How to Organise a Fete in Queensland

HOW TO ORGANISE A FETE IN

QLD2012

fetesandfestivals.com.au

http://www.spotlight.com.au/

What’s insideIntroduction 5

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

Chapter 2: A fete committee’s selection criteria 10

Chapter 3: Your pre-fete checklist 15

Chapter 4: A word from your sponsor… 29 Allaboutgettingsponsorshipanddonations

Chapter 5: Calling all volunteers 36

Chapter 6: The day before the fete 38

Chapter 7: Showtime – the day is here! 39

Chapter 8: The fete’s not over until the clean-ups done as well as the Handover manual! 41

Indextoebooks 43

AppendixI FeteChecklist 44

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EDITORMandyWeidmann1300653305

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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

http://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

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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 Queensland.

Tip 4: Theme your dream fundraiserAthemegivescohesiontoallthedifferentelementsofafete.Somepopularthemesforfetesinclude:

� Countryfair

� Rockandroll

� Aroundtheworld

� Mother’sday

� Father’sday

� Springfair

� Colour

� Jazz

� HauntedHouse

� Outerspace

� SportsDay

� OldFashionedCarnival

Forexample,aCountryFairthemecouldseestallsdecoratedwithhayanddriedflowersandconvenorswearingdenimswithflannelshirtsandstrawhats.Abushbandcouldprovideentertainmentanda




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babyanimalfarmcouldteachchildrenaboutanimalsthatliveonafarm.

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

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





Q What geographic area do you cover?A We work throughout south-east Queensland, northern New South Wales and Toowoomba.Q What rides do you o�er?A Everything from the Sizzler through to jumping castles. We even have a very cool Simulator that really teases the senses.Q How does a school fete make money

from rides? They cost a lot to hire.A We recommend schools new to fetes go for a percentage: perhaps 20% of takings. We’ll include a couple of extra rides and help build up the fete so that it’s more of a sure thing. It’s a better option for an ‘unknown’ outcome and takes the risk of rain stopping play still costing you the �at fee.

Q How can we beat ticket cheats?A Never buy generic tickets from the local newsagent. Kids can do that too and in a rush, their tickets will pass as the real ones, giving them free rides. A�ordable Amusement Rides prints tickets especially for your event, at no extra cost.Q What other services are o�ered?A We can provide sno-cones, soft drinks, hot dogs, popcorn, slushies, churros, fairy �oss, stage hire, balloons; even face painters!Q What’s the best advice you can o�er

a fete committee?A Focus on the drawcards. Rides and food are the big money spinners. Arts and crafts are ancillary.

One of Brisbane’s largest suppliers with over 40 rides including Sizzler, High Flyer, Paratrooper, Dominator. We can organise your mobile animal farm, pony rides, stage hire and more.

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GuideforFeteConvenors AssistanceforFeteLetter FetePlanning

CLICkHEREFORFuLLTOOLkIT

� Fete secretary

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

Thefetesecretary’sjobcontinueswellafterfeteday:it’shisjobtosendoutthankyouletterstoallsponsorsandstallholders,andtoupdatethehandoverbook.

Notsurewhatahandoverbookis?SeeChapter8.


GuideforSecretaryCLICkHEREFORFuLLTOOLkIT

� Fete treasurer

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


GuideforTreasurerCLICkHEREFORFuLLTOOLkIT

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


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Consideralsoavolunteercoordinatortolookafterrecruitmentandtimetablingofhelpers.Chapter5providesmoreinformationaboutvolunteersandhowtogetthemofferingtohelp.

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


FeteCommiteeList VolunteerRoster


Your first committee meetingAttheveryfirstcommitteemeeting,outlineaclearplanlistingallelementsofthefete,thenumberofhoursitwillrun,andsetatargetamountofmoneytoberaised.

Ifthisistheschool’sfirstfete,itisagoodideatohavetheSecretaryputinplaceacomprehensivefilingsystemthatcanassistinplanningforthenextyear.

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.




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’rebestnearoneanother,lambs,poniesandgoatsdon’t

Thefetesecretarywilltakeminutesofthemeetinganddistributethemtoallcommitteemembers.

Groupemailisusefulfordealingwithsuddenissuesthatneedurgentanswers.


