Fete location and Layout

Location seems like an obvious thing to decide but have you thought of all the different, sometimes competing, demands on your available space? From my experience, a flat space (like a sports oval or car park) is best. There’s merit in keeping the event space limited (without being too squeezy) because a defined space creates natural pathways and the ‘crowd’ effect lends itself to a carnival atmosphere. A locality that can be seen from a main road is also worth considering as it will attract passing traffic.

If you are using the school oval or local sporting ground, make sure you communicate clearly with any other users of the space - such as sporting teams and the local council. Also check things like watering times and mowing and fertilising schedules. Having your visitors sneeze because the lawn’s just been mowed or the pong of freshly laid fertiliser are problems that are easily avoided with a little forethought and planning.

While it is tempting to consider making use of classrooms and school buildings, be wary of separating your event between too many locations, especially if they cannot be easily seen. Remember: out of sight, out of mind. If you choose to use multiple buildings and classrooms, perhaps because of weather considerations, sign-posting and maps in these instances are an absolute must.

Layout - power, space and shade

Early in the planning, draw a scaled site map. Plan where each stall goes. This requires consultation with the stall convenors. Some have unquestionable needs. For example, amusement rides need a large flat surface with easy road access. Pony rides and animal farms need space too — but small animals and the shrieks from sideshow rides do not mix. Keep them well separated. A petting farm with about 30 animals needs a space at least 10 metres in diameter. Pony rides needed a cordoned - off riding circle about 80 metres wide.

TIP: A clever way to prepare a site map is to zoom in on the fete grounds on Google Earth, and then trace the buildings. Your plan will be as accurate as humanly possible! Save the blank map for future years.

Live entertainment requires a stage and space for an audience to sit and stretch out. A grassy area is ideal; shady trees make it even better.
 

Live entertainment, sideshow rides and food stalls are three significant users of power. Power leads typically can run no more than 30m. Try to group all stalls and activities requiring power in one section, close to the main power supply. Get expert advice early on power needs: you may need to hire generators.

Allow access to the general fete area for an emergency vehicle, just in case.

A typical fete layout on an oval may go like this:

• Stage at one end of the oval, as far from rides as possible, so that performances are not ‘drowned out’ by sideshow alley
• Carnival rides at the opposite end of the oval
• In-house stalls and activities requiring power to one side of the oval, close to school buildings and power outlets
• Outside vendors and stall operators (providing their own power using generators) on the opposite side of the oval
• Static stalls, not requiring power, down the centre of the oval
• Don’t forget a Lost Child Tent that is central and close to the MC and main information tent (if you’re expecting your event to be large)
• A breakout tent (or multiple tents if there is space) in the middle of the oval.

Closer to the day, mark out where each stall is to be set up and number each section, so that it is easily recognised. Use spray paint for grass and chalk for concrete. Do a walk-through ahead of the event, ensuring each spot has the access it needs for set-up. If you are using a new ride company, have a rep along for the walk-through. Their experience can save you lots of headaches.

Provide all stall holders and committee members with a site plan and the contact numbers of all activity coordinators.

Including a copy of the site map on your fete flyer makes a handy reference for visitors.

Use the queues

Let’s face it, no one likes standing and waiting in a line. But what if someone came and took your coffee order and your money and brought your drink, or even better, your coffee and a muffin back to you while you waited? You didn’t lose your place in the line and waiting, like most things, is so much better with coffee!

Cross-selling and using your queues can be to everyone’s advantage because no matter how good your planning, the one thing that seems to be unavoidable at many fundraising events are the queues. The key to making this work for you, is being flexible and thinking outside the box.

Before your event starts, do a walk through. Put yourself in the shoes of your patrons and see if your set up works. If not, don’t be afraid to move things around. Also don’t be afraid to move things around even after your event has started.

For example: You may find you have a big queue for the Lob a Choc stall, but your temporary tattoo stall at the other end of the oval is quiet. Can you relocate your temporary tattoo stall near the Lob a Choc? Kids waiting in line can then choose their tattoo or even get it done while they’re waiting and your stall holder will not be missing all those sales opportunities.

Getting back to the coffee and muffin, to use your queues efficiently you’ll need to have a number of people, let’s call them ‘runners’, set up with floats, notepads, pens and raffle tickets.

Have them wear something to make them stand out – a school uniform shirt, a hi-vis vest, tie a helium balloon to their wrist, a brightly coloured hat or even a balloon hat – so they are easily seen and look like legitimate fete workers. These runners approach people waiting in line to buy coffee, icecreams, sausage sizzles, drinks or even a few extra raffle tickets.

Make sure you keep your selection manageable - there’s no point taking orders for coffee in the bouncy castle line if the queue for the coffee van is twice as long. You also need to take into account the distance the runners will need to travel with people’s orders. The most easily managed options are cans of cold drink, raffle tickets and cookies or muffins that people can see and buy on the spot.

