{"id":5839,"date":"2026-01-14T10:00:38","date_gmt":"2026-01-14T10:00:38","guid":{"rendered":"https:\/\/www.reventals.com\/blog\/?p=5839"},"modified":"2026-01-15T02:01:07","modified_gmt":"2026-01-15T02:01:07","slug":"ultimate-guide-to-planning-school-events","status":"publish","type":"post","link":"https:\/\/www.reventals.com\/blog\/ultimate-guide-to-planning-school-events\/","title":{"rendered":"How to Organize a School Event | Ultimate Guide &#038; Checklist"},"content":{"rendered":"<div class=\"iframe-container\"><iframe title=\"YouTube video player\" src=\"https:\/\/www.youtube.com\/embed\/3-aVUkZ_BSw?si=McxofM3GwjedGxGM\" width=\"560\" height=\"315\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/div>\n<p><span style=\"font-weight: 400;\">\u201cLet\u2019s plan a school event,\u201d they said. \u201cIt\u2019ll be fun!\u201d they said. And it probably was fun until you started the planning process. <\/span><span style=\"font-weight: 400;\">Don\u2019t sweat it. We put together this guide to planning school events and carnivals to take the stress out of planning, especially if it&#8217;s your first time. In this blog, we cover everything from securing sponsors (AKA getting the money \ud83d\ude09) to planning and advertising your event. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Don\u2019t check out before the end, because we may even have some awesome tools that will make planning your event a breeze. <\/span><span style=\"font-family: arial, helvetica, sans-serif;\">We know this is a lot of information, so use this table of contents to jump to what you need:<\/span><\/p>\n<ul>\n<li><a href=\"#Link1\">Getting Sponsors<\/a><\/li>\n<li><a href=\"#Link2\">Budgeting<\/a><\/li>\n<li><a href=\"#Planning and Preparations\">Planning and Preparations<\/a>\n<ul>\n<li><a href=\"#Coordinating Volunteers\">Coordinating Volunteers<\/a><\/li>\n<li><a href=\"#Vendors and Facilities\">Working with Vendors and Facilities<\/a><\/li>\n<li><a href=\"#Fun Attractions\">Fun Activities and Attractions for School Events<\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"#Marketing\">Marketing and Promotion<\/a><\/li>\n<li><a href=\"#TLDR\">General Best Practices<\/a><\/li>\n<li><a href=\"#Tools and Resources\">Tools &amp; Resources<\/a><\/li>\n<\/ul>\n<p><a href=\"https:\/\/www.reventals.com\" target=\"_blank\" rel=\"noopener\"><button class=\"btn-primary\">Shop Now<\/button><\/a><\/p>\n<h2>Quick School Event Planning Checklist<\/h2>\n<p data-start=\"530\" data-end=\"699\">This is a simple, scannable list to get your brain moving before we dive into the details. Think of it as your high-level roadmap for planning a successful school event.<\/p>\n<p data-start=\"0\" data-end=\"14\">\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u2705 Choose your event type and goals<\/p>\n<p data-start=\"327\" data-end=\"357\">\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u2705 Set your budget and timeline<\/p>\n<p data-start=\"327\" data-end=\"357\">\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u2705 Line up volunteers<\/p>\n<p data-start=\"391\" data-end=\"427\">\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u2705 Book vendors and secure your space<\/p>\n<p data-start=\"434\" data-end=\"460\">\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u2705 Plan activities and food<\/p>\n<p data-start=\"467\" data-end=\"486\">\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u2705 Promote the event<\/p>\n<p data-start=\"493\" data-end=\"521\">\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u2705 Prep for setup and cleanup<\/p>\n<p data-start=\"493\" data-end=\"521\">Keep reading for all the details, tips, and tools to make it happen!<\/p>\n<h2>Pre-Planning<\/h2>\n<article class=\"text-token-text-primary w-full\" dir=\"auto\" data-testid=\"conversation-turn-12\" data-scroll-anchor=\"false\">\n<div class=\"text-base my-auto mx-auto py-5 [--thread-content-margin:--spacing(4)] @[37rem]:[--thread-content-margin:--spacing(6)] @[72rem]:[--thread-content-margin:--spacing(16)] px-(--thread-content-margin)\">\n<div class=\"[--thread-content-max-width:32rem] @[34rem]:[--thread-content-max-width:40rem] @[64rem]:[--thread-content-max-width:48rem] mx-auto flex max-w-(--thread-content-max-width) flex-1 text-base gap-4 md:gap-5 lg:gap-6 group\/turn-messages focus-visible:outline-hidden\" tabindex=\"-1\">\n<div class=\"group\/conversation-turn relative flex w-full min-w-0 flex-col agent-turn\">\n<div class=\"relative flex-col gap-1 md:gap-3\">\n<div class=\"flex max-w-full flex-col grow\">\n<div class=\"min-h-8 text-message relative flex w-full flex-col items-end gap-2 text-start break-words whitespace-normal [.text-message+&amp;]:mt-5\" dir=\"auto\" data-message-author-role=\"assistant\" data-message-id=\"a779ea57-23b1-45dc-ab88-ac8c2eb6037f\" data-message-model-slug=\"gpt-4o\">\n<div class=\"flex w-full flex-col gap-1 empty:hidden first:pt-[3px]\">\n<div class=\"markdown prose dark:prose-invert w-full break-words dark\">\n<p data-start=\"262\" data-end=\"522\">Before you start choosing inflatables or booking a DJ, take a moment to figure out how much money you have to work with and how it should be spent.