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Christmas fair: Garden Fields JMI School

Garden Fields JMI School, St Albans, Herts, 420 pupils

Claire Lane, PTA Chair 
Saturday 6 December, 12-3pm

PLANNING

  • Who made up your organising team? We had four teams: stalls, sponsorship, food and communications. As Chair, I coordinate between each team
  • Have you organised this event before? Yes, I've been involved for four years
  • Did you run a raffle? Yes
  • Did you have a programme? We had an amazing flyer designed and printed by a parent. We distributed 2,500 copies to families and also did a letterbox drop
  • If you charged for entry, how much? The Head welcomed people with a bucket for voluntary donations - we find this raises more!


VOLUNTEERS AND SUPPORT

  • How did you get people to volunteer?  We used PTAsocial (ptasocial.com), and it made a big difference to how we managed our volunteers. There was still a lot of chasing, but it's the best method we've found
  • How did you draw up your roster? With PTAsocial - we listed all the tasks that needed completing. It took time to set up the initial event, but we can copy this across to next year and just tweak it
  • How did you thank your volunteers? We sent an email via the school system
  • Recruitment advice: Use PTAsocial!
  • Did you raise money from sponsorship?  Not as such. We asked local businesses to provide auction and raffle prizes
  • How did you go about this? We have a 'go-to' list from previous years. A PTA member spoke to local businesses in person. She took a letter with her, which explains what we were doing and where the money was going
  • Advice for others seeking sponsorship: Persevere! Make sure there is something in it for them. We include website and contact information in our flyer which has a distribution of 2,500. Thank donors in person or in a letter and state how much profit you made, how it will be spent and how their contribution helped towards this
  • Did you allow outside stallholders? Yes. Last year, we had jewellery, books, cards, LEGO and plants. Usually we approach those who have run stalls previously. Others tend to approach us from seeing the Christmas fair flyer
  • How many outside stalls did you have? Six - due to space restrictions
  • What did you charge stallholders? £20 a table, and they kept all the proceeds
  • Did pupils/teachers run any stalls? Yes, teachers volunteered through PTAsocial. Year 6 pupils made and sold craft items

 

STALLS
List of PTA stalls and prices:

Cakes..........................................

30p to £5 (large)

Santa's grotto..............................

£2.50

Raffle...........................................

£1 per ticket

Hamper raffle...............................

50p

Silent auction...............................

various prices

Bottle hoopla...............................

50p or 3 for £1

Chocolate tombola......................

50p or 3 for £1

Mystery bags tombola.................

£1 per bag

Christmas crafts..........................

from £1

Secondhand books......................

from 50p

Glitter tattoos...............................

£1.50

Ladder throw................................

50p

Crafty cookies..............................

50 per cookie

Pick a lolly....................................

20p

Lucky dip.....................................

£1

Roll a ball.....................................

30p for 3 balls

Adopt a cuddly toy.......................

50p per ticket

Guess the sweets........................

50p per guess

Children's crafts...........................

£1

 

Most profitable stalls:

Bidding wall..................................

£1,022

Silent auction...............................

£665

Raffle............................................

£614

 


MARKETING

  • How did you promote your fair? With our flyer, estate agents' boards and banners at the school entrance. We also used local facebook groups for mums


PROFIT/ WRAP UP

  • What was your target? £6,000
  • What were your outgoings? £1,343
  • How much money did you raise? £6,445
  • What is the best advice that you can give? Be organised, patient and honest. You can only do what you can do, and you will need parental participation


OTHER FUNDRAISERS

  • How else do you fundraise throughout the year? Discos, film nights, quiz nights, a camp-out, May fair, Mother's and Father's Day sales, Christmas cards and mugs, family photography day, refreshments at school sports events.

Share the success of your own fair! Download and complete the fair review template and return it to us at editorial@pta.co.uk.


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