2 Weeks to go | Fete in a Box

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2 Weeks to Go – ‘Fete in a Box’ Countdown Planner!

On this page you will find:

What is ‘Fete in a Box’?

‘Fete in a Box’ is the ultimate expression of our mission at the Fundraising Directory ‘to save volunteers from having to reinvent the wheel all of the time’!

  1. Sign up to our emails counting you down to the big event, featuring a BUNCH of tips and templates to make life easier.
  2. Send us your stuff! Fete in a Box is a ‘living project’ so please send us your feedback, ideas and templates to make it even more helpful!!
  3. This project is a huge labour of love, so please support our work by letting our advertisers know you found them through us 🙂

xMandy aka the Fundraising Whisperer

2 Weeks to Go! It’s time for:


  • Check your state’s regulations with notifying neighbours of your firework display. In Queensland neighbours in close proximity (approx. 200m) to the display must be notified no less than 4 days before.
  • Send stallholder info + site plan
  • Arrange Set Up/Pack Up Roster
  • Organise Garbage Collection during the event
  • Final meeting to make sure all is ready the week before.
  • Pick up items from Consumable Wholesaler (Serviettes, Cutlery, etc) and store. Sort into stall boxes. Ask convenors to collect their items on the Friday before the fete.
  • Finalise Operations Manual
  • Collect price lists from convenors – send to treasurer
  • Produce Run Order
  • Final check with property manager
  • Confirm electrician
  •  Print off all volunteer signup sheets


  • Book electrician for Fete Day
  • Arrange Hire Equipment pick up
  • Make sure 2 dads sleep over for security the night before. Perhaps reward them with Pizza and a few beers. Rides company will normally will arrive night before. Ensure toilets/showers are left open.
  • Confirm all equipment bookings
  • Organise equipment pickup/deliveries


  • Stall holders meeting, discuss float, reimbursements, schedule, setup
  • Last minute confirmation outside stall holders and access instructions
  • Make sure that all helpers get a roster well before the Fair, and a roster is in each stall on the day
  • There should also be a sign on/ off sheet for every stall on the day of the fete re insurance purposes. Please stress the importance of signing this to all convenors!!!!
  • All co-ordinators should have their sign on lists, rosters, badges and float run sheets by now.
  • Create a Central Station for all food drop offs – cakes, sweets, consumables etc
  • Check that all last minute stall fees have been paid


  • Drop a noise warning flyer in neighbours letterbox, include discount ride pass
  • Letterbox drop for neighbours esp free fireworks inc free coffee voucher
  • Thank you letter to  certificates
  • The week before the fete, ask for parents to help deliver flyers to local streets and also local schools, churches, and kindys.
  • Keep pushing ride passes – the more Passes pre-sold, the more children are committed to attending on the day
  • Signage – site plan, toilets, first aid
  • Signage for market trail
  • Send out link to volunteer sign up sheets weekly
  • Organise stall supplies
  • Organise fire extinguishers for hot food stalls
  • Signage – stall names, price lists


  • Collect donations
  • List of all sponsorship/major donors


  • Pay invoices
  • Reimbursements to committee members
  • Do float run. Treasurer should be involved in this.
  • Decide on floats needed and order from bank
  • All invoices to be batched.


  • Confirm all entertainment
  • Ask for short introductions for MC
  • Running sheet for MC
  • Handing out ride wristbands – the ultimate guide


  • Confirm raffle donations and market trail items
  • Finalise and print bidding sheets for silent auction

Useful Articles

Fete Visitor Checklist
Cake Poems for Cake Stall Donations

Quickfind Guide:

Activities, Face Painters and Entertainment

ACT   |   NSW   |   NT   |   QLD   |   SA   |   TAS   |   VIC   |   WA

Amusement Rides and Jumping Castles

ACT   |   NSW   |   NT   |   QLD   |   SA   |   TAS   |   VIC   |   WA

Animals & Pony Rides

ACT   |   NSW   |   NT   |   QLD   |   SA   |   TAS   |   VIC   |   WA

Bulk Suppliers

ACT   |   NSW   |   NT   |   QLD   |   SA   |   TAS   |   VIC   |   WA


ACT   |   NSW   |   NT   |   QLD   |   SA   |   TAS   |   VIC   |   WA

First Aid, ATMs & Services

ACT   |   NSW   |   NT   |   QLD   |   SA   |   TAS   |   VIC   |   WA

Food, Drink & Fun Foods

ACT   |   NSW   |   NT  |   QLD   |   SA   |   TAS   |   VIC   |   WA

Glow Sticks / LED

ACT   |   NSW   |   NT   |   QLD   |   SA   |   TAS   |   VIC   |   WA

Showbags, Novelties & Prizes

ACT   |   NSW   |   NT   |   QLD   |   SA   |   TAS   |   VIC   |   WA

Stall Supplies & Stallholders

ACT   |   NSW   |   NT   |   QLD   |   SA   |   TAS   |   VIC   |   WA