

babyanimalfarmcouldteachchildrenaboutanimalsthatliveonafarm.

Click here to find a list of Baby Animal Farms in South Australia.

AnInternationalFairopensthatwayforworldflags,nationalcostumesandexoticfoodstalls.Tailorsomeofthegamesandactivitiesaroundacertaincountryorculture.

My favourite theme was ‘the circus’. The kids loved it – and so did the teachers. They were able to work the theme and all the preparation that goes on in class time with drama and art lessons. An Arts Council troupe of performers came to the school in the lead-up and taught the students some fun moves; they even returned on the day of the fete and worked the crowd for us.

Linda, ‘fete great’, convenor

Chapter 2: Afetecommittee’sselectioncriteriaChoosingacommitteeandappointingspecificjobswilldistributetheworkevenly,andlessenvolunteerstressandworkload;enablingeveryonetoenjoytheday.

The executive � Fete convenor

LikeaCEOwithoverallresponsibilityfortheevent–onlywithoutthepayincentive!--thefeteconvenorkeepsthebigpictureinfocus.Onepersonmayhavethetimeandenergytorunwiththisvolunteerrole;ortwoorthreegoodfriendsmaybeabletosharetheload.

� A fete convenor:

� chairsallcommitteemeetings

� liaiseswithallstallholders,theschoolprincipalandteachingstaffandtheP&C

� mediatesdisputes(andyes,theywillhappen!)

If I can walk away from all of this with friends in tact, I’ll be a happy person. Philosophy of ‘fete great’ Karen, a successful convenor for five years

GuideforFeteConvenors AssistanceforFeteLetter FetePlanning

CLICkHEREFORFuLLTOOLkIT

� Fete secretary

Thispersonhasaneyefordetailandisresponsibleforallthecorrespondence,meetingminutes,andother‘officetype’workinvolved.Ideallytheywillhavestrongoffice,computer,andorganisationalskills.

Thefetesecretary’sjobcontinueswellafterfeteday:it’shisjobtosendoutthankyouletterstoallsponsorsandstallholders,andtoupdatethehandoverbook.

Notsurewhatahandoverbookis?SeeChapter8.

� Fete treasurer

Moneydoesn’tjustchangehandsonfeteday.It’scomingandgoingbeforeandaftertheeventtoo.Accuratefinancialrecordsareessential.Afinancialcontroller–orfetetreasurer–willideallyhaveexperienceinaccountingorbookkeeping.

Tip 5: Many hands make light workAsidefromthethreestrategicpositions,afetesub-committeewillbemadeupofparentsandfriendswhovolunteertooverseeallotheraspectsoftheevent,including:

� stallconvenors

� setup

� security

� moneyhandling

� equipmenthire

� purchasing

� entertainment

� electrical

� safety

� gatecontrol

� parking

� firstaid

� signage

� printing

� sponsorship

� publicity

� photography

� cleanup

GuideforSecretary

GuideforTreasurerCLICkHEREFORFuLLTOOLkIT

Consideralsoavolunteercoordinatortolookafterrecruitmentandtimetablingofhelpers.Chapter5providesmoreinformationaboutvolunteersandhowtogetthemofferingtohelp.

Onceyourcommitteehasformed,compileanddistributeacomprehensivecontactlist.Besureeverymemberofthecommitteeisonitandthatallcommitteemembersgetone.Includeemail,homeandworkphones,mobilenumber.Committeemembersneedtobeabletocontacteachothereasilyforhelporadvice.

FeteCommiteeList VolunteerRoster

Your first committee meetingAttheveryfirstcommitteemeeting,outlineaclearplanlistingallelementsofthefete,thenumberofhoursitwillrun,andsetatargetamountofmoneytoberaised.

Ifthisistheschool’sfirstfete,itisagoodideatohavetheSecretaryputinplacea

comprehensivefilingsystemthatcanassistinplanningforthenextyear.

Supplyeachstallandtaskconvenorwithaninformationfolderthatprovidesasmuchdetailaspossibleabouttheirtask.Encouragethemtokeepnotestopassontonextyear’scommittee.Chapter8explainsmoreabouttheimportanceofaHandoverManual.

Beclearonyourcommittee’saccountingpracticesfromthestart.Includeaprocedureintheinformationfolderclearlyoutliningthemethodsbywhichgoodscanbepurchasedforeachstall.

Justlikebusiness,afetewillbenefitfrom“economyofscale”purchasing.Yourcommitteepurchasingofficermaybeabletogetdiscountsforbulkbuyingofitemsthatanumberofstallholdersneed:likedisposabletablecloths,napkins,plates,buntingandcups.

Likewise,yourequipmenthireofficercancoordinateallthestalls’hireneeds.

Apublicityofficerwillcoordinatemessagessentthroughyourschoolcommunityandouttolocalmedia.

HandoverReport BulkSuppliesOrderForm EquipmentOrderForm

Tip 6: Communication is integral to success

Communication, communication, communication! The fete committee needs to communicate really well with each other, with the school administration and with parents. Karen, ‘fete great’

Committeemembersneedtobefullyinformedatalltimes.Thiscanbedonethroughregularmeetingsandemails,afacebookpageorevenawebsitesetupfortheevent!

Monthlymeetingsareadequateintheinitialstages,movingtofortnightlyandthenweekly,astheeventgetscloser.Holdyourmeetingsataplacethatiseasyandconvenientforeveryonetoattend,andaskyourattendeestobringalongaplateoffoodtoshare.

Alwayscirculateawrittenagenda.Thisallowscommitteememberstothinkaboutwhat’sgoingtobediscussedandkeepontopic.Noone–leastofallbusyfeteorganiserswhoalsohavefamilyandworklives--wantstobeheldupatmeetingsthatgoaroundandaroundincircles.