Little Johnny can then have his ride on the hurricane or the camels and Mum or Dad can enjoy something to eat without ever leaving Johnny unsupervised.

TIP: Take the idea of the ‘runners’ a step further by also having older students (who can handle money) roaming your event with trolleys. In a similar way to the vendors selling hot dogs and beer at a baseball game, your trolleys can be loaded up with other items such as craft, lucky dips or even showbags. If you have a few of these trolleys roaming, you’ll get great coverage of your event and will certainly pick up extra sales putting more of those fundraising $$$’s back in your pocket at the end of the day.

Stallholders

One of the biggest questions most fete organisers come up against is whether or not to have outside stallholders at your event. There are pros and cons associated with both options:

Pros: 

• You can charge ‘rent’ for space, which is easy money for relatively little work
  Allowing local small businesses or artists is a great way to support the community
• It gives your school the opportunity to support families who have their own businesses by allowing them to have a stall (you might decide to have two-tiered pricing for school families)
• Lots of free marketing for your event because all the stallholders will promote the event to their followers and customer base
• A larger event with more market stalls will attract more visitors, more visitors means more profits
• External stall-holders don’t require any of your precious volunteer-power
• You can be selective as to who you invite in order to fit in with your theme
• You don’t need to worry about unsold goods at the end of the day

Cons:

• Visitors tend to come with a finite amount of money to spent and all the money spent at external stallholders is money not going into your school’s coffers
• External stallholders might be competition for your own school stalls, in particular craft items or jewellery
• You will need a volunteer who will be responsible for all the external stallholders including ensuring they have proper insurance, space and power requirements and trouble-shooting on the day
• If space is limited you may need to make tough decisions about who to allow and who misses out
• It might be difficult to get them to agree to branding and signage requirements if they already have their own preferred set-up.

One option can be to only allow fete sponsors who donate over a certain amount the opportunity to have a stall.

How much to charge?

Deciding how much to charge these stallholders can be a challenge. Here are some considerations to help you strike the right balance.

• Market comparison: Begin by researching local markets and events to understand the range of fees typically charged. This can provide a starting point for setting your own fees. One organiser mentioned that they charged $50 for promotional (non-selling) stalls and $100 for selling stalls. They were able to sell out in both areas.
• Space and location: Take into account the size and location of your fete venue, as well as the available space for stalls. Allocate fees accordingly, with premium spaces potentially commanding higher fees. For example, one school charged $100 for stalls in busier sections and $50 for those on the oval.
• School community support: To foster a sense of community and encourage participation from school families, consider offering discounted fees for them. One school charged $30 for school families and $50 for non-school families, with an additional requirement of a $50 retail value contribution to be used in a silent auction.
• Incentives and options: Provide stallholders with the option to contribute raffle prizes or participate in other fundraising activities in exchange for a discounted fee. One school charged $50 for 3x3 stalls, with the option of donating a raffle prize or participating in a market trail.
• Student stalls: Encourage student participation by offering free stalls for student-run businesses or initiatives. This can help build entrepreneurial skills and foster a sense of ownership and pride in the event.
• Flat fee or percentage: Determine whether to charge a flat fee or a percentage of sales for outside stallholders. One school opted for a flat dollar amount or 20% of sales, depending on the stallholder's preference.

When deciding how much to charge outside stallholders at a school fete, consider factors such as market comparisons, available space, supporting the school community, offering incentives, and deciding between flat fees or percentages. By carefully considering these factors, you can ensure a successful event for both the school and participating stallholders.

Wet weather contingency plan

Most fetes and festivals are planned during spring and summer because the assumption is that the weather will be fine. But Mother Nature sometimes has different ideas and after months and months of planning, you might get the news you’ve been dreading… rain is predicted on the day of your event. What are you going to do?

Outdoor events will always come with a chance of rain, and you’ll save yourself and your committee a whole lot of stress if you prepare a wet weather contingency plan.

Have the conversation early in your planning phase and be sure to include your contingency plan costs in your event budget otherwise it WILL impact your event’s profitability.

There are four main options when faced with unfavourable weather – go ahead, postpone, relocate or cancel. Discussing the following items in the planning stage, means you’ll be able to make a well informed decision about what the best option is for you:

• Can you plan a backup date in advance? – as your event draws closer, you can include your back up date on any advertising that you might do. The more informed your community is, the better. Remember to consult your suppliers and stall holders to make sure they’re available on your alternate date too and to see if there are any fees for rescheduling.
• Work out in advance the costs/losses associated with cancelling, relocating or postponing your event against going ahead with potentially smaller attendance. This can definitely influence borderline cancellation decisions.
• If your event can’t be rescheduled and the losses will be significant if you cancel, look into whether taking out contingency insurance for your event is an option for you.
• When will you make the call to cancel/postpone? Keep in mind that time frames can be impacted by contracts with suppliers and stall holders. How will this be communicated? It’s really important that you have the contact details of all your suppliers and stall holders so that you can send a group notification (text or email) or direct stall holders to call a central number that has a recorded message advising your cancellation decision rather than having to have your phone glued to your ear for hours.
• Who will you need to notify? – all contracted services (make a list of suppliers, performers, rental companies) – all members of your team/committee (another list) – and your community. If possible, put a sign with your rain plan info at the location of your event in the lead up or consider including your rain plan with your advertising.

