Guide for Money Tree Convenor

4 April 2011 by admin in Fetes

Guide for Money Tree Convenor

> Things you need to know about organising a money tree 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:

The Sponsorship Convenor will be asking nurseries if they will donate a tree for you. Liaise with sponsorship team to find out how they are going
Buy tickets or print mail merge ticket sheets
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
If you haven’t already, start thinking 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 Money Tree 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 ‘Money Tree Flyer Mail Merge instructions’ in the Resources section below
Open the Money Tree 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 ‘Money Tree Fete Day Tickets Mail Merge Instructions’
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 the 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:

Stick/staple/tie scratchies to the tree

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 tree to the Fete along with 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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