Thefetesecretarywilltakeminutesofthemeetinganddistributethemtoallcommitteemembers.

Groupemailisusefulfordealingwithsuddenissuesthatneedurgentanswers.

another,lambs,poniesandgoatsdon’tmixwellwiththenoiseofbigamusementrides(orthescreams).Apettingfarmwith30animalswillneeda10mdiametercircularspace;ponyridesneedacordoned-offcircleabout80mwide.

Doawalkthroughoftheareapriortoyourfetetoconfirminadvancethatthespothasgoodaccessfortheirequipment.

SitePlanExamples

Chapter 3: Yourpre-fetechecklistThere’salottodo;alottoremember.usethechecklistinAppendixItokeeptrackofallthatneedstobedone.

Here we detail 13 essentials that demand attention:

1. Location Confiningyourfetetoalimitedareakeepstheaudiencecirculatingaroundthestalls.Italsoenhancesthatfiestacrowdfeeling.

� Youneedaflatsite–ovalorcarpark.

� Youneedaccesstoelectricity.Ifthat’snotpossible,youwillneedtohireagenerator

� Ideallyyouwantpassingtraffictoseewhat’shappening.

DrawaMapoftheareaandplanwhereeachstallwillgo.Payattentiontothemixofstallsandtrytokeepthemgrouped(forexample,creatingafoodcourtandasideshowalley).Consultwithconvenorsaboutthelocationoftheirstalls.

Amusementridesneedalargeflatareasuchastheschoolovalorcarpark,andaccesstoelectricity.

Ponyridesandababyanimalfarmneedspacetoo;andwhilethey’rebestnearone

Tip 7: Ask your amusement ride supplier for a site visit with youMostlargeridesaretransportedonsemi-trailers,sohavingamplespacetomoveinandoutisimportant.

Click here to find a list of Amusement Ride operators in South Australia.Forliveentertainment,youwillneedalargespaceforthestageandacomfortableplacefortheviewers.Selectagrassyareaforthestagethathasplentyofclearspaceforaudiences.Trytoprovideasmuchshadeaspossible,asmanyparentswilltaketheopportunityofwatchingeventsonstageinordertotakeabreakfromthefete.

GuideforRidesConvenor

Tip 8: Mark it outOnthedayofyourfete,markoutyourareasbyusingspraypaintongrassorchalkonbitumenandconcreteinordertomarkoutstallareas.Alternately,youcanuseprominentsignsdirectingyourconvenorsandparticipants.Ensureallstallconvenorshaveafinalisedmapsotheyknowwheretosetup.

2. Insurance Donotassumethatyourschool’sinsurancepolicywillcoveralargeeventsuchasthisone.Anextensionofcoveragemaybeneeded.

PublicLiabilityinsuranceisessentialtoprotectyourschoolfromanyuntoldincidentsthatmayoccur.

WetWeatherinsuranceisalsoworthinvestigating.

Checkthepublicliabilityinsuranceofyouroutsidevendorstoo.

3. Electricity Enlistthehelpofanelectricianforadviceonwhatneedstobedonetoensureadequatesupplytoallstallholders.

Tip 9: Hire a generatorFetesusealotofpower.Relyingonextensioncordsanddoubleadaptorsisaskingfortrouble,butaskanelectriciantosupervise.

YourWorkplaceHealthandSafetyrequirementsmayhavespecialconditionsplacedonworkingwithelectricity;checkthoseguidelinestoo.

4. Booking rides and equipment Amusementrides–frominflatablejumpingcastlesandmerry-go-roundstoclimbingwalls,dodgemcarsandsizzlers

–areHuGEdrawcards.They’realsoyourbiggestexpense.

Itpaystocheckavailabilityandbookassoonaspossible:manyschoolssecureridesayearinadvance.

Goforamixofridesfordifferentagegroups.Itwillprovethebestinvestment.

RemembertoaskamusementridestaffforBlueCards.

Click here to find a list of Amusement Ride operators in South Australia.

Tip 10:Height mattersBemindfulofheightrestrictions.Someridesexcludeparticipantslessthan1.3mtall;forothersitmayonlybe1m.

Tip 11: How to work the queueYou’llneverbeatthelinebutyoucankeepitmoving.Forexample,considerthenumberofpeopleperride.AnOctopuswillcarryabout24peoplewhileonlyfourpeoplemaybeabletoclimbarockwallatanyonetime.

Tip 12: Think all day-ride passAll-dayridepassesareverypopular.Offerdiscountsforpassespurchasedinthedaysleadinguptothefetetoencouragesales.

RidePassOrderForm

Tip 13:Outright hire or percentage?Mostrideoperatorswilloffertwoalternatives,outright hireorpercentage split.What does this mean?

Outright hiremeansyoupayasetfeeandretainallproceedsofticketsales.

Youhavetopaythehirernomatterhowpopular–orhowwetthedayturnsout.

Percentage of takingsmeansyousplittheprofitwiththerideoperator.usuallyyouget20%-25%ofoverallticketsales.Thismaymeanlessprofitthantheoutrighthirebutitalsohedgesagainstmakingalossduetobadweather.

‘Fete greats’, having proven the success of their event, all advocated the flat fee.

5. EntertainmentStartwithanMCwhoprovidesguidanceanddrawstheattentionofthecrowd.Appointoneortwopeoplewithoutgoingpersonalitiestoworkthecrowd.

YourMCwillneedagoodsoundsystemsothattheyareheardaroundtheentiresite.Iftheschoolsoundsystemisn’tuptoscratch,hireonethatwillgetyourmessageoverloudandclear.

YourMCwillneedacomprehensiverunningsheet,listingstallsandperformancestopromotethroughouttheday.Theywillannounce‘specials’astheycometohand,aswellasrafflesorlostchildreninneed.Theycanalsomentionsupportfromyoursponsorsifyouhavepromisedthisexposure.Playaselectionofmusicinbetweenannouncementstoliventhemoodofyourfete.

