EVENTS – Summer fair hacks
Boost profi ts
● Invest in a lottery licence, available from your local authority, which will allow you to sell raffl e tickets in the run-up to your event rather than just on the day. This means people who can’t come to the event can still buy tickets. ● ‘Sell Pimm’s – it’s amazing how just a little bit of alcohol increases
fair income!’ Louise Garner ● To avoid losing profi ts by running out of supplies at your bar, buy drinks on sale-or-return from a wholesaler such as Booker. Some supermarkets may also offer this option. It will enable you to overbuy (within reason) and then return any unsold goods.
‘SELL LARGE CAKES BY THE SLICE instead of whole to make more money. Lots of our donors like to give a large sponge cake, which we can usually cut into eight or more slices and sell at £1.50 per slice.’ Tracey Kerfoot, events co-ordinator, Ysgol Y Castell, Rhuddlan, Wales (210 pupils)
Make the most of your volunteers ● ‘Appoint someone to take the lead on recruiting volunteers. Instead of sending out a generic message and waiting for people to volunteer, ask nicely face to face – they’re more likely to say yes.’ Louise Garner ● If you struggle to recruit volunteers, try an incentive. How about running a volunteer raffl e with a donated prize, or letting volunteers’ children have exclusive access to the bouncy castle before or after the fair? ● Collate a list of volunteers and their mobile numbers so you can chase anyone who doesn’t turn up for their shift. Always ensure personal information like this is kept
safely and securely, not just lying around on a piece of paper. ● Designate fl oating committee members who can solve problems, fetch equipment and cover for anyone needing a break. Being thirsty, exposed to the elements, and bursting for a wee won’t encourage people to volunteer again! ● When allocating jobs, make sure at least one person sees the job through from start to fi nish. ● Indicate who is in the PTA with a T-shirt or lanyard, so anyone needing help knows who to ask. ● ‘Look after your stallholders – don’t make shifts too long, so everyone gets a chance to go around the fair. Offer volunteers free drinks, and be sure to say thank you.’ Louise Garner
CHECK YOUR PHONESMake sure all committee members have charged their mobile phones and have each other’s numbers.
Attract visitors ‘Painted rocks had really taken off in our town, so we decided to hide stones to whip up excitement about the summer fete. We painted 10 stones to look like ladybirds, with Shelley School Fete and the date and time of the event written on the underside, and “released” them two weeks before the event. We posted information about the stones on social media and that those who found them would win a prize if they brought their ladybird to the raffl e table on the day of the fete. Our fetes are public events, so it was open to every child in the village. Successful hunters were given
£3-worth of 50p coupons to spend at Friends of Shelley School-run stalls at the fete, and also got to take their ladybird home. Shilo Beare, Friends of Shelley Primary School member, Horsham, West Sussex (350 pupils)
Source equipment ● Local councils and charities will
often have equipment available to hire, including PA systems, fundraising games, marquees and barbecues. Some services require an annual subscription of around £20-£30, but this will likely be cheaper than buying your own. ● You don’t always have to buy or hire equipment. Put a call out to parents or borrow from local Scouts, Lions and Rotary groups or other PTAs.
PTA+ online
For more top tips and helpful hacks, visit
pta.co.uk/fairs/ springsummer.
pta.co.uk SUMMER 2020 35
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