Introduction
Organising a fête is a bit like concocting a grand festive recipe where each ingredient must be carefully measured to create a magical moment. Whether for a school, an association, a community, or even a neighbourhood, this popular celebration is the perfect opportunity to bring families together, energise a community, and perhaps raise funds for a worthwhile project. But where to start? What pitfalls should be avoided? And most importantly, how to ensure everything runs smoothly on the big day? No need to panic! In this article, we guide you step by step through the 7 key stages to successfully organise a fête, from planning to communication, including entertainment and safety.
Why organise a fête ?
Organising a fête is much more than just a simple festive gathering. It is a genuine collective project, full of meaning and positive energy. Whether in a school, an association, a neighbourhood, or a village, the fête is one of the most cherished events for creating connections between people, showcasing local talents, and raising funds.
A fête represents a magical moment where young and old come together to play, chat, and have fun. It is a place for reunions, exchanges and conviviality, where everyone finds their place, whether as a visitor, volunteer or organiser. From a financial perspective, the fair is also a valuable opportunity. Through game stalls, a raffle, a refreshment stand and the sale of snacks, it is possible to raise funds to finance educational projects, school outings, or support charitable causes.
Step 1 : Plan the event in advance
We cannot emphasise enough: the key to a successful fair is organisation! The earlier you start, the better you can anticipate unforeseen circumstances.
Define the objectives and type of fair
First and foremost, ask yourself the right questions: what is the main aim? To raise funds? To unite families around the school? To provide a day of activities for the community? Once the objective is clear, you can define the format of the fair: a large celebration open to the public or a smaller, more private event? This choice will impact all subsequent aspects: location, number of stalls, budget, communication…
Assemble a team of motivated volunteers
A fair is a collective endeavour! Create an organising committee made up of dedicated volunteers: teachers, parents, association members, motivated young people… Distribute roles: logistics, entertainment, communication, finances… Good coordination among group members is essential so that everyone knows what to do and when.
Set up a calendar with key deadlines
Establish a realistic timeline, from D-Day to three months prior. Schedule regular meetings, set deadlines for booking the venue, communication, purchasing equipment, and setting up the stalls. A shared tool like Google Calendar or Trello can really save you from stress and help you stay on track.
Step 2 : Choose the venue and set a date
Choosing the venue and date is a strategic step. They will dictate the entire logistics of your event.
Identify a suitable site : courtyard, covered area, community hall
The venue must be spacious, accessible, secure, and suitable for the planned activities. A school courtyard, community hall, municipal field, covered area, or gymnasium could work. Don't forget to check the capacity, the venue's availability, and most importantly... to book it well in advance!
Take into account weather constraints and accessibility
The weather is the greatest ally... or enemy of a fair. If you are organising the event outdoors, have a backup plan (marquee, tent, indoor venue). Also, ensure that individuals with reduced mobility can easily access the different areas, and that children are safe.
Manage the needs for electricity, sanitation, and parking
Are there enough electrical sockets for the sound system or the food stalls? Are there toilets on site? Where will visitors park? All these elements must be considered from the outset to avoid unpleasant surprises on the big day.
Step 3 : Plan the entertainment and activities
A fair without games is a bit like a pizza without cheese: it lacks fun! The activities are the heart of the event, those that create memories and attract crowds.
Create fun stalls : tin can alley, duck pond, face painting
Opt for classics that appeal to everyone: tin can alley, penalty shootout, duck pond, sack race, face painting, drawing or wooden games stall. These stalls can be manned by volunteers in turn. The trick: vary the games for all age groups.
Plan attractions for all ages
Bouncy castles, tug of war, clown or magic shows, fancy dress competitions… One must consider the little ones as well as teenagers and adults. A music stage or a mini disco in the late afternoon can also help to elevate the atmosphere!
Offer competitions and challenges to liven up the day
Why not organise a homemade cake contest, a music quiz, or a grand raffle with a draw? These moments bring people together and add rhythm to the day while creating a participatory dynamic.
Step 4 : Organise catering and food stalls
When we talk about a fair, we also think of all those treats that can only be found there: candy floss, crispy waffles, hot crêpes, and refreshing drinks...
Set up a refreshment stand, a snack bar, and sweet stalls
The refreshment stand is essential: water, soft drinks, coffee, iced tea... Pair it with a snack bar offering sandwiches, hot dogs, slices of pizza, or quiches. For those with a sweet tooth, focus on homemade cakes, sweets, ice creams, popcorn, and of course, the famous candy floss.
The watchword : efficiency. Offer dishes that can be served quickly to avoid queues. Use recyclable containers, compostable napkins, and arrange the distribution areas for smooth flow.
Manage hygiene and health regulations
Follow basic hygiene rules: gloves, tongs, masks if necessary, hand sanitiser, and products stored at the correct temperature. A dedicated team for food management is recommended to ensure everything runs smoothly.