BRISBANE PONY PARTIESWe provide Pony Rides and Animal Farms

Fetes Functions Play Groups Shopping Centres

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BirthdayParties

SchoolsPre-schools

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MOBILEANIMAL FARMS

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mixwellwiththenoiseofbigamusementrides(orthescreams).Apettingfarmwith30animalswillneeda10mdiametercircularspace;ponyridesneedacordoned-offcircleabout80mwide.

Doawalkthroughoftheareapriortoyourfetetoconfirminadvancethatthespothasgoodaccessfortheirequipment.


SitePlanExamples


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

It’s extraordinary, how tight the vehicle entrance to a lot of schools can be. It’s not every day a prime mover has to enter – but it needs to on fete day.

James Kemp, Carnival Land Amusements


Forliveentertainment,youwillneedalargespaceforthestageandacomfortableplacefortheviewers.Selectagrassyareaforthestagethathasplentyof

clearspaceforaudiences.Trytoprovideasmuchshadeaspossible,asmanyparentswilltaketheopportunityofwatchingeventsonstageinordertotakeabreakfromthefete.


GuideforRidesConvenor


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

2. Insurance Donotassumethatyourschool’sinsurancepolicywillcoveralargeeventsuchasthisone.Anextensionofcoveragemaybeneeded.

PublicLiabilityinsuranceisessentialtoprotectyourschoolfromanyuntoldincidentsthatmayoccur.

WetWeatherinsuranceisalsoworthinvestigating.

Checkthepublicliabilityinsuranceofyouroutsidevendorstoo.


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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.


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?



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Outright hiremeansyoupayasetfeeandretainallproceedsofticketsales.

Youhavetopaythehirernomatterhowpopular–orhowwetthedayturnsout.

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

We recommend schools new to fetes go for the percentage: perhaps 20% of takings. We’ll include a couple of extra rides and help build up the fete so that it’s more of a sure thing. It’s a better option that a flat fee on an ‘unknown’, particularly if the event’s washed out.

Martin Hawkins, Affordable Rides

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

5. EntertainmentStartwithanMCwhoprovidesguidanceanddrawstheattentionofthecrowd.Appointoneortwopeoplewithoutgoingpersonalitiestoworkthecrowd.

YourMCwillneedagoodsoundsystemsothattheyareheardaroundtheentiresite.Iftheschoolsoundsystemisn’tuptoscratch,hireonethatwillgetyourmessageoverloudandclear.

YourMCwillneedacomprehensiverunningsheet,listingstallsand

performancestopromotethroughouttheday.Theywillannounce‘specials’astheycometohand,aswellasrafflesorlostchildreninneed.Theycanalsomentionsupportfromyoursponsorsifyouhavepromisedthisexposure.Playaselectionofmusicinbetweenannouncementstoliventhemoodofyourfete.

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


Viv’s Shearing Shed & Farm Animals

Farmyard Animals &/or Shearing Show

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Liaisealsowiththeschool’sperformingartssectionforspecialperformancessuchasdancegroups,bands,orchoirs.

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

Streetentertainersandperformersneedtobebookedwellinadvanced.Theycanbeexpensivebutwilladdtothecolourofyourevent.

Entertainmentshouldsupportthefete’stheme.Forexample,ifyou’rehostingan

InternationalFair,invitethelocalChinesecommunitytoperformatraditionalliondance.ForaCountryFair,bookabushband.Afetethemedonthemusical‘Grease’wouldbenefitfromanold-stylerock’n’rollband.


RunSheetforMC GuideforEntertainment Convenor EntertainmentSchedule



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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.


What has a baa baa herea cheep cheep therea quack quack herea moo moo there. . .and lots of happy faces?

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� Asklocalshopsandbusinessestodisplayafeteposterintheirwindow.Ifthey’reasponsor,makesuretheposteracknowledgesthemassuch.

� Mostradiostationsrunacommunityhotlineandwillpromoteyoureventonairatnocost.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.keepdetailsofhowmuchmoneyisgiventoeachstallholder.Thenyou’llhaveanaccuratepictureoftheirprofit.

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

� identificationbadgesforthoseauthorisedtocollectmoney–distinctfromanyotherfete-relatedbadges.


We specialise in the supply of

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corporate functions • private partiesAmusements Plus have an extensive range of

amusement equipment which can all be viewed on our website www.amusementsplus.com.au

for all ages through to Teens / Adults.

for all occasions

[email protected] 676 701

or0418 743 693

http://www.fetesandfestivals.com.au/guide-for-publicity-officer





� 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.

