Start with the school's fundraising aim
Before choosing stations, the school committee decides whether the carnival will be entirely free entry, partly paid or fully ticketed. This decision determines how many token or ticket points you need, how volunteers handle cash or tokens, and what reconciliation looks like at the end of the day.
The school must approve all money-handling arrangements, including who collects, stores and counts funds. This guide does not grant or imply any regulatory permission for fundraising; check with the school administration and any relevant requirements for your event.
Free-access and paid-token split
One practical approach, if the school approves, is to split the carnival into two zones:
- Free-access zone: school-approved DIY or rented activities with no separate participation charge. Confirm the permitted ages, supervision, accessibility and operating arrangements for each selected station.
- Paid-token zone: game booths where players exchange tokens for turns and can win small prizes. Tokens are purchased from a central sales table run by volunteers.
A free-access option can let participants join without buying game tokens. Confirm that the proposed activities actually meet their access and age requirements; the school-approved plan should explain which stations sit in each zone.
How a token system works
- The school prints or purchases tokens in advance. Each token represents one turn at a paid station.
- Volunteers at a central sales table distribute tokens. The school decides the price per token and whether any tokens are given free to each student.
- At each paid station, the volunteer collects the token, grants a turn and drops the token into a sealed collection box.
- At the end of the event, a designated volunteer counts the tokens collected at each station and reconciles against the sales table records.
How a passport works
A passport is a printed card each participant carries. As they visit each station, the station volunteer stamps or marks the card:
- In a free carnival, the passport is a participation tracker; children aim to visit every station
- In a paid carnival, the passport can double as a pre-paid ticket with a set number of station visits included
- A non-competitive alternative: replace scoring with stamp collection, so every child who completes all stations receives the same recognition
Download a ready-to-print multi-station passport and volunteer brief: School Carnival Passport and Volunteer Brief (PDF)
Passport and volunteer brief: field reference
The downloadable resource includes the fields below. Use this HTML version as a starting point if you prefer to edit before printing.
Passport card fields
| Field | Purpose |
|---|---|
| Participant alias or group name | Identifies the participant without requiring full personal data |
| Group or class | Helps volunteers direct participants to the right zone |
| Station 1 through 8 (blank boxes) | Each box is stamped or marked when the participant completes that station |
| Scoring (blank, school-approved) | Optional; the school decides whether to use scoring or stamp collection only |
| Non-competitive note | The school may choose recognition for completing all stations rather than ranking participants |
Volunteer brief fields
| Field | Purpose |
|---|---|
| Organiser contact name and number | Who to reach during the event |
| Station name and location | Where the volunteer is posted |
| Station rules | How to explain the game, turns per token, reset procedure |
| Opening duties | Check materials, count starting token and prize stock |
| Closing duties | Count remaining stock, seal collection box, return materials to organiser |
| Supervision and access notes | Age or accessibility considerations for the station |
| Escalation and incident routing | What to do if equipment breaks, a child is upset or a parent has a concern |
| Token and prize handover | How collected tokens and remaining prizes are returned at end of shift |
Accessible alternatives and queue management
Discuss access and participation needs with families, the venue and selected equipment providers. Prepare alternative activities rather than declaring a station accessible without assessment. Use headcount, operating windows and the rotation plan to plan queues; adding stations does not guarantee a particular wait time.
Prize stock at paid stations is subject to confirmation with the supplier. Do not promise a specific prize for every turn unless the stock is confirmed and allocated.
Station ideas for a fundraiser carnival
For original DIY game ideas with materials and scoring, see carnival game booth ideas. For the full rental game booth catalogue, see the carnival games and booths page. DIY and rental stations work well together: schools fill budget gaps with volunteer-run games and add rental equipment for formats that need specialised hardware.
Check the applicable fundraising requirements
Ask the school and any beneficiary to confirm the requirements for your proposed event. The Charity Portal’s fundraising guidance is an official starting point; this planning example does not establish an exemption or permission.
Printable passport and volunteer brief
Use these organiser-editable fields. They do not set game permissions, prizes, prices or operating capacity.
Multi-Station Passport
Print one card per participant. The school decides whether to score or use stamp collection only.
Instructions
Write the participant's alias or group name at the top. As you visit each station, show this card to the volunteer and they will stamp or mark the box. Visit all stations to complete the passport.
Participant details
- Participant alias or group name: ___________________________
- Group / class: ___________________________
Station stamps
| Station | Stamp / mark |
|---|---|
| 1. _______________ | [ ] |
| 2. _______________ | [ ] |
| 3. _______________ | [ ] |
| 4. _______________ | [ ] |
| 5. _______________ | [ ] |
| 6. _______________ | [ ] |
| 7. _______________ | [ ] |
| 8. _______________ | [ ] |
Scoring (optional, school-approved)
- Scoring method: ___________________________
- Total score: ___________________________
Non-competitive alternative
The school may choose to recognise every participant who visits all stations equally, rather than ranking by score. If this option is used, stamp collection replaces scoring.
Volunteer Brief
Print one brief per station volunteer. Fill in before the event and distribute at the pre-event briefing.
Event and contact details
- Event name: ___________________________
- Date: ___________________________
- Organiser contact name: ___________________________
- Organiser contact number: ___________________________
Station assignment
- Station name: ___________________________
- Station location: ___________________________
- Shift time: ___________ to ___________
Station rules
Explain the game to each participant before their turn. State the number of turns per token (if applicable) and the reset procedure between players. If using a passport, stamp the participant's card after their turn.
Opening duties
- Check all materials are present: ___________________________
- Count starting token stock: ___________________________
- Count starting prize stock: ___________________________
- Confirm table and queue markers are in place: [ ]
Closing duties
- Count remaining token stock: ___________________________
- Count remaining prize stock: ___________________________
- Seal token collection box: [ ]
- Return all materials and stock to organiser: [ ]
Supervision, access and escalation
Note any age or accessibility considerations for this station. If equipment breaks, a child is upset, or a parent has a concern, contact the organiser immediately using the number above. Do not attempt repairs or leave the station unattended.
Token and prize handover
- Tokens collected this shift: ___________________________
- Prizes distributed this shift: ___________________________
- Handover received by (name): ___________________________
- Handover time: ___________________________
Download the printable school-carnival pack (PDF)
Frequently asked questions
Get the school’s approval for the fundraising purpose, money handling and participation rules, and ask whether other venue, beneficiary or regulatory requirements apply. School approval alone is not a determination of those requirements. Consult the relevant official guidance before offering paid tokens or public collections.
A school-approved plan could use a prebooked activity pass, a different ticket format or free participation. If donations are proposed, check the relevant fundraising requirements separately. Choose and explain the approved format before volunteers start collecting money or tokens.
Assign a volunteer to count tokens and remaining prizes at each station at closing. Reconcile the station counts against the sales table records. The school decides what happens to surplus stock and collected funds.