<\/p>\n<p data-start=\"524\" data-end=\"723\">In this section, we\u2019ll walk you through two key pieces:<\/p>\n<ul>\n<li data-start=\"524\" data-end=\"723\"><strong data-start=\"582\" data-end=\"617\">How to set a smart event budget<\/strong> (including what percentage to allocate where), and<\/li>\n<li data-start=\"524\" data-end=\"723\"><strong data-start=\"671\" data-end=\"699\">How to bring in sponsors<\/strong> to help cover the cost.<\/li>\n<\/ul>\n<p data-start=\"725\" data-end=\"881\" data-is-last-node=\"\" data-is-only-node=\"\">Even a small boost from local businesses or school organizations can make a big difference, and a solid budget helps make every dollar count. Let\u2019s dive in.<\/p>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/article>\n<h3 id=\"Link1\">Getting Sponsors<\/h3>\n<p><span style=\"font-family: arial, helvetica, sans-serif;\">Local businesses can help pay for things like a petting zoo or chairs and tables for your school event. It&#8217;s good to have different levels of donations so any business can help, big or small. For example, face painting can be a small donation, but a big bounce house might cost more. The more money a business gives, the more we will talk about them at the event and on social media.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Before asking businesses for help, get a group of parents together to share the work. This way, you can contact more businesses faster. If any of you know business owners, it could make it easier to ask them. Parents who are good at selling things or have worked with charities are perfect for this team because they&#8217;re used to talking to businesses.<\/span><\/p>\n<p><img fetchpriority=\"high\" decoding=\"async\" class=\"aligncenter wp-image-5842 size-full\" src=\"https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/finding-sponsors-scaled.jpg\" alt=\"find-sponsors-for-school-events\" width=\"2560\" height=\"1707\" srcset=\"https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/finding-sponsors-scaled.jpg 2560w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/finding-sponsors-300x200.jpg 300w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/finding-sponsors-1024x683.jpg 1024w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/finding-sponsors-768x512.jpg 768w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/finding-sponsors-1536x1024.jpg 1536w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/finding-sponsors-2048x1365.jpg 2048w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/finding-sponsors-150x100.jpg 150w\" sizes=\"(max-width: 2560px) 100vw, 2560px\" \/><\/p>\n<h4>Who wants to sponsor school events?<\/h4>\n<p><span style=\"font-weight: 400;\">When it comes to finding businesses to sponsor your event, you may be left scratching your head. You may be wondering, \u201cWho can I ask to sponsor my school event?\u201d or \u201cDo people even want to give money to my school?\u201d You might be surprised, but the answer is likely yes.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Check with parents or people connected to the school who own businesses. They already care about your school&#8217;s success, so they\u2019ll be more likely to consider donating to your event. Next, look at local businesses your school&#8217;s families often visit. These businesses will be happy to support an event that helps them connect with their customers.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Also, think about businesses related to your carnival activities. For example, a pet store might sponsor a petting zoo, or a movie theater could sponsor a popcorn stand. If you need more options, you can look outside your local area.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Gather a list of possible sponsors, and then it\u2019s time to get to work.<\/span><\/p>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-5895 size-full\" src=\"https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/pexels-sora-shimazaki-5673488-scaled.jpg\" alt=\"finding sponsors for school events.\" width=\"2560\" height=\"1707\" srcset=\"https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/pexels-sora-shimazaki-5673488-scaled.jpg 2560w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/pexels-sora-shimazaki-5673488-300x200.jpg 300w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/pexels-sora-shimazaki-5673488-1024x683.jpg 1024w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/pexels-sora-shimazaki-5673488-768x512.jpg 768w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/pexels-sora-shimazaki-5673488-1536x1024.jpg 1536w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/pexels-sora-shimazaki-5673488-2048x1365.jpg 2048w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/pexels-sora-shimazaki-5673488-150x100.jpg 150w\" sizes=\"(max-width: 2560px) 100vw, 2560px\" \/><\/p>\n<h4>How to get businesses to sponsor your school event<\/h4>\n<p><span style=\"font-weight: 400;\">Once you have a list of possible sponsors, think about how to thank them. You could use signs at the carnival, thank them at the event, on social media, and in newsletters. Make sure your school is okay with these ideas.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Before you contact businesses, see if they have sponsorship guidelines on their websites. If they do, follow them. If not, write a sponsorship letter explaining how their money will help the school and what they get in return, like advertising. Customize your letter for each business for better results.