If you decide to proceed through wet weather:

• Beg, borrow or steal (well, maybe not steal) extra marquees. Contact your local MP or city councillors’ office. They often have marquees available for loan and they will love the exposure they get from helping a local school out. Also try local real estate agents or even some local businesses who may be able to help. This doesn’t just apply for potential wet weather – marquees are great for a little extra shade on a sunny day too and you can never have too many sponsorship opportunities! Other schools in your area may be able to help out if you haven’t already borrowed them and they don’t have events on.
• Does your venue have covered areas or indoor spaces that can be used if it rains? If the answer is yes, make sure they are available for use on the day and you have the keys or alarm codes  – just in case. This could be a school hall, classrooms, library or undercover areas. Plan ahead for which stalls or attractions most need relocation out of the rain.

TIP: If your contingency plan involves using classrooms, the staffroom or library and you need to move furniture, make sure you take photographs of the layout of the room before moving anything, so it can be put back exactly as it was. This is particularly important if the people setting up are different to the people packing away.

You should think about potential safety concerns, for example, high winds and rain on the stage and footpaths could lead to slipping hazards. Outdoor electrical sources will need to be under safe cover. Moving things might require a bit of extra work, but it could save the day and a twisted ankle (or worse). 

If there is only the possibility of a brief downpour, you might only need somewhere for your patrons to take shelter temporarily. Relocate the stalls requiring power first, and be ready to combine stalls if space is an issue. Every event has different requirements and different facilities, but it’s worth taking the time to consider the issues well before the typical last minute panic hits.

Safety issues and insurance for ride suppliers mean that some rides are not able to be operated in the rain. As part of your contingency plan, find out if an alternative ride can be supplied instead. Fireworks/drones and rain are not good friends either, but if money has already changed hands, you may be able to arrange to use them for a different event. Rides and fireworks might also need to be cancelled in the event of strong winds, even if the day is completely dry, so make sure you read contracts carefully..

Make sure your whole team, including suppliers, vendors and anybody involved with your event are very clear on what your wet weather contingency plan is. Discuss upfront with ride operators or fireworks suppliers their wet weather plans. Most importantly, keep your visitors in the loop by posting regularly on your event social media pages and school website what will be happening.

Case Study – Disaster Strikes

Late one night many years ago, a sewage-main burst in a quiet suburban street of Melbourne, causing hundreds of litres of raw sewage to spill into the grounds of a Kindergarten. The next morning a phone tree swung into action cancelling kindergarten programmes until further notice. A subsequent letter confirmed that kindergarten would be closed for a week.

But with the main fundraiser happening in only 10 days, what were organisers going to do? The Family Fun Day was to be run by parent volunteers who had organised over 20 stalls and rides to be held in the large grounds of the kindergarten.

The local council (as owners of the kindergarten property) sprung into action and arranged clean up crews to handle the ruined kindergarten outside play equipment and items belonging to the Fun Day committee such as tables and barbecues.

The top layer of soil was then removed and replaced, and after environmental testing revealed the e-coli levels remained unacceptably high, a decision was made to reopen the kindergarten but without allowing outdoor play until all of the contaminated soil could be removed and replaced with clean soil.

The Kindergarten committee and the council then came up with a smart solution to relocate the Kinder Fun Day to the park across the road. This was a great relief for all involved as the close proximity meant that no notification needed to be made regarding the change of venue. The council were proactive in cutting red tape regarding access to the park.

The convenor, Jodie, who had organised the event five times previously, was pleased with how things turned out. “I was so grateful I didn’t have to worry about how the event itself would go, as I had done it so many times before. I could focus on the extra logistics required to carry this off.”

The organising committee swung into action to make sure the new venue had access to power and additional shade, hiring market umbrellas and a generator, as well as asking neighbours to allow extension cords to be run from their properties. Thankfully toilet facilities across the road at the kindergarten could still be used, and volunteer’s homes were used as drop off points for second hand toys and clothes.

When the day finally arrived the organisers were blessed with a mild, sunny day – perfect fair conditions. Visitors and volunteers were rejuvenated by the change of venue and the speed and grace in which the organisers had relocated everything.  And as luck would have it, the additional space offered more seating areas and more room for the children to run around.

Jodie says, “Everyone kept asking if we were going to do the Fun Day here again next year as it had worked out to be a great day, sadly the higher costs with hiring equipment plus the work in ferrying things back and forth to the kindergarten doesn’t make it feasible.”

Thanks to some prior preparation and planning, such as having a phone tree set up and mailing lists organised, the team of volunteers at the Kindergarten turned a very sticky situation into a success!
 

Next Chapter >> Fete Food and Drink Stalls