Don’tdiscountusingkidsasentertainmentforyourfete:infact,countonit.Byencouragingeveryclasstoperformonesongordanceroutineontheday,you’reassuredofastrongfamilyturnouttosupporttheperformers;andoncethere,they’llspendmoneyonrides,refreshmentsetc.

Liaisealsowiththeschool’sperformingartssectionforspecialperformancessuchasdancegroups,bands,orchoirs.

Whenthinkingentertainment,don’tlimityourideastosonganddance.DisplaysbyFireandPolicedepartmentsarepopular;sotoosportingdemonstrationssuchasmartialartsorgymnastics.Dogobediencegroupsprovepopulartoo.

Streetentertainersandperformersneedtobebookedwellinadvanced.Theycanbeexpensivebutwilladdtothecolourofyourevent.

Entertainmentshouldsupportthefete’stheme.Forexample,ifyou’rehostinganInternationalFair,invitethelocalChinesecommunitytoperformatraditionalliondance.ForaCountryFair,bookabush

band.Afetethemedonthemusical‘Grease’wouldbenefitfromanold-stylerock’n’rollband.

RunSheetforMC GuideforEntertainment Convenor EntertainmentSchedule

6. Publicity Publicityisaboutgettingyourmessageoutsothatasmanypeopleaspossiblewillknowyourfeteison.

Youwantmorethanyourschoolcommunitytosupportyou:youwantyourwholecommunitycirclingthisfeteasa‘mustsee’ontheircalendar.

Assoonasthedateisset,contactyourlocalcouncilloraboutpromotionalbannersbeingerectedonmajorroadsnearyourschool.Councilsusuallylimitthenumberofhoardingsallowed:acaseoftheearlybirdcapturesattention.

Otherpublicitytacticsinclude:

� Runapostercompetitionwithintheschoolandchargeagoldcoinentryfee.Haveadisplayofallthepostersonthedayofthefeteandaskthepublictovoteforthebestposter.

� Offeramajorprizeforattendingtheevent,andyouwillbesuretodrawincrowdsofpeople.Ensurethatthewinnerhastobepresentatthedrawtokeepyourcrowdthere.Whenseekingprizes,inquireatlocalbusinessessuchastravelagentsorelectronicshops.CheckoutChapter4onsponsors.

� Schoolnewslettersarethemajorwaytopromoteeventstoschoolfamilies.Includeanextrasheetspecificallyforfetepromotion,andhaveitprintedonbrightly-colouredpapersothatitgetsnoticed.Publiciseadifferentstalleachweek.Alsopromotethebusinessesthataresupportingyourevent.useyourschoolnewslettertosourceprizes,lollies,cakes,ingredients.Forexample,focusonprizesforthebottlestalloneweek;askforcakemixesthenext.Getthechildreninvolvedbyofferingaprize(suchasapizzaparty)tothemost-generousclass.OrganiseaFreeDressDayinthelead-uptothefete,inexchangeforbringingarequestedfeteitem.

� Inviteschools,kindys,churchesandclubsinyourlocality,encouragingtheirattendance.

� Asklocalshopsandbusinessestodisplayafeteposterintheirwindow.Ifthey’reasponsor,makesuretheposteracknowledgesthemassuch.

� Mostradiostationsrunacommunityhotlineandwillpromoteyoureventon

airatnocost.Theyalsoprovidecommunityinformationontheirwebsites.

� Localnewspaperscanbetoughtogetinto.Youneedagimmickoracontact.PerhapssomeonewithinyourschoolcommunityworksinmediaorPR?Theymaybegladtodroptherightwordintherightear.

GuideforPublicityOfficer MediaReleaseTemplate

We combined our Circus theme with a bid for a world record: the longest mural on calico. It attracted media attention – newspapers and radio – and the ‘curiosity’ boosted our crowd numbers.

Linda, ‘fete great’

7. Handling security and moneyAlotofmoneywillchangehandsatafete.Youwillneed:

� asecureandlockableareasetasideforthecollectionandcountingofmoney.Theschoolofficemaybemostsuitable.

� coinsandmoneybags

� cashonhandforeverystalltocreateafloat.keepdetailsofhowmuchmoney

isgiventoeachstallholder.Thenyou’llhaveanaccuratepictureoftheirprofit.

� calicobags,markedwithastall’sname.Supplytwoperstall.Thefloatcanbeinoneofthese.usetheotherforcashcollection.

� identificationbadgesforthoseauthorisedtocollectmoney–distinctfromanyotherfete-relatedbadges.

� Aspreadsheettotrackeach‘collection’whichmaytakeplaceeveryhourortwo.

To avoid misunderstandings or mistakes, have two people count the money being collected at each stall. Account for the amount on a sheet and have both those who counted the money, sign beside the amount. This accountability will assist with reconciling the takings for banking and reporting and leaves no room for temptation or accusations.

Admin Bandit (accounting software and volunteer treasurers)

Tip 14: Beat cheats!Considerwhethertoinvestinprofessionallookingpre-perforatedtickets,specially-designedtemporarytattoosorusingwristbandsforidentificationofdaypassusersonrides.

Tip 15:Borrow a coin counting machineAskyourbankiftheyhaveacoin-countingmachineavailableforuse.Itwillsaveyouhoursoftallyinguploosechange.

Considerwhetheryou’llneedasecuritycompanytocollectthetakingsatday’send:youcouldbeholdingtensofthousandsofdollars.

No treasurer deserves the stress and risk of carrying thousands and thousands of dollars over a weekend.

