Free Community Fair Activity Plan Template
COMMUNITY FAIR ACTIVITY PLAN
I. Event Overview
Event Name: Oakwood Community Fair
Date: Saturday, June 15, 2054
Time: 10:00 AM - 4:00 PM
Location: Oakwood Park, 150 Park Lane
Target Audience: Families, local residents, and community groups
Theme: "Celebrating Local Talent and Unity"
II. Objectives
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Goal 1: Promote local businesses and entrepreneurs by providing a free booth space for them to showcase their products and services.
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Goal 2: Encourage community involvement by offering a variety of interactive activities for all ages.
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Goal 3: Raise funds for local charity organizations through a raffle and donation stations.
III. Event Schedule
|
Time |
Activity |
Location |
Assigned Person/Team |
|---|---|---|---|
|
10:00 AM |
Opening Ceremony |
Main Stage |
Event Coordinators |
|
10:30 AM |
Craft Market Opens |
Vendor Area |
Market Team |
|
11:00 AM |
Kids' Games (Bouncy Castle, Face Painting) |
Kids' Zone |
Volunteer Team |
|
12:00 PM |
Cooking Competition |
Cooking Tent |
Chef Panel |
|
1:30 PM |
Live Music Performance |
Main Stage |
Entertainment Team |
|
2:00 PM |
Local Talent Show |
Talent Stage |
Talent Coordinator |
|
3:30 PM |
Raffle Draw |
Main Tent |
Fundraising Team |
|
4:00 PM |
Event Close |
- |
Event Coordinators |
IV. Activities and Description
-
Activity Name: Kids' Games (Bouncy Castle and Face Painting)
Objective: Provide fun, safe activities for children to enjoy while parents explore other parts of the fair.
Materials Needed: Bouncy castle, face painting supplies, volunteer staff
Instructions:
-
Set up bouncy castle in designated area.
-
Provide face painting service using safe, hypoallergenic paints.
Duration: 2.5 hours
Responsible Person/Team: Volunteer Team
Target Audience: Children and families
-
Activity Name: Cooking Competition
Objective: Showcase the culinary skills of local chefs and encourage community engagement through food.
Materials Needed: Cooking utensils, tables, ingredients
Instructions:
-
Set up cooking stations for each participant.
-
Judges will evaluate dishes based on creativity, taste, and presentation.
Duration: 1.5 hours
Responsible Person/Team: Chef Panel and Event Staff
Target Audience: Food enthusiasts, families
V. Staffing and Volunteer Roles
|
Role |
Name |
Responsibilities |
|---|---|---|
|
Event Coordinator |
Sarah Lopez |
Oversee the entire event, coordinate activities |
|
Market Team Lead |
James Anderson |
Manage vendor booths and ensure smooth operations |
|
Kids' Games Supervisor |
Emily Park |
Supervise the bouncy castle and face painting |
|
Chef Panel Leader |
Mark Davis |
Organize the cooking competition and judging |
|
Fundraising Lead |
Olivia Harris |
Handle raffle, donation stations, and prizes |
VI. Budget Plan
|
Item/Service |
Estimated Cost |
Total Cost |
Notes |
|---|---|---|---|
|
Bouncy Castle Rental |
$300 |
$300 |
Includes setup and takedown |
|
Face Painting Supplies |
$100 |
$100 |
Paints, brushes, stencils |
|
Raffle Prizes |
$250 |
$250 |
Local business donations |
|
Sound System for Stage |
$400 |
$400 |
Rental for PA and microphones |
|
Cooking Equipment |
$150 |
$150 |
For competition setup |
|
Marketing Materials (Flyers) |
$150 |
$150 |
Printed flyers and posters |
VII. Marketing and Promotion Plan
-
Channels: Social media (Facebook, Instagram), local newspaper ads, flyers posted in local businesses, and email newsletter.
-
Timeline: Start marketing campaign 4 weeks before the event, with weekly posts on social media and reminders in the local newspaper.
-
Responsible Team/Person: Marketing Coordinator (Julia Roberts)
VIII. Risk Management and Safety Plan
Risk 1: Rain during the event.
-
Mitigation Strategy: Rent tents for vendor booths and activities; monitor weather forecasts and have a contingency plan to reschedule outdoor activities.
Risk 2: Overcrowding at popular activities.
-
Mitigation Strategy: Designate additional activity areas and create a flow for people to move through the event without congestion.
IX. Evaluation and Feedback
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Evaluation Method: Post-event surveys for attendees, vendors, and volunteers. Observation during the event.
-
Feedback Collection: Use an online survey tool and have physical feedback boxes at the event.
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Post-Event Review: Meet with the event team to discuss what went well and identify areas for improvement.