Never use generic ‘Admit One’ tickets purchased from news agencies. Kids are wise to it and some will go and buy their own from the newsagent and try to pass them off. We’ve seen it happen plenty of times. That’s why we print our own tickets, at no additional cost to clients.

Martin Hawkins, Affordable Rides

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.







http://fetesandfestivals.com.au/supplier/364/Affordable_Rides


Yourequipmenthirecoordinatorhasthetaskofsourcingwhat’sneeded.Someitemswillneedtobehired–andhiringenmassecouldprovidesavings.Butencourageastocktakeofwhat’savailableattheschoolandonloanfromtheschoolcommunityfirst.Tablesandchairs,forexample,canbesourcedfromtheclassrooms.

RefertoyourHandoverManualtoseewhatwasusedtheyearbefore.Youdon’thaveone?Startnow?FindoutmoreinChapter8.

Walkaroundtheareaselectedforthefete.Howmuchisundercoverandprotected

fromtheelements.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.


fetesandfestivals .com.au

Advertise your business here

1300 653 [email protected]




http://www.fetesandfestivals.com.au/for-advertisers


Likewise,theschoolwheeliebinsareunlikelytohandlethevolumeofrubbishcreated.Hireaskipfortheendofdayclean-up.

Click here to find a list of Hire Companies in Queensland.

9. Stalls and stall ideasStallsarearguablythemostimportantpartofafete.Successrestswiththedetailintheplanning,payingparticularattentiontodiversityandquality.

Parentgroupsoftenhavespecificstallstheyliketooperate.Sendoutaninvitationforthesegroupstoconvenestalls,givingthemasimplethemetoworkwith.

Newparentstotheschoolcanalsobringnewideas.

Manyparentsownlocalbusinesses.Offerthemastall.Forexample,aparentwhoownsthelocalicecreamparlourispreferabletoanoutsidevendorcominginandrunningtheice-creamvan.

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

Involvethestudentstoo.Askeachyearleveltorunaparticularstall.Childrenenjoytheresponsibility.Makeitalittle

competitive:offerapizzapartytotheyearlevelthatraisesthemostmoney.


StallIdeas CraftStallIdeas


Sideshow alley should remain the domain of classes. It’s a great way for the kids to get involved in organising and running activities. It’s also fun for them.

James Kemp, Carnival Land Amusements

Tip 17:What to charge?Allitemsshouldbepricedalittlebelowshoppriceforasimilaritem.

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

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




http://www.fetesandfestivals.com.au/stall-ideas

http://www.fetesandfestivals.com.au/craft-stall-ideas


http://fetesandfestivals.com.au/supplier/545/Carnival_Land_Amusements



Outsidevendorsneedtopayfortheirstallsinadvance.

Iftheyareoperatingonapercentagebasishaveonepersonappointedtocollectmoneyfromthemattheendoftheday.

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 Queensland.

Click here to find a list of Stallholders in Queensland.

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’fromthefirst-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.Shewassurprisedtolearnthatherschoolfetewasbuyingthe


Experience the very bestin family entertainment!

Family owned and operated for 20 yearsOperate in North and Central QLD

Amusement Rides, Carnival Food & Sideshow Alley.Jumping Castles, Merry-Go-Rounds, the Teacup, Hurricane,

Sizzler & Dodgem Cars just to name a few of our rides. Fully insured & operated by trained, uniformed staff.

Accredited with LeisureNet Australasia& Australian Amusement Association

www.billsamusements.com.au

0429 009 167 / 07 4933 1128


http://www.fetesandfestivals.com.au/guide-for-sponsorship-convenor




hamburgerbunsatthelocalsupermarket,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




Q How long has Carnival Land Amusements been in business?

A Carnival Land Amusements has been successfully providing rides and amusements for all types of events since 1965.Q How do we select the right rides for our event to ensure it is a success?A Looking at your demographics, numbers, age groups etc Carnival Land Amusements’ dedicated team will guide you to ensure you have the right mix of rides and amusements to make your event a success. Q How far in advance should we book?A At Carnival Land Amusements bookings are being made a lot earlier than in past years. The sooner you book the better, to ensure you don’t miss out on your preferred date, rides and amusements.

Q How do we ensure we have selected an appropriate date for our event?

A Before choosing your date, look at when school holidays, public holidays and special events fall, as these may impact your event.Q How can we ensure the rides we

have selected will be suitable for our event location?