Linda ‘fete great’

8. Equipment hire Makeequipmenthireanagendaitemearlyintheplanningprocess.

Everystallwillneedsomeequipment.Givestallconvenorsacomprehensiveequipmentrequirementlistandaskthemtocompletetheform,specifyingexactlywhattheyneed,soonerratherthanlater.

Forexample,foodstallswillneedcookingequipment,icechestsorrefrigeration,bainemaries,coveredservingstands,deepfryers,BBQsandmore.Askyourlocalcouncilaboutfoodregulations.Ensureeachfoodstallhasafireextinguishertocomplywithlocalfireregulations.Foodstallstakelongertosetup:deliveryofequipmentthedaybeforethefeteisbest.

Yourequipmenthirecoordinatorhasthetaskofsourcingwhat’sneeded.Some

itemswillneedtobehired–andhiringenmassecouldprovidesavings.Butencourageastocktakeofwhat’savailableattheschoolandonloanfromtheschoolcommunityfirst.Tablesandchairs,forexample,canbesourcedfromtheclassrooms.

RefertoyourHandoverManualtoseewhatwasusedtheyearbefore.Youdon’thaveone?Startnow?FindoutmoreinChapter8.

Walkaroundtheareaselectedforthefete.Howmuchisundercoverandprotectedfromtheelements.useasmanyundercoverareasaspossibletoprovideshadefromsunandshelterfromrain.

Beforehiring,useyourschoolnewslettertoseekloansofequipment.Forexample:

� portablesunshades–idealforstalls

� barbeques

� icechests

Localbusinessesoftenhavemarqueesavailableforloantofetes.Startwithlocalrealestateagents,financecompanies,cardealerships,andhotels.Yourlocalcouncil-lormayalsohaveamarqueeavailable.

Askneighbouringschoolsifyoucanhirefromthemforasmallfee.

Ifyourschoolplanstomakethefetearegularevent,considerpurchasingsomeitemsthatcanbeusedeachyear.

EquipmentHireFormCLICkHEREFORFuLLTOOLkIT

Tip 16:You can never have enough loos or rubbish bins! Yes,schoolshavetoiletsbutenoughforthecrowdyouexpect?Hiringportabletoiletsisasensibleandsanitaryinvestment.

Likewise,theschoolwheeliebinsareunlikelytohandlethevolumeofrubbishcreated.Hireaskipfortheendofdayclean-up.

Click here to find a list of Hire Companies in South Australia.

9. Stalls and stall ideasStallsarearguablythemostimportantpartofafete.Successrestswiththedetailintheplanning,payingparticularattentiontodiversityandquality.

Parentgroupsoftenhavespecificstallstheyliketooperate.Sendoutaninvitationforthesegroupstoconvenestalls,givingthemasimplethemetoworkwith.

Newparentstotheschoolcanalsobringnewideas.

Manyparentsownlocalbusinesses.Offerthemastall.Forexample,aparentwho

ownsthelocalicecreamparlourispreferabletoanoutsidevendorcominginandrunningtheice-creamvan.

Createacraftgroupwithintheschooltomakeitemsforthefete.Thisisnotonlyafundraisingactivity:it’sacommunity-builderaswell.Withregularcraftsessionsheldthroughouttheyear,it’sagreatwayfornewparentstogetinvolvedandmakefriends.Itemsthatdon’tsellatthefetecanbestoredandusedatanotherfundraiser.

Involvethestudentstoo.Askeachyearleveltorunaparticularstall.Childrenenjoytheresponsibility.Makeitalittlecompetitive:offerapizzapartytotheyearlevelthatraisesthemostmoney.

StallIdeas CraftStallIdeas

Tip 17:What to charge?Allitemsshouldbepricedalittlebelowshoppriceforasimilaritem.

Askstallholderstoholdthepriceuntillaterintheday.Haveguidelinesinplaceforlate-in-the-daydeductions,toencouragequicksales.

10. Outside vendorsToavoidafetewithlittletonostalls,considerbringinginoutsidevendors.Theywilleitherpayaflatstallfeeorapercentageofprofits.TheP&Corfetecommitteeshoulddecidewhatismostappropriate.

Outsidevendorsneedtopayfortheirstallsinadvance.

Iftheyareoperatingonapercentagebasishaveonepersonappointedtocollectmoneyfromthemattheendoftheday.

fetesandfestivals .com.au

Advertise your business here

1300 653 305sales@directdigital.com.au

Tip 18: Check licences Askthatoutsidevendorsshowyoutheirfoodlicenceorpermit.

Iftheycan’ttheyshouldn’tbethere.

Outsidevendorsareagreatoptionforasmallschoolwhichmayotherwisebelimitedto10stallsorless.Theirpresenceaddscolourandflavourtotheday.

Outside vendors are a great way of pulling in people who otherwise may not be drawn to a school fete. But be selective about what they sell. It needs to be appropriate for the school audience – and not take away from your core sales.

Karen, ‘fete great’

Forthisoptiontowork,youmustrespectthevendors’needs.Theyneedtomakesomemoneytoo!

Forexample:

� Berealisticaboutwhatyouchargethemfortheprivilegeofbeingpartofyourday.Thesmallertheschool,thelessthefee.

� Don’tbookaballoonstallandthenhaveasponsoringcompanygiveaway1000heliumballoons.

� Avoidbookingtwoorthreesimilarstalls.

Click here to find a list of Food and Beverage Vendors in South Australia.

Click here to find a list of Stallholders in South Australia.

Tip 19:Call it a Market Day!Bybringinginoutsidestallholders,youcanadvertiseyoureventasamarketday.Youarelikelytoattractamuchlargercrowdfromoutsidetheschoolcommunity.

11. Your fete program guideThisisaMuSTyetit’softenoverlooked.

Aprogramguideinformsvisitorsaboutthestalls,thrillsandattractionsofyourfete.Tooffsetthecostofcreatingprograms,askyourlocalprinteraboutproducingtheprograminexchangeforbeingafetesponsor.

