Fete Tips
Getting Started
Over the past 25 years, Jubilee Entertainment has provided the amusement attractions for over 1,000 school fetes, fairs and festivals. We have seen the successes and the failures - what works, and what doesn't work. Here's a few tips, suggestions and recommendations that may be worth considering when planning your next special event.
Organising a Fete takes time and effort, however the day can be very rewarding in terms of funds raised, and the goodwill generated amongst the school and local community.
If your Fete is an annual event, convening becomes a process of following the various procedures that are in place, with a few new ideas included to spice things up a little. If the Fundraising committee is starting from scratch, with little or no information available from previous Fetes, then there's much work to be done.
Start by forming a Committee, which should be a group of active and enthusiastic people responsible for co-ordinating the event. Certain roles or sub-tasks can be delegated such as accounting, advertising/marketing/promotion, sponsorship, logistics, entertainment and stalls. Volunteers strengths and experience should be matched to the role i.e a person with experience in sales, may take on the role of sponsorship, while accountants make good Treasurers.
Put together a Fete file, which will include everything about the Fete - financials, checklists, contact details, site plans, WH&S etc.
Decide on a Date
Avoid selecting a date for your fete, that clashes with other major sporting events, shows and fairs in your area. Check availability with your ride provider. Speak to local schools, and distance your fete as far as possible from other fundraisers. Once the date is set, let neighbouring schools know what you have planned and when.
Small community groups should consider holding their fetes out of the peak Spring Fair period of late August to the end of October. Small schools rely on drawing visitors from outside of their school community, which is difficult in spring when there is an abundance of local fetes, fairs, festivals and sporting events being held in inner-city areas. Remember, other fundraising events will be competing with you for crowds, sponsorship, donations, equipment and resources.
With most amusement operators based in Brisbane and surrounds, schools in regional areas including the Darling Downs, Western Downs and Sunshine Coast regions should consider holding events in the quieter months of March, April, Mid August and November. Mobile Food vendors, Stall Holders and Ride operators are more inclined to travel outside of the Brisbane/Gold Coast corridor during the off-peak periods.
Every year we receive calls from distraught fete convenors in regional areas, who have booked amusement rides from other operators for events on busy weekends, only to be let down, often with little more that one weeks' notice.
Start Planning
Book essential equipment early, including amusement rides, stage & audio, food providers, ATM, and entertainers.
Develop a list of Stalls and Activities, then assign a class to each. Each Stall should be allocated a Co-ordinator. Each Stall Co-ordinator should have a volunteer base to assist in collecting or making the goods for sale and setting up and running the stall on the day.
Draw a map of the school grounds and plan out where the Fete will be held on a Mud Map. Atmosphere is the key, so don't spread the Fete out too much. Access to power is a determining factor. As the amusement rides operators normally have their own power, they tend to be positioned with Sideshow Games and Carnival Food at one end of the oval, with the stage & entertainment at the other. Locate your stalls selling Cakes & Food in the shade with plenty of seating. Raffle Ticket sellers & Chocolate wheel ticket sellers work best near the food & drink queue. Ensure there's sufficient tables/seating in the food area.
A good sound system will be required, which will add to the carnival atmosphere and ensure all announcements can be heard.
Start forming an Entertainment Program. Committing the children to attend the event via performances is vital. If every student at the school is scheduled to perform on the day, you can be assured that at least 90% of children enrolled at the school will come along on the day - plus their parents, sibling etc. The next step is to provide the entertainment, stalls and food that will keep the families there to the finish. The longer people stay at the event, the more they spend!
Fill any gaps in the Entertainment Program with outside performers - Dance Groups, Martial Arts Displays, Cheerleading Squads etc.
Food Stalls are highly profitable with international flavours being a huge drawcard, However they are very labour intensive requiring many hours of preparation and supervision on the day. Strict food handling practises are also required, especially involving storage. Indian Curries are the most popular, and a guaranteed sell out. Suppliment your Food Court areas with Food Trucks which are readily available.