Step 5 : Gather all the necessary equipment
No stalls without equipment, no event without logistics! Planning for every detail guarantees a smooth and enjoyable fair.
Tables, tents, marquees, signage
Make a comprehensive list of the necessary equipment: tables for the stalls, chairs for the volunteers, marquees for shade or rain, signs to guide visitors... Think also about barriers to delimit sensitive areas or restrict access to certain zones.
Tickets, cash registers, sound system, decorations
Access tickets for the games, cash registers to manage the takings, a sound system for atmosphere and announcements, garlands, bunting, balloons, and banners for decoration : all of this creates a festive and professional atmosphere. It’s the kind of detail that makes all the difference!
Prepare prizes for the winners and the raffle
Don’t forget the rewards: small toys, sweets, books, sponsored gifts… Also prepare envelopes for the raffle with winning numbers and a main prize to be won at the end of the day to create suspense.
Step 6 : Manage communication around the fair
A fair, even perfectly organised, cannot be a success without effective communication. The public needs to know when, where, why, and how to participate.
Create materials : posters, flyers, invitations
Start with the basics: colourful posters to be put up in schools, shops, public places, and flyers to be distributed in letterboxes or during other events. Personalised invitations for families or members help to effectively mobilise close ones.
Use social media and local press
Facebook, Instagram, neighbourhood groups, school newsletters: leverage digital platforms to broaden your audience. Regularly publish teasers: “10 days to go until the big raffle!”, “Discover the full programme!”, “We’re expecting a large turnout!”. Also, contact local newspapers for an announcement or a small article.
Enhance the event with a photographer or video
A volunteer photographer (or even an enthusiastic parent) can capture the highlights of the day. Publish the photos after the event on your website, Facebook page, or in a small internal newsletter to showcase the work done and encourage attendance next year.
Step 7 : Anticipate financial and security aspects
Without clear financial management and well-established security, even the most fun fair can quickly turn into a headache.
Establish a budget and monitor expenses
From the outset, create a budget forecast: equipment rental, purchase of goods, printing of posters, decoration, prizes, etc. Also, list the expected income: sales, raffle, registrations, donations… Keep a simple but rigorous accounting system, and retain all receipts to facilitate the financial review.
Seek local sponsors or partners
Don’t hesitate to approach local merchants to sponsor a stall, donate a prize, or participate in the form of vouchers. In return, you can offer to place their logo on the posters or mention their name during the event.
Implement security measures
Think about barriers to secure the surroundings, fire extinguishers near cooking areas, first aid kits, and designate a person as the point of contact for emergencies. Also, ensure that you are adequately covered by insurance, especially if you are expecting a large audience.
After the fair : wrap up and promote the event
Once the celebration is over, the work continues a little longer!
Thank the participants and volunteers
A simple message, a post on social media, or a small card can make all the difference. Acknowledging everyone’s contribution helps to unite the teams for the next edition.
Communicate the results and benefits achieved
Publicly announcing the amount raised, the objectives met (e.g., funding a school trip, purchasing equipment) gives meaning to the event and demonstrates the tangible impact of the mobilisation.
Conduct a review to prepare for future editions
Note what worked well, what could be improved, and keep the contacts of the volunteers safe. You can also send a short questionnaire to participants to gather their feedback.
Conclusion
Organising a fair in 7 steps is like assembling a giant puzzle where every piece counts: planning, location, activities, catering, equipment, communication, safety… Nothing should be left to chance. But the result is well worth it ! Seeing amazed children, families gathered, and a collective goal achieved is a true reward. So don’t hesitate any longer, embark on the adventure of the fête, and make this event an unforgettable moment for your community!
Q&A
What are the essentials for organising a successful fête ?
A good plan, a motivated team of volunteers, varied activities for all ages, effective communication, secure management, and a touch of improvisation. And above all, a lot of enthusiasm and a desire to share !
How far in advance should you start organising ?
Ideally, begin preparations 3 to 4 months ahead. This allows time to book the venue, mobilise volunteers, create communication materials, order supplies, and reach out to partners or sponsors.
How do you manage unforeseen events on the day of the fête ?
Prepare a backup plan for the weather, always have spare equipment, appoint a responsible person for each area (activities, safety, logistics), and keep your cool. The unexpected is part of the game !
What is the role of volunteers in a fête ?
They are the heart of the event. Without them, there are no stalls, no refreshment stands, no logistics. Their involvement is essential, and they need to be supported, appreciated, and most importantly… thanked !
How can you finance a fête without jeopardising the budget ?
Use reclaimed materials, seek donations from individuals or businesses, offer simple yet profitable games (like a raffle), and keep a close eye on expenses. Even with a small budget, a fair can be a great success.
