2 Weeks to Go

2 Weeks to Go – Countdown Planner!

On this page you will find:

• Checklists for:
  • Convenor
  • Logistics
  • Stalls
  • Marketing
  • Sponsorship
  • Treasurer
  • Entertainment
  • Raffle

2 Weeks to Go! It’s time for:

☐ Convenor

• Check your state’s regulations with notifying neighbours of your firework display. In Queensland neighbours in close proximity (approx. 200m) to the display must be notified no less than 4 days before.
• Send stallholder info + site plan
• Arrange Set Up/Pack Up Roster
• Organise Garbage Collection during the event
• Final meeting to make sure all is ready the week before.
• Pick up items from Consumable Wholesaler (Serviettes, Cutlery, etc) and store. Sort into stall boxes. Ask convenors to collect their items on the Friday before the fete.
• Finalise Operations Manual
• Collect price lists from convenors – send to treasurer
• Produce Run Order
• Final check with property manager
• Confirm electrician
•  Print off all volunteer signup sheets

☐ Logistics

• Book electrician for Fete Day
• Arrange Hire Equipment pick up
• Make sure 2 dads sleep over for security the night before. Perhaps reward them with Pizza and a few beers. Rides company will normally will arrive night before. Ensure toilets/showers are left open.
• Confirm all equipment bookings
• Organise equipment pickup/deliveries

☐ Stalls

• Stall holders meeting, discuss float, reimbursements, schedule, setup
• Last minute confirmation outside stall holders and access instructions
• Make sure that all helpers get a roster well before the Fair, and a roster is in each stall on the day
• There should also be a sign on/ off sheet for every stall on the day of the fete re insurance purposes. Please stress the importance of signing this to all convenors!!!!
• All co-ordinators should have their sign on lists, rosters, badges and float run sheets by now.
• Create a Central Station for all food drop offs – cakes, sweets, consumables etc
• Check that all last minute stall fees have been paid

☐ Marketing

• Drop a noise warning flyer in neighbours letterbox, include discount ride pass
• Letterbox drop for neighbours esp free fireworks inc free coffee voucher
• Thank you letter to  certificates
• The week before the fete, ask for parents to help deliver flyers to local streets and also local schools, churches, and kindys.
• Keep pushing ride passes – the more Passes pre-sold, the more children are committed to attending on the day
• Signage – site plan, toilets, first aid
• Signage for market trail
• Send out link to volunteer sign up sheets weekly
• Organise stall supplies
• Organise fire extinguishers for hot food stalls
• Signage – stall names, price lists

☐ Sponsorship

• Collect donations
• List of all sponsorship/major donors

☐ Treasurer

• Pay invoices
• Reimbursements to committee members
• Do float run. Treasurer should be involved in this.
• Decide on floats needed and order from bank
• All invoices to be batched.

☐ Entertainment

• Confirm all entertainment
   
• Ask for short introductions for MC
• Running sheet for MC
• Handing out ride wristbands – the ultimate guide

☐ Raffle

• Confirm raffle donations and market trail items
• Finalise and print bidding sheets for silent auction

To access all of the great stuff, make sure you're a member of the Fundraising Whisperer's Toolbox - it's free and has 100s of tools, tips and templates so you don't have to reinvent the wheel.