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Summer fair: Benson CofE School

Benson CofE School, Oxfordshire, 120 pupils

Jo Whittaker, PTA Chair
Saturday 4 July, 12-3pm
1,000 attendees

PLANNING

  • Who made up your organising team? Four main people, but we had plenty of other helpers doing smaller jobs
  • Have you ever organised an event like this before? Yes, but not on this scale!
  • Did you run a raffle? Yes
  • Did you have a programme? Yes
  • How much did you charge for entry? 50p


VOLUNTEERS AND SUPPORT

  • Did you secure sponsorship? No, we tried seeking sponsorship, but didn't have much luck. Next year we hope to look into match funding. We did, however, have prizes donated by Arsenal for our penalty shoot-out game
  • Do you have any advice for others seeking sponsorship?  Start contacting potential sponsors as early as possible
  • Did you allow outside stallholders? Yes
  • How much did you charge stallholders? £15
  • Did pupils/teachers run any stalls? Yes, most of the teachers helped with our stalls, and the children chipped in, too
  • How did you draw up your roster? We allocated hourly slots to our 50 volunteers - organised by activity
  • How did you thank your volunteers? In our newsletter and in person, particularly to those that put a lot in. Outside traders that contributed all received a letter of thanks
  • Recruitment advice: Start early! Everyone can be involved, even if they can't help on the day - baking a cake is still helping!

 

STALLS
List of PTA stalls and prices:

Egg throwing............................................

£1

Queen's nose...........................................

50p

Coconut shy...........................................

£1

Nail and hair bar.....................................

from 50p

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

50p per ticket

Water into wine......................................

£2

Tombola.................................................

5 tickets for £1

Soft toy stall...........................................

£1

Nerf gun target-practice.........................

£1

Face painting.........................................

£2

Hook-a-duck..........................................

50p

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

50p

Ice creams............................................

£1

Tractor ride...........................................

adults £1, children 50p

Woodlouse races..................................

50p

Lucky ladders.......................................

50p

Darts game...........................................

50p

Penalty shoot-out..................................

50p

 

Most profitable stalls:

Ice creams...............................................

£247  

Bar...........................................................

£441

BBQ........................................................

£592

 

Most popular stalls:

Nerf gun target-practice...........................

£59   

Coconut shy.............................................

£136

Tractor ride treasure hunt.........................

£135

 

MARKETING

  • How did you promote your fair? We printed flyers and posters, advertised in the local press and via social media
  • Describe any particular success you had with your publicity: Using a variety of platforms really helped. Starting to publicise the event earlier meant we could meet the publication deadlines of local magazines and newspapers


PROFIT/ WRAP UP

  • What was your target? £4,000
  • What were your outgoings? £1,365
  • How much money did you raise? £4,000
  • What would you do differently? Very little - everyone loved the fair
  • Stalls you wouldn't run again and why: Lucky ladders, as it wasn't very popular
  • What is the best advice that you can give? Start early! Recruit a team of volunteers that will cover the smaller aspects - many hands make light work. Drum up excitement and turn the fair into a talking point. Buy quality meat for your BBQ. Sell leftover stock after the event, before it goes out-of-date


OTHER FUNDRAISERS

  • How else do you fundraise throughout the year? Chocolate bingo, Christmas fayre, Christmas cards and mugs, school discos, ice-cream Fridays

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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