3‑month countdown to your Christmas fair

12 weeks before 

• Set the time, date and place of your fair 

• Consult the headteacher to avoid clashing with other school activities/​local events 

• Share the date with parents via school/​PTA newsletter, social media channels and messaging service
  

10 weeks before 

• Decide on stalls, games and activities 

• Work out a schedule and site plan 

• Start asking around for volunteers 

8 weeks before 

• Get paperwork in order (licenses, health and safety, insurance etc.) 

• Consider stamp prize cards 

• Recruit more volunteers 

6 weeks before 

• Advertise the Christmas fair 

• Approach businesses for sponsorship/​prizes

• Buy prizes/​collect donations for prizes 

• Organise food and drink 

4 weeks before

• Create a programme about your activities and stalls, and locations and timings of any displays 

• Hold a non-uniform day (great opportunity to ask for prize donations or bottles for a bottle tombola) 

3 weeks before

• Find out what type of payment works best for parents and organise the float/​tokens/​card readers 

2 weeks before

• Confirm volunteers and work out a rota 

• Set up as much as possible in advance, such as arranging hampers, raffles, games, prize donations etc. 

1 week before

• Make signs for toilets, first aid, stalls, activities etc. 

• Write instructions for volunteers 

• Review the risk assessment 

On the day

• Hold a safety briefing and have a copy of the risk assessment 

• Distribute information for each stall so volunteers know the rules, how much to charge and what to do with the money they take 

• Issue a float, bin bag and drink token to encourage everyone to clear up their section, hand in their takings and have a well-earned drink 

• Check on stall holders and top up stock/​prizes

After the fair

• Thank your helpers! Write to all contributors and supporters, telling them how much money their donation helped the PTA to raise. Use photos, videos and quotes (with consent) to share the feel-good factor