Carnivals are a great way for organisations to fundraise, connect with people, and raise their profile. Unfortunately, not all carnivals hit the mark. Some are memorable, but for all the wrong reasons—think sparse attractions, outdated (not retro) rides, or a lack of variety and inclusivity. 

Plan for a carnival that stands out for being a highlight, leaving a positive impression while achieving your brand’s goals! At The Arcade People, we’re a team of seasoned event planners and specialists who excel at pulling off extraordinary carnivals. Keep reading for key tips on how to plan a carnival that’s unforgettable for being fun, lively and well-organised—not for being a flop.

Identify the Purpose of Your Carnival

Your carnival’s vision serves as the seed for your planning. More often than not, this vision is already set; whether handed down from upper management or established as part of the carnival’s concept. Whether you’re aiming to fundraise, celebrate an achievement, or bring the community together, your carnival should have a clear purpose—even something as simple as helping people get to know each other!

Defining these factors clearly can help guide your vision into something tangible. While you’re at it, think about the event’s theme; this will provide a broad framework for your planning and make it all the more fun. It’s also wise to consider your target audience early on so you can tailor the experience and avoid unnecessary revisions as you move forward.

Put Together a Solid Team

Who’s in the dream team? Your volunteers or staff members can make a huge difference in the energy, turnout and success of your carnival. It might be tempting to choose people you know, but it’s worth putting some extra thought into. Consider each person’s strengths and experience, and assign roles and responsibilities accordingly. A well-synergised team serves as the bedrock of a fantastic event. 

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Get the Big Picture Sorted First

“Let’s talk budget” might not be the most thrilling part of planning, but it’s essential. Create a budget that includes everything from permits and food to entertainment and decorations. Appoint a reliable treasure to manage the finances, keep track of expenses, and ensure everything stays on track. While a larger budget offers more creative freedom, a smaller budget can help keep costs down for attendees, incentivising their attendance. Balancing the two will help you make the most of your carnival without breaking the bank. 

Then, Zero In on Attractions and Activities

Once you’ve pinned down your location, it’s time to dive into planning attractions and activities. Aim for a variety of engaging options, such as classic carnival games, rides, food stalls, beverage stations, and, if your budget allows, live performances for a more authentic experience. Make sure these attractions appeal to different age groups and interests to keep everyone entertained. Incorporate local vendors to add a unique touch, and ensure all activities fit well with your carnival’s theme, whether it’s for daytime or nighttime.

For an extra burst of excitement, include prizes—these are a surefire way to ramp up the fun! Whether it’s prize dispensing machines like giant claw catchers, game booths like vase shooters, or a quirky cash grabber, these elements will ensure your carnival is a hit and leaves everyone buzzing.

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Manage Logistics and Secure Permits

One of the most crucial items on your to-do list is to obtain the right permits and insurance to keep everything compliant and safe—for both volunteers and attendees—whether it’s for rides, food, or other attractions. It’s also a great time to think about foot traffic and safety measures like first aid stations and crowd control. Plus, don’t forget to plan for transportation and parking to make things as smooth as possible for your guests. 

Spread the Word and Promote

Gone are the days of just handing out flyers for carnivals—promotion has become much more dynamic! Social media is a stellar starting point for getting the word out. If your budget allows, newspapers and posters can also broaden your reach and attract a more diverse crowd. 

While the classic ticket stub still has its charm, online ticketing systems and their digital tickets offer a more sustainable and convenient option. In today’s world, that might just be the way to go; but ultimately, it’s up to you to decide what works best for your event. 

Set Up and Test in Advance

Make sure all equipment, including food stalls, rides, and game booths, is set up and tested before the event kicks off. This will help ensure everything runs smoothly, preventing accidents and minimising disruptions during the carnival (these checks may also be part of the safety standards established in your permits). 

By addressing technical issues in advance, you can pave the way for a more enjoyable experience for everyone involved and focus on other aspects on event day, knowing everything is in working order. In other words, prevent the preventable!

Plan for When Things Go Off Course

No one wants things to go south, but having a backup plan ensures you’re ready, just in case. Being prepared for unexpected issues like weather changes, tech hiccups, or medical emergencies helps to pull your event through any inevitable challenges. 

Besides figuring out how likely they are and what impact they could have, set up action plans, assign specific roles and gather any resources you might need in such a scenario. Last but not least, run through the protocols with your team so everyone knows what to do. That way, if something does go wrong, you will be equipped to respond effectively for the show to still go on. 

Incorporate Event Mementos

Creating lasting memories often involves having something physical to remember the event by. Mementos like printed photos, t-shirts, personalised pins, plush toys, and even custom-made game tokens help guests recall the fun and excitement of the event long after it’s ended. These keepsakes let them relive the good times and get excited about the future events you might organise.

Keep Assistance Readily Available on Event Day

Even when you think everything is perfectly planned, there’s still more to do. Make sure you have your team ready to oversee the event and handle any issues that come up. They should also be prepared to make attendees have an amazing experience by addressing their needs and feedback swiftly and professionally. The carnival isn’t over until it’s completely wrapped up, so don’t let your guard down and stay on top of things until the very end!

Rent Top Carnival Picks at The Arcade People

Planning a successful carnival involves more than mere great ideas, it’s about execution and attention to detail. From setting a clear purpose and building an awesome team to managing logistics and unexpected hiccups, every step matters. These tips set you up for hosting a carnival that everyone will talk about for all the right reasons!

Got a carnival or an event in the works that could use a touch of fun and energy? Check out The Arcade People now to rent popular arcade machines and carnival games that will delight attendees from all walks of life. With possibly the largest collection in Singapore and expert advice from our top event specialists, we’re here to help you piece together a fair of a lifetime.

Don’t be shy, get in touch. Custom arcade machines available.