Planning The Perfect School Carnival
Planning The Perfect School Carnival
The school carnival, or a winter festival, is a great tradition that PTA parents all over are both awed and apathetic about. They enjoy the fun, social environment that fosters a positive society and culture, however, they usually hate the hassle of organizing an event that comes with an expensive price both in terms of money and the form of volunteer time.
If you are the one in charge of the type of event, you may be overwhelmed by all that you have to do and you’re unable to go to sleep wondering the things you missed. We’ve put together a comprehensive guide to help you take the stress out of the process and make sure you’re able to enjoy the same amount of enjoyment as the other guests!
Make a Plan for Your School Carnival
The first thing to note is that for most PTAs as well as booster clubs, there’s a budget in place that is pre-determined to be followed. It’s likely built on past events, so you can use this as a reference for organizing your event. If you’re starting with a blank slate, or are looking to modify the budgets of previous years, a few factors to take into consideration are the amount that community’s families are willing to pay for tickets or wristbands, as well as what amount is likely to be raised through the local community through sponsorships and what amount the PTA/booster group has in reserve to cover expenses that are fixed and hard to cover in the event of a deficit. Take note of the costs of every one of the rides or games and other alternatives you’ll need to purchase or rent to keep your guests entertained and involved. Add the cost of candy, game prizes, and custodial charges that could be imposed by your school’s maintenance personnel or the district. This is the beginning of your budget. Here’s an example of a budget plan for the school fair with 500 expected attendees:
In the next step, you’ll need to set up your event plan timeline. Many school volunteers will tell you that planning can begin as early as a year ahead which is when the dates have to be confirmed with the school district and put on the calendar of schools. When you’re there identify who’s your primary contact to the management of facilities and ask them the top questions to ask a facilities manager before your school event. This will spare you a lot of stress when it comes to arranging the school carnival rentals in the future.
But, the majority of the preparation for a big carnival or festival should begin at least six months ahead when the rental spaces must be booked and the committee members are recruited for their positions. Around three months before the date signage and other items need to be purchased. Then comes the one or two months before the event when the necessary details have to be finalized.
Additionally, having a master checklist of the school carnival’s activities is extremely helpful for keeping it all in order and being able to share the responsibility with other school staff members and other volunteers. It contains items such as equipment, rides, and inflatables, as well as other equipment you’re planning to rent, games, and other events (like face painting) entertainment, food trucks, and food vendors.
Find Help: Committee, Parent & Student Volunteers
Finding a school with a strong carnival committee is not always straightforward. A lot of parents are working or taking care of their youngsters at home. I suggest asking parents who have participated in the event before (if it’s an annual occasion). Parents with experience can be beneficial because they have experience and can assist others in imagining the way things went before. Even if you’re trying to alter some aspects they’ve got a lot of experience that could prove very beneficial.
If previous committee members are currently occupied in new roles, they could suggest a person who could be a great candidate for the previous job. They can also assist in recruiting fresh committee members. Parents with these characteristics often have incredible enthusiasm and are eager to be involved, but they don’t always know what they can do to help.
Parents may want to assist with the event but they aren’t ready to take on a position on the committee that plans the event. Make a list of these parents and provide them with the information to sign up for a shift It assists in getting the roles well-organized and helps with sharing information with all the volunteers and reminding each volunteer of their shift’s timing and the location of their reporting.
Make It Your Own
The fun begins! Making a list of all the fun to be had by the day could seem overwhelming, but be sure to focus on a few basic elements to begin or choose a theme. A traditional carnival could include an inflatable, climbing wall as well as a teacup ride or a bouncer. The themes can make it easier to narrow down the options which otherwise appear endless.
It is a good idea to begin by choosing the theme, then the most popular rides, and then begin to add different fun games. The smaller carnival game rentals could include traditional games like the ring toss game, skeeball, basketball shots, or the dunk tank. Additionally, activities such as balloon animals, face painting and sand art will always be an instant hit. Use your student volunteers to play these smaller games and entertainments, and you’ll be able to save money to spend on the bigger tickets!
The most effective solution we’ve observed when it comes to food is to use a food truck, provided available in your region. They must be allowed and regulated to handle food by local authorities and often give a percentage of the sales at the expense of your school. For events with a capacity of 500 people generally, there are 2-3 choices of food trucks, and possibly 1-2 dessert vendors. The most popular options are burgers, hotdogs, pizza, and barbecue, along with cotton candy, ice cream, and snow cones. If you’re looking to offer your concessions yourself you can find a variety of concessions available to rent. Make certain to verify local regulations on food handling so that you comply with all regulations.
Get Started
Once you’ve settled on a decision regarding the theme, date as well as the food and rentals put the pen to paper, and get your school carnival reservation completed. Make sure that the school and all other parties involved are informed of the date, so they can check it against possible conflicts. Book your rental and food trucks as soon as the date is set to avoid losing your best possibilities or confusing things by having numerous vendors. Get all the things that you’re sure you’ll need such as decorations, candy, and prizes. Beginning to cross some of these things off the list can make you feel more in control of your event planning.