EVERYTHING YOU NEED TO KNOW
Take the stress out of planning the big day by crossing tasks off our handy checklist to make sure you have everything covered
SUMMER FAIR STEP-BY-STEP
12 weeks to go Only you know how it rolls
with your school. Approach
them once you have enough information to get their buy-in and a date in the diary. If they need more than the basics, the committee may need to meet first. In any case, get your team together as soon as possible. Locate and read through any handover documents
from previous years. These will be vital if you’re new to big events and should contain essential information about purchases and profits. Find out which areas of the school are available to use,
both inside and outside, as well as what’s off limits. Share a ‘save the date’ with your school community to
generate a buzz of excitement and help ensure good attendance.
11 weeks to go Choose a theme to give you a
starting point and help the
ideas flow. Create a draft plan that includes high-cost attractions, food and drink, arena events, raffle suggestions and stall ideas. If there’s feedback from last year’s event, decide how you will act on it. Put together sponsorship packages and start
approaching business partners for We stopped having our fair at the weekend when
everyone has plans and started having it on a Friday after school. This way, all the parents came, the teachers were happy to stay and it was easier all round. The head let the kids finish lessons at 2pm to help set up stalls in their
classroom and Year 6 pupils helped the PTFA. Everyone still had their weekend free and we made more money. Nicola Heyes
14 SUMMER 2023
pta.co.uk
Our headteacher has a policy that all teachers are expected to help at one event per term. This is normally the summer fair, Christmas fair and school discos. Most are very supportive and do their bit. Debs Curtis
raffle prizes and sponsorship. Be clear about what you’re offering in return. Ask if the school will support Year 6 enterprise
stalls and young volunteers. Ask if there are any groups who could perform as part of
the event eg, the school choir or a dance club. Book main attractions such as inflatables, laser tag and
fairground rides. Take steps to make your event fun for families facing
economic hardship. Decide which food and drink stalls will be run by the
PTA and what will be outsourced to third-party vendors. Include snacks and offer a range of drinks for all ages and preferences. Book external food stalls. Give them a contract
detailing payment. Either ask for a flat fee or agree to share profits. If you are inviting external stallholders, share the date
on social media and prepare a stallholder booking form or information pack for anyone who enquires.
Ten weeks to go Divide up the jobs and start
recruiting volunteers to fill
any skills gaps. Look at what the PTA already owns and make a list
of what you’ll need on the day. Check gazebos and marquees are fit for use. Work out how you’ll
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