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Summer fair: Holy Trinity Primary School

Holy Trinity CofE Primary School, Wimbledon, London (500 pupils)

Kirsty Warwick, former PTA Chair
Saturday 13 June, 12-4pm
1,000 attendees

PLANNING

  • Who made up your organising team? A couple of us dealt with floats, outside stalls, bar and raffle - a team of class reps organised the stalls
  • Have you ever organised an event like this before? Twice
  • Did you run a raffle? Yes. Local businesses donated prizes and we
    sold tickets in advance and on the day
  • Did you have a programme? A very basic one, with lists of timings, raffle prizes and stalls. The school printed this
  • Did you charge for entry? £1 suggested donation for adults


VOLUNTEERS AND SUPPORT

  • Did you secure sponsorship?Yes - we received £1,000 from a local estate agent. We also printed flyers to deliver to houses in the area, and the printer gave us a discount in return for a back-page advert
  • Do you have any advice for others seeking sponsorship?Contact estate agents for sponsorship, especially as they can advertise your fair on their boards
  • Did you allow outside stallholders?Yes, around 15 to 20 stallholders sold jewellery, gifts, etc. We also had an ice-cream van and a London ambulance
  • How much did you charge stallholders?£30, with a reduced rate of £25 for those connected to the school. This was negotiable if they donated a raffle prize. Some gave us a percentage of takings instead, including the fairground ride supplier and the ice-cream van
  • How did you draw up your roster? Our class reps arranged this amongst themselves - usually there is a minimum of two people on each stall per half-hour
  • How did you thank your volunteers? With an email, plus we hold two social events a year
  • Recruitment advice: Having classes be responsible for their own stall was
    a great way of recruiting volunteers. It certainly took the pressure off

 

STALLS
List of PTA stalls and prices:

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

£4

Mini makeover and massage.....

£2

Splat the teacher.......................

50p

Secondhand DVDs/books.........

£3

Adopt a bear..............................

50p

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

50p

Tin can alley..............................

50p

Inflatables..................................

£2

Tea and cakes...........................

from 50p

Mocktails...................................

£2

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

50p per ticket

Human fruit machine.................

50p

 

Most profitable stalls:

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

£1,500

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

£700

 

Most popular stalls:

Inflatables...................................

£500    

Tea and cakes............................

£400

Secondhand DVDs/books..........

£270

Splat the teacher........................

£250

 

MARKETING

  • How did you promote your fair? We delivered 1,000 flyers to local residents and businesses, and had banners on the school and park gates. We printed A3 and A4 posters to display in the school, sent emails, used Facebook, added details to the school and park websites, and advertised on estate agents' boards
  • Describe any particular success you had with your publicity: The profit we made shows our publicity worked!


PROFIT/ WRAP UP

  • What was your target? £5,000
  • What were your outgoings? £1,000
  • How much money did you raise? £8,000
  • What would you do differently? We would hire tables and chairs from a company rather than trying to source them from local schools, churches, etc.
  • Stalls you wouldn't run again and why: The mocktails weren't as popular as hoped and we had leftover stock
  • What is the best advice that you can give?  Plan early and make sure your event doesn't clash with other local fairs. Encourage parents to secure match funding from their employers. Have displays of various children's groups - ballet, street dance, choir etc. Make sure your fair is weather-proof - gazebos help with hot temperatures and rain! Hold it in a local park - we have more attendees and it becomes a real community event

OTHER FUNDRAISERS

  • How else do you fundraise throughout the year Quiz night, children's discos, Christmas cards, clothing collections

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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