Fete Volunteers

Fetes demand significant effort and rely on numerous helpers. Volunteers may vary in commitment levels, from the organising committee's long-term involvement to those contributing a few hours on the day.

For recruiting volunteers, it's crucial to:

• Clearly communicate the required time commitment.
• Break their tasks into small, manageable portions.

When people understand that the workload is manageable and time-limited, they are more likely to participate.

Leverage local talents

Many individuals possess unique skills or items that they can lend or share. A fete offers an excellent opportunity to discover the diverse abilities within your community. Whether it's crafting dog bandanas, making jams, baking gingerbread, or creating volunteer badges, parents can contribute in various ways.

Sometimes, people are willing to help but haven't been asked to assist in a way that suits their skills or comfort level. Broad requests for help can be overwhelming. Instead, consider asking specific questions like, "Can you lend your trailer for an afternoon to collect marquees from nearby schools?

A simple survey emailed to parents can uncover hidden talents. Ask open-ended questions or provide a list of useful skills and items, and inquire if they possess any of them. For example:

Vocational skills:

• Accountant, book-keeper
• Grant writer or lobbyist
• Graphic Designer (design posters, signs, tickets, flyers for a school event)
• Journalists and writers (for PR and promotion, editing and proofing)
• Website/IT (update or maintain an event page)
• Administration/data entry
• Fundraising and event management
• Being able to offer training or work experience to students
• Childcare (run a crèche during school events to assist volunteers)
• Artists (developing class murals for auction)
• Trades (painters, gardeners, carpenters, builders, brick laying etc)
• Special licence (ie skippers ticket, minibus licence etc)
• Vet (free pet check at school pet parade)
• First Aid qualifications (to be on call at school events)
• FireFighter/paramedic (great for displays and talks)
• Sewers/knitters (making items for craft stall)

Items to borrow:

• Ute or small truck
• Marquees and tents
• Trestle tables
• Tradies tools and wheelbarrows
• Sound or lighting systems, microphone, PA system
• Disco lights
• Gardening supplies
• Portable BBQs (for a camping trip)
• Mobile fridges, eskies

Stand out from the crowds

It's a great idea for event attendees to be able to instantly recognise school representatives, knowing who to purchase raffle tickets from or approach in case they lose their child.

Ensuring volunteers stand out benefits not only the visitors but also the event's efficiency, as easily identifiable workers facilitate faster and smoother transactions, encouraging people to form queues.

Moreover, this fosters a sense of belonging and community among volunteers. Gifting uniforms like t-shirts or caps after the event serves as a lasting reminder of their appreciated efforts. Alternatively, the school can create a set of helper uniforms to reuse at various events each year.

Consider the following ideas for volunteer uniforms:

• Caps or bucket hats (screen-printed or embroidered with the school name)
• Sombreros
• Badges or lanyards
• Coloured or hi-vis vests or waistcoats
• Printed t-shirts
• Headbands, Santa hats, fairy wings, or Easter Bunny ears
• School hats
• School t-shirts/polo tops
• Printed aprons

Help your helpers

Make it easy and enjoyable for people to contribute their time. Offer a BBQ for those who arrive early or stay late to set up and pack up. Seek sponsorship from a local pizza place to donate pizzas for helpers.

Perhaps you can open your after-school care facility, to allow parents to volunteer at a stall for an hour or two.

Promote jobs that involve pairs or teams, which can be appealing for those who are shy and prefer working with a friend. Alternatively, use this opportunity to pair up new volunteers with experienced ones, ensuring first-time participants feel supported and not overwhelmed. This approach also helps pass on valuable knowledge to a new wave of volunteers.

Designate fete runners

Organised fete organisers know they can be run off their feet on fete day without having to run after supplies and small change. That’s a job for …runners.

Fetes use an army of volunteers—from stall coordinators and sales assistants to erection and demolition crews, parking attendants, spruikers, baristas and sausage sizzlers.

But often a really useful role that everyone benefits from is overlooked when volunteer positions are being filled.

What a fete runner does

• In the film industry this person would be called a ‘go-fer’: ‘go for this and go for that’.
• You may also think of the person as a ‘floater’—not dedicated to a specific stall or stand but moving around—mostly, but not always, within the fete grounds.
• This is the person who a harried stall coordinator can call on to fetch extra supplies from on-site storage.
• This is the person who may need to jump in a car and pick up stock from a supplier.
• This can also be the person who runs from stall to stall delivering small change or even refreshments.

What you need in a fete runner

• It’s likely you need a small team of runners: think relay team.
• These are active responsible volunteers with stamina. A good sense of humour helps too.
• At least one of your runners will need a driver’s licence and car (in case of emergency supply pick-ups).
• Runners’ movements need some coordination: a team controller, someone who knows who is where and can make good use of these ‘foot soldiers’.
• Each runner needs a mobile to receive texts providing directions for the next ‘assignment’.

4 ways to support fete runners

1. Keep your runners hydrated. Provide plenty of bottled water.
2. Think relay. Delegate in turns so they’re not worn out too soon.
3. Have a list of suppliers for emergency stock. Better still, supply a map for easy identification.
4. If a runner needs to go offsite to pick up emergency stock, pre-arrange priority parking. The time – and steps – saved will be worth it.

Thank your helpers

Volunteers may not seek public recognition, but they appreciate knowing their efforts are valued. Simple gestures such as mentioning their names in the school newsletter, taking a group photo and sharing it, or hosting a 'thank you' morning tea can go a long way.

Establish a school policy to acknowledge all kinds of volunteering, regardless of duration or role. Emphasise that every contribution, from sorting secondhand books for two hours to serving as Fete Treasurer for six months, is valued. This approach will encourage more people to volunteer and possibly increase their commitment over time.

While it might be frustrating for those who devote significant time to volunteering, it's important to recognize that even small contributions surpass what many others do. Avoid judging others by your own exceptional standards.

If you’re not sure where to start in your role as fete convenor, we’ve got you covered. Here we have compiled a list of informative guides + all the resources you will need in one easy place. 

Stall Convenor Guides

Plus there are oodles of editable templates ready for you to download, completely free and all designed to help get you started. You are welcome!

• Guide for Fete Convenor
• Guide for Secretary
• Guide for Publicity Officer
• Guide for Treasurer
• Guide for Entertainment Convenor
• Guide for Sponsorship Convenor
• Guide for Site Convenor
• Guide for Cake Stall Convenor
• Guide for Sweet Stall Convenor
• Guide for Trash ‘n’ Treasure Stall Convenor
• Guide for Cent Auction Convenor
• Guide for Money Tree Stall Convenor
• Guide for Grocery Raffle Stall Convenor
• Guide for Chocolate Wheel Convenor
• Guide for Side Show Alley Convenor
• Guide for Coffee Shop/Cafe Convenor
• Guide for Rides Convenor
• Guide for Showbag Stall Convenor
• Guide for Book Stall Convenor
• Guide for Glow Products Stall Convenor
• Guide for Drinks Stall Convenor
• Guide for Snow Cones/Fairy Floss Stall Convenor
• Guide for BBQ Convenor
• Guide for Plant Stall Convenor
• Guide for Food Stall Convenor
• Guide for Bar Convenor
   

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