COVER STORY – Event logistics


available. Each item will have its own requirement; add them together to get the total required. For example, if the school can give you 32 amps and you plan to have a tea urn (12.5 amps), inflatables (three power points at five amps each) and a candy floss machine (five amps), you’ve reached a total of 33 amps and should find an alternative way to power some of your stalls. Always leave spare capacity – pushing the electrics to the limit isn’t safe. Cover trailing cables and never daisy chain extension cables (connecting several together in a row).’ Generators can be noisy. Position


them away from attractions like animal petting, which need a quiet space. Hay bales can help suppress unwanted noise. Electrical equipment must be in


good condition, protected from rain and have a current Portable Appliance Test (PAT) certificate. For more information on PAT testing, see the Health and Safety Executive advice: hse.gov.uk/electricity/faq-portable- appliance-testing.htm Once you’ve positioned your list


of stalls and games close to their required services, consider the needs of other stalls. Pony rides can be tucked into a corner, but owners will need to access the field and keep their horseboxes nearby; barbecues must be kept separate from small children for safety reasons. Position the rest of the stalls


relatively close to one another, so visitors can meander without walking too far each time. Put PTA-run stalls likely to make high profits in prime positions. If you have an arena, site it in a space where families will naturally settle to encourage visitors to watch the displays.


Make an entrance Choose an entry point where people can stand and queue without being in the way and where you can position a ticket sales desk. Stop long queues from forming – a raffle ticket or token stall just inside the fair might work better than selling tickets on the gate. ‘We pre-sell raffle tickets and wristbands for the inflatables the


24 SUMMER 2022 pta.co.uk


Setting up an event from scratch can be a steep learning curve. Everything has to be in place simultaneously


week before the fête to help reduce admission queues,’ says Joyce. ‘It helps make more money too, since people don’t always budget for those things on the day. ‘We don’t monitor re-entry using hand stamps because it creates another job and volunteers are already in short supply.’ Plan what to do in an emergency.


Who will be in charge of decision making? Nominate a contact for emergency services and consider how you’ll clear the site if necessary. Ensure there are no obstructions at entry and exit points in case emergency vehicles need access.


assessment The risk assessment should form part of the event plan and be delivered to the person responsible for the fair, such as the headteacher, caretaker or head of facilities a week before the event. Ask them to acknowledge they are happy with it. Keep things ‘reasonable’ and ‘practicable’. Read through the risk assessment again on the day to familiarise yourself with it. Download a risk assessment template from pta.co.uk


Perform a risk


Construct your stalls PTAs often own marquees and gazebos and use the school tables and chairs. Make sure gazebos and marquees are sturdy enough to withstand a breeze; cheaper versions sometimes break easily. It may be cost-effective to hire items. Explain you’re a charity, and ask if there’s a discount. Ask creative types to make and


hang bunting, paint signs and decorate the fair site. Make sure signs that answer basic questions about where to find


toilets, first aid, recycling and the exit are clear and visible.


FOR IDEAS


Read the always- updated guide to summer fair games and stalls at pta.co.uk


On the day Set-up: Assemble your team ready for an early start and problem-solve as you go, to avoid a scramble at the end. Position the site plan so everyone, particularly stallholders, can see the layout. Make a list of everything that needs doing and leave it in a central location. Consider having a heavy-lifting team if you’re erecting larger marquees. Direct volunteers to the list so they can see what needs to be done without needing to ask. First-time helpers who don’t know where items are kept may be overwhelmed, so team them up with an old hand. Safety briefing: ‘Get all your volunteers in for a chat half an hour before the fair starts,’ says Keith Breese. ‘Make sure everyone has read the risk assessment and knows what to do if things go wrong or the emergency services need access. Make sure everyone knows who is responsible for first aid, electrical problems, cash handling and lost


children.’ Unlock the gates and let the fun begin.


Keep the


team happy Offer free tea and coffee or a voucher for a drink at the bar.


Pop by from time to time to answer questions or give volunteers a break.


Make sure everyone has a phone number to call in an emergency.


Provide a play area for the children of anyone helping to set up or clear away.


Compile running notes for each stall with details of costs, rules and advice.


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