Planning the perfect school fete

Step by step guide from TryBooking

27 June, 2018

TryBooking



School fetes bring the whole community together for a fun day of celebration. With so much to organise, it can be hard to find where to begin. Use our steps below to help create the perfect fete.

1. Planning

Start your planning early! According to the National Fete Research Project, fetes can take up to one year to plan. The biggest things to consider are:

Date

You know your community best, so pick a date that works for them. If a lot of your students participate in weekend sports, consider a twilight festival during the week. If many of your parents work late into the evening, plan a weekend carnival.

Time

Most school fetes begin at 10 am and finish at 3 pm. When planning, make sure you leave yourself enough time to set your fete up, including ride installation and deliveries, and communicate this clearly with your volunteers and providers.

Purpose

Have a clear reason why you are holding the fete and plan your activities from there. Fundraisers should look at ways to increase profit, while friendraisers should focus on ways to bring people together. The most profitable stalls are BBQ, amusement rides and raffles; the most popular stalls are rides, BBQ and cake stalls.

planning

Make sure you get in touch with any local businesses you want to support your event early; many businesses have a limit to how many local organisations they support, and the longer you leave it, the more likely it is that someone else will get their support first!

Don’t forget to check out what other schools in your area are doing. Try to avoid clashes, especially with schools that may be attended by siblings of your students.

2. Presales and volunteers

Once you have locked in a date, time and price, you can start looking at how you will manage ticketing and registrations.

First, work out what information you want to gather, like

  • attendee numbers

  • dietary requirements

  • medical concerns

and if you want to sell anything before the event, like

  • ride bands

  • food and ticket vouchers

  • merchandise

From there, you can decide if you want to set up a single event page that collects everything at once, or many pages that each serve a purpose. View our example ride bands page here and explore some of TryBookings great features, including:

Customised event page

Set your event homepage up to reflect the branding of the school. Incorporate the school’s branding or use artwork created by students to help the page stand out.

Learn more

Data collection fields

Create custom questions to gather relevant information, such as year level and class

Learn more

Family or group tickets

Set up pricing that allows for multiple tickets to be booked for one inclusive price (e.g. 2 adults and 2 children)

Learn more

Promotional codes

Set up an early bird price to encourage pre-sales and look at how you can set the expiry date to best secure commitment. For example, setting the expiry to eight days before the fete may encourage bookings from those who were waiting for a favourable weather forecast before purchasing their tickets.  

Learn more

Ticket capacity limits

Set a limit on your tickets to ensure you do not exceed any regulations on attendee numbers

Learn more

Donations

If your fete is being planned as a fundraiser, you can set up a donations box to the event homepage. Families who may be unable to attend on the day can still support the fete this way.

Learn more

 

fete blog link

 

3. Promotion

Now that you’ve set up your fete, it’s time to spread the word and get the community excited. There are lots of ways to promote your event, including:

Sending a flyer home with your students

This is one of the most effective ways to market your fete. Get your students involved and have them design a fun flyer. Your local printing company may be able to offer you a discounted rate, so be sure to get in touch with them.

Make sure you include a simple booking URL to your event page on the flyer—use the links given in the ‘Booking URL information’ section of your event dashboard for a quick, memorable link.

Real estate board

Many real estate agencies are happy to print and install a fete board along your school’s fence or boundary to promote your event. Work out where the highest traffic areas are, and work with your local agency to install boards in these spots. Make sure you check with your local council too, as they may have regulations around advertising.

Website

Promote the fete on your school’s website and embed a TryBooking widget to create a seamless, integrated booking experience. Set up a TryBooking event listing page that lists all events, pre-sales and volunteer registrations together. You can view a demo version of the event listing page for a school fete here.

Emails and newsletter

Many schools email their parents with news and events, so make sure your fete is included in these communications.

Social media

If your school is using social media, like Facebook and Instagram, these can be great tools to promote your fete. If you’re looking to attract guests from outside of your school community, consider a sponsored post that targets the audience you’re looking for.

laptop

Click here to view TryBooking's example event listing page for school fetes.

4. Volunteers

Recruiting volunteers can be one of the trickier parts of planning a fete. Some tried and true recruitment tricks used by other schools include:

  • Assigning one task per class e.g. the Prep parents on the BBQ, the Year 5 parents on filling show bags

  • Making parents opt out of volunteering, rather than opting in

  • Breaking the shifts down into one or two hour blocks so that parents can still enjoy the fete with their family, or work their shift around other commitments like sport or parties

Set each task up as a different ticket type, and each shift as a session. Customise your data collection to include child’s name and year level and, if you’re planning on feeding your volunteers or having a celebration at the end of the day, gather any dietary requirements they may have. Collect information on allergies and medical conditions to ensure your first aid responders are well briefed on the day.

View our demo volunteer sign up form here and see how this can be used for your fete.

mobile phone

5. Running the fete

After months of planning and hard work, it’s time for the big event!

Create and distribute a run sheet that everyone can work to, and make sure you include lots of detail. Beyond time and task, include locations of where each activity will take place, who is assigned to each task, and any notes or comments they may need.

The TryBooking app is the perfect tool to use on the day. The head of the volunteers can use the app to check volunteer helpers off as they arrive, and easily view who they are still expecting as a door list. Ride bands and any items sold in the lead up to the event can be easily checked off using the scanner from phone-to-phone, eliminating the need for printed tickets and lists.

Scanning tickets, rather than manually checking them off, reduces the risk that tickets will be presented more than once. It also gets excited children out of long, boring lines and onto the rides that much quicker.

family enjoying a school fete

6. Reporting

Once everything is finished on the day, your final step is to report on the success of your fete. TryBooking has lots of powerful reports that you can run to see how much revenue was made from ticket sales, how many tickets were scanned on the day, how popular each ticket type was, and more. Set your school’s finance department up with access to these reports so they can view the information they require for auditing and accounting.

As well as providing valuable data, some great insights can be drawn from these reports. For example, look at app scanning reports to see how fast each volunteer scanned tickets and how many they scanned. This will give you an idea of who the best volunteers were on the day and help guide volunteer management in the next fete.

In addition to these insights, write down any notes you had on what worked and what didn’t, and how the event could be managed better next time. These comments, along with your TryBooking reports, become your handover notes to the next fete organiser and will be invaluable knowledge for them.

27 June, 2018

TryBooking



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