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If possible, review last year's event, looking at which stalls
were most popular and which ones generated the most money. Need
some inspiration? We have lots of ideas for games and stalls as
well as testimonials here. Agree a shortlist of stalls and work out
how many volunteers you will need to help run these.
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Your theme may dictate your choice of stalls and the type of
food and refreshments you decide to serve - work out who and when
food will need to be ordered/bought. To minimize waste and maximize
profits, order from Booker cash and carry (they offer a sale or
return option on complete, unopened packs). Do you also need large
bags of sweets for prizes for stalls? We can fast-track your
registration, simply email us at booker@pta.co.uk.
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If planning to sell any personalised items at your event, such
as calendars, recipe books or Christmas puddings you will need to
source a supplier and get the process started.
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Create a schedule for your project working back from the date of
the fair. This might allow for running a design competition with
pupils, letters home inviting parents to pre-order items and
collating orders/monies, etc.
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If running a secret present room, where children choose and wrap
gifts for parents, consider ordering a ready-made pack rather than
relying on donations of a dubious quality! Your Fundraising Gift
Shop sell specialist packs, either wrapped or unwrapped. Go to yourfundraisinggiftshop.com.
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Get the children involved! Discuss with the school any ideas you
have that teachers might need to do in class, such as making
wrapping paper or tree decorations to be sold at the fair. Ask the
school to appoint one teacher who you can liaise with
throughout.
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Start contacting local businesses to source sponsorship (of your
grotto for example), raffle prizes, etc. To improve your chances of
success, do this before other local schools start asking!
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If serving alcohol you will need to complete a TEN (at least 10 days before your event). You
will also need a Lottery Licence if selling raffle tickets
prior to the event - if you already have one, check the expiry
date.
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Create a list of stalls with time slots and consider how many
volunteers you will need for each stall and for how long. Begin
slotting in those who have already agreed to help against each
stall/attraction to help identify gaps.
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Compile a database of helpers' email addresses so you can keep
in touch with them instantly if needs be. For our FAQs feature on
data protection, click here.
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Don't forget to explore match funding opportunities. There are
hundreds of organisations in the UK offering their employees the
chance to have their fundraising efforts matched. If any of your
volunteers work for companies offering match funding, be sure to
put them on your most lucrative stalls!
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Are you providing a programme? If so, appoint someone to compile
this and consider selling advertising into it.
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Aim to start publicising the event about six weeks before, with
posters in libraries, doctor's surgeries, leisure centres and local
playgroups. Plan a leaflet drop to local residents inviting them to
attend the event. Get professionally-designed, editable posters and
flyers from PTA Print Shop.
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Good luck!