� Makeyourprogramcolourfulandeye-catching,designedtocomplementyourtheme.

� Includemapshowingspecificlocationsofallstalls

� Listthetimeandlocationofallactivitiesandentertainmentthroughouttheday.

� Haveapagethatliststheprizesforeventssuchassilentauctions,chocolatewheels,andcentauctions.

� Listallsponsors’namesandcontactdetails.Youcanvarythesizeofthelistingdependingupontheamountofsponsorshipprovided.

FeteProgrammeGuide Suggestions

Tip 20: Number each program, and have a draw for a lucky door prize. Itwillencouragepeopletostayaround(spendingmoretimeequalsspendingmoremoney).

Tip 21: Have large-scale maps posted around the grounds

That way no-one misses out on seeing something; everyone knows where to go. Make a big Red Cross for first aid so that in an emergency, there’s no question of finding the right person.

Karen, ‘fete great’

12. First aidIt’sworthtryingtobookStJohnsAmbulancefirstaidersforyourfetetodealwithhealthsituations–fromgrazestoupsettummies,over-excitementtomoreseriousillnessoraccidents.Alternatively,rosteranyparentswhoaredoctorsornursestobe‘oncall’fromthe

first-aidtent(whichmightalsobethecafé–simplyhaveafirstaidkitavailable,markitwithafirstaidsign,andhavethephonenumbersofthefirstaidvolunteershandy).

FirstAidRoster

13. Photography‘Fetegreat’karenswearsbythevalueofarovingphotographertocatchthehighsoftheday.“There’sboundtobeakeenphotographerintheschoolcommunitywho’llvolunteer,”shesays.Youcanusetheseimagesinallsortsofways--innextyear’snewsletters,sponsorshippitches,accompanyingmediareleasestothelocalpaper,evenasaslideshowforthewrap-upparty!

Chapter 4: Awordfromyoursponsor…Sponsorshipisprobablythemostoverlookedandunderestimatedingredienttosuccessfulfetes.

Localbusinesssponsorshipscanoffsetthecostofrunningyourfeteandincreaseyourrevenue.Theycanprovide:

� financialassistance

� in-kindhelp

� vouchers

� prizes.

Butremember:youwon’tbetheonlyoneseekingtheirsupport.Thatmeansyouneedtostartearly,knowhowtoaskandwhattoofferinreturn.

Yoursponsorshipcoordinatorandfeteconvenorshouldworktogetherinitiallyonthis,approachingindividualsandlettingthemknowwhatthey’llgetinreturn.Seeasampleletterattheendofthischapter.

SponsorshipProposal TipsinseekingSponsorship

Start by looking within your school community. Who,withintheparentcohort,runsabusiness?

Couldtheysupplygoodsorproductsatcompetitiveratesorbetterstilldonateinreturnforfreeadvertising?

Parentshaveavestedinterestinsupportingtheschool:ithelpstheirkids!

Use your contacts Forexample,aparentIknowrunsacateringbusiness.Shewassurprisedtolearnthatherschoolfetewasbuyingthehamburgerbunsatthelocalsupermarket,payingfullretailprice.Sheofferedtoorderthemthroughherbusinessatwholesale–asignificantsaving.Bonus:therollsweredeliveredfreshonthedayandpre-split.

Anotherparentisafooddistributor.Shewasabletosourceanddonategourmetcookiesforthefetecafé.

Apublicservantwasabletoputhisschoolintouchwithmarketingpeopleingovernmentdepartmentswhowereonlytoohappytoprovidebundlesofstickersastokenprizes.Costnothingbutthekidsthoughttheywerewinners!

FirstAidRoster

Tip 22: Plan – and advertise – SPOT Days well in advanceThesearedaysinthelead-upwhenyouaskfamiliestodonategoods–suchascansofdrinkorpacketsofchipsforprizes.Byincludingthedateswellaheadintheschoolnewsletter,familiescanlookoutforsupermarketspecialsonnon-perishables.It’seasieronthefamilybudget,allowsforsomeplanning,showsgoodwillandencouragesparticipation!

Tip 23: Using political supportersYourlocalcouncillorandStateparliamentariancanbeusefulsupporterstoo,particularlyprovidingin-kindsupportsuchasphotocopyingflyers.Justlikethebutcher,suchhelpwarrantsacknowledgement.

Looking locallyOnceyouhaveexhaustedparentalcontacts,approachyourlocalcommunity.Looktomajorwholesalersforitemsthatwouldassistinfoodstalls,suchasflour,bread,milk,orsugar.

Seekgiftvouchersfromlocalbusinessesforgamesorraffleprizes.

We’vehadsuccesswiththefollowingtypesofbusinesses:

� hairdressers

� beautyservices

� nailsalons

� optometrists

� realestateagencies

� banks

� gyms

� icecreameries

� pizzaparlours

� restaurants

� florist

� bookshops

� newsagents

� bikeshops

� mechanics

� butchers

� fashionboutiques

� jewelers

� sportsstores

� hardware

� cinemas

� fastfoodoutlets

� homewares

� toyshops

� breweries

� vineyards

� greengrocers

� petrolstations

Tip 24: How to use cash donations from sponsors

‘Fete great’ Karen recommends investing the cash donation in a like stall, to offset its costs. For example, a $50 cash donation from a butcher is used to buy sausages for the BBQ; a similar cash donation from a greengrocer buys some of the salad. The BBQ would carry a sign saying it was proudly sponsored by the butcher and the greengrocer.A cash donation from the local haberdashery offsets craft material spending.

(08) 8352 5202 minimelts.com.au

Mini Melts Ice Cream is an exciting and truly unique ice cream. Made in Australia from the finest quality ingredients, Mini Melts is a super freezy, super creamy Ice Cream that is flash frozen, locking in the flavour and delivering a taste sensation!

