A school fete is one of the most complex community events to coordinate — hundreds of volunteers, dozens of stalls, multiple entertainment acts, rides, raffles, and thousands of guests all happening simultaneously across a school campus. This school fete run sheet template gives your organising committee a clear operational framework for the day, from the early morning stall setup through to the final pack-down and site clearance. Use this schedule as your master plan and create simplified role-specific versions for your gate team, entertainment coordinator, raffle team, and stall supervisors. A well-run fete feels effortless to attendees — and that only happens when the people behind the scenes know exactly what they are doing and when.
| Time | Task | Responsible | Location |
|---|---|---|---|
| 06:00 | Site access opens — stallholder bump-in begins | P&C Committee / Stallholders | School Grounds |
| 06:30 | Electricity and infrastructure connections checked by site manager | Site Manager | School Grounds |
| 07:30 | PA system and stage setup complete — mic and music test | AV Team / Volunteer | Main Stage / PA |
| 07:45 | Volunteer briefing — roles, radio channels, and emergency procedures | Event Coordinator | Staffroom / Briefing Area |
| 08:00 | Rides and amusements confirmed operational by operator | Rides Operator | Amusements Area |
| 08:00 | BBQ and canteen stalls fire up and begin food prep | P&C Volunteers | BBQ Area / Canteen |
| 09:00 | Gates open to the public | Gate Volunteers | Main Gate |
| 09:05 | MC welcomes visitors and opens the fete | MC | Main Stage / PA |
| 09:30 | First entertainment performance (e.g. school band, dance group) | Entertainment | Main Stage |
| 09:30 | Raffle ticket sales in full swing — volunteers circulate grounds | Raffle Team | Grounds |
| 10:30 | First raffle draw | MC | Main Stage / PA |
| 11:00 | Second entertainment performance (e.g. choir, student showcase) | Entertainment | Main Stage |
| 11:30 | Peak crowd — all stalls and rides in full operation | All Volunteers | School Grounds |
| 12:30 | Second raffle draw | MC | Main Stage / PA |
| 13:30 | Final entertainment performance | Entertainment | Main Stage |
| 14:00 | Grand raffle draw — major prizes announced | MC / Principal | Main Stage / PA |
| 14:30 | MC thanks volunteers, stallholders, and sponsors — closes the fete | MC | Main Stage / PA |
| 14:30 | Gates close — general public departs | Gate Volunteers | Main Gate |
| 14:30 | Stallholder pack-down and site cleanup begins | P&C Committee / Stallholders | School Grounds |
| 16:30 | Site clear, cash counted, and equipment returned | P&C Committee | Staffroom |
Radio communication between zone coordinators is essential for a large fete — assign channels for each zone (rides, food, entertainment, gate) and brief all team leads on protocols before the event opens.
Cash management is a significant risk at a fete — establish a secure float distribution process before the event opens, conduct cash collections from high-turnover stalls every hour, and have a lockable cash handling area staffed at all times.
Raffle licensing requirements vary by state — confirm with your school administration whether a permit is required well in advance, and ensure all raffle terms and ticket conditions comply with local regulations.
Establish a clear site safety plan including first aid station location, lost child meeting point, and emergency contacts — brief all volunteers on these procedures and post signage throughout the grounds.
Build a detailed stallholder brief and distribute it at least two weeks before the event — include setup times, power allocation, pack-down requirements, and who to contact on the day for issues.
Divide the fete into operational zones (gate, food, rides, entertainment, raffle, first aid) and assign a zone leader to each area. Hold a briefing 30–45 minutes before the gates open where all zone leaders and key volunteers receive their run sheets, radio channels, and emergency contacts. Use a radio or group messaging app to maintain communication throughout the event. Volunteers who know their role and have a clear contact for help will manage their area confidently without escalating to the central organiser.
A four to five hour window on a Saturday morning to early afternoon works best for most school communities — opening at 9am and closing at 2pm or 3pm suits families with young children, gives stallholders reasonable setup time, and avoids heat issues in warmer months. Starting the gate count early enough for a 9am open means stallholder bump-in from 6am is typical for larger fetes.
The highest-revenue activities at most school fetes are the food stalls (BBQ, canteen, baked goods), the raffle, and the rides. Invest volunteer hours into these three areas first. Run multiple raffle draws throughout the day to keep ticket sales momentum going, and consider a silent auction for donated goods or experiences. Collecting pre-paid ride wristbands and food vouchers in the weeks before the event reduces cash handling complexity on the day and improves revenue predictability.
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