Guide for Showbag Stall Convenor
Guide for Showbag Stall Convenor
> Here are some things you might need to know about running a showbag 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:
- Order a variety of bags and ask the company if they will take back any that are not sold
- 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 form and hand to the secretary
- Liaise with site convenor to discuss what equipment you will need. (eg. tables, chairs)
- Send volunteer letter home about 4 weeks prior is a good time for this
- Organise Volunteer Roster and email to volunteers, 2 weeks prior
- Create a sign for each set of bags and include the prices (if the graphic designer isn’t doing this)
- Fill out Float Option Request Letter and give it to the Treasurer
- The week before the Fete, collect your float, and sign for it
Fete Day:
- Make sure you have the float and a waisted money bag or lockable money tin
- Put up your decorations
- Set out showbags with pricing signs
- Fill out the Stall Summary of Cash Movements each time money is collected and sign receipt book
- Pack up and keep an inventory of left over showbags
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:
- Volunteer Roster.xlsx
- Handover Report.pdf
- Stationery List for Convenors.xlsx
- Purchase Approval/Expense Claim Form.doc
- Stall Summary of Cash Movements.xlsx
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Click here to send in your photos, templates and ideas!
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