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Christmas fair: Riseley Lower School

Riseley Lower School, Bedford, 180 pupils

Karen Aves, PTA Chair
Saturday 13 December, 12-3pm
100 attendees

PLANNING

  • Did you have a theme? Yes, Narnia!
  • Who made up your organising team? Ten helpers were delegated one stall each
  • Have you ever organised an event like this before? We have done several events at school such as pamper evenings, a quiz, bingo and a barn dance
  • Did you run a raffle? Yes, and also a silent auction, which proved to be very popular! For the silent auction, we received donations from local businesses, ranging from a day with a vet, to hot tub hire. People left a bid on a sheet or submitted one before the event in an envelope if they couldn't make it. This works as a great fundraiser because there are no costs!
  • Did you have a programme? Yes, and it had adverts from our sponsors that made up profit. We charged £10 per page. It also listed what was on and where    
  • How much did you charge for entry? No charge


VOLUNTEERS AND SUPPORT

  • Did you secure sponsorship? Yes, £40. Sponsors were also named on the front cover of the programme. We approached local companies face-to-face about 6/8 weeks before as we found this to be more effective. We also asked on Facebook and in the school newsletter, too. They were particularly supportive towards our silent auction prizes. In return, businesses were thanked in the programme and could display advertising material at the fair
  • Do you have any advice for others seeking sponsorship? We received more sponsorship last year by asking companies to sponsor a stall, so having something more specific for them to sponsor helps
  • Did you allow outside stallholders? Yes, 10
  • How much did you charge stallholders? £10 plus a raffle prize
  • How did you get people to volunteer?  Our Facebook page helped, as well as promotion in the school newsletter
  • How did you draw up your roster? We created the rota in the hope of having two volunteers on each stall
  • How did you thank your volunteers? We thanked them in the programme and provided a voucher for a free hot drink and cake!
  • Recruitment advice: Try to have short time slots so people don't feel they are stuck behind a stall for the whole event

STALLS
List of PTA stalls and prices:

Owls on display.......................................

Free

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

£2 per child

Craft area................................................

50p

Children's tombola..................................

50p per go or £1 for 3

Adopt a teddy..........................................

50p

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

30p

Play your cards right...............................

50p

Adult's tombola.......................................

50p per go or £1 for 3

Water or wine.........................................

£1 per go

Hot food (hot dogs, jacket potatoes).......

From £2

Hot drinks................................................

50p

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

20p per ticket or £1 per book

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

Bids

Bucket raffle............................................

50p per ticket

Hoopla.....................................................

50p


MARKETING

  • How did you promote your fair? Facebook, local village magazine, school newsletter, posters. Leaflets were dropped around the village and surrounding areas, which included a programme and raffle book
  • Describe any particular success you had with your publicity: We created an 'event' on Facebook which then gives everyone interested in coming a reminder on the morning of the fair


PROFIT/ WRAP UP

  • What was your target? To supply iPads for classrooms, and continue to help with school trip funding
  • What were your outgoings? £553.97
  • How much profit did you make? £1,958.02
  • What would you do differently? We thought about having the fair on a Friday afternoon after school, as we felt perhaps more people would attend if they were coming to pick up their children anyway
  • What is the best advice that you can give? Organise as much as you possibly can in advance and recruit as many helpers as possible. Having more helpers means all stalls are covered for a short while, so everyone has the chance to enjoy the event with their own children


OTHER FUNDRAISERS

  • How else do you fundraise throughout the year? Pamper and pudding night, barn dance, freeze pop Fridays, school discos, themed refreshments for after school, Mother's Day and Father's Day craft events, Kids on the Catwalk fashion shows, unwanted clothes collections, World Book Day, bingo nights, summer fairs, sports day refreshments

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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