the day. Check on the space availability and number of tables (dealers like 2 – one at the back for stock and one at the front for the customers) . If you want dealers to attend be sure to contact them immediately you have a date and venue as their diaries can be booked.

Raffle Tickets and Goody Bags – Raffle tickets to buy upon entry are a great way to keep a check on how many people have attended your fair. They are useful in raising funds (you can acknowledge a sponsor on them also). Goody Bags for the youngsters at the end of the day or as they leave are also a good idea (see Goody Bag Contents).

Club Table/Information Desk – if possible, have your club table located near the entry. It will be a useful information point for what’s happening through the day (have auction, awards ceremony, raffle drawing and display times advertised). You can also sell small packets of stamps to raise club funds and have general information on club meeting times etc.

Advertise!

Advertising your fair is vital if you want to have a successful day. Whatever your budget for the day, allocate at least 35% to advertising. Putting up banners and posters near the event on the day is good to help people find your fair, but it is of little use in advertising as people need to know ahead of time. Ask a local printer or copy shop to sponsor you by way of posters (with their logo as sponsors on the posters) and blanket your local shops, post office, schools and churches with them at least 2 weeks before the date. Be sure your poster is colourful, states the venue, date and opening times (and mentions the word ‘fun’!).

Other advertising outlets are- your local radio station, your local newspaper, Rotary or other retired persons groups, your local adult philatelic society. Don’t forget to tell the A.B.P.S. and also tell the Stamp Active Network – we will gladly promote your event on this website www.planetstamp.co.uk.
Local businesses such as your newsagent (who may sell stamps), supermarket, chemist etc., may all be interested in 		sponsoring an award, raffle prize, auction lots, goody bag contents etc., if you offer them the publicity. In a small community a prominent business will want to further its goodwill by having its name linked to an event which benefits children. ‘Proudly sponsored by…’ is a tried and tested marketing tool.

You’ll Need Helpers…

Organising and running a successful fair or activity day depends a lot on volunteers prepared to help man the tables and supervise the activities. As a guide, you should have one person for each activity/table, 2 or 3 to man the entry doors (in rotation), someone to watch the displays and 2 or 3 people to assist with the auction and points calculation. Don’t forget to allow for short lunch breaks by having some back-up.

Finding suitable adults will take time, so prepare well in advance and contact parents, teachers, church officials etc., to help you. Your local Rotary group may be able to help also. Be aware that your helpers need to know what is expected of them, and basic guidelines for dealing with children if they have not assisted at a similar event previously. (Check the section ‘Safeguarding your members’ .)

Remember to allow for the set-up of the tables and facilities before and at the end of the fair.

Introducing on your right -Squidge the KIDSTAMPS mascot