“Taste it, Love it!”

Forabigraffleprize,putyourproposalinwriting:

� Clearlyestablishwhatyouareaskingfor.

� Detailhowthissupportwillhelpachieveyourgoal–andanyflow-onbenefitstothewidercommunity.

� Spellouttheadvantageofprovidingsuchagenerousprize.Feel-goodisonething;tangibleisbetter:“Yourbusinesswillbehighlightedasasupporterofourschoolinourweeklynewsletter,readby400localfamilies.”

� Offertolinktheirbusinesstotheschoolwebsite.Checkwiththeprincipalfirst!

Tip 25: Always say thanks Alwaysthankyourbusinesssponsors.Acertificateofthanks,designedandprintedonthehomePC,costsnexttonothingbutisappreciated.

‘Fete great’ Karen invited sponsors to her fete, requesting them at a certain time, and offering drinks and canapés in a ‘Sponsors tent’ as a show of appreciation.

NotethegenerosityinyourFeteHandoverManual–fornextyear.

A note about rafflesTherearerulesaboutrunningrafflesandtheydifferfromstatetostate.

TheOfficeoftheLiquorandGamblingCommissioneradministersraffles–orlotteries–inSouthAustralia.

� Apermitisneededwhenthetotalprizepoolexceeds$5000.

� InSouthAustralia,itisunlawfulforchildrenunder15tosellraffleticketsunlesstheyareaccompaniedbyanadult.

FormoreinformationvisittheSouthAustralianOfficeoftheLiquorandGamblingCommissionerwww.olgc.sa.gov.auortelephone(08)82268410.

Tip 26: Raffles made easier AustralianFundraisingoffersaservicewheretheydoallthehardwork.Itlooksafterthelegalaspects,organisesgreatholidayprizes–accommodationinqualitymotelsaroundAustralia;printspersonalisedticketsandpresentstheticketsinsellablebundles.Youonlybuyasmanyasyouareconfidentyoucansell(thevalueoftheprizereflectssales).

Sample letterDear<NAMEOFLOCALBuSINESSPERSON>

OnSuNDAY18MAY,ABCCOLLEGEopensitsdoorstothecommunity.It’sadaythatattractsalargeandvariedcrowd:

� currentparentswhoduetoworkcommitmentsduringtheweekareunabletoseewhattheirchildrenareinvolvedinatschool

� prospectiveparentsandchildrenkeentojudgeforthemselvesthemeritofourcollege

� paststudentswalkingdownmemorylane

� neighbours

� prospectiverealestatebuyersintheschool’scatchment[listsuburbsifappropriate]

OpenDay2008isprimarilyadaytoshowcasewhatmakesourCollegeoneofthetoptenacademicperformersintheState.Butit’salsoanimportantopportunityforourParentsandCitizensAssociationtoraisevitalfundstosupporttheCollege’snewly-approvedbuildingdevelopment.

We’regratefultoourlocalbusinessesforsupportingusinthepastthroughthedonationofraffleprizes.Pastdonationshaveincludedvouchersformeals,hairandbeautyservices,bottlesofwine/spirits,artworks,sportsgearandgiftpacks.

We’rehopefulthatyou’llcontinueyourgeneroussupportofusthisyear.Believeme:itwillberewarded:

� YouwillbelistedasavaluedsponsorintheCollege’sfortnightlynewslettertoallfamiliesandontheCollegewebsitewhereyourbusinesswillhavea12-monthpresence.

� Yourbusinesswillbementionedthroughoutthedayinannouncements.

IfyouwouldliketocontributetoourOpenDay,orwouldlikefurtherinformation,pleasetelephonethecollegeon99999999(daytime)ormyselfon94444444(evenings).AmemberoftheP&CCommitteewillbepleasedtocollectyourdonation.

Thankyouinanticipation.

JOBLOGS

PresidentABCCollegeP&C

Chapter 5:CallingallvolunteersAfetedoesn’tjusthappen;andittakesmorethanfetecommitteetopulloff.

Itneedshelpers–andlotsofthem.Buthowcanyouencouragepeopletoputuptheirhandsandvolunteer.Everyonesaysthey’rebusy!

I’vefoundbreakingdownjobsintosmallmanageabletasksworksbest.Whenpeoplerealiseitisonlyasmallamountofwork–forashorttime–theywillbemorewillingtojoinin.

Apartfromstallrosters,itisusefultohavea‘floating’roster.Therewillalwaysbetheneedtoprovideshorttermcoverforastall,inparticularwhenitgetsbusyoravolunteerneedstowatchaperformancethattheirchildisin.Haveaco-ordinatorforthefloatingroster,andmakesuretheyhavecontactdetailsforeverybody.

useyourcontacts.LotsofschoolsprovideYearlevelcontactssheetswithparents’namesandphonenumbers.IfaYearlevelisassignedaparticularstall,doaring-a-roundandaskeveryhouseholdwhattheycando.

“It’s easy to ignore a plea for help that arrives home in a newsletter. It’s much harder to say ‘no’ when someone being friendly is on the other end of the phone.”

Karen, ‘fete guru’

Tip 27:Create a volunteer sign-up boardI’magreatbelieverinthesign-upboard:achalkboardorwhiteboardsomewherecentralwhereparents(orotherprospectivevolunteers)regularlycongregate.

Onit,postthefundraisers,projectsandeventshappeningthroughouttheyearthatneedhelp.

Beloweachfundraiser,providedetailsofhowavolunteercanhelp.Includetimelineswherepossible.Nowleavespaceunderneathforsign-ups–name,phonenumberandemail.

Thisupfrontandopenapproachdismissesanyfearofbeing‘caughtout’byunexpectedactivityandallowspotentialhelperstofactortheirvolunteeringtimeintotheirlives.Italsoencourages‘lastminute’offers.

