Now that you have taken the big step and decided to hold a Fete, it's time to assemble a group of people that will put the event together - The Fete Committee. While the School P&C/P&F Association may make the initial decision to hold a fete, the overall organising of the event is normally handed over to a sub-committee of the P&C/P&F - the Fete Committee.
The key to success is a well organised, active, enthusiastic, dedicated, & motivated Fete Committee, who will in turn encourage the greater school community to participate and contribute. Free time and experience in organising fetes is preferable, though not essential.
As with all successful ventures, effective organisation will minimise problems and ensure a profitable outcome. The main positions to be filled on the committee include:
Fete Convenors are the overall project managers; those people with the skills and focus, who will co-ordinate the event from start to finish. Just like the Managing Director of a large corporation - without the fat pay packet! The responsibility of convening a Fete may be somewhat of a burden for one person. On the other hand, we don't want too many "chiefs", as this can lead to a breakdown in decision-making, with each member proposing differing ideas as to how the event should be held.
Experience indicates a small group of two Convenors, who enjoy a good personal & working relationship, to be an ideal size for the overall co-ordinating of a Fete. The role of the convenor involves:
Anyone taking on the role of Treasurer, must have - or needs to learn - a basic understanding of accounting; it's about money coming in, and money going out. In other words, the Treasurer is responsible for the financial management of the fete and balancing the books.
Money doesn't just change hands on the day of the fete. It's coming and going before, during, and after the event. The Treasurer has to do the banking, depositing cash and cheques, paying the bills, and tracking income and expenditure throughout the year. You need to be on top of your finances so the Committee knows how well it is tracking against the budget, and how to respond if unexpected problems arise. The Treasurer's role is one of responsibility, honesty & integrity, as that person has access to the committee's funds.
TIP! The position of Treasurer would not be recommended for a person who is under severe financial stress or has a known gambling problem. "Missing funds" is a common problem at community fundraising events! Those with experience in Accounting or Bookkeeping; would be ideally suited to the role of Treasurer.
The Secretary should have good office, computer & organisational skills, plus an eye for details. The role includes:
The Convenor, Treasurer and Secretary cannot organise the entire Fete. There are many supportive roles which make up the Fete sub-committee such as:
Responsible for co-ordinating all entertainment including main stage, securing performers, scheduling and liaising with performers:
The role includes:
This role is responsible for all marketing and promotion of the Fete both internally and externally including banners, newspaper articles, online special event directories, weekly Fete newsletters, flyer development, posters and distribution.
This role is responsible for the coordination of all infrastructure and equipment requirements including marquees, stages, seating, shade and power requirements including bump in and bump out coordination.
This role is responsible for managing all aspects of hiring and management of carnival rides and shows including confirming eta for set up, access, supervision, following up public liability insurance and workcover, Risk Assessment, Job Safety Analysis documents, set up and pack up supervision.
This role is responsible for seeking and securing sponsorship including cash and in-kind. Includes writing of agreements, ensuring sponsorship benefits are implemented, writing of thank you letters and ensuring each sponsor is promoted via Fete Newsletters, Flyers, Facebook Page, website etc.
This role ensures that risk assessments are carried out before and during the fete including the checking off of all risk assessments of contractors attending the fete.
Other specific Fete roles that are not part of the overall Fete Sub Committee include stall and activity co-ordinators such as Trash & Treasure, Plants, Pre-loved Clothing, Books, Silent Auction, Face Painting, Crazy Hair, Food, Drinks, Games, Fairy Floss, etc.
It's all very well organising a Fete, though how much money is required? Where will the money be spent? A well laid out Fundraising plan will be needed, with clear and realistic objectives; and a clear timeline to work with.
TIP! By setting a target to be achieved; the event is given purpose which helps encourage & motivate helpers, supporters and possible sponsors.
Ensure the purpose and financial targets of the fundraiser are continually promoted in the school newsletter. Parents are normally very supportive when they are aware the funds raised will be invested in specific facilities which are of benefit to their children.
A Fete Fundraising Plan may include:
It is vital that all committee members are kept fully informed of progress, and the most effective method of communication is via meetings. Fete meetings are initially held on a monthly basis; then fortnightly and weekly as you get closer to the event. At the first meeting, outline your Fundraising Plan, clearly identifying the purpose and all financial objectives. Each Stall & Activity coordinator should be given an information folder that provides as much detail as possible about their activity or stall.
This is a copy of a Memo sent to the various members of a School P&C. It illustrates problems that sometimes arise with meetings and how they can be resolved.
