Fete Logistics and Equipment

Organising a fete requires careful planning and coordination of various elements, including utilities, equipment, and supplies. To ensure a safe and successful event, it's crucial to seek professional advice, source items cost-effectively, and coordinate efforts among stall coordinators. This article will discuss strategies for effectively managing these aspects of your fete.

Utilities

• Consult with professionals early to ensure the safe and adequate provision of power, water, and gas for all stalls.
• Reach out to qualified volunteers within your community to assist with adhering to local health and safety regulations.
• If additional power is needed, consider hiring a generator to avoid relying on extension cords and double adaptors.

Equipment

• Consider equipment needs as a priority early in the planning process.
• Request comprehensive equipment requirement lists from stall convenors.
• Ensure food stalls comply with local food and fire regulations.
• Utilise undercover areas for shade and shelter, and consider hiring portable lights if necessary.
• Hire additional portable toilets and rubbish bins if needed.
• Source free or borrowed equipment from local businesses, schools, or community members before considering equipment rental.
• Coordinate equipment delivery the day before the event to allow ample time for setup.

First Aid

• Where possible, arrange for a professional first aid service, such as St. John's Ambulance, to be available during the event.
• Ensure first aid facilities are clearly marked and accessible to all coordinators and attendees.

Ordering Supplies

• Adopt a bulk purchasing strategy to maximise savings and increase profits.
• Distribute a Bulk Supplies Order Form to all stall coordinators to consolidate needs and take advantage of bulk discounts.
• Research local packaging, party, and catering suppliers or wholesalers to find the best deals on non-perishable items.
• Negotiate with local bakers, butchers, and supermarkets for the best prices on perishable goods or ask for donations or cost-price deals.
• Consider organising "spot" days to collect soft drink cans for your drinks stall in exchange for small rewards or treats.

Effective management of utilities, equipment, and supplies is essential for a successful fete. By seeking professional advice, coordinating efforts among stall coordinators, and sourcing items cost-effectively, you can ensure a safe, enjoyable, and profitable event for all attendees. With proper planning and communication, your fete is sure to be a memorable and successful occasion.

The Clean Up

You spent weeks planning the event, all day setting it up and overseeing it, and it was a roaring success with huge profits for your organisation. Now it's time to relax with a cold drink and congratulate yourself, but there's one thing left to do: clean up. Overlooking waste management can quickly dampen the excitement of a successful event. As an event organiser, it's your responsibility to ensure proper waste management solutions are incorporated into your planning.

Anticipate increased waste production

People tend to generate more waste when they're away from home, especially at events where most food and drinks are packaged. Keep this in mind when planning waste management strategies.

Provide sufficient bins and clear signage

Place enough general waste and recycling bins throughout the event site, ideally next to each other. Provide clear signage about which items can be disposed of in each bin, using photographs of common items sold at your event as examples.

Designate a Lost & Found area

Set aside a large box for lost items during the event. Keep it near the information tent or MC and ensure that the clean-up crew knows its location.

Empty bins regularly

Prevent overflowing bins by emptying them regularly. Overflowing bins can lead to unsightly piles of waste and extra work for your staff and volunteers.

Collaborate with your local council

Contact your local council for assistance with waste management. Many councils provide bins for community events, offering recycling bins free of charge and general waste bins for a nominal fee. This approach reduces the need for additional waste handling.

Assign a dedicated clean-up crew

When organising volunteer roles, ensure you have a large team dedicated to cleaning up after the event. A thorough and efficient clean-up crew will ensure a tidy event space and a satisfied environment, allowing you to focus on planning for next year.

Proper waste management is a crucial aspect of event planning. By anticipating increased waste production, providing sufficient bins and signage, designating a Lost & Found area, collaborating with your local council, and assigning a dedicated clean-up crew, you can ensure a smooth post-event experience for everyone. Implementing responsible waste management solutions will keep your event site clean, maintain a positive atmosphere, and contribute to the overall success of your event.
 

Next Chapter >> Money Matters