Cover story
source items that you don’t own and can’t borrow from the school. Identify ways to make your event more eco-friendly. Make sure the fair is accessible to visitors with
special needs and disabilities.
Eight weeks to go Get your paperwork in
order. The PTA has a legal
responsibility to protect visitors and children and must comply with event licensing regulations. Public liability insurance covers you in case of injury to a member of the public – check yours is up to date. Third-party stallholders will need to have their own public liability insurance. Register with the local authority if you want to sell
raffle tickets before the event. If you plan to play recorded music, you will need
TheMusicLicence. Check with the school as you may be covered by theirs. Be clear about the school’s policy on DBS checks. Ask
who needs one and what kind. Liaise with the school about staff involvement. Staff can
be involved in lots of creative ways such as putting on a performance for visitors, running story time sessions for children, being sponged in the stocks or volunteering on a stall. Make a plan for emergencies and first aid.
Six weeks to go Select a mix of stalls and
games to appeal to all ages
and budgets. Be creative about how things can be made cheaply or for free. Based on previous experience, put together
running notes for each stall, with details of costs per go, rules, instructions and advice. Finalise your PTA food and drink stalls. Decide who will
purchase what, from where and when. Make sure you have somewhere to store it all.
To get sponsorship, we create a one-page document and
present it to local businesses. It outlines how much promotion we can offer for each level of sponsorship – for example, their logo on a banner or poster and a mention on our Facebook page. It also contains details about how many people attend the fair and what we’re raising money for. It gives everyone the chance to sponsor something, even if it’s a smaller element such as a stall, the bar or some food. Katie Lyall
Start publicising the event. Put up posters and send a
media release to local newspapers and radio stations. If using street banners, seek permission from the local authority. Plan your digital marketing – a strong social media campaign can help attract more visitors. Let supporters know how they can get involved. For
example, by buying raffle tickets, volunteering, baking cakes, booking ticketed activities or donating a raffle prize. Find a master of ceremonies. Give them a running order
along with details of anything they should promote, such as raffle tickets, bake-off judging or pony rides. They should also thank any businesses who have provided sponsorship. Decide how visitors will be able to identify PTA
members if they have questions.
Four weeks to go If you plan to sell alcohol,
apply for a Temporary Event
Notice (TEN) at least ten working days before the day. Create a site plan outlining
where each activity will go, bearing in mind the need for power and water. Put high-profit stalls and games somewhere prominent. Nominate a contact for emergency services and decide how you’ll clear the site in an emergency.
pta.co.uk SUMMER 2023 15
We’re holding a ‘free to
do’ section at our summer fair with Giant Jenga, Connect 4 and a homemade overgrown Kerplunk. We also have a free art station for creative families.
It’s the way forward for inclusivity! Nathalie Dawson
IMAGES: DENIS NOVIKOV/
ISTOCKPHOTO.COM
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