We probably get around 200 emails a year asking for equipment for a carnival or summer fete of some kind. In the last few weeks we seem to have had loads of enquiries, perhaps because of the hot weather, but we thought it would be a good idea to write a short article on what we find works best for this type of event, as well as some handy tips that we’ve learnt along the way. We will be covering, planning, location, funding, promotion, attractions, staffing, catering, handling cash.
Form an event planning team
We often get asked “Where do I start?” We always suggest forming some kind of team or committee to help with all the jobs that need doing. This does not need to be anything formal however you may already have a group formed like a school PTA or carnival committee. The important thing is you want a group of like minded individuals prepared to work together to achieve a single goal.
Decide on a date
The next thing we suggest is you take some time to look at the calendar. Try and pick a date which doesn’t clash with anything major happening or other events in your locality. Summer holidays are never good for School Carnivals because everyone finishes term and everyone forgets about it, however if its a Community Carnival then Summer holidays are the best time to have the event because theres generally more people around to lend a hand.
Decide on a venue
Do you have a venue you can use or will you need to hire a space? If you are thinking of using your own venue is it big enough for the number of people you want to attend. Is your event going to be outside or inside? Using an outdoor space gives you more scope for bouncy castles and other attractions but if the weather is unfavourable on the day you will be limited to what you can do.
Make sure you have access for vehicles, a good power supply, access to toilets and adequate parking for your attendees. Lack of any of these shouldn’t put you off using your venue but you may have to consider hiring in additional equipment.
Funding
How is your event to be funded? Do you have funds from previous events? Is it to be a free or a pay on entry event? Will you hire in attractions and charge people to go on them or will you charge activity providers to attend and then allow them to collect money from participants. Each has its own advantages and disadvantages and in fact element of risk.
We are happy to discuss these options with you and explain the implications of each in relation to your particular situation.
The most important thing is you need to at least plan your finances rather than leaving it to chance.
Get promoting it!
Once you have set a date and location we suggest you start promoting it! Facebook and all the various other social media platforms make it very easy nowadays to tell everyone that it’s happening. Quite often a great event fails because organisers do not tell people that its actually happening. Never assume!
What sort of entertainment works?
Perhaps the single most important question you have to ask yourself is “Who is going to come?” The type of entertainment varies according to the age group of the people attending. There is no point in only providing a small bouncy castle if you are expecting teenagers and young adults.
We always recommend what we call “money makers”. These are activities that can accommodate lots of people and have a high throughput.
From our inflatable range this would include:
If you use these attractions as a starting base we also suggest some of the inflatable games such as:
And don’t forget side stall games like the coconut shy, and who can resist a go at the high striker or giant buzzwire.
These will keep the event fun and interesting and the grown ups can also play which keeps them entertained!
Staffing. Who’s available to help on the day?
Once you’ve planned the entertainment you need to look at logistics for the day. How many helpers are free to supervise a stall or take money on the activities? Some activities will come with supervision but you need to make sure you have lots of spare people to allow others to take breaks and sort out any issues that may arise. The more staff you have the easier your event will run. Make sure that staff are easily identifiable with T shirts or tabards.
Catering. Who’s hungry?
Quite often food is overlooked at a carnival event but it’s a great opportunity to generate revenue if you have the helpers available to cook and serve. Remember though you will need to ensure that you have met all the relevant Food Hygiene regulations! If this sounds like too much trouble we do offer event catering in the form of burger vans, hog roasts, ice cream etc… Often we can work out a profit share where we actually pay you to trade at your event!
Managing the money
Carnival events do have a tendency to have lots of outlets which are taking money. You will need floats and cash boxes and somewhere secure to handle the money. Quite often helpers do not want the responsibility of managing takings. If this is something you are encountering then we suggest having a central “Pay Point” where people can buy tokens or vouchers for each of the activities. That way all the helpers are taking is tokens and there is less worry for them and less worry for you. We can help with this.
The other bits
Now you have the carnival attractions, you’ve ensured everyone is fed and watered and you’ve told everyone it’s happening.
Other good things to consider are:
Invite local musical or dance groups to perform - this is a great way to draw a crowd because mums love to watch little Johnny performing in public!
Don’t forget you will need things like first aid cover and insurance.
Unfortunately the day doesn’t end when your attendees go home so make sure you have enough people around to clear up with bin bags and brushes.
What next?
We hope your event goes smoothly. We are always available to offer suggestions or help with planning just give us a call on 01792 830000or send us a message through the website.
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