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Planning a village fete?
Our top tips for planning a village fete or summer fair
We all dream of sunny days when we can relax with an Ice Cream, a Scone and jam or a simple cup of tea at a locally organised event, passing time with neighbours, friends and family. Planning for such events may not be so relaxed.
As anyone who has ever been part of an event organising committee, the build-up, the event and then the aftermath itself, can be somewhat stressful, taking the fun out of the day and putting off future volunteers.
We have gathered together a few tips to help you have a successful and stress-free day.
Planning
Once the date is agreed and set, ensure that you plan well ahead of the event. Don’t leave things to the last minute.
Some events are a year in the making, others require only weeks, but always get plans in motion as soon as the event dates has been set and the theme determined.
Volunteers
Gather together a reliable group of people who you know you can rely on. These individuals need to be self-motivated and good communicators so that you can trust them to get on with the designated tasks in hand without constant cajoling.
Agree lists and deadlines on what needs to be done when, where and how. Delegate as many tasks as you can. A WhatsApp Group for volunteers can save time with communicating information, instructions and alterations to plans.
Equipment required
Create an inventory of the assets and resources you have to hand. Make a list that includes contact details of the people who are prepared to lend their time, their equipment or have contacts who can provide what you need on the day. Make sure that resources
are identified and formerly allocated then no one can argue about responsibility and who had what.
Do you have access to tents and gazebos that are owned by your committee or can be loaned? Will you need to hire equipment, or can you draw on the resources of other local organisations for trestle tables and folding chairs? Do you need a stage if you have a band booked to play? What about a PA system, tablecloths, crockery, cutlery, glasses and tea urns? Start making your list now.
Ensure people take responsibility for the equipment allocated to them. In a worst-case scenario, they need to get this equipment under cover if weather conditions change. You’re not only organising an event as a fun day but also as a means to generate funds for your community or chosen charity. You don’t want those resources raised to have to be allocated to the replacement of damaged equipment.
Marketing the event
Market your event in good time. Local papers, street noticeboards and social media are a good starting point. Collaboration with your local estate agent is always a good way to get the message out. Your school, church or community websites are also good mediums.
Preparation
Ideally set up tents and gazebo’s the day before your event. There is nothing more stressful than running out of time. Gather together a group of able-bodied volunteers for set up, along with the necessary tools. An Allen Key or two is a must along with a mallet.
Ensure any tents and gazebos are securely anchored, ideally with weights to prevent them breaking lose and causing mayhem, should the wind should pick up.
Draw up a plan for the location of each stall or table so everyone knows where they should be. Give special consideration for those activities you know will attract a lot of attention. Do you have enough loos, where will tea be served and do you have adequate power? In catering areas, think about how you will configure the tables and chairs.
If you are charging stall holders, agree beforehand the rate and ensure someone is designated to collect the donation.
Some events charge a commission on sales, particularly for more commercial sellers. If you are raising money for one specific cause, appoint a trustworthy member of your committee to collect the funds at the end of the event.
Contingency Plan
Plan for the worst. None of us can predict the weather for your big day, so have a contingency plan in place. The Gazebo, whilst great in most instances, has limitations. They provide a good shield against the sun and a shower but most do not survive heavy rainfall or high winds.
Do you have a local hall, be it the village hall, a school, a church or a community centre? Talk to these organisations ahead of the day to gain permission to move your event indoors at short notice. In the same way, you have drawn up a plan for the locations of the stalls and catering, do so for your alternative venue which will reduce anxious conversations the day before.
Breakdown
While you would probably rather be putting your feet up after a successful day of fund-raising, as an event organiser, there is more work to be done.
Coordinate with your event committee to ensure everything is taken down and returned to the correct place. Dry out wet tents and gazebos, return the folding tables and chairs to the village hall and clear up any rubbish left (though if you had strategically placed rubbish bins, hopefully, your visitors will have used these).
Now you can get to the best bit. The collecting and counting of takings to find out how much you have raised for your worthy cause.
Make your fete or fair the perfect event by choosing tried and trusted furniture made by Gopak.
Visit our website at www.gopak.co.uk or call our office on 0800 195 4255 for advice and assistance.
For more information on Planning a village fete? talk to Gopak Ltd