Yourfundraisingcoordinator(orvolunteercoordinator)cantranscribetheoffersofhelpintoaspreadsheetandseeataglancewhoissupposedtobewhereandwhen.Shortfallswillbeobvious.

Whilethevolunteersign-upboardshouldbeinapublicplace,don’tassumeeveryonewillseeit.

useyournewsletterandemaildatabasetopointitout.Ifthere’sacriticalgap,sendouta‘pleasehelpus!’

22lessonsforA+fundraisingprovideslotsmoreinformationonhowtoattract–andkeep–volunteers.

VolunteerRoster

A word of warning: try not to throw volunteers in the deep end. It’sreallynotfairtoask–orexpect–anewmemberoftheschoolcommunitytotakeonabigrolelikeastallconvenorstraightaway.Easevolunteersin,skillthemup,justasyouwouldtrainanewstaffmember.

Considerasuccessionplan.Ifastallconvenorisaboutto‘graduate’–thechildisleavingschoolattheendoftheyear–appointaco-convenor(whoinanidealworldwillhaveacoupleofyearsleftattheschool)tolearntheropesthisyear,andtakeovernext.

Chapter 6: ThedaybeforethefeteAimtosetupasmuchaspossibleonthedaybeforethefete.Notonlywillyouhaveenoughtodoontheday,butyouwillalsohavetimetoironoutanyproblemsthatarise.

Settingupcanoverwhelmvolunteers.Haveaplanofactionreadytomakethisassmoothandstress-freeaspossible:

� Askforvolunteerstohelpafterschooltocollecttablesandchairsfromclassrooms.Thesecanbesetinplacethedaybefore.

� Organiseforallhireequipmenttobedeliveredthedaybeforeanddistributeittotheappropriatestalls

� Bookyourelectrician(hopefullyaparentprovidingserviceinreturnforadvertising!)fortheafternoonbefore,togetallpowerrequirementsinplace.Besurethosestallsthatneedpoweraresetupandextensioncordsareinplace,withallWorkplaceHealth&Safetycheckscompleted.

� Createacentralstationforchildrendroppingoffcakes,lolliesandotheritems.Thesemayneedtobestoredinyourportablecoldrooms.

� usespraypaintongrassorchalkonconcretetooutlinetheareasforstalls.

� Collectthefloatandchangefromthebankandstoresafely.

� Letridesoperatorknowwhenyouaresettingupastheymaychoosetosetthemajorridesupthedaybefore.

� Asksomefatherstosleepovernightonsiteasvolunteersecurity.

� Createacontingencyplanincaseofwetweather.

Chapter 7:Showtime-thedayishere!Thedayofyourfetehasarrived!Ifyourvolunteershavespentthepreviousdaysettingupstallsandtakingcareoflastminutedetails,yourfirstpriorityonthedayofthefeteistomake sure everyone arrives early.

� Convenorswillbedressedinclothesthatareeasilyidentifiable.Remember–theme!

� Handoutidentitybadgestoallstallholdersandfeteworkers.Thesecanbeanythingfromaproperlanyard

withIDtagtoalaminatedtagwithaholepunchandribbontotieitaroundtheneck.Havekeycontactnumbers,includingfirstaidandthe‘floatingroster’co-ordinator,onthereversesideofthebadge.

� Havesomeonedirecttrafficforstallstosetupandgivethemampletimetohavetheirvehiclesoffthegrounds.

� Handmapsouttoasmanyhelpersaspossibletoassistoutsidevendorssettinguptheirstalls.

� Makeinformationavailabletomanyofyourhelpers,andaskthemtoassistasmanypeopleaspossible.Ifonlyonepersonhasthisinformation,itwillholdupeveryonewhoiswaitingforassistance.

� Doalastminutecheckthatthestallholdershaveeverythingtheyneedtoruntheirstallandbewellorganised.Givethemaspecificcontactpersontoworkwith,soifsomethingdoesgowrongtheyknowwhomtoturnto.

� HandyourMCafinalrunninglistandprogramguide.

� Haveascheduleformoneycollectionthroughouttheday.

Enjoy your fete!

Chapter 8: Thefete’snotoveruntiltheclean-upsdoneaswellastheHandoverManual!Yourfeteisover,andnowcomestimeforcleanup.

Onceagainmanyhandsmakelightwork…andmanyhandsneedrewarding.

� Nomatterhowtiredyouare,FeteConvenor,fireupthebarbie,breakoutsomebeerandwine,andcookaBBQdinnerforallthehelpers.Itwillbeappreciatedandremembered,fornextyear(orseekaren’salternative,boxbelow)

� Anyleftoverfood,cakeandotherperishablesthatcan’tbeusedatalaterdatealsocanbesenthomewithyourfetehelpers.

� Ifpossible,readoutthemonetarytakingsfromeachstall.Peopleliketoknowthattheirhardworkhaspaidoff.

Within a week of the fete,theFeteSecretaryneedstosendoutthankyouletterstosponsors,andstallandtaskconvenors.Makesureathank-youtovolunteersappearsintheschoolnewslettertoo.Lettheschoolcommunityknowhowmuchwasraisedandwhatitwillbeusedfor.

Within a fortnight,holdawrap-upmeetingatwhichallstallandtaskconvenorsreturntheirfolderswithupdatedinformationaboutsuppliers,quantities,helpersandsales.Together,thisformsyourhandovermanual.

I would host a party to thank the committee. I’d have a cake and on it, the profit figure was iced. No one knew the result until that party and then it was revealed with a ‘ta-da’ – creating a great deal of excitement and enthusiasm. We’d then make sure the rest of the school community knew the result.

Karen Simons, ‘fete great’

It’s also time to start planning for next year!

