Start with a Date, a Field and a Rain Plan

A summer fete can pull a whole village or neighbourhood together, but only if you give yourself enough runway. Aim for at least ten to twelve weeks of planning. The first job is agreeing a date that does not clash with the school holidays, a big local football match or another event down the road. Check with the parish council or the owners of your chosen green or school field, and confirm whether you need public liability insurance, a temporary events notice or permission to sell alcohol.

Pick a venue with good drainage, some natural shade and room for cars, buggies and wheelchairs. Book a marquee or gazebo early, because hire firms get snapped up from May onwards. Then write a wet-weather plan before you need it: which stalls can move indoors, who decides to postpone, and how you will tell everyone. A simple text message chain among stallholders saves hours of worry on the morning itself.

Book the Stalls and Fill the Field

Variety is what makes a fete feel alive. Mix charity and craft stalls with food, games and a few things children can spend their pocket money on. Approach local groups first, because they arrive with volunteers, tables and a ready-made audience. Try the scout troop, the WI, the allotment society, the dog rescue, the mosque or church, the rugby club and the parent teacher association.

• Craft and produce stalls: jam, chutney, honey, plants, knitted goods, candles and cards.
• Games: tombola, hook-a-duck, coconut shy, splat the rat, lucky dip and a tin can alley.
• Food and drink: a cake stall, a burger van, an ice cream tricycle, a Pimm's tent and unlimited tea.
• Charity and information stands: give them a pitch near the entrance so visitors see them on the way in.

Charge a modest pitch fee for commercial sellers, and offer free or reduced space to charities and schools. Ask each stallholder to bring their own table, gazebo, float and bin bags, and confirm in writing what time they can arrive and when the field closes. Keep a single spreadsheet listing names, contact numbers, pitch numbers and any electrical needs.

Arrange Entertainment for Every Age

Entertainment should run continuously so there is never a dead moment. A brass band or ukulele group will happily play for a donation, and a local dance school or choir always draws a crowd of proud parents. A dog show with novelty classes such as waggiest tail and best rescue is a guaranteed hit, and a tug of war between two local pubs can become an annual grudge match.

For younger children, keep a bouncy castle, a face painter, a storyteller and a craft table where they can decorate a crown or plant a sunflower seed. Add a few side attractions: a raffle with prizes donated by local shops, a second-hand book stall and a guess-the-weight-of-the-cake competition. Announce everything through a microphone or a friendly compere, and print a simple running order so everyone knows what is happening next.

Think about sound levels and neighbours. Keep music facing away from nearby houses, finish amplified entertainment by early evening and post a note through doors the week before to explain timings.

Refreshments, Volunteers and Money

Sort the food early. Anyone selling or handling food needs to follow basic hygiene rules, and if you are preparing anything on site you should have a designated person in charge of the kitchen. Buy in bulk where you can, borrow urns and cool boxes from the community, and label everything clearly for allergens. Provide plenty of water for volunteers and free squash for children.

Volunteers are the engine of the day, so recruit in shifts rather than asking for the whole afternoon. Two hours on a stall is manageable; six is exhausting. Give every volunteer a named contact, a briefing sheet and a drink token. Set up a rota for the gate, the car park, the tombola, the raffle, first aid, litter picking and the all-important clear-up crew.

Handling money needs discipline. Use a cash box with two people counting, issue floats in small notes and coins, and consider a card reader or QR code for larger payments. Record takings at each stall on a simple sheet so you can work out what to repeat next year. Bank the money promptly, keep receipts for every expense, and thank donors publicly afterwards.

Create a Simple Map Everybody Can Follow

Visitors relax when they can find things without asking. Draw one clear map and use it everywhere: on posters, in the programme, on the gate and on a large board near the entrance. Keep it uncluttered and use numbered pitches that match the stallholder list.

• Mark the essentials first: entrance, car park, toilets, baby changing, first aid and the lost child point.
• Group similar stalls so food sits together, children's games form a zone, and craft stalls line the main walkway.
• Show the layout of the field with landmarks such as the oak tree, the pavilion or the church spire for orientation.
• Include timings for the dog show, raffle draw and tug of war beside the map.

Print the map at A5 for the programme, A3 for the gate and something bigger for the information tent. Ask someone who has never visited the site to read it back to you; if they hesitate, simplify it. On the day, add a few chalk arrows or bunting along the approach so people arrive in the right frame of mind.

On the Day and Afterwards

Arrive early, walk the field, and check the gates, bins, signs and access routes. Brief volunteers together before the first visitor arrives, hand out maps and rota sheets, and keep a spare copy of every contact number in the information tent. Watch the weather, keep an eye on queues at the busiest stalls, and remember that a fete is meant to be enjoyable for the people running it too.

When the last table is folded, count the money, note what sold well and send thank-you notes to stallholders, sponsors and volunteers. Share a short summary of what you raised in the local newsletter or on the noticeboard, and ask for honest feedback. That small act of reflection is what turns a one-off summer fete into a fixture the whole community looks forward to.