A School Fete is one of the most important occasions on the yearly calendar where community spirit is lifted, children have a wonderful time, the modern day to day pressures of life are left behind and a lot of money can be raised for your school. Organizing a school fete requires a group of dedicated individuals. Months of planning, research and development along with weeks of preparation are required to make the event a success. I’ve been told these dedicated men and women have lots of fun, make many new friendships and it is a very rewarding experience. These people really deserve a medal! This guide aims to give you a simple overview of what I have witnessed from over 400 events that may make your event a success.

Selecting a Date

It is essential your date does not conflict with another local family event, sports grand finals or event where students may be involved away from school. The last thing you want is the risk of likely attendance opting for another event or leaving yours early to attend the other.

Weather and time are factors to consider. Cairns outdoor midday events are generally too hot and the first 4 months of the year you risk a 70% chance of unsuitable weather.

Booking Rides and Equipment

Source outside equipment as early as possible; this will include amusement rides – if your event is during the popular months this equipment could already be booked. Many schools rebook equipment twelve months in advance. The availability, choice and range of rides will impact your event significantly.

Consider the ages of your attendance. Eight year old boys love to fly high in the sky on a Super Fly and four year old girl loves doubling down the Fiberglass Jumbo Slide with dad and mum. Choose a mix of rides that are appropriate for all age groups bearing in mind school students will bring along younger and older siblings and friends.

Another important factor is to “Consider a queue”, you will never beat a line, but you can keep it moving! Example, consider you are expecting a crowd of 1000. A commercial style jumping castle caters for about twenty patrons at once while only four patrons maybe only able to climb a mobile rock climbing wall at the one time. If only 5% of the crowd is waiting to have a climb on the rock wall it would take 57minutes for the last set of ride patrons to receive their ride!

Through-Put Ride Formula;

5% of 1000 fete attendance = 50 patrons wanting a ride;
50 ride patrons / 4 riders at once = 12.5 sets of riders;
12.5 sets of riders X 5 min ride cycles= 62min for the last set of patrons to finish their ride. (57minutes to commence their ride)
This formula is important for several reasons;

The more time the attendances spend on the ride queues the less they spend on fete stalls.
Takings will be less for the school if on a % basis with the ride company, because the through-put capacity is inadequate.
Only 4 rides per patron if they arrive right on start time and queue for the whole 4 hour duration of the average fete.
Not value for money if a wristband is purchased @ $25.00 per wristband / 4 rides = $6.25 per ride.
Patrons may become irritable and bored from queuing.
This formula applies across the whole board of rides. Ride manufactures recommend rides that cater for less than 10 patrons at once are designed and only safe and suitable for small scale events and backyard parties.

Set Up

Draw a map of the grounds and plan out where each stall should be positioned. It is best to confine your fete to a limited area rather than spreading through the entire grounds. This way you keep your attendances circulating around your stalls. Spreading out too much can lose customers. Choose an area that is flat with easy access for prams / wheel chairs.

Stalls may need power, especially if the event is to carry on into the evening and lighting is required.

If the carnival company chosen is large they will supply their own power for their rides, lighting and music a cost saving to the school.

On the day of the fete a map can be handed out to people as they enter so they can easily locate the stalls. This map can be on the back of the day’s program of events. Have your event co-ordinator dressed in clothes that are easy to spot so that people arriving to set up stalls can easily be identified.

On the day of the fete, use spray paint on grass, or chalk on bitumen and concrete, to mark out stall areas, or use prominent signs to avoid any uncertainties to stall holders.

Select a central area for the stage entertainment. Ensure this area has plenty of clear space for audiences and also try and provide as much shade as possible.

Entertainment

You will need to appoint one or two people to act as MC for the day. Ensure that a good sound system is in place – one that can be heard through-out the entire site. MC’s must be given a comprehensive listing of stalls so they can promote them during the day and “specials” as they come to hand, as well as raffles, lost children etc.

Always try source entertainment from within your school. If each class is encouraged to perform one song/dance routine on the day, you are assured of a good turnout of families. Liaise with the performing arts section of your school for special performances such as dance, bands and more.

Also look to your local community, displays by local Fire and Police departments are popular as are sports displays such as martial arts and local dance schools.

Stalls

New parents to the school may bring new ideas. Look for businesses owned within the school – a parent may own the local florist – encourage them to have a stall.

Stall items should be priced prior to the fete commencing. Towards the end of the fete it may be a good idea to reduce prices to encourage quick sales. Always ask companies like your meat and alcohol supplier if they are willing to provide stock on consignment – this will save you having leftover stock at the end of the fete and save you having to reduce prices.

To encourage parents to help at stalls; offer a free dinner from the food stall for their whole family or ask your amusement ride supplier for free ride tickets for their children.

Happy organizing and best of success with your school fete.