Speak to the school about having stalls run by each year group,
with the help of teachers. Could the group who raise the most money
win a prize?
Make sure your lottery licence is up-to-date if selling raffle
tickets prior to the event itself. Secure prizes as far in advance
Start publicising the event at least six weeks in advance. Place
posters in libraries, doctors' surgeries, leisure centres, etc.
Send a media release to local newspapers and radio stations. If
using street banners to advertise your event, seek permission from
your local authority. Contact them early to establish any criteria,
i.e. you will need proof of your public liability insurance. If
getting a new sign made, use 'This Saturday' rather than a specific
date - that way you can use it again next year. Most councils will
only let you put your sign up for one week anyway. PTA Print Shop
produce editable posters and flyers at extremely low prices... 10
A3 posters for under £10! Visit PTA Print Shop online to see their summer fair
Refreshments are guaranteed to make a profit. If selling
alcohol, you will need to complete a TEN at least 10 days before
the event. Shop with a wholesaler such as Booker, which offers sale
If inviting your local ice-cream van along to the event, you
should charge a pitch price for them to be on-site.
Do a leaflet-drop to residents in the area just prior to the
event. Offer them free entrance into your event and, if
appropriate, give them contact details for booking any specific
Find an MC/announcer and appoint a few 'runners' who can provide
details and updates about particular attractions throughout the
event. Give them a schedule of performances, the raffle draw, etc.
Provide them with identification badges so people at the fair can
go to them if they need help.
Create a ground plan, outlining where each activity will go,
bearing in mind the need for power/proximity to water, etc.
If providing a programme, sell advertising slots to local
businesses. Use this to publicise event timings and to give
particular thanks to key supporters.
Finalise your volunteer list and rotas. Distribute a spreadsheet
listing each stall, with time slots, outlining who is signed up to
help out where and when. Identify gaps and initiate a final
Ask volunteers to check whether their employers offer match
funding as this can really help boost your profits.
Have someone at the fair who can administer basic first aid. If
your event is quite large, you might want to consider paying for a
local ambulance service to attend.
Risk assessments will need to be carried out for each element of
your fair, as well as for the overall event itself. Ask individual
stallholders to complete these - give them last year's version to
use as a guide.
Have a wet weather contingency plan in place and make a decision
at the start of the week before your fair, allowing enough time to
let everyone know.
Make signs for the basics - toilets, first aid, refreshments -
as well as for each stall.
Based on previous experience, put together running notes for
each stall, with details of costs per go, rules, instructions and
advice. Laminate these and stick them on each stall - they'll
reassure new volunteers!
Finally, your treasurer will need to work out how much float
each stall requires and order this from the bank.
Prepare a box containing essentials such as marker pens, sticky
tape, scissors, string, drawing pins and paper.
Have a list of jobs ready for volunteers who turn up to help set
up - there's nothing more frustrating than getting out of bed at
8am on a Saturday to end up hanging around like a spare part.
Provide bacon butties for those volunteers who arrive early to
help set up - this can really boost morale!
Keep checking that stallholders have everything they need - that
stalls are well-staffed and well-stocked - and offer to take
refreshments to them if they have no chance of a break.
Safe collection and storage of cash during your event is
essential. Appoint at least two people to be responsible for
floats, collection and counting of cash and safe storage during the
event. Have a book listing each stall, with details of the float
they started with. Each time cash is collected, a note should be
Food hygiene is key, so if using charcoal BBQs, make sure these
are lit in advance, ensuring that coals have reached maximum
temperature before cooking begins.
Remember that clearing up is the PTA's responsibility, so have
plenty of bin bags at the ready!