Sell the Most Tickets to the Most Successful School Fete

You’ve done all the advance planning, and fete day has arrived. Hopefully, you have a moment to enjoy your own festival after all this planning, but your work isn’t done yet.

Step 7: The Clock is Ticking

All volunteers and convenors should show up early, dressed in some way to indicate that they are staff. You can print matching T-shirts, or ask them to wear a simple uniform. Armbands, hats, or badges can also work. Lanyards with real ID badges are not terribly expensive. Use these to easily identify authorised personnel!

Be helpful. Designate a central coordinator who’s knowledgeable enough to direct traffic, help people find missing parts, and clear away all the vehicles before your gates open. Share as much information as possible. You should also spend the time before you start taking tickets helping everyone who is helping you.

Go around and check that everyone has everything they need. Check all electrical connections. Create a schedule for collecting money throughout the day. Run through everything that can be run through and make sure, in advance, that everything work. Now, open the gates. Start selling tickets. Have fun!

Step 8: Aftercare

The fair is over, but your job isn’t. Your clean up committee should be striking the set, and you need to ensure that the space is cleared properly. But you’re still not done.

First of all, show your volunteers some appreciation. A nice barbecue is a welcome reward for tired parents. They will be keen to know how much money you’ve made, so have that information on hand, if possible. Then deal with any leftover food. It can be sent home with volunteers, or even sent to a homeless shelter. Now you can sleep!

Still, there is more work to be done. Thank you notes all around! Send them to sponsors, volunteers, and anyone who helped make your fete a success. Print them publically in newsletters. Write up some articles about the fete, including a number to describe your financial success along with some information about how that money will be used.

Finally, gather together anyone who is still willing to help and create the handover book: a document with all the details anyone might need to duplicate your success next year!

 

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Behind the Ticket Sales: The Days and Minutes before the Event

In last week’s post, we discussed all the planning that goes into creating a memorable primary school fete. By this point, you know what you’re going to do. Once all the plans for your big school fete are in place, all you’ve got to do is ensure that everything is executed smoothly.

Step 5: Lend a Hand?

The Fete Planning Committee has likely already taken on many roles. Now you need to reach out for more volunteers to keep the days’ events flowing. Make a list of all the jobs that need to be filled—stall roster, floating roster, ticket sellers—and begin to circulate a sign-up sheet, asking parents and other supporters to volunteer an hour or two of their time.

The important thing is to ask everyone personally to help. It’s harder to say no to an individual, even if they’re on the phone, than it is to a newsletter or email. Contact every parent and explain that you’re asking for a very small time commitment. Pair experienced volunteers with new ones, and don’t give anyone more work than they can handle. Their volunteer experience should be fun and rewarding.

Step 6: The Clock is Ticking

The day before the fete, get into motion. Here’s a short checklist of things to be done in the hours before the fete begins:

  • Mark out the site with spray paint or chalk
  • Set up tables and chairs, stalls and tents
  • Electrician set ups any needed electrical cables
  • Operators may wish to set up rides in advance
  • Designate a central station for children to drop off cakes
  • Collect float and change from the bank and store securely
  • Volunteer can sleep at the site for overnight security

Now you’re ready! You’ll likely spend a great deal of time the day before the fete running about with the vague feeling that you’ve forgotten something, and that you’ll never finish in time, but, if you have done your planning and created a fete committee on whom you can count, this surely will not happen!

Next Week: It’s Fete Day!

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Great Event Ticket Sales Start with Great Planning

Last week we discussed the initial phase of planning your fundraiser, but before you can start selling tickets to your big primary school fete, you’ll need to create the magical world of the fete on paper, sketching out all the important details.

Step 3: Advance Planning

Some big things to think about:

  • Location: Knowing which activities you wish to include and how many tickets you expect to sell allows you to determine how much space you need. If your fete won’t fit on the school grounds, you’ll have to find a bigger space!
  • Insurance: Be prepared for any eventuality. You may need to purchase additional insurance to the school’s coverage for this event.
  • Electricity: Play it safe. Hire a qualified professional.
  • Rides: There are plenty of companies to choose from. Do your research and book well in advance. Remember, other schools are planning their own fetes.
  • Entertainment: An emcee will help keep the program moving. Showcase your kids’ talents, local groups, emerging bands, and anyone else who can hold the students’ interest. They may like to see a demonstration by firefighters, martial artists, or acrobats.
  • Publicity: Let the world know! Print posters and flyers, send out print invitations, and send press releases to local papers, radio stations, and televisions stations. Post frequent reminders on your website, email newsletter, and social networks.
  • Tickets: You can print your event tickets in advance and sell them in the days leading up the fete as well as at the gate. You can print raffle tickets as well, and even food and drink tickets, to keep accounting simple.
  • Security: Find trustworthy people to man the gates, count the money, and keep the fete safe and fun.
  • Games: What sort of booths will you include? Games of chance and skill for all ages help increase your take. You can hire a company or create them yourself.
  • Food: Whether you hire outside vendors or cook it yourself, a fete requires lots of food, which helps you earn more money. Think fried and sweet!
  • First Aid: Accidents happen. Be prepared.

