Guide for Grocery Raffle Convenor

4 April 2011 by admin in Fetes

Guide for Grocery Raffle Convenor

> Here are some things you need to know about organising a grocery raffle

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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:

Ask parents for donations OR
Seek sponsorship from local supermarket (responsibility of sponsorship team)
Seek wheelbarrow from local hardware store (responsibility of sponsorship team)
Buy tickets or print mail merge ticket sheets
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
Think about how you are going to decorate your stall
Fill out the Stationery List for Convenors and give to the Secretary
Liaise with site convenor to discuss what equipment you will need. (eg tables)
Open the Grocery Raffle Flyer document and change all information within the [ ] and add the school or P&C logo where stated. Create a mail merge document by following the ‘Grocery Raffle Flyer Mail Merge instructions’ in the Resources section below
Open the Grocery Raffle Fete Day Tickets and change the information in the [ ] – the best way to do this is to do a ‘find and replace’ under ‘Edit’ in Word. Create a mail merge document by following the ‘Grocery Raffle Fete Day Tickets Mail Merge Instructions’
Print flyers – generally one sheet per eldest child
Send tickets home with children for pre-Fete day sales
Send volunteer letter home
Find a container with a lid that you can put the sold tickets in
Check with the school office to see if anyone has bought their tickets and money back. If they have record tickets sales, bank money and put the tickets in your container. Continue to do this every few days up until Fete day
Organise Volunteer Roster and email to volunteers
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:

Arrange groceries in wheelbarrow, wrap with cellophane and store in a safe area overnight

Fete Day:

Make sure you have the float and a waisted money bag or lockable money tin
Put up your decorations
Put up your sign
Bring spare tickets
Fill out the Stall Summary of Cash Movements each time money is collected and sign receipt book
Sell tickets and make sure all tickets go in the same container
Draw the winner at the end of the day and get the MC to announce it

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:

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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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