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Summer fair: Scholar Green Primary School

Scholar Green Primary School, Stoke-on-Trent, 157 pupils

Nicola Baines, event organiser
Saturday 4 July, 6-11pm
275 attendees

PLANNING

  • Did you have a theme? Yes, an American theme
  • Who made up your organising team? Our Treasurer organises all the floats, and all remianing tasks are shared between the seven core people on the committee, with other volunteers helping on the day. Tasks include advertising, entry ticket sales, raffle ticket sales, securing raffle and auction prizes, purchasing refreshments and other required items, setting up and manning stalls at the event
  • Have you ever organised an event like this before? Yes, we always hold an annual summer fair at our school
  • Did you run a raffle? Yes
  • How much did you charge for entry? £2.50 per adult, children free


VOLUNTEERS AND SUPPORT

  • Did you secure sponsorship? Not necessarily - we did receive a £250 donation from a house-building company and match funding of £1,000 from Barclays.
  • Do you have any advice for others seeking sponsorship? Speak to all the parents at your school and ask them to check with their employers to see if they offer match funding. We found it to be a great help!
  • Did you allow outside stallholders? Yes, a photographer
  • How much did you charge stallholders? They gave £2 of each sale to our PTA so we did not charge a fee
  • How did you get people to volunteer?  We usually ask people who have helped before, as there is a core number of people who usually help. We also use our Facebook page to recruit volunteers. Our school also has a weekly newsletter we can add requests to.
  • How did you draw up your roster? Our volunteers were allocated jobs by our Teacher representative. Each person tends to do the tasks they have done before as they are familiar
  • How did you thank your volunteers? In person, on Facebook and in an article in the school newsletter
  • Recruitment advice: Break down tasks into small, manageable actions. Stress that people can give as much or as little time as they have spare, and it can be regular or occasional. Regularly remind people of your fundraising target or project, and what has been funded in the past through the generosity of people volunteering

 

STALLS
List of PTA stalls and prices:

Bucking bronco......................................

from £1.50

Panning for gold.....................................

50p

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

75p per go

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

50p per go

Lollipop game.........................................

50p

Brand the cow........................................

50p

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

50p

Fun photo booth.....................................

£5

Refreshments.........................................

£1 per go

 

Most profitable stalls:

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

£347        

 

Most popular stalls:

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

£297      

 

MARKETING

  • How did you promote your fair? Facebook, school newsletter, posters made by the pupils, banners put up locally. We also held a non-uniform day in exchange for tombola prizes
  • Describe any particular success you had with your publicity: We held a competition for pupils to create the best poster and flag bunting for the fair, which meant they had told their parents about the event


PROFIT/ WRAP UP

  • What was your target? We did not have a specific target, but we did want all our proceeds to go towards buying a new adventure trail in the school playground
  • What were your outgoings? £1,047.14
  • How much profit did you make? £3776.22, including the match funding
  • What would you do differently? We are looking to hold our event in spring so that we have more staff available to help on the stalls
  • What is the best advice that you can give? Start your preparation as early as possible. Try to bring something to the table each time, with different games and a unique attraction, like a Bucking Bronco. Don't try and run too many stalls or you will be stretched too thinly. Publicise the availability of match funding to volunteers as this is a great way of boosting what you raise.


OTHER FUNDRAISERS

  • How else do you fundraise throughout the year? Family fun night, cabaret night, fashion shows, half term discos, raffles and refreshments at other school 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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