• Order/obtain sponsorship for bread and bread rolls – this can go in conjunction with the coffee shops requirements (responsibility of sponsorship team unless ordering)
• Order/obtain sponsorship for meat (responsibility of sponsorship team unless ordering)
• Order/obtain sponsorship for vegetables (lettuce, tomatoes, onions) – this can go in conjunction with the coffee shops requirements (responsibility of sponsorship team unless ordering)
• Obtain sponsorship for gas (responsibility of sponsorship team) OR borrow the bottles from parents

** The above 4 sponsorship deals could be separated as above or ask one company to sponsor the entire thing**

• Organise to hire or borrow BBQs (if the school doesn’t have any)
• Fill out the Stationery List for Convenors and give to the Secretary
• Keep receipts for expense claims for goods purchased for the stall, fill out the Purchase Approval/Expense Claim Form and give to the Treasurer so they can reimburse you
• Liaise with site convenor to discuss what equipment you will need. (eg. tables, chairs)
• Send volunteer letter home, 4 weeks prior is good timing for this
• Advise bread company of your requirements
• Advise fruit/vegetable company of your requirements
• Organise volunteer roster and email to volunteers, approx. 2 weeks prior
• Order napkins with the person who is going to do the bulk ordering of supplies
• Order your oil, sauces and beetroot with the coffee shop convenor (if they have sponsorship)
• Create a stall sign if the graphic designer isn’t already doing one
• Collect your bulk supply items from organiser
• Fill out Float Option Request Letter and give it to the Treasurer
• The week before the Fete, collect your float, and sign for it

Day Before Fete Day:

• Pick up fruit & vegetables – If you can get these delivered the morning of the fete this is even better (about 3 hrs before is great timing)
• Pick up and fill gas bottles

Fete Day:

• Best to have a cash register. In case you don’t have access to one, make sure you have the float and a waisted money bag or lockable money tin
• Make sure you’ve organised for the bread and rolls to be delivered at least 3 hours before the Fete starts
• Butter bread rolls/bread and put into napkins
• Wash and slice vegetables or if you are lucky you have ordered them pre sliced
• Separate sausages and cut any other meat if necessary
• Cook to your heart’s content!
• Fill out the Stall Financial Summary each time money is collected and sign receipt book
• Pack up and keep an inventory of left over products
• Return BBQs

Wrap Up:

• You may wish to write a note to put into the Fete wrap up newsletter to thank your volunteers
• After the Fete, don’t forget to prepare handover notes (see our article) Download template here… Handover Sheet

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