Power, or the lack of, is a common problem at school fetes, especially in the cooking area where any appliance that heats draws major amps. It's vital to have an electrician work out how much power will be required on the day, and whether the power available onsite is sufficient. The over-loading and tripping of electrical circuits is a common problem at fundraising events, and difficult to rectify on the day.
If your fete is being held on the oval, have a back up plan in case of wet weather either leading up to or on the day. Amusement rides, and to a less extent stall holders, can cause thousands of dollars in damage to school ovals, which may take many months to recover, especially during the slow growth months of winter. If the oval is soft and damp, amusement rides are best moved to car parks, with stalls around the school grounds, laneways etc.
Visit other fetes taking note of new ideas, layouts, popular attractions, pricing and successful concepts. Online special event websites such as Fun of the Fair feature fete, fair and festival listings throughout South East Qld.
Advertising
The School Newsletter has always been an effective form of advertising, though as most schools are going "electronic", a hard copy Fete newsletter may be needed. Research indicates 80-90% of parents read hard copy school newsletters whereas only 30-40% of parents go online to read their newsletter.
To spread the word amongst the community, use banners, posters, online special events websites, local newspaper articles, radio and the Fete Flyer - which is letterbox dropped just before the day.
A Fete Facebook page is a fabulous way of keeping all committee members, volunteers and the general public up to date with the latest Fete news. Make requests for donations and help. Promote school businesses who have offered to help.
Sponsorship
School fetes are often seen as a careful balancing act between raising much needed funds for the school itself, and offering an affordable family-friendly day out for the community. Sponsorship is a valuable source of income and key element in offsetting many of the costs involved in holding a school fete or fair. Start by approaching businesses owned by school families, who are normally more than happy to support. Local businesses will see the benefits of sponsoring certain aspects of the event, with their product promoted to their local target market. Sponsorship is not just about the donation of money or goods to be used as prizes; local businesses may also support with the donation of services either required to assist in the running of the event, or services that can be awarded as prizes.
Local councilors often have an annual budget for community event sponsorship, along with state and federal politicians who are normally keen to be seen at local events, opening the festivities, and holding stalls/displays.
A professionally designed Sponsorship proposal is needed, along with a marketing program listing how the sponsors will be promoted. Effective forms of sponsor promotion include a Fete website, Fete Newsletter and Fete flyer.
Start selling Raffle tickets as early as possible. Send them home with students before the fete and sell them on the gate when people walk in.
Invite Community Organisations to set up displays and activities, which comes free of charge and adds to the atmosphere.
On the Day
A team of volunteers will be required on the day, with many starting at the crack of dawn and working onsite for at least 8 hours. Look after your workers with a BBQ running early on, with a constant flow of food and refreshments throughout the day, and during pack up.
Ensure all committee members and volunteers are not overcommitted, and have scheduled breaks throughout the day, so they can relax, shop, watch their children's performances, have something to eat and enjoy the festivities.
People are generally happy to volunteer on the day when their task is manageable and clearly defined.
Enure the Groundsman is present on the day, as access to certain facilities, gates, power switchboards etc may be needed.
Organise a First-Aid Safety officer for the day, such as St Johns Ambulance Service.
On the day of the event, Fete Convenors should be wearing High Visibility shirts or uniforms that stand out from the crowd.
When collecting from Stalls, clearly mark the bag with the stall name you are collecting from and collect regularly. Collections should be deposited in individual stall containers
After the Event
Reward all volunteers and helpers with a BBQ and drinks. Mail Certificates of appreciation to all Sponsors, and those that have given financial assistance. This is best organised well before the event, as once the fete is finished, the momentum has gone with most committee members feeling like they need a well-earned break.
Update the Fete File asap, while memories are fresh and receipts available. Take note of quantities ordered and sold, profitable stalls and activities, popular attractions and amusements.
We wish you an enjoyable and successful day!