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u00a0<\/span><span style=\"font-weight: 400;\"><a href=\"\/\/\/Users\/haleybriggs\/Downloads\/SampleLetter.pdf\" target=\"_blank\" rel=\"noopener\">Here\u2019s a form letter you can use<\/a>,<\/span><span style=\"font-weight: 400;\"> or write your own by using the following best practices: <\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\"><strong>Communicate how your event will utilize sponsor money and benefit the school<\/strong>, as well as how the business can benefit, too. Event shout-outs in various forums amount to advertising for sponsors, which is an important benefit to highlight. <\/span><\/li>\n<li><span style=\"font-weight: 400;\"><strong>Tailor some of your letters to each business you contact<\/strong>. A school parent might donate for different reasons from a local business, for example.\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">After sending out your letters, don\u2019t forget to follow up with the businesses you\u2019ve reached out to a few more times. Making a phone call or sending an email to the business owner will garner more attention and consideration for your letter.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The final step in getting sponsors for your event is to take action! Create your tiered sponsorship levels and a plan for recognizing sponsors \u2014 then send out your letters and follow up. You might be surprised by how much your local community wants to support your school.<\/span><\/p>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-5852 size-full\" src=\"https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/how-to-budget-a-school-event-scaled.jpg\" alt=\"learn how to budget a school event.\" width=\"2560\" height=\"1708\" srcset=\"https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/how-to-budget-a-school-event-scaled.jpg 2560w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/how-to-budget-a-school-event-300x200.jpg 300w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/how-to-budget-a-school-event-1024x683.jpg 1024w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/how-to-budget-a-school-event-768x512.jpg 768w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/how-to-budget-a-school-event-1536x1025.jpg 1536w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/how-to-budget-a-school-event-2048x1367.jpg 2048w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/how-to-budget-a-school-event-150x100.jpg 150w\" sizes=\"(max-width: 2560px) 100vw, 2560px\" \/><\/p>\n<h3 id=\"Link2\">Budgeting<\/h3>\n<p><span style=\"font-weight: 400;\">When planning your school event, it&#8217;s important to stick to a budget. This budget usually comes from what was spent on past events. Use it to guide you. If you&#8217;re starting fresh or want to change the old budget, think about a few things. Consider what families are willing to pay for wristbands or tickets, how much you can get from local businesses as sponsors, and how much money your group has saved to cover necessary costs if you don&#8217;t make enough money.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Next, figure out how much it will cost to get all the rides, games, and activities you need to make the event fun for everyone. Don&#8217;t forget to add in the cost of prizes, candy, and any cleaning fees that your school&#8217;s cleaning staff or district might charge.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Generally, here is a breakdown of how you can expect to spend your budget:<\/span><\/p>\n<h4>General Setup \u201315%<\/h4>\n<p><span style=\"font-weight: 400;\">To keep your carnival running smoothly, you&#8217;ll need basic things like tables, chairs, and tents. You might also need supplies like tickets, tokens, and wristbands.<\/span><\/p>\n<h4>Games &amp; Activities \u2013 60%<\/h4>\n<p><span style=\"font-weight: 400;\">This includes the cost of the games themselves, like if you&#8217;re renting arcade games. It also covers items needed for specific games. For example, if you&#8217;re doing a cake walk and can&#8217;t get cakes donated because of school rules, you&#8217;ll need to buy them. If you want a dance floor, include the cost for that too. Renting things like a mechanical bull, rock climbing wall, or bouncy obstacle course can add unique and exciting elements to your event.<\/span><\/p>\n<h4>Prizes \u2013 10%<\/h4>\n<p><span style=\"font-weight: 400;\">Remember, games need prizes!<\/span><\/p>\n<h4>Marketing \u2013 3%<\/h4>\n<p><span style=\"font-weight: 400;\">Your team can spread the word about the carnival using the school\u2019s morning announcements, social media, and website. Remember to tell all the parents! Making signs for the school\u2019s drop-off area or flyers for kids to take home doesn\u2019t cost much. Work with the school leaders to see what&#8217;s allowed and make sure you have money set aside for these things.<\/span><\/p>\n<h4>Sponsorship Recognition \u2013 5%<\/h4>\n<p><span style=\"font-weight: 400;\">Sponsors help pay for the carnival, but they\u2019ll want people to know they helped. Thank them with shoutouts online and during the carnival. They often expect to see their names on banners by the activities they paid for. Banners can cost up to $55, so plan for that in your budget.