A Once you have selected your rides, we can arrange a site meeting at your event venue with our Carnival Land Amusements quali�ed Operations Manager. He will provide advice on your ride selection and provide you with a �oor plan with the best set up of the rides to make your event as successful as possible.

Your Rides and Amusements Specialist! School Fetes, Carnivals to Corporate Events - No event is too big or too small!

07 3200 1699

[email protected]


Featured Advertiser


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� 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.

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 rafflesRafflesareatimehonouredandpopularwaytoraisefundsforyourfavouritecause.


Your rides & Amusements speciAlist!

HurricaneFrisbee

dodgemsGiant chairs

Giant slidesuper slide

rock Wallcup-n-saucer

land trainmini Jeeps

chair-o-planethe carousel

reptile Farmlaughing clownsshooting Gallerysideshow Games

Face paintingFireworks

Fairy Flosssno cones

popcornice cream Vans

Food and coffee Vansroving entertainmentstaging and lighting

event Hire equipment

Giant WormJumping castlescircus castlethe lost templeelephant castletrain castleclown castleBall crawlJacobs ladderHi strikerdunk tankAnimal Farmpony rides

www.carnivalland.com.au

Hurricane Frisbee Giant Chairs

Rock Wall Circus Castle Giant Slide

PH: 3200 1699

Mini JeepsLaughing ClownsDodgems




Ifyouareplanningtorunaraffle,youshouldbeawarethatrafflesarecloselyregulatedinQueensland.Thebestwaytoavoidaccidentallybreakingthelawistobeinformed.Wethoughtitwouldbeusefultoassembleaquick-referenceguidetoraffleregulationsinQueensland,andprovideadviceonwheretogoforfurtherhelp.

Pleasenote,thisisaguideonly,andobligationsshouldbeconfirmedwiththerelevantauthorities.

Regulating Agency:QueenslandOfficeofGamingRegulation

In Queensland� Rafflesaretechnicallyknownas‘Art

unions’inQueensland,andareclassifiedaccordingtothegrossproceeds(totalticketsales)theyanticipatemaking.A‘CATEGORY1ARTuNION’isonewhosesalesareupto$2,000.A‘CATEGORY2ARTuNION’isonewhosesalesarebetween$2,001and$20,000.Therearefourcategoriesintotal.

� NopermitisrequiredtoconductCategory1orCategory2raffles.

� ‘Eligibleorganisations’mayconductaraffleupto$20,000insaleswithoutapermit.RefertotheQOGRwebsiteforadefinitionof‘eligibleorganisations’.Thetotalvalueofprizesinanyrafflemustbeatleast20%oftheestimatedgrossproceeds(totalticketsales).E.g.ifgrossticketsalesare$1000,theprize

valuemustbeNOLESSTHAN$200intotal.

� IfaCategory1or2raffleisnotconductedanddrawnonthesameday,theticketsmusthavethenameandeithertheaddressortelephonenumberoftheentrantlegiblywrittenontheticketbutt,orlegiblyrecordedinanotherwaythatenableseachprizewinnertobeidentified

� Cashprizesmaynotexceed$10,000forCategory1and2raffles.

� Thereisnorestrictiononminorssellingraffletickets.However,apersonconductingaCategory1,2or3cannotsellatickettoaminoriftheprizeincludesliquororagamingproduct.

FurtherInformation:FurtherinformationisavailablefromtheQOGRwebsiteatwww.qogr.qld.gov.auorbyphoning(07)[email protected].

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


http://www.olgr.qld.gov.au/



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.Whenpeoplerealiseitisonlyasmallamountof

work–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



Dairy DelightsDairy DelightsSoft Serve Ice Cream - Vanilla flavour in single and double cones. Also available with Choc Dip cones. Sprinkle Cones with nuts or sherbet. Sundaes and Milkshakes available with choice of 10 different flavours. Slush Puppies.

Will go to any event/function including: corporate, car shows, animal shows, school fetes or festivals.

Call Bruce: 0418 743 393Will travel to Gold Coast, Sunshine Coast, Brisbane and Regional QLD, depending on the event.

Soft Serve Ice Cream - Vanilla flavour in single and double cones. Also available with Choc Dip cones. Sprinkle Cones with nuts or sherbet. Sundaes and Milkshakes available with choice of 10 different flavours. Slush Puppies.

Will go to any event/function including: corporate, car shows, animal shows, school fetes or festivals.

Call Bruce: 0418 743 393Will travel to Gold Coast, Sunshine Coast, Brisbane and Regional QLD, depending on the event.




