COVER STORY – Summer fair guide
Summer fairs
A BACK-TO-BASICS GUIDE PART 1
Why hold a fair? Before you embark on a big event, take a moment to defi ne your objectives.
Fairs bring the community together: As well as being fun for the children, fairs are an opportunity for parents to meet, new families to settle in and for those who’ve drifted away to re-connect. Fairs raise money: You can’t enrich the children’s education in a meaningful way without an income. Balance the need for funds with an understanding of supporters’ fi nancial circumstances. Fairs encourage volunteering: Watching friends help makes it easier to imagine ourselves doing likewise. Fairs enable the PTA to tell its story: Show visitors the outdoor classroom you funded or school garden you maintain. Or set up a PTA stall with photos, videos and comments from the children. Fairs help us reach out: Events are the perfect excuse to contact local businesses and build relationships outside the school gates.
Whether you’re a fair fi rst-timer or in need of a refresher course, here’s our guide to the biggest, most complex event in the PTA calendar
PART 3
A fair needs people Draw up a list of jobs and work out what skills you need.
PART 2
Fix the date and time Speak to the school as soon as possible. Avoid dates already set for school activities such as exams and sports day, and check for clashes with local events, national holidays and sporting fi xtures. Allow a couple of hours each side
of opening hours for setting up and clearing away. Open at a time when visitors will be hungry, and remember small children eat early. Use every opportunity to publicise
the date to parents. Having a date to work towards will get the team focused and make it feel real.
● Event lead: Oversees the whole thing. A good planner, organiser and decision-maker. ● School liaison: A main contact from the school staff. ● Logistics: In charge of following the site plan. May work alongside the school facilities manager. ● Finance: Looks after the money on the day, usually the treasurer. ● Eco-offi cer: Identifi es ways to do better for the environment. ● Entertainment lead: An organised individual who’s happy to book attractions and acts. ● Food and drink: Someone experienced to run the barbecue and bar. Appoint a primary contact for external food vendors. ● Raffl e/sponsorship coordinator: Someone who’s happy to contact local fi rms. ● Publicity: Someone who can entice people to your event. ● Graphic designer: May work on posters, fl yers, graphics, banners, signage and a programme. ● Announcer: A confi dent and funny public speaker. ● First aiders: Properly trained individuals who can respond to potential incidents. ● General volunteers: People to help with set-up, clearing away, serving food and running stalls.
pta.co.uk SUMMER 2022 19
IMAGES: SHORROCKS; LUFEETHEBEAR; ANKUDI; OLENA POLIAKEVYCH/
ISTOCKPHOTO.COM
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