Step 4: Attract a Sponsor

Find a local business willing to underwrite your fete in exchange for some free publicity. Do any parents own restaurants or shops willing to donate food or prizes? Are there businesses near the school? Perhaps a local politician would be willing to help you. You can add their names and logos to all your printed publicity.

You can also increase the power of donations with a raffle. Use money to purchase prizes, or use interesting donations as prizes. Print raffle tickets and sell them in advance, and up to the day of the fete.

Don’t forget to thank everyone who helps out. Having children hand write thank you notes is a lovely idea.

Next week: Momentum

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Planning, Ticket Sales, Execution, and Success for School Fundraisers

A seasonal school fete may be a longstanding tradition in your community, or perhaps your school has never attempted this popular event. Either way, count on positive feedback from the students when you announce that you’ll be selling tickets to the festival of the year.

More than any other school fundraising event, your fete for education requires long and careful planning, but the payoff can be tremendous. Imagine creating an event to which you’ll sell hundreds of event tickets, along with ride tickets, game tickets, food tickets, drink tickets, translating into much needed funds for the organisation, along with hundreds of happy children.

Doing it right takes months of planning, so begin now and ensure a smooth and well-organised fete.

Step 1: All Aboard!

You can’t do it alone. Find like-minded individuals who are willing to commit the time and energy amongst the P&C. You’ll need to work closely with the Parents & Citizens Association, naturally, but you’ll need to form a Fete Committee to look after the details.

Make sure that all the participants are aware of the level of commitment required and able to stick with you through to the end. Let them know what will be expected and listen when they tell you what they are able to contribute.

What details are required to start?

Your Goal: Everyone on the committee should agree on certain aspects of the plan. How much money do you wish to earn, where will that money go once you have it, and what message do you wish to spread about your school through the medium of the fete?
The Date: Find out what other major events might be going on each weekend, including sporting events, fetes at other schools, or large community celebrations. Many people like to hold their fetes in May, but consider how much more interest you will get if you choose an unusual time in which nothing else is going on.
A Theme: Have some creative fun, taking into account the interests of your students. Do they love animals? Fantasy novels? Music? Sports? It can be nice to let the children choose the theme (from a list of appropriate topics that you’ve generated in advance) with a secret ballot.

Step 2: Division of Labour

Everyone should have a role to play. It keeps people from stepping on one another’s feet, and ensures that certain jobs aren’t forgotten. The three people who are willing to make the biggest commitment should be responsible for the biggest jobs:

Fete Convenor to act as chair, liason, and mediator
Fete Secretary to document decisions and complete the handover book
Fete Treasurer to handle money and keep accurate financial records

Beyond that, you’ll have to take account of how many volunteers you have, and what work needs to be done. Some suggestions for committees:

• Set up
• Clean up
• Security
• First aid
• Hiring
• Publicity
• Photography
• Entertainment

As soon as your crew has their marching orders, create a directory with names, jobs, phone numbers, and emails to facilitate communication.

Next week: Details, Details

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Your School, Your School Fundraiser

by admin on April 1, 2011

Event Tickets for School Fundraisers

School fundraising events can be among the most joyful and the most chaotic of events. Organisers walk a fine line: keeping the kids entertained is paramount, but unless the adults are motivated to contribute, you will be hosting a very expensive children’s party, rather than an operation that brings in much needed cash.

First, of course, you must decide what event will draw a crowd.

  • Carnivals
  • Spaghetti dinners
  • Pancake breakfasts
  • Walk-a-thon (or jump-a-thon, or any other a-thon that excites the students
  • Cake walk
  • Book fair

And so on. There are hundreds of ways to gather together. Your job is to figure out what event will sell tickets. Then print those tickets and start selling them! Get more mileage by printing matching publicity kits, with invitations and posters, plus drink tickets, coupons, and other great products. You can even earn more money by printing raffle tickets and adding a prize draw to your event. Or, try a silent auction.

Be sure to have plenty of food and drink on hand. This is an easy way to earn more money in addition to the price of admission. Can you please both the kids and the grown-ups? Pizza and sodas are always a good idea, but, depending on the crowd you expect, perhaps you want to offer more food, and more sophisticated food? You can drum up extra interest by printing the menu on the event tickets so folks know what to look forward to.