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.

fetesandfestivals.com.au38 ebook-Howtoorganiseafete fetesandfestivals.com.au

KAY DEE can make it happen hassle free

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� usespraypaintongrassorchalkonconcretetooutlinetheareasforstalls.

� Collectthefloatandchangefromthebankandstoresafely.

� Letridesoperatorknowwhenyouaresettingupastheymaychoosetosetthemajorridesupthedaybefore.

� Asksomefatherstosleepovernightonsiteasvolunteersecurity.

� Createacontingencyplanincaseofwetweather.

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

� Convenorswillbedressedinclothesthatareeasilyidentifiable.Remember–theme!

� Handoutidentitybadgestoallstallholdersandfeteworkers.ThesecanbeanythingfromaproperlanyardwithIDtagtoalaminatedtagwithaholepunchandribbontotieitaroundtheneck.Havekeycontactnumbers,includingfirstaidandthe‘floatingroster’co-ordinator,onthereversesideofthebadge.

� Havesomeonedirecttrafficforstallstosetupandgivethemampletimetohavetheirvehiclesoffthegrounds.

� Handmapsouttoasmanyhelpersaspossibletoassistoutsidevendorssettinguptheirstalls.

� Makeinformationavailabletomanyofyourhelpers,andaskthemtoassistasmanypeopleaspossible.Ifonlyonepersonhasthisinformation,itwillhold


Event Care Services can provide all your sporting and social first aid cover.

We can be in uniform or blend in with the crowd depending on what your event is.

Contact 0414 960 493 to discuss your needs and we

can work with you to do a risk analysis to determine exactly

what your first aid needs are.

[email protected]

No EvENt iS too largE or too Small



fetesandfestivals .com.au

1300 653 [email protected]

Advertise your business

here

http://www.fetesandfestivals.com.au/for-advertisers


upeveryonewhoiswaitingforassistance.

� 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




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

2012

fundraising

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22 LESSONS FOR A+ FUNDRAISING

Fundraising forIndividuals2012

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HOW TO ORGANISE A FETE INNSW & ACT2012


http://www.fundraisingideas.com.au/ebook-essentials

http://issuu.com/directdigital/docs/fundraising-with-artwork-stationey-labels-2011/1

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http://issuu.com/directdigital/docs/fundraising-with-books-movies-2011/1

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http://issuu.com/directdigital/docs/ebook_miscellaneous_2011/1

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http://issuu.com/directdigital/docs/fundraising_with_toys_educational_products_2011/1

http://issuu.com/directdigital/docs/fundraising-for-high-schools-2011/1

http://issuu.com/directdigital/docs/fundraising-for-primary-schools-2011/1

http://issuu.com/directdigital/docs/fundraising-for-kindergartens-and-childcare-2011/1

http://issuu.com/directdigital/docs/fundraising_for_sporting_clubs_and_community_group/1

http://issuu.com/directdigital/docs/fundraising-for-individuals-2011/1

http://www.fetesandfestivals.com.au/how-to-organise-a-fete-in-queensland

http://www.fetesandfestivals.com.au/how-to-organise-a-fete-in-new-south-wales-and-act

http://www.fetesandfestivals.com.au/how-to-organise-a-fete-in-south-australia

http://www.fetesandfestivals.com.au/how-to-organise-a-fete-in-victoria-and-tasmania

http://www.fetesandfestivals.com.au/how-to-organise-a-fete-in-western-australia

http://issuu.com/directdigital/docs/fundraising-with-artwork-stationey-labels-2011/1

http://www.fundraisingideas.com.au/ebook-essentials

http://issuu.com/directdigital/docs/fundraising-for-individuals-2011/1

http://www.fetesandfestivals.com.au/how-to-organise-a-fete-in-new-south-wales-and-act


Contactlist–phoneandemail� Stallconvenors

� Schoolcontacts

� Rideoperators

� Outsidestallholders

� Security

� Suppliers

Stalls� Equipmentlist

� Stocklist

� Tablesandchairs

� Signage

BitsandPieces� Stickytapeandscissors

� Zipties

� Markerpens

� Pins

� String

Amusements� Confirmaccess

� Confirmridepasssales

� Organisewristbands

Appendix I–FeteChecklistEquipmenthire

� 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 45fetesandfestivals.com.au Howtoorganiseafete-e-book 45

Documents

How to Organise a Fete in Queensland