Guide for Publicity Officer

4 April 2011 by admin in Fetes

Guide for Publicity Officer

> Here are some things you might need to know about organising the promotional side of 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:

You will need to design your signs and flyers so you need to find a parent within the school who is a graphic designer
Read the Guidelines for Instructing a Graphic Designer
Fill out the Graphic Designer Brief form and talk to them about what you may need
Liaise with graphic designer, make any changes and give back to them to make amendments. Continue this process until completely approved
Gather quotes from different printing companies. Choose the one that best fits your needs
Liaise with sponsors for logos
Organise printing of flyers and signs
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
Fill in Media Press Release and find out who you can send it to. Promote the Fete within newspapers, radio stations, Facebook and your school’s website
Write the Fete newsletters. Things that you might include in your Fete newsletter are:

- a countdown of days to go before your Fete

- list stalls that already have convenors and ask for convenors for those that don’t

- list contact numbers/email addresses for stall convenors and ask for volunteers

- ride pass tear-offs (you can add this to your newsletters or have it as a separate handout altogether)

- raffle information

- list of sponsors/donators

- the stock drive days coming up and what is required

- any craft materials needed

- list of auction prizes (later on)

Have a specific colour for the newsletters so that the parents know when they see ‘green’ (for example) it means that’s a Fete newsletter. Obtain a list from the school office with the number of oldest children in each class. Bundle them together in those numbers, write the class and number on a piece of paper and put them in the teachers’ pigeon holes ready for them to hand out. Work with your school office (or staffroom), as you’ll no doubt have a ‘legend’ who will be your greatest ally.

Fill out the Stationery List for Convenors and give to the Secretary

Get signs printed, eight weeks in advance is a good time frame

At least six weeks prior, talk to the local mail distributor about the area you want to cover and how many flyers you want distributed. A good time for distribution is three weeks
One month prior, position signs in prominent areas within the community to gain maximum exposure. Make sure you get some people to help you with this and those same people can help you take them down again

Wrap Up:

Write Fete wrap up newsletter making sure you thank all the convenors and volunteers and let everyone know how much you raised!
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:

Newsletter Examples (coming soon)

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You may also be interested in:

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Find suppliers in your area for:

Fetes & Festivals – For anyone involved in organising an outdoor event from a small school fete to a company picnic to a national festival