I'll start you off and others can add:
- Check insurance (public liability) - will it be covered by the schools' insurance? If not, you need separate insurance for the day. It's about £45 and the LEA can advise you on an event insurer. Contact the department that approves street parties.)
- Complete HASP reports (I'll try to find you a blank on-line)
(overall event e.g. parking arrangements to avoid conjestion; management of photos/videos; admission arrangements etc Then complete them for any stalls you are running on behalf of the school e.g face painters will only use suitable products, hook a duck in a paddling pool will have adult supervision at all times)
3 Decide on stall arrangements - using folding tables from school or everyone provide their own pasting table. Ask for the loan of garden gazebos (with donators erecting and taking down)
- Make a list of stalls (a mixture of purchases and entertainment)
- Hook a duck (you can hire ducks/rods and borrow a paddling pool)
- Tombola and/or bottle stall
- Face painting
- Home-made cards (everyone has to buy cards for a variety of occasions)
- Bakery/cake
- Jewellery
- Refreshments (snacks and drinks)
- New clothing (BNWT or BNWOT)
- Craft items (knitting, crochet, candles, bags and other sewn items)
- Toys (think of some things kids can play with on the day e.g. helium balloons, bubbles, swords, gliders - you may have a local cash and carry outlet near you, or look on eBay for JOB LOTS, have someone check freegle and local pages to find freebies)
- Books, CDs and DVDs
- Ask for volunteers to organise and run a stall - let people suggest what they are good at. (Be ready for someone making an alternative suggestion)
- Think about hiring out pitches - e.g. an icecream van, burger van (they must have their own insurance)
- Invite the local police, fire brigade, ambulance to bring vehicles for FREE - they do a talk and let the kids look inside. (The police are really good at this and will do handcuffs on a volunteer and put them in the Black Maria ..... much to lots of giggles from the other kids!)
- Invite the local politician(s)/mayor to open the fete - they will help you get publicity to attract the local community.
9 Inform the local press so that you get a FREE advert - remember to include a means of contact for donations etc.
10. Decide whether to charge admission or not (remember to include the safety of ALL people taking money collected in your HASP report - this should include a phrase like "if anyone is threatened or feels in danger, they should hand the money over without resistance")
11. Decide on arrangements for collecting money, counting, signing for it, banking (this may be the Headteacher) and make sure it is double-checked so avoid allegations of misappriation down the line.
12. Have extra people to help with setting up and tidying away
13. Start a newsletter/email correspondence and keep everyone updated once you have launched the plan/date.
14. Send a thank you letter to everyone telling them how much was raised and what the money will buy for the school.
Further resources and ideas here