COVER STORY – Event logistics
From field to fair
Plan, control and manage your
logistics to make sure everything runs smoothly on the big day
S
wathes of colourful bunting hang in the afternoon sun. Smiling children win prizes on the tombola, devour hot
dogs and leap on the bouncy castle. But yesterday, this was the school
playing field, and behind the fun lies some serious logistical planning. ‘Every site is unique and comes with its own pros and cons,’ says Keith Breese, site supervisor and caretaker at RGS The Grange, Worcester (360 pupils) and treasurer at Friends of Claines CE Primary School, Worcester (210 pupils). ‘Once these are identified, there are guidelines to follow to make things easier. Setting up an event from scratch can be a steep learning curve – everything has to be in place simultaneously,
and services like electricity and water are the key points.’ l Electrics: Once you’ve created a wish list of stalls, make a separate list of those requiring electricity – such as hot beverages – and site them near a power source. l Water: Identify stalls that need to be near water. Hook-a-duck, sponge the teacher and drinks all need regular top-ups. Put enough people on those stalls so they aren’t left unattended. l Toilets: Are the school toilets accessible? Portable facilities are an option but can be expensive to hire. l Entry and exit points: A well- thought-out entry point will channel visitors into the event without creating a queue on the street or
nearby front gardens. If visitors are leaving that way too, make sure they won’t collide. l Access to the school: Make sure you know which rooms are available and who/what will occupy each one. The head teacher and caretaker
don’t need to know every detail but should be kept up to date regularly.
Create a site plan ‘Make a plan – literally,’ says Breese. ‘Go to Google Maps and take a screenshot of the area. Mark out the boundary, the school buildings and any facilities in the grounds, such as a cricket pitch or tennis court. Make sure there’s enough space for the stalls you plan to include.’ Kate Joyce, vice-chair at Hockley
Primary School PTA, Essex (330 pupils), has been in charge of the site plan for the past three years. ‘Work out your electricity,’ she says. ‘Where is it coming from? How many sockets will you have? Can external stallholders who need it bring generators, or are they expecting you to provide it? This information will dictate to an extent where you put things.’ Keith Breese adds: ‘Ask the school for the maximum power supply
pta.co.uk SUMMER 2022 23
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