Planning a Spring or Fall School Fundraiser. For many years I was involved in the PTO at my children's school and one of our major fundraisers was a Spring Carnival. This event was always the highlight of the year for the. This is an event that can be done for a school, church, club or any other type of organization as well.
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It does require a great deal of effort and it will take organizers months of planning. In order to keep everything organized it is necessary to set up a variety of committees and you will need many volunteers. Facts below are based on things that we did for an elementary school carnival. Selecting a Chairperson. First and foremost the chairperson for this event must be someone that is very organized, can easily delegate and will set clear goals and objectives.
It is their job to coordinate a chairperson for each committee, set timelines, as tasks and keep an open line of communication through s and meetings. It is their responsibility to work with the treasurer to determine a budget. The first thing to be done is to set up a general meeting where you seek committee coordinators, select a date, and determine a theme for the event.
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The chairperson should recruit a co-chair s for the event to help keep things organized. Deciding on a Theme. Selecting a theme for the event is key so that you to move forward with your brainstorming in other areas. A treasurer should be deated to keep track of spending and profits.
This person will monitor all spending, manage and be responsible for all cash received the day of the event and will generate reports on profits and expenses after the event.
The treasurer is also the keeper of carnival money. Packets should be created and given to each game volunteer at the beginning of the day.
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They should be told to keep the extra packets out of sight until needed. If they run out they need to get more from the treasurer. For the day of the event I would recommend deating two or three people as floaters that will be available to How to plan a carnival fundraiser any problems that may occur or to fill in a spot if someone fails to show up.
It is important that they carry radios so that they can be easily contacted if needed. Committee Coordinators. The function of a committee coordinator is to organize all the tasks necessary to provide what is needed for their committee to provide a finished product for the day of the event.
For instance, the committee coordinator would need to get volunteers to help, determine tasks and as jobs, coordinate with other committee chairs volunteer, donations and treasurermake sure everything is properly set up for the day of the event. They will send out s or letters to remind volunteers of their duties for the day of the event. Volunteers - The volunteer coordinator works with all committee chairs to determine the of overall volunteers needed in each deated area. They will help to fill spots that the committee chair is unable to fill and they will have a master schedule and check in volunteers as they arrive on the day of the event.
Donations - A person should be deated as the coordinator of donations. It will be their responsibility to work along with all committee chairs to determine what type of donations will be How to plan a carnival fundraiser and how they will get them. Some donations will come from those involved within the organization and others will come from the community. This person and their committee will contact potential donors via flyers, letters or phone calls, arrange the acquisition of donations, make sure all donors are acknowledged and will send out thank you letters after the event.
Raffle Tickets - Tickets must be printed and ready to be sold at least 6 weeks in advance. In our case we sent home a deate with the oldest in the family and requested that they sell them. In addition, they were sold the day of the event in the lobby area with ticket sales. At the end of the day the tickets were drawn for the winners.
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Prizes - Prizes are important because the kids always want to win, so you may have instant prizes as well as redemption prizes. Instant prizes are when the player gets an instant prize at the game. This should be a very inexpensive item like a piece of candy or lollipop. Redemption prizes are where players earn "carnival money" for playing the game. The "carnival money" can be saved and then prizes can be redeemed at the redemption table.
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We always did a combination of both types of prizes. The redemption table is the area that will most interest the. You will find that they will stop by to look at the prizes and the amount of "carnival money" needed to buy it and then take off to win that much money.
This again is an area that takes a great deal of planning and preparation. We actually purchased prize items throughout the year with the bulk being bought right after Christmas when stores had clearance tables.
Prizes can be anything at all just make sure you have things that can be purchased with a small amount of "carnival money" as well as a large amount. This area should be flashy! Set it up with tables across the front and shelves in the back with volunteers in the middle. This will allow all items to be nicely displayed.
The idea is to entice the kids to spend more money to win terrific prizes. Decorations - Decorating the school is a very important part of the whole carnival atmosphere. Based on the theme for the carnival it is important to come up with creative decorations.
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We always did the main lobby, gym, cafeteria and at least the two main hallways leading from the lobby. In addition, we asked homeroom parents to decorate their classroom booth area. Decorating usually started a week prior to the event because it took a great deal of time to complete. The kids would get more and more excited with each area that was completed. We always did a wall that included teachers and staff pictures.
So solicit the help of the parents in the school that are artists. Also, talk to the art teachers to see if they can work it into their curriculum to have the art students do some decorations for you. In addition, we always came up with a project that the entire student body could do and sent out a memo to all teachers asking for their support.
Bake Table - To be successful decorate the table elegantly and beautifully display the baked goods. The chairperson must spend the time to place items in baskets, trays, dishes, ceramic loaf pans, and decorated boxes that should be included in the sale price.
You can ask for display items to be donated or they can be purchased at dollar stores and from sale racks. Display the items in a multi-level fashion with a cloth table covering. This beautiful display will be so appealing that people will not be able to resist a purchase.
Request upscale baked goods like cakes. Specifically, include items like apple pie, banana bread, non-brownie bar cookies, biscotti, bundt cake, container of caramel corn, carrot cake, cherry pie, chocolate cake, chocolate covered pretzels, coffee cake, specialty cupcakes, fruit cobblers, fudge, muffins, white chocolate dipped candy canes, and specialty cookies. All items must be home made -- no store bought items! Publicity - Start your advertising weeks prior to the event.
Make a largeadvertising the carnival, and place it in a high traffic location. If it is a fundraiser for a school then contact your "feeder" schools, whether it be pre-school, elementary or middle school, and ask them to hand out flyers. This is a good way for kids to do get a sneak peak of the school they will be attending the next year. Advertise in local newspapers or church bulletins.
Place large banners identifying your sponsors. Create maps of the carnival space and the location of all the booths. Food - Food is always a big project and should have a very organized person as the chairperson.
At our school this was the responsibility of the entire fourth grade. Parents in this grade handled all aspects of soliciting donations, purchasing needed items, pricing, setting up, selling the food and clean up. Again, keep a folder with good records to pass on for the next year so that you know what worked and what needs to be improved.
If you can tie the theme into the food that would be great but you also need to stick with the favorites: pizza, hot dogs, Chick-fil-A chicken sandwiches, sal, fruit and hoagies. Snacks should include soft pretzels, cotton candy, ice cream and candy. We set up an old time general store that sold all types of candy.
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Ticket Sales - Once you decide on how much you are going to charge for tickets offer a discount for purchasing a multi pack. In addition, set up a few days prior to the event where tickets can be purchased at a discount. You may want to pick two items that apply to the theme of the event and sell them in advance as well. For instance, for a Mardi Gras theme sell feather masks, crazy hats and be in advance that the kids can wear for the day of the carnival.
Cash should not be handled at any of the game or food booths. Tickets should be sold in a deated area and should be used for everything. Remember to price your tickets so that a typical family can afford it.