Carnival fundraisers remain one of the most effective ways for schools, churches, nonprofits and community organizations to raise money while bringing people together. With games, food, rides and family friendly entertainment, these events can attract large crowds and encourage repeat attendance year after year.
Successful fundraising carnivals require more than just attractions. Careful planning, a realistic budget and a dedicated team all play a role in creating an enjoyable experience that helps you reach your fundraising goals.
Use the checklist below to stay organized as you plan your carnival fundraiser from start to finish.
13 Steps to Plan a Carnival Fundraiser
Skipping any of them can lessen the chance of success. It’s a large endeavor, but easier to manage if you build a great team and take everything one step at the time.
Step 1: Define the Goal of the Carnival Fundraiser.
Decide how much you intend to raise and how many people you need to attract to reach that goal.
Step 2: Build your fundraiser carnival team.
From the outset, you want to build a team rather than do everything yourself. Assign people you trust to areas such as food, parking, providing entertainment and marketing.
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Step 3: Decide where and when to have your carnival fundraiser.
Pick the right time to draw the maximum number of people. You’ll want a location that can handle the maximum number of people you expect. Also, have a backup plan in case things don’t work out with the weather.
Step 4: Choose a carnival fundraiser theme.
If it’s Fall, think about a harvest or Halloween theme. If it’s spring, think about luau. Many build a carnival fundraiser around the culture of one country, offering decorations and food from that culture.
Step 5: Apply for permits.
Most cities and counties require permitting to hold a carnival. Check with them to see exactly what kind of permits are required. Depending on your location, you may also need permits for food vendors, temporary structures, electrical equipment or road closures. Confirm all requirements well before the event date to avoid delays.
Step 6: Evaluate your insurance needs.
What type of event insurance do you need for your fundraising carnival? If the carnival is held with a school, the school might have some type of insurance. Review liability coverage with your insurance provider and ask vendors to provide proof of insurance if they are supplying rides, inflatables or other attractions.
Step 7: Establish a budget.
At this point, you will know many of the necessary costs. Get a budget down that you can stick to and that will provide guidance for your decisions on what to buy and rent for the carnival.
Step 8: Fund staff for the carnival.
You will want to make sure you have enough people to serve food, operate the gates, run the game booths, take tickets, etc. Create volunteer schedules in advance so every attraction, ticket booth, concession stand and parking area remains staffed throughout the event.
Step 9: Provide entertainment.
Choose attractions that appeal to a variety of age groups. Carnival games, inflatable obstacle courses, bounce houses, mechanical rides, giant slides and interactive games help keep guests engaged while encouraging families to spend more time at the event.
Step 10: Make a map of carnival grounds.
If you throw a big fundraising carnival, provide everyone (especially the kids) with a map so they can find every activity they want to try. Include food vendors, restrooms, first aid stations, parking areas and information booths so guests can easily navigate the event.
Step 11: Manage the money.
Make sure to have a simple system for handling money that does not involve that many people. The fewer hands you have on the money, the less chance of miscounting or mislaying cash (or theft).
Step 12: Consult with professionals.
Party professionals can help guide you through making big decisions on the size, entertainment options and other important aspects of your carnival.
Step 13: Promote Your Event
Start promoting your fundraiser several weeks before the event through social media, email newsletters, school communications, community calendars and local businesses. Encourage volunteers and sponsors to share the event to help increase attendance.
Fundraising Carnival Success
Carnivals are a great way to raise money for a good cause. Planning a successful carnival fundraiser starts with setting clear goals, organizing volunteers and choosing attractions that keep guests engaged. With thoughtful preparation and the right entertainment, your event can create lasting memories while helping your organization reach its fundraising goals. Working with an experienced event rental company can also simplify planning and help ensure everything runs smoothly on event day.
