4 Months to go

Tip: Schedule other fundraising away from this time, or else parents may feel overloaded.

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4 Months to Go – Countdown!

On this page you will find:

Checklists for:
- Convenor
- Logistics
- Stalls
- Marketing
- Sponsorship
- Entertainment
- Raffle
Links to useful articles
Quickfind guide to source all the suppliers you need

What is ‘Fete in a Box’?

Our ‘Fete in a Box’ Countdown is the predecessor to our book: The Practical Fete Handbook for Fundraising Event Organisers! The book contains all of the information in this article and so much more – consolidated in an easy-to-read format, including the bonus: 99 Fete Stall Ideas! You can buy the book in printed form or as an eBook here.

4 Months to Go! It’s time for:

☐ Convenor

Book all other requirements necessary (St John’s, sound people, stage, equipment hire, generators etc) With Logistics
Order all equipment/resources/supplies/consumables required (Our FREE download of Site Convenor Resources would be very useful here)
If supplies cannot be sourced via donations. Bulk buy where possible – Always economise (buy in bulk etc) – the more spent on a stall, the lower the profits!
Order Stall/Convenor ID Badges

☐ Logistics

Logistics security
Logistics risk – asses plans
Treasure map organise
Sufficient parking available? Sufficient power available?
Sufficient Rubbish Bins available? Skip Bin required?

☐ Stalls

Convenor forms due
Confirm External Stall/Food operators and check insurance
Ask Stall/Activity convenors to return their stall requirement list.

☐ Marketing

In newsletter, start asking for class donations of goods & services for the stalls
Book radio and newspaper ads
Advertise fete in online Special Event Directories
Send out regular notes to the school community about the fete – via Newsletter, Facebook and website.

☐ Sponsorship

Flag sponsors, make list what you need, who has bulk purchase plastics
Donation letters to go out and start canvassing local business for financial and or prize support.
If you can cover the cost of equipment and get donations for food and prizes you will save big $$$’s.
If letters do not go out now, the success rate will be lower as other schools will get in ahead of you and bleed the community dry of donations
When writing letters for assistance, try to focus on a need for the school that the general community sees achievable and of benefit to the children. Generalized letters do not have the same effect.
Offer sponsorship – gold, silver and bronze in return for extra advertising thru school newsletters, Fete Flyers, Fete website, and on the day. Works well at private schools.
Confirm advertising plan – banners, flyers, radio and newspaper, website & Facebook

☐ Entertainment

School based performances commit students. The more outside groups booked, the more people from the community you draw into the fete
Years prep – year 4 usually perform on the day – make these perform early in the fete as younger children may go home after lunch.
The school choir usually opens the fete. The school band then performs and then the children can go enjoy themselves.
Form MC Running Sheet