PART 4
Make a plan With the objectives in mind, decide what’s essential, what’s nice to have and what to avoid.
Budget: A budget provides a starting point and will help you stay on track. Pull together some topline figures based on income and expenditure. Size: If it’s your first fair, or the school are concerned about numbers, keep to the school community. Otherwise, go all out for a big day anyone can attend. Space: Ask the school what’s available. Can you access the field and playground? Will the toilets be open or should you hire portable toilets? Can the PTA use the kitchens? Which classrooms might be used as changing rooms, to count and store money or for indoor attractions? Can the fair be held inside if the weather’s bad? Theme: A good starting point for attractions, stalls and games. l Hold a mini-festival – see p46 Equipment: Does your PTA own a shed full of games and tents or can you borrow them? List what you’ve got and what you need. Main attractions: A sure-fire way to get people talking about your fair. Check the benefits outweigh the costs, and book them early. Arena: Book displays and shows to add value to the fair without high upfront costs. Food: Base your offering on the time of day and preferences of your crowd. Sell snacks for when tummies start to rumble. Sponsorship: Set a target of how much you hope to make. Be clear about what you’ll offer in return and fulfil those obligations. Raffle: A traditional add-on that can be time consuming. Use it to raise money and build relationships with prize-givers. Eco policy: An eco-friendly event doesn’t necessarily create more work. Write down what’s achievable for you and stick to it. Create a schedule and set deadlines: Use the plan to help people visualise the event and get key stakeholders on board.
20 SUMMER 2022
pta.co.uk
PART 5 Stay safe and legal
Check with the local authority to make sure your fair will meet their health and safety requirements. Be aware of best practices, which activities require a licence and when to apply. Find out more at
pta.co.uk
l Public liability insurance will help cover injuries to third parties and may also cover fire and theft. l A Temporary Event Notice (TEN) is required to sell alcohol. Apply to your local authority with 10 days’ notice. l To advertise your raffle or sell tickets in advance, you’ll need a
small lotteries licence. l Ask if the school has TheMusicLicence as this will most likely cover you for music played at the fair. l General volunteers don’t need a DBS check. However, it may be wise to avoid leaving unchecked volunteers in sole charge of children.
l The PTA is legally bound to keep people safe. Perform a needs assessment to decide how many trained first aiders you need. l Conduct a risk assessment by recording anything capable of creating a genuine risk and the measures taken to mitigate these risks.
PART 6 Fill in the detail
Main attractions and arena: Contact external contractors and community groups. Confirm bookings and swap contact details. Ensure all external providers have their own public liability insurance. Stalls and games: Work out what to include and offer options for all ages. Incorporate a mix of stalls with upfront costs and those that can be run for free. Research what was done previously and look at what you own, what can be borrowed or hired, and what might be made. Offer arty parents a ‘makers’ stall or ask if they might run creative workshops. Ask the school about Y6 enterprise stalls. List the requirements for each one and who’s in charge of it. Equipment: Check any PTA-owned games are in good order. Put up tents and marquees to make sure they aren’t damaged, particularly if you haven’t used them for a while. Eco-friendly event: Look at every area of the fair and plan to reduce energy, waste and landfill. Covid: Be realistic about how developments may affect your plans. PTA-run food stalls: Offer a good quality, substantial lunch with vegetarian and vegan options where possible. Check you have sufficient equipment and volunteers to cook for large numbers. Be mindful of food safety. Work out how much to buy and where to get it from.
External food stalls: Choose food sellers that complement the PTA’s offering. Draw up contracts and confirm bookings on time. Drinks: If it’s appropriate for your school, a bar can bring in a good income. Offer staple summer drinks such as beer, wine, gin and tonic or jugs of Pimm’s. Sell hot beverages as well as soft
drinks for children and adults. Provide access to water for everyone. Prizes: Decide what to offer, where to source them and how many you’ll need. Minimise outlay and waste by holding a non-uniform day and asking parents to donate good quality, used items in return. Add-ons: An art competition, bake-off, silent auction or 100-square grid will help add extra interest and excitement to your fair. Inclusion: Is the fair accessible to those with special needs or disabilities? Have you considered allergies? Can you help families in difficult financial circumstances? General volunteers: Ask supporters for their help and make it easy for them to reply. Offer short slots so everyone has time to enjoy the fair. Ensure people know when they are needed and where they should report to on the day. Ask them to check if their employer offers match funding. Budget: Revisit the budget and modify where necessary.
IMAGES: AMIN YUSIFOV; CHARTGRAPHIC; RUNGROTE; FOURLEAFLOVER/
ISTOCKPHOTO.COM
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