Guide for Fete Convenor
Guide for Fete Convenor
> Here are some things you might need to know about organising a Fete
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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:
(for smaller events, may also take on the role of Secretary, Entertainment Convenor and Publicity Officer)
- Form a Fete Committee and fill out the Fete Committee List
- Book rides
- Decide on a theme
- Send out the Assistance for Fete Letter to parents
- Book sound equipment
- Get insurance
- You need to organise convenors and it is best to find the main stall organisers first
- Create and distribute Fete Convenor contact lists
- Create the Fete Programme Guide
- Organise outside stall holders (if required)
- Chair all committee meetings
- Send invitations to dignitaries and key personalities
- Fill out the Stationery Form for Convenors and give to the Secretary
- Liaise with all stall holders, the school principal and teaching staff and the P&C
- Mediate disputes (and yes, they will happen!)
- Organise security personnel/gate control/parking attendants
- Organise first aid and the First Aid Roster
- Meet dignitaries and key personalities
- Organise sponsors’ tent
- Organise sunscreen and antibacterial hand wash tent
- Hire skip bins
- Create and print convenor name tags and drink/food vouchers and distributes them (or collect from graphic designer/printer)
- Keep receipts for expense claims for goods purchased for the Fete, fill out the Purchase Approval/Expense Claim Form and give to the Treasurer so they can reimburse you
- It is cheaper for one person to buy the napkins/plates/cutlery/bar cups/coffee cups/ water cups/bowls in bulk and ask if the company takes back unopened products. It is also easier to keep a record of what was used and how much as it is all on the one invoice (you may wish to delegate this to someone else)
Wrap Up:
- After the Fete, don’t forget to prepare handover notes – download template below
- Organise a Fete debrief meeting
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Downloadable Templates:
- Fete Committee List.xlsx
- Assistance for Fete Letter.docx
- Fete Planning.docx
- Stationery List for Convenors.xlsx
- Fete Convenors List.xlsx
- Invitation to Dignitaries (coming soon)
- First Aid Roster.xlsx
- Handover Report.pdf
- Purchase Approval/Expense Claim Form.doc
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Relevant Resources:
- Fete Programme Guide Suggestions (coming soon)
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Click here to send in your photos, templates and ideas!
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