HELP! How to organise a school fete?!

[winefixeswhine]

Help! Have landed myself as an organiser of the school fete, no previous experience and no previous fete at the school. The fete is being held in the village hall grounds rather than on school site. Any tips advice etc would be really gratefully received. I'm totally clueless, could we do things ourselves (face painting) etc or would we need insurance etc.

Ask head if they will run an own clothes day where people donate prize rather than pay £1. You could do bottles so some will send wine, some soft drinks some bubble bath etc and run a bottle stall or ask for sweets and run gondola. Ask local fire station if they will send engine, visit local businesses to donate raffle prizes. But first get some helpers signed up!! You will need staff on-board to help too. Is there room for bouncy castle or slide outside? Any parents who can sing/ have a band to provide entertainment? Have the school choir singing if you have one then they're parents will all come! Run a competition where people pay in advance to enter then announce prizes at fair-also guaranteeing some attendance-maybe an art or craft competition?

Great auto correct there! You could run a gondola but a tombola would be better

Rope in a couple of football parents to run a beat the goalie
Do the children learn country dancing or something? Could they do a demonstration?
Is there a local wildlife rescue or something who might come along with a few animals. We used to have a snake rescue, and people could pay £1 for a picture with a snake, half the profit to us, half to the rescue.
One of our most popular stalls was the teacher in the stocks, pelted with wet sponges. Bloody great fun that was!

You could offer rent a table for local crafters etc, jewellery makers etc. Rent a table for a tenner, keep their own profits.

You will need event insurance but this could well be covered by the school - unless there is some reason that the school isn't hosting the event I would talk to them. Ideally face painters should be insured - but I think you can buy this by the day.
Getting kids performing in some way to drag in the parents & grandparents is always a good idea. Also check the date doesn't clash with other local events or big TV sporting events.

It's a huge job! First of all get some helpers on board.
Don't reinvent the wheel - who organised this last year? Would they be happy to share files with you?

I'll start you off and others can add:

1. 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.)

1. 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)

1. 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

1. 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)

1. Think about hiring out pitches - e.g. an icecream van, burger van (they must have their own insurance)

1. 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!)

1. 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

Join the PTA UK Facebook group and ask on there. They always help each other out with advice and recommendations

Rather than trying to get people to sign up to "help" generally, try to allocate specific jobs. People often much more willing to 'run a cake stall' or 'agree to come in 3 hours before and set up tables' or 'man the bouncy castle' etc.etc., than agree to 'help organise' in a much looser sense of the word.
Depending on how much staff are willing to help, allocating each class a 'pitch' to organise their own stall is sometimes a good one.

Agree with seeing if a choir or dance group or anyone else would do a display so all those parents (and possibly Grandparents) will feel obliged to come even if it is raining on the day.

Thank you all for these ideas, very helpful.

You may also need a TENS license from your local council if you are selling alcohol