Tip 28: The importance of your handover manualVolunteerturnoverishighwithinaschoolenvironmentaschildrentendtogrowuponus!Thisisthenumberonefrustrationwhenitcomestoplanningthefollowingyear’sevent-youhavelostalltheknowledgeabouttheschool’smainfundraiser–thefete.unless,ofcourse,youhadahandovermanual!

Successfulbusinessesdothistoavoidatotalvacuumwhensomeonewithlotsofknowledgeandexperienceleaves.

Thehandovermanualideallywillinclude:

� contactnames,phonenumbersandemailsforsuppliers,sponsorsandvolunteers

� quantitiesordered,quantitiesleftover(andwhereitisstored),andprices

� realsuccessstoriesoftheday–andthefailures:bothareimportantlessons.

Itwillhaveenoughdetailsothatsomeoneelsecanpickupthejobwithonlyoneortwoheartbeatsmissed.

Thinkofitasasuccessionplanningtooltoo.Avaluable‘helper’onastallthisyearmaywellbereadytostepupasa‘coordinator’nextyear.

HandoverReportCLICkHEREFORFuLLTOOLkIT

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IndextoFetes&FundraisingeBooks

FREEeBooksavailablefromfundraisingideas.com.au 1. THE ESSENTIALS OF FUNDRAISING-22LessonsforA+Fundraising

2. FundraisingwithARTWORK, STATIONERY & LABELS

3. FundraisingwithATHONS & RAFFLES

4. Fundraisingwith BOOKS

5. FundraisingwithBULBS, HERBS & SEEDS

6. FundraisingwithCHOCOLATES & LOLLIES

7. Fundraisingwith CLOTHING & JEWELLERY

8. FundraisingwithCUSTOM LABELLED BEVERAGES

9. Fundraisingwith ECO-FRIENDLY PRODUCTS

10. FundraisingwithENTERTAINMENT

11. FundraisingwithFOOD & FRUIT

12. FundraisingwithGLOWSTICKS & FLASHING NOVELTIES

13. FundraisingwithHOMEWARES

14. FundraisingwithMISCELLANEOUS IDEAS

15. Fundraisingwith MOTHERS & FATHERS DAY STALLS

16. FundraisingwithNOVELTIES & SHOWBAGS

17. FundraisingwithPERSONAL CARE PRODUCTS

18. FundraisingwithPHOTOGRAPHY

19. FundraisingwithPROMO PRODUCTS/WRISTBANDS/BADGES

20. FundraisingwithSHOPPING TOURS

21. FundraisingwithTOYS & EDUCATIONAL

22. FundraisingforHIGH SCHOOLS

23. FundraisingforPRIMARY SCHOOLS

24. FundraisingforCHILDCARE & KINDERGARTENS

25. FundraisingforSPORTING CLUBS & COMMUNITY GROUPS

26. FundraisingforINDIVIDUALS

27. HowtoorganiseafeteinQUEENSLAND

28. HowtoorganiseafeteinNEW SOUTH WALES / ACT

29. HowtoorganiseafeteinSOUTH AUSTRALIA / NORTHERN TERRITORY

30. HowtoorganiseafeteinVICTORIA & TASMANIA

31. HowtoorganiseafeteinWESTERN AUSTRALIA

FUNDRAISING WITHARTWORK, STATIONERY & LABELS2012

fundraisingideas.com.au

A how-to guide for Australian fundraising volunteers

The Essentialsof Fundraising

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22 LESSONS FOR A+ FUNDRAISING

Fundraising forIndividuals2012

fundraisingideas.com.au

HOW TO ORGANISE A FETE INNSW & ACT2012

Appendix I–FeteChecklistContactlist–phoneandemail

� Stallconvenors

� Schoolcontacts

� Rideoperators

� Outsidestallholders

� Security

� Suppliers

Stalls� Equipmentlist

� Stocklist

� Tablesandchairs

� Signage

BitsandPieces� Stickytapeandscissors

� Zipties

� Markerpens

� Pins

� String

Amusements� Confirmaccess

� Confirmridepasssales

� Organisewristbands

Equipmenthire� Chipfryer

� Mobilecoldroom

� Eskyhire

� Snocone/popcorn/floss

� Bainemaries

� Hotplates

� Coffee

� Hotwaterurn

� Ovens

� Tables

� Chairs

� Marquees

� Portabletoilets

� Stagehire

Otheritemsforfoodstalls� Cookingutensils

� Paperplates

� Chipcups

� Napkins

� Cutlery

� Sauces

� Vinegar

� Saltandpepper

� Meats

� Breadandbuns

� Potatochips

� Ice

� Cakeboxes

� Disposabletablecloth

� Fireextinguisher

Drinks� Softdrinks

� Bottledwater

� Juices

� Milk

� Liquorlicence

� Beerandwine

Money� Cashfrombank

� Twofloatsforeachstall

� IDformoneyhandlers

� Secureroomforhandlingmoney

� Securityguard

� Coincountingmachine

� Plasticbagsformoneytobank

� Securityvancollection

� Computer

Electrical� PAsystemsetup

� Electricalsetup

� Powerleadstostalls

� Generatorsandlighting

� WH&Schecksonallequipment

Generalsetup� Preparemapoffetearea

� Issuemaptoallinvolvedinfete

� Printplentyofsparecopies

� Programofevents

� RunningsheetforMC

� Garbagecollection

� Rosterforsetupandbreakdown

� IDbadges

� Foodvouchersforhelpers

Publicity� Schoolnewsletter

� Schoolwebsite

� Posters

� Flyers–letterboxdrop

� Localradiostation

� Localnewspaper

fetesandfestivals.com.au Howtoorganiseafete-e-book 39fetesandfestivals.com.au Howtoorganiseafete-e-book 39

how to organise a fete in south australia

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