35-Point Checklist For Planning A Fundraising Carnival
Setup Carnival Area
Obtain necessary permits, licenses, and insurance for fundraising, public event, and “games of chance”
Determine carnival required size, location, and amenities
Check with local community centers or parks and recreation department for venue
Contact your organization’s staff and volunteers to help with the event
Check to make sure of adequate parking
Plan set up of tables, chairs, booths, and activity areas
Check for area safety before starting event
Arrange for Event Entertainment, Food, and Drink
Call police and fire departments to bring car and firetruck for kids to check out
Contact musicians or DJ to arrange for music - look for possible volunteer
Arrange for face painter, balloon animals creator, and caricature drawer - possibly volunteers
Purchase (or have donated) prizes for kids’ activities - ex. toys, bouncy balls, cookies
Rent a bounce house
Buy ticket rolls and sell tickets for entrance and food
Sell raffle tickets for donated prizes - announce winners toward the end of the event
Arrange for food, plates, and utensils - set up grill for hotdogs, hamburgers, condiments - provide chips, nachos, ice cream cones, and sodas and water bottles (possibly donated)
Plan Set Up of Activities for Youth
Cakewalk - purchase cakes (or have donated)
Musical chairs
Bean bag toss
Horseshoe toss
Ring toss
Basketball Free Throw - if carnival held in gym
Football toss
Baseball toss - knock down bottles
Darts - pop balloons on target
Outdoor obstacle course - ex. with hula hoops, cones, and tires
Outdoor relay races - ex. carry spoon with egg, carry water balloon
Candy Guessing Jar: Guess the number of candies in a jar for a donated prize
Marketing the Event
E-mail parents who participate in community programs to bring kids, and invite other families
Put event on your organization’s website calendar, newsletter, and social media
Put signs or banners near the community center or recreation center
Press release - contact local radio station and newspaper
Promote the carnival before your community programs and events a few weeks prior to the carnival
Place flyers on bulletin boards at local libraries, recreation centers, schools, stores, and nearby residences
Have person take pictures of the carnival to put on your organization’s website afterwards - will encourage people to go to the next event if they missed this one.
Closing and Cleanup
Plan to have staff and volunteers close and clean up after the carnival, and thank them for their help.
For more information on planning a fundraising carnival:
https://bloomerang.com/blog/festival-planning/
https://www.funcrewusa.com/resources/how-to-plan-a-carnival-fundraiser/