Guide for Cake Stall Convenor

4 April 2011 by admin in Fetes

Guide for Cake Stall Convenor

> Here are some things that you might need to know in organising a cake stall

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These guides have been prepared over time from suggestions sent to us by volunteer event organisers.

Please use all of our resources as a guide only, and modify them for your own circumstances. Fetes and Festivals takes no responsibility for any errors or omissions contained within.

Best of luck organising your event, and please stop by later to contribute your own ideas, resources and photos!

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To Do List:

The Sponsorships Convenor should be organising prizes for you. Liaise with them to see how they are going
Print out and distribute competition letters including the types of cakes/slices/sweet treats kids need to make for the competition. The deadline for entering needs to be 3 weeks prior to Fete day
Think about how you are going to decorate your stall
Fill out the Stationery List for Convenors and give it to the Secretary
Liaise with site convenor to discuss what equipment you will need (eg. tables, chairs)
Send letter home asking for volunteers to help set up the day before and to man the stall on Fete day. Also ask for ideas on decorating the stall
Print ingredient labels and instructions
Buy trays/bags
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
Put kits together and include the deadline for delivering baked creations
Organise Volunteer Roster and email to volunteers
Put prizes together that the sponsorship/donations team have sourced
Organise judge/s
Deliver kits to the children with the help from other parents
Create a sign if you are not getting the graphic designer to design one
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:

Set up tables and decorations
Receive baked creations and label with coloured dots according to their price

Fete Day:

Judging is done
Cakes/slices and sweet treats are sold. Discounted at the end if necessary
Fill out Stall Summary of Cash Movements each time money is collected and sign receipt book
Pack up and keep an inventory of left over stock

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 – download template below

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Downloadable Templates:

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Relevant Resources:

Cake Stall Recipe List

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Click here to send in your photos, templates and ideas!
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You may also be interested in:

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Find suppliers in your area for:

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