Not sure if I'm posting in right place...

annabellesmummy

Hi

I am wanting to plan and organise a Christmas fair this year but don't know where to start!!! How do I find a suitable venue and what would a suitable venue be.
How much should I charge for people to have stalls?
Should I charge an entrance fee?
Should I have entertainment? And if so how do I find affordable entertainment?
Should I have a stall selling drinks and cakes ?
Do I need insurance of any kind? Permission from the council?
Should I advertise that some of the money will be going to charity or should I keep quiet that some of the money from the stalls etc will b given to charity ?

Hope somebody can give some good advice.
Thanks
Amy

kingfisherblue

annabellesmummy wrote: »

Hi

I am wanting to plan and organise a Christmas fair this year but don't know where to start!!! How do I find a suitable venue and what would a suitable venue be.
A lot depends on what you are doing the Christmas fair for - who is your target audience? How big will it be? Small fairs can be held in community centres, although some community centres have larger rooms as well (ours has a sports hall). A suitable venue should be large enough, but not too large; accessible to the public (remember people in wheelchairs and those who have prams). You might want to check fire certificates, fire exits, etc. Think about parking - preferably free and plentiful. You are more likely to attract customers, and can add this to your advertising. Also, stall holders won't want to pay car parking fees, or lug their goods some distance.

How much should I charge for people to have stalls? It depends on who you are inviting. I would be inclined to charge a business more than I would charge the local Brownie unit. As a guideline, my local community centre charges community groups half the cost when hiring rooms out. Don't forget that you need to cover any expenses, including insurance and room hire, advertising, printing costs, etc. You might also want to make a profit.

Should I charge an entrance fee? A difficult one, IMO. I would be happy to pay a small entrance fee for a craft fair, but not for a school fair. It depends on your target audience. You also need to decide if an entrance fee will include a programme or a free raffle ticket.

Should I have entertainment? And if so how do I find affordable entertainment? Again, what is your target audience? I wouldn't expect entertainment at a craft fair, but if I was taking the kids somewhere, it might be a good thing to consider. You could have face painting, a children's craft table, or something more exotic like a magician (but this will cost more)

Should I have a stall selling drinks and cakes ? Yes please! People are more likely to stay if there are drinks available, and cakes often sell well. Don't overprice. It's fine to make a profit, but charging too much will put people off.

Do I need insurance of any kind? Possibly, although you mighht be coverred by the venue's insurance. Definitely worth checking.

Permission from the council? I've no idea on this one. You might want to ring your local council to find out.

Should I advertise that some of the money will be going to charity or should I keep quiet that some of the money from the stalls etc will b given to charity ? If I was going to a fair, I'd prefer to know if some is going to a charity. If you are supporting a specific charity, why not invite them to have a stall free of charge? They could raise some money themselves, and they could also answer any questions that are asked. Raising awareness of their cause is also important, so even an information stall with leaflets would be good. If you are thinking about more than one charity, invite them all - they might be able to network as well.

Hope somebody can give some good advice.
Thanks
Amy

Your local paper might write an editorial for you, giving free advertising. If you are raising money for a charity, maybe there is a spokesperson from the charity who could give an interview to local press.

Charities may know of the best places to leave leaflets (library, community centre, children's centre, doctor's surgery, etc).

Depending on what sort of fair you want, you might find that local Guiding or Scouting groups are interested in having a stall.

Make sure you have enough time to set up and clear up, and include the addiitonal hour or two in your room hire costs.