Guide to Holding a P&C Election Day Fundraising BBQ

Election Days are a fantastic opportunity for P&Cs to run a successful fundraising BBQ at a polling place. With high foot traffic, it’s a great way to engage with the community and raise funds. This guide covers everything you need to plan, execute, and wrap up a compliant and enjoyable BBQ event. 

Understand the Rules Around Fundraising at Polling Places 

Key Considerations: 

  • Permission: Obtain approval from the venue host (e.g. the school) to host a BBQ. 
  • Non-Partisanship: Keep the BBQ politically neutral - no campaign materials or affiliations. 
  • Insurance: Notify your P&C’s insurance provider to ensure public liability coverage. 

Food Safety Requirements 

Best Practices: 

  • Hygiene: Use gloves, wash hands, avoid cross-contamination. 
  • Temperature Control: Store cold items below 5°C; cook meats to at least 75°C. Use a meat thermometer. 
  • Safe Storage: Keep cold foods in coolers with ice; hot food should be kept warm until served. 
  • Waste Management: Provide plenty of bins and bags for clean disposal. 
  • Allergen Awareness: Label foods with potential allergens (e.g., gluten, dairy). 

Useful Links: 

Quantities of Food Required 

Each polling place will have it’s own unique characteristics. Some P&Cs might sell more vegetarian options than others, for example. Check your previous records to track BBQ sales at your school to better understand what you might need – and be sure to keep a record for the next committee too. 

*Remember hungry voters often bring hungry children with them!* 

P&Cs can also use voter turnout statistics from previous elections to estimate the likely foot traffic at their polling booth on election day. 

Basic Guide (per 100 voters ):

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  • Sausages: 100  
  • Bread/Rolls: 100 
  • Onions (sliced): 5kg 
  • Condiments: 2 - 3 bottles each of tomato, BBQ, mustard 
  • Soft Drinks/Water: 100 cans/bottles 
  • Napkins: 150 - 200 
  • Vegetarian options: 10 - 20 

Tip: Slightly overestimate to avoid running out. 

Optional Items: 

  • Bacon (20 serves/kg) 
  • Eggs (⅔ the number of bacon serves) 
  • Gluten-free bread (keep separate) 

Equipment Checklist 

Essential Items: 

  • BBQ and gas bottles
  • Cooking utensils (tongs, chopping boards) 
  • Coolers or eskies with ice 
  • Marquee or gazebo for shelter 
  • Serving tables and signage 
  • Cash float and card reader (e.g., Square) 
  • Cleaning supplies (such as wipes, gloves, sanitizer, garbage bags) 
  • First aid kit, fire extinguisher, fire blanket 
  • Sunscreen, insect repellent, notepad, pens 

On-the-Day Tips 

  • Arrive early for setup and brief volunteers. 
  • Ensure food safety measures are followed. 
  • Display clear signage with prices and allergen info. 
  • Keep cash and card transactions secure. 
  • Have a donations tin available. 
  • Prepare a backup plan for running out of supplies (e.g., a local volunteer on standby with a car and esky). 

Extra Tips for Success 

  • Pre-slice onions a day early and refrigerate, or buy pre-sliced onions. 
  • Approach local supermarkets for donations or discounts. 
  • Ask non-volunteering families to donate drinks, sauces, or napkins. 
  • Price items in whole dollars or 50c to reduce change needed. 
  • Suggested float: $100 = 10 x $5 notes, 10 x $2 coins, 20 x $1 coins, 20 x 50c coins.  
  • Avoid cream-based cakes at any cake stall (no refrigeration needed). 

Post-Event Wrap-Up 

  • Clean up thoroughly -leave the site better than you found it. 
  • Safely dispose of leftover food (never refreeze thawed meat). 
  • Debrief with your team to capture lessons learned. 
  • Record final food quantities and sales to improve planning for next time. 

Conclusion 

A well-run Election Day BBQ not only raises vital funds for your school but strengthens community spirit. With clear planning, attention to regulations, and teamwork, your P&C can deliver a fun and safe democracy sausage tradition! 

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