Cover story


Prepare your programme. Include the running order


and details about the PTA and what it does. Sell advertising slots and thank key supporters. Work out what you’ll do with rubbish and recycling. Choose prizes to award. Decide where to source them


and how many you’ll need. Hold a non-uniform day and request donations of good quality unused items in return. Award some experience-based prizes such as a free turn on the bouncy castle or a voucher for a different game. Review the risk assessment from last year or use one


from a similar event as a starting point. Update it to reflect this year’s plans. Check in with the school’s leadership team and/or site


manager to run through your


detailed plans, including requirements for access, power, water, cooking facilities, cleaning and locking up and securing the school at the end of the event. Ask the PTA treasurer to determine how much float


each stall requires and order it from the bank.


Two weeks to go Finalise the volunteer list


and rotas. Distribute a


spreadsheet listing each stall with names, and time slots. Identify any gaps and initiate a final recruitment drive. Ask volunteers to check if their employers offer match


funding to help boost profits. Make signs for the basics, such as toilets, first aid and


We run a dragons’ den competition for Year 6 pupils where they have to pitch a stall idea to a panel of three judges. Up


to six teams get chosen to run their stalls at the summer fair with a parent present. We allocate a budget to each team and the most profitable stall wins dinner out with the headteacher.


Sharika Vora


refreshments, as well as for each stall. Include QR codes for easier online payments or to direct visitors to information. Not sure how QR codes work? See p21. Develop a bad weather contingency plan. Leave


enough time to let everyone know if you move to this plan B.


The week before Finalise the risk assessment


and give everyone a copy. Locate your card readers. Make sure they are working


and charged and that any apps needed are downloaded on the devices you plan to use. Set up items and prices on the app’s checkout to make selling easier and quicker.


DOWNLOAD A PDF version of this list at


pta.co.uk/events/ fairs/summer-fair- checklist/


On the day Do one last publicity


push on social media.


Fill a bag with essentials such as


marker pens, tape, scissors,


string, drawing pins and paper. Charge your phone. Position the site plan so everyone can see the layout. Prepare a list of jobs ready for keen volunteers. Look after your set-up crew by providing a snack and


drink for those who arrive early. Light barbecues well in advance and ensure coals


have reached the right temperature before cooking begins. Attach the information sheets to each stall. Check stallholders have everything they need. Offer


refreshments and toilet breaks to those doing longer shifts. Appoint at least two people to be responsible for floats,


collecting and counting cash, and storing it securely during the event. Write down details of the float on each stall at the start and note when cash is collected. Hold a safety briefing half an hour before the start.


After the event Set down and tidy up.


Recycle as much as possible. Return any borrowed items to their owners, checking


they are in good condition. Distribute any unclaimed raffle prizes. Return to school to clean and tidy away barbecues


once they have cooled. Thank volunteers and any businesses who supported


We hold a colour run and summer fair together. The track and paint are prepared on the back field and the summer fair is at


the front. Each stall is run by a year group, and parent volunteers sign up for a one-hour slot. Parents check their child in for the


colour run at their year group’s stall and receive their wristband. We close the stalls when the colour run is about to start. Lucy Anstey


your event. Tell them how much was raised and how it will be spent. Ask for feedback. Download our ‘Knowledge Capsule’


template at pta.co.uk. Hold a quick evaluation meeting while everything


is still fresh in your mind. Create handover documents ready for next year.


pta.co.uk SUMMER 2023 17


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