Program Director - Finalize ideas and delegate tasks. Follow up the task with lots of phone calls! Try to be a team player and not everyone’s boss!
Food Coordinator-Call restaurants and halal caterers to donate food and ensure that food is warm during the event and recruits enough volunteers to sell food.
Finance - Make sure that the expense sheets and income sheets are being tallied. Keeps record of the events’s income and expenses.
Volunteer Coordinator- Ensure that there are enough volunteers on the site, and check to make sure that they are doing their tasks during the event.
Business Relation- The one who calls all the vendors to sign up to get a booth. Sell booths and give them receipts. Ensure that all vendors have proper booths set up for the event.
Public Relation- The one makes the fliers, puts ads in local newspapers, sends out emails and sends e-newsletters about the event. Advertise on facebook and twitter and on local masjid billboards.
Security Person: Have security crew to ensure everyone’s safety.
Salah Coordinator-The one who makes sure there is enough sheets to pray on, ensures that the Athan is called, and the prayers led. etc.
Sound System-Ensuring that the sound system will be set and working that day.
Meet At Least a Few Times
Key to a successful event is to plan. Get together and brainstorm ideas, create a layout of the place, check on each other’s tasks.
The best event should be planned out at least 16 weeks prior to the event. However, I have seen some well done carnivals put together in as little as one month.
Ensure Everyone’s Safety
Hire Muslim security crew. Sometimes there are also retired cops, or security people. Many Muslims have security jobs. Ask them if they can take a day off from work, and volunteer to secure the event. They could even wear their uniform. I have seen one Muslim security company all wore black khufi as well as a khamis, and boot camp pants.
Set the Venue
With your committee, set the date, and secure a place. Make sure your committee are all on point with what take place in the program. Make an hour by hour program for yourselves. When to start, when to warm the food, when the bouncers open, when the pony rides would start etc.
Make Sure You Have Enough Volunteers!!!!
I can not stress this enough. I have seen disaster and burn out when one person tries to run everything in the carnival. You’ll need lots of volunteers to run your carnival.
Examples of jobs are:
1. Creating fliers, signs, and ‘ads’ for school newspapers
2. Selling tickets before and during your carnival
3.Setting up booths, games and decorations
4.Running the booths and games and handing out prizes
5.Running the PA system for announcements if necessary
6.Setting up lost and found station
7.Food sales, unless you allow outside vendors to sell their food.
8.Setting up trash and recycling cans. Cleaning up during and after the carnival
9.Tearing down booths, games and decorations after the carnival
10.Have several volunteers for ’just in case’. They may need to run to the store etc.
Make a Budget
You’ll also need to budget for table and booth rentals, prizes, food, decorations, advertising, the actual tickets, the games themselves, and security. You need to set a charge that is reasonable and affordable so people will want to come back next year. Try to keep in mind that you should budget to spend no more than $2,000. and raise $6,000+.
Must Have in the Carnival
Donation Box at the front entrance (suggested price $1.00 per person, $5.00 for family more than 5)
Food Concession
Ticket booth to sell the rides, and anything extra like cotton candy, and pony rides.
2-3 Bouncers
Store vendors
Pony rides or petting zoo
Cheap and Easy Fun Station
Face painting, henna, arts and craft.
Basketball shots -3 times in the hoop and you get a prize
Hit the target with a Balloon/or water gun-If you hit the target you get a prize.
Bowling-Knock all the pins you get a prize.
Dip 3 times for the gold fish, you get a gold fish.
Food Items
Most times, you can get Muslim restaurants to donate food, if you let them advertise in your event. Or have parents each bring one tray of food, below is a list you can add to. Remember that people like warm food, so always have extra burners and couple gallons of water.
Pizza
Burgers
Kebabs
Ice Cream
Soda and Juice Boxes
Chicken and Rice
Pasta
Fried Chicken
Hot Dogs
Fruit Salad
Chips or French Fries
Fried Fish
Chicken Tandoori
Gyro
Water Bottles
Invest in dry ice to keep cold food and drinks cold. For example you can store ice cream in a car trunk with a couple of slabs of dry ice.
By planning carefully, you can earn money for your organization.
Make Lots of Dua!
You cannot succeed in anything without the help of Allah. So make sure you dedicate time to make lots of dua for the success of this event!