Essential planning tips for a fun and safe summer fair

With summer approaching, many Parent-Teacher Associations (PTAs) are busy organising their annual summer fairs. These occasions are a wonderful way to bring pupils, families and staff together, raise funds for the school, and create memorable moments. While the emphasis is on enjoyment, careful planning helps avoid common problems and keeps everyone safe. Below are straightforward pointers to help you run a fun and well-managed event. 

Key areas to consider 

1. Public liability: Public liability is one of the main risks when running any public event. If a visitor is injured or their property is damaged at the fair, your PTA could face a claim. Typical examples include trips caused by trailing cables or temporary stalls collapsing. Reduce risk by keeping walkways clear, securing stalls and equipment properly and ensuring activities are supervised. 
2. Preventing injuries: A variety of attractions – from games to inflatables – increases the chance of accidents. Each activity has different hazards, so check whether your PTA’s insurance covers you and whether suppliers meet safety standards. For example, there are specific safety requirements for inflatables such as bouncy castles, so always confirm the operator’s credentials and safety checks. Match activities to appropriate age groups and inspect any equipment before use. 
3. Food hygiene and allergies: Food stands are central to most fairs but need careful management. Make sure food handlers follow basic hygiene rules, keep hot and cold items at correct temperatures, and label allergens clearly. Ask commercial caterers for their food hygiene rating and insurance. It’s sensible to have a stocked first-aid kit and someone trained to deal with allergic reactions on site. 
4. Planning for weather: UK weather is famously changeable! Prepare for rain, strong winds or unexpectedly hot weather by identifying sheltered areas, providing shade and water stations, and having a contingency plan such as relocating key stalls indoors or setting an alternative date. Secure marquees and temporary structures against wind if necessary. 
5. Managing crowds: If the fair is well attended, crowd management becomes important. Avoid pinch points by planning routes and entry and exit points. Use clear signage and position volunteers to help direct people. Consider queuing arrangements for popular attractions and have procedures to prevent overcrowding in confined areas. 
6. Protecting property and equipment: With many temporary installations, there is a risk of accidental damage to school buildings, grounds or hired equipment. Ensure all items are installed correctly, agree responsibilities with any external suppliers, and document any pre-existing damage to school property to avoid disputes after the event. 

Practical preparations

• Do a risk assessment: Walk the site before the event and note hazards such as uneven surfaces, exposed cables or low branches. Put simple measures in place to address them
• Use reputable suppliers: Ask external vendors for references, proof of public liability insurance and any relevant safety certificates before booking
• Brief and train volunteers: Give volunteers clear instructions on safety procedures, emergency points of contact and where first-aid supplies are kept
• Communicate with parents and visitors: Let attendees know any important safety information in advance and display guidance on the day (for example, where to find toilets, First Aid and lost-child points)
• Have first-aid cover: Ensure a first-aider is present and that first-aid kits and other emergency equipment are easily accessible
• Make sure you do a ​“wash up” after your event – Check whether your risk assessment covered everything, if something could have been done differently or better, and if you need to add more to the assessment for your next event 

Insurance considerations

As you prepare for your summer fair, it’s essential to consider the insurance coverage your PTA may need. As a member of Parentkind, you have cover through the group policy managed by Marsh Commercial. However, it’s important to carefully read the group policy to understand what is and isn’t covered as standard. For more information, you can refer to the FAQ document, or speak to Marsh Commercial’s friendly team of advisers who can help you understand what’s covered and if you need to additional cover for certain activities. 

Happy planning!

Get in touch with Marsh Commercial on 0330 828 6015 or [email protected].

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