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Christmas fair: Greenleas School

Greenleas School, Leighton Buzzard, Bedfordshire, 450 pupils

Lara Bradford, PTA Chair
Saturday 30 November, 2-5pm
600-800 attendees

PLANNING

  • Who made up your organising team? We had a games team, food team, grotto team, Christmas market team and so on
  • Have you ever organised an event like this before?  I had run the grotto for two years previously, but this was my first large event as Chair and also the first as a two-site school
  • Did you run a raffle? Yes
  • Did you have a programme? No
  • Did you charge for entry? No


VOLUNTEERS AND SUPPORT

  • Did you secure sponsorship? No sponsorship, but a local estate agent put up advertising boards around the local area. There were no fees involved at all - they put a small advert at the bottom of some of their boards, which were then placed in committee members' front gardens in a prominent main road location. The estate agent also kindly advertised our fair in the local paper with their normal weekly advert                              
  • Did you have outside stallholders? Yes, we had 22. Our external stallholders were mostly local small businesses selling handmade products such as handbags, jewellery, soaps etc. We also had a lady who sold homemade Indian food and snacks. We advertised for stallholders via Twitter and Facebook and in the school newsletter. Most stallholders approached us via these methods or on the playground
  • What did you charge stallholders? £15 or £10 plus a raffle prize donation
  • Did pupils/teachers run any stalls? Teachers ran the games section and used their contacts to borrow games from other schools                                                                 
  • How did you get people to volunteer?  We used PTAsocial, a subscription service with an online rota system. Parents and teachers are encouraged to sign up and then an email is sent out with a link to the rota
  • How did you draw up your roster? We broke it down into sections and half-hour slots
  • How did you thank your volunteers? We thanked them via email and the school newsletter, where we announced the incredible total we had made!
  • Recruitment advice: I can't recommend the PTAsocial website enough. It's allowed us to target parents who may not have thought about volunteering before, encouraging them to help at events at a time that suits them. It's also important to be polite and encouraging when asking for people's help! Getting teachers onside is also crucial, especially if they can be outside with a clipboard during drop-off and pick-up!

STALLS
List of PTA stalls and prices:

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

£2.50 per child

Games............................

25p per go

Soft toy tombola.............

50p

Chocolate tombola.........

50p

Secret room....................

£1.50 per present

Craft room......................

£1

Grand draw.....................

£1 per ticket

Personalised baubles.....

£1.50

 
Most profitable stalls:

Grand draw.....................

£1,893

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

£375

Crafts..............................

£349

Grotto..............................

£337


MARKETING

  • How did you promote your fair? School newsletters, PTA newsletters, posters in classroom windows, banners around the town and outside both school sites, advert in local paper and estate agents boards

PROFIT/ WRAP UP

  • What was your target? £2,500
  • What were your outgoings? £1,550
  • How much did you raise? £4,090
  • What would you do differently? Have a buggy park. The fair was so busy that there was barely room to walk around!
  • What advice would you give? Delegate, delegate, delegate! Think about your target audience. Our pupils range from two to nine years old, so we tried to have something for everyone including the adults!


OTHER FUNDRAISERS

  • How else do you fundraise throughout the year? Three discos, summer fair, Mother's Day and Father's Day secrets rooms, magic show, plant sale

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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