Planning your school summer fair: Essential tips for a fun and safe event
Image: A group of adults enjoying food at a summer fair.
By understanding what to watch out for and the common risks associated with school events, you can ensure a safe and enjoyable day for everyone involved.
What should you watch out for?
When planning a summer fair, there are several key points to keep in mind to help reduce risks and ensure a smooth event:
1. Public liability concerns
Public liability is a significant concern for any event. Claims can arise if a third party suffers an injury or property damage during the event. For instance, if a visitor trips over a poorly placed stall or a child is injured while participating in an activity, your PTA could be held liable for their medical expenses. To minimise these risks, ensure that walkways are clear, activities are supervised and safety measures are in place.
2. Injury hazards
With lots of different activities and attractions, there can be the potential for injuries. From bouncy castles to face painting, each activity carries its own set of risks and it’s important you check what’s covered by your group insurance policy. For example, there are special rules around the use of bouncy castles and other play inflatables. It’s essential to ensure that all equipment is safe and well-maintained. Additionally, consider the age-appropriateness of activities to prevent accidents.
3. Food safety
Food stalls are a popular feature of summer fairs, offering a great selection of tasty treats for everyone to enjoy. However, it’s important to ensure proper food handling, storage and preparation (including clear allergen labelling) to avoid risks. Make sure that anyone providing food follows health and safety regulations. It’s also a good idea to have a first aid kit on hand in case of allergic reactions or other food-related incidents. You can find out more about food hygiene, Natasha’s Law and allergens in Parentkind’s health and safety guide.
4. Weather-related challenges
British weather can be unpredictable! It’s essential to have a plan in place for bad weather conditions. Rain, extreme heat (yes, it can happen!) or high winds can all pose risks to your event. Consider having a contingency plan, such as an indoor venue or a backup date, in case the weather turns sour. Additionally, ensure that there are shaded areas for attendees to cool off if temperatures soar.
5. Crowd control issues
Large crowds can lead to safety concerns, especially if the event is particularly popular. Managing crowd flow is crucial to prevent overcrowding in certain areas, which can lead to accidents. Use clear signage to direct attendees and consider having volunteers stationed throughout the venue to help guide people and maintain order.
6. Equipment and property damage risks
With lots of stalls, games and equipment set up, you do need to consider the risk of property damage. Make sure that all equipment is set up correctly and securely to prevent accidents. If you’re using school property or rented equipment, be aware of your responsibilities concerning damage. Having a clear agreement with vendors and understanding your liability can help mitigate these risks.
7. Handling cash
Summer fairs often involve handling and controlling larger sums of cash than perhaps the PTA is used to. To make sure everything runs smoothly:
- Keep the float collected from the bank as secure as possible
- Record and distribute float to each stall
- You might want to consider stall holders holding cash in a bum bag (money bag), so it’s secure on their person
- At the end of the event, count and record the takings for each stall separately under the control of two PTA members (usually at least one committee member)
- Money should (where possible) be banked immediately, held in the school safe or held by PTA members – up to a maximum of £500 each. If the total cash is over £500, keep a written record of who has taken the money home as well as the amount each person has taken
Preparing for the unexpected
While it’s impossible to eliminate all risks, being prepared will definitely help to reduce their impact. Here are some practical steps to help you manage risks effectively:
- Conduct a risk assessment: Before the event, walk through the venue to identify potential hazards. Address any issues you find, such as uneven ground or obstructed pathways.
- Hire reputable vendors: Ensure that any external vendors you hire for food, entertainment or activities are reputable and have their own insurance coverage. Request proof of insurance and check their references.
- Train volunteers: Your PTA members and volunteers are essential to the event’s success. Provide them with training on safety protocols, emergency procedures, and how to handle potential risks.
- Communicate with attendees: Make sure to communicate any safety guidelines to attendees before and during the event. This could include instructions for using equipment, guidelines for children and emergency contact information.
- Have a First Aid plan: Ensure that you have first aid supplies on hand and a First Aider present during the event. This will help you respond quickly to any injuries or medical emergencies.
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 whether you need additional cover for certain activities.
Happy planning!
Get in touch with Marsh Commercial on 0330 828 6015 or at [email protected]
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