Two months before: Firm up your sponsorship arrangements with local
businesses. Promote the event through all school and PTA channels and approach the local press. Start recruiting volunteers for key positions.
One month before: Don’t lose momentum! Keep marketing the event and
encouraging sign-ups. Ask the headteacher to include a mention in assembly and write to parents. Purchase any certificates, medals or trophies you need. Recruit a first aider.
Two weeks before: Make sure all necessary resources are available
and working, including card readers and walkie-talkies. Check you have enough hi-vis jackets.
One week before: Meet with your team to make sure everyone knows what
to do on the day. Create signage for the route and any stalls. Double- check the distance and peek at the weather forecast. Put out a call for cakes and snack donations if required.
The day before: Communicate any last- minute changes of plan.
Make sure contact lists for volunteers and registration lists of participants are up to date. Collect together all the equipment you need ready for the next day.
On the day: Gather your team together, set up stalls and mark out the route.
Distribute card readers, QR codes or cash floats. Open the gates in good time so participants have plenty of time to register.
After the event: Tidy up and debrief the team. Reveal how much you
raised and share the PTA’s plans for the funds.
l CONTINGENCY: As we all know, the British weather is unpredictable – summer events may just as easily be hit by heavy rain as by a heatwave. Put contingency plans in place for moving stalls indoors, and select a back-up date for if you have to cancel. l PROMOTION: Find out if there are any talented designers or artists in your school community and persuade them to help with promotional posters and digital assets. Contact local athletics clubs, activity-based after-school clubs and holiday camps to find enthusiastic potential entrants. l STAFFING: As well as parent volunteers, decide if you will need any qualified staff. For example, first aiders, such as St John Ambulance. l FEEDBACK: Gather feedback from attendees and runners. What did they enjoy most? Was the course the right length? Did it cater to their running level? What did the children say? Use this information to help you plan next year’s event.
pta.co.uk SUMMER 2024 41
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