Summer fair hacks
It’s probably your biggest fundraising event, so how can you get even more out of it? Here are our top tips to reduce stress and increase profi t
INVEST IN A CARD READER Visitors can only spend as much as they have in their wallet. With a card reader, supporters can spend freely, and there’s less physical cash for the PTA to look after.
Step up your stalls
● To help visitors fi nd their way around, spray-paint the grass in front of each attraction with its stall number, which correlates to a list on your event guide or map. For stalls on the playground, use chalk. ● Create a guide for each stall that can be laminated and given to those running the stall. Include prices and guidance on what the player needs to do and when to award prizes. ● Attach your volunteer rota to the reverse of all stall guides. You’ll always know where you – and others – are supposed to be. ●Encourage visitors to stay longer by setting up a prize stall. Rather than winning a small item after each game, visitors win tokens to put towards a more substantial reward. They’ll stay around until they have enough for their dream prize!
● Place your big-earning stalls strategically. Sell raffl e tickets on the gate as people come in and position your most profi table stalls near the entrance so people come to these before they run out of money. ● Charge external stallholders a pitch fee instead of a percentage. This means there’s no risk of being short-changed and you have the money even if they don’t show. ● ‘Don’t waste your time setting up tables and chairs and a gazebo for each stall on the day. Instead, tell stall helpers what they can take from a central store and let them put it up themselves. It will only take them 10 minutes but would take hours to do it yourself!’ Rachel Khan, secretary, Friends of Culvers House Primary School, Mitcham, Surrey (462 pupils)
ENSURE THERE ARE SPARE BATTERIES on any stalls that depend on them, such as a buzz-wire game or piggy racing.
34 SUMMER 2020
pta.co.uk
Mind your money ● When deciding on pricing, be
practical. It’s easier for visitors to pay 20p or 50p rather than 30p or 60p, as it only requires one coin. Avoid anything involving 5ps as they’re small and fi ddly for volunteers and nearly always require change.
● Try to limit the number of different prices at the event – for example, charge 50p per go or three for £1 for all games stalls. This makes it easier for volunteers, and parents know how much money to give to their children. ● Ensure money is kept safe at events by reminding volunteers to keep it secure and in sight at all times. Consider investing in bumbags so volunteers can keep PTA cash on their person, and have two helpers visiting all stalls at regular intervals to remove excess cash and transfer it to a safe place.
● ‘Bank with a company that has a cash counter. No more counting cash til 2am – just whizz down to the bank in the morning and pour it in. Lovely!’ Louise Garner, treasurer, Friends of High Beech Primary School, Waltham Abbey, Essex (105 pupils)
IMAGES: CHRISTINLOLA;DEAGREEZ;DIO5050;MONKEYBUSINESSIMAGES;RAWF8;SUN19-F; KENISHIROTIE/
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