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   


TIP Take photos of your stalls during set-up as well


as throughout the day. Store these in your fair file as they will form a helpful part of the jigsaw when planning begins for next year’s event!


       


ON THE DAY                           


WITHIN A WEEK                    


28 SUMMER 2016 pta.co.uk


Tips and advice


For information on licensing for raffles, playing music, or running a bar, turn to p32. Before running any event, your PTA should make sure that public liability insurance is in place – many PTAs get cover through membership of PTA-UK (pta.org.uk), or through their school’s insurer. Commercial third party suppliers should have their own public liability cover. Check whether your insurance provider can provide cover for non-commercial stallholders (e.g. parents selling craft items). A simple risk assessment should be carried out for the event as a whole, as well as for each activity/stall within it. Liaise with the Headteacher or site manager for maximum capacity numbers for each area you are using. Run a ‘needs assessment’ to determine what level of First Aid cover is appropriate – read our guide at pta.co.uk/licences. Committee members and First Aiders should have some way of communicating effectively throughout the event, should an emergency arise.  The main things to consider when rain is forecast are: do you have enough room indoors for the key money-making stalls, and will people come along? If attendance is likely to be down and your most profitable stalls are the BBQ and bouncy castle, can you


postpone your event? Prepare two plans – one for outdoor, one for indoor, dividing your list of stalls/ attractions into those that will go ahead in fine weather and those that can be moved indoors if it rains or there are high winds. Read our guide at pta.co.uk/planning. The treasurer and a dedicated volunteer should be available at big events like a fair – one to be somewhere secure with the money, supplying extra coins, and counting up throughout the day – while the other goes around stalls checking whether anyone needs notes collecting or extra change. We’ve heard a few reports of unsavoury characters going up to volunteers on stalls to collect notes saying they’re working with the treasurer, so make sure your PTA members are easily identifiable (rosettes, lanyards, sashes, photo ID) and communicate this to all stallholders before the event. There is conflicting advice about the need for PTA members to have food hygiene certificates – contact your local authority to confirm how legislation might apply. Not sure how many burgers to order? Assuming you have freezer space, some burgers can be cooked from frozen, which might mitigate against either selling out or being left with unsold stock. For detailed, expert guidance from from the Food Standards Agency go to pta.co.uk/ licences/best-practice.





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