3‑month countdown to your summer fair
Children running through a field on a sunny day.
Got a summer fair planned in three months? Here’s a quick rundown of what you need to prep for and when.
3 months before, you’ll need to…
- Set the time, date and place and get that confirmed with the headteacher. Make sure you’re not clashing with any other events
- Share the date with parents on social media, through newsletters, in WhatsApp groups — wherever you can. Get your summer fair secured in as many calendars as possible!
- Decide on your activities, mixing some old favourites that have gone down well in the past with a few new fresh ideas. Make sure to have things that appeal to both adults and children
- Work out a schedule and a site plan
- Start getting people involved as soon as possible — you’re going to need a lot of volunteers, so don’t be shy in asking your school community for help!
2 months before, you’ll need to…
- Continue recruiting volunteers — if you’re struggling, advertise the specific skills you need help with. And you should also approach people with the skills you’re looking for — don’t wait for them to come to you!
- Start putting your health and safety paperwork together, including risk assessments and hygiene best practice
- Start figuring out First Aid and what you’re going to need (if there’s going to be 500 or more attendees, for example, you’ll need a professional presence such as St John’s Ambulance or the Red Cross)
- Check your insurance and the insurance of any third parties that will be at the event
- Apply for the licenses you’ll need as soon as you can, such as a lottery license for selling raffle tickets in advance and a TEN for serving alcohol
- Start advertising your summer fair by posting online, sticking up posters, handing out leaflets…get the word out there!
- Purchase food and drink
- Consider what prizes you’re going to need and start to source them, either by buying them or requesting donations
1 month before, you’ll need to…
- Prepare your summer fair programme with all the relevant information, including a list of your exciting activities and stall holders
- Work out if you’re going to ask attendees to pay in cash or card, or both — and sort out cash floats and/or card readers
- Confirm your volunteers and do one final push for extra helpers if you need them
- Make signs for the toilets, stalls and activities so no one gets lost!
- Put together instructions for everyone involved in the fair, with timings and their responsibilities
- Make final checks and review your risk assessments
- Distribute information and supplies
- Get ready to have fun!
Top tip!
Our ultimate PTA guide to summer fairs is packed full of everything you could possibly need to organise a successful summer fair! It includes a comprehensive guide, posters, checklists, prize cards and more, all free for members to download.
The ultimate PTA guide to summer fairs-
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