While the kids are playing, make sure the adults understand why their money is needed. Create three-sided poster displays featuring the arts, or sports, or other aspects of your school you wish to highlight. Film your own videos, and play them around the venue. Have teachers or older students on hand to talk about the great programs you offer.

You may wish to create a fill-in graph that shows how much money you wish to earn. You can update the graph whenever you get another ten percent of your desired amount. If your school needs money, don’t be afraid to put your hand out when you sell those event tickets. Be honest about what you have, what you need, and where that money will go, and wait for the money to find you!

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If you are an educator or otherwise involved in programming for adolescents and young people, you may already be selling Event Tickets to a Valentine’s themed event for February 14, or some other time in the upcoming future. In that case, you know you’re walking a fine line: you want to create a fun experience that will engage their minds and their senses, but you need your chaperons on their toes and the supervision level high.

Unlike a similar event directed toward adults, you don’t want the atmosphere to get too dark. Instead of candlelight, consider more exciting ways to create a magical atmosphere:

  • Balloon drop
  • Smoke machine
  • Confetti cannon
  • Soap bubbles
  • Foam
  • Strobe lights

Your teens are young adults, but your goal here should be to provide a more innocent and childlike environment, one in which they can have fun without feeling pressured to engage in more adult behaviors.

Hiring a high energy band or DJ is another important step. Popular musical acts will draw crowds, and can be advertised in advance on Posters and Flyers, which will help you sell more Event Tickets. If funds allow, a professional photographer is a nice touch, especially if they will bring the proper backdrop for Valentine’s photos.

To keep your teens involved, be sure to plan games and activities so they stay occupied and in sight. Frequently distributing prizes and small items helps keep them in the room with you. The goal is romantic, but not too romantic! There will be plenty of time for that when they’re a little older.

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The Long Weekend

by admin on June 8, 2010

God Save the Queen!

And God save our beloved Australian tradition of the Long Weekend! We’ve got a marvellous one coming up, and if you haven’t planned your tribute to the Queen yet, it’s not too late. All across the continent, your friends and families are scheduling barbecues, film festivals, musical events, and mini-vacation getaways in accommodating hotels near big cities, beautiful beaches, or splendid outdoor opportunities.

Tickets are selling fast for events like We Love Sounds, an electronica festival in Adelaide, The Grantville Pirate Festival in Gippsland, and Mr. McGee and the Biting Flea, a children’s storytelling event in Brisbane. Not your cup of tea? Keep searching for some proper June entertainment, or start planning your own event.

How about a Block Party? For urban, suburban, and exurban living, the Block Party is an ideal event for those who love their neighbors, as well as those who don’t know anything about their neighbors and realize that they probably should. Check with the city to pull permits if you want to close off your street to motorized traffic and start knocking on doors. Who can loan some powerful speakers and play DJ? Who can roll out a grill and start barbecuing? Who will bake desserts? You can sell tickets if you want to make your money back, or earn a little something for local projects, like planting trees and flowers in public spaces.

Printing out Posters, Flyers, and Invitations will help increase attendance at the event. Hang them in local shops, on telephone poles, in bus shelters. Remember that this is a friendly, neighborly event. The more you talk to your neighbors and inspire a sense of anticipation, the more likely they’ll be to attend your party.

Or, there’s always the tried and true staycation. Buy yourself a case of beer and download those movies you’ve been meaning to watch. Celebrate the Queen’s birthday in whatever way is festive to you!

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For the Children

by admin on March 10, 2010

If you work in education, or childcare, or even if you simply have your own adorable young ones running about underfoot, you’re well aware that children, at the best of times, can be hard to manage. Add cake, ice cream, and games into the mix and you’ve created a dangerous situation. Childrens’ parties are the delight of children everywhere, but from an adult perspective, they can appear chaotic, loud, and even dangerous.

Inject your organisational skills into the mix when you print your own Event Kits online. A little planning ahead can keep the crowds under control and turn your event into an unqualified success. Invitations are just the start.

Event Tickets for events large and small make kids feel special and help you keep track of who’s attending. Find the perfect design and they make wonderful souvenirs, especially if you upload your own image of the guest of honour right to the ticket template.

Drink Tickets can take on many roles. Use them to keep the queues for food and drink orderly, or hand them out to game winners to be exchanged for prizes at the end of the event. With individual numbering, they can help keep everyone in order so there’s no disagreement about who’s first and who’s next. Big Posters make wonderful decorations, and guests can even take them home afterward.

Start browsing Event Kits and planning your next party for young people today!

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