<\/span><\/p>\n<h4>Custodial Services \u2013 7%<\/h4>\n<p><span style=\"font-weight: 400;\">School events are fun but messy. The school might charge extra for cleaning up. It\u2019s a good idea to let the custodians who clean enjoy the carnival for free. Also, think about giving free tickets to the custodians and school staff as a thank you. Make sure to include this in your budget.<\/span><\/p>\n<h3>Budget Overview:<\/h3>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-5840 size-full\" src=\"https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/Screen-Shot-2024-03-11-at-4.16.44-PM.png\" alt=\"school-event-budget\" width=\"1642\" height=\"988\" srcset=\"https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/Screen-Shot-2024-03-11-at-4.16.44-PM.png 1642w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/Screen-Shot-2024-03-11-at-4.16.44-PM-300x181.png 300w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/Screen-Shot-2024-03-11-at-4.16.44-PM-1024x616.png 1024w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/Screen-Shot-2024-03-11-at-4.16.44-PM-768x462.png 768w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/Screen-Shot-2024-03-11-at-4.16.44-PM-1536x924.png 1536w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/Screen-Shot-2024-03-11-at-4.16.44-PM-150x90.png 150w\" sizes=\"(max-width: 1642px) 100vw, 1642px\" \/><\/p>\n<h2 id=\"Planning and Preparations\">Planning and Preparations<\/h2>\n<p>Events don\u2019t run themselves, and even the best ideas fall flat without the right people behind them.<\/p>\n<article class=\"text-token-text-primary w-full\" dir=\"auto\" data-testid=\"conversation-turn-14\" data-scroll-anchor=\"false\">\n<div class=\"text-base my-auto mx-auto py-5 [--thread-content-margin:--spacing(4)] @[37rem]:[--thread-content-margin:--spacing(6)] @[72rem]:[--thread-content-margin:--spacing(16)] px-(--thread-content-margin)\">\n<div class=\"[--thread-content-max-width:32rem] @[34rem]:[--thread-content-max-width:40rem] @[64rem]:[--thread-content-max-width:48rem] mx-auto flex max-w-(--thread-content-max-width) flex-1 text-base gap-4 md:gap-5 lg:gap-6 group\/turn-messages focus-visible:outline-hidden\" tabindex=\"-1\">\n<div class=\"group\/conversation-turn relative flex w-full min-w-0 flex-col agent-turn\">\n<div class=\"relative flex-col gap-1 md:gap-3\">\n<div class=\"flex max-w-full flex-col grow\">\n<div class=\"min-h-8 text-message relative flex w-full flex-col items-end gap-2 text-start break-words whitespace-normal [.text-message+&amp;]:mt-5\" dir=\"auto\" data-message-author-role=\"assistant\" data-message-id=\"508106db-254f-4094-93d0-c2992d21f432\" data-message-model-slug=\"gpt-4o\">\n<div class=\"flex w-full flex-col gap-1 empty:hidden first:pt-[3px]\">\n<div class=\"markdown prose dark:prose-invert w-full break-words dark\">\n<p data-start=\"407\" data-end=\"714\" data-is-last-node=\"\" data-is-only-node=\"\">In this section, we\u2019ll cover how to figure out how many volunteers you\u2019ll need, what roles to fill (yes, someone <em data-start=\"520\" data-end=\"528\">should<\/em> be in charge of trash!), and how to get both parents and students excited to help. You&#8217;ll also find tips for organizing signups and making sure everyone knows what to do on the big day.<\/p>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<div class=\"flex min-h-[46px] justify-start\"><\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/article>\n<h3 id=\"Coordinating Volunteers\">Coordinating Volunteers<\/h3>\n<p><span style=\"font-weight: 400;\">Every school event, from carnivals to parties, needs people to run it. Therefore, finding volunteers to help with your event is essential! Luckily, there are lots of people in every community willing to help out at school events.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For a school event, here are some examples of roles you may need volunteers for:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Committee Chair<\/b><span style=\"font-weight: 400;\">: Leads the team, recruits and delegates tasks, communicates with school leadership and volunteers, handles paperwork and permits, and oversees budget and event setup.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Marketing Chair<\/b><span style=\"font-weight: 400;\">: Shares event information with the community, uses social media, designs print and digital media, and works independently before the event.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Candy &amp; Prize Table Coordinator<\/b><span style=\"font-weight: 400;\">: Manages the candy and prize table, orders tokens, candy, and prizes, and sets up the table.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Activities Coordinator<\/b><span style=\"font-weight: 400;\">: Oversees indoor activities, manages student volunteers, and ensures activity supplies are replenished.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Carnival Games Coordinator<\/b><span style=\"font-weight: 400;\">: Sets up carnival games, coordinates student volunteers for the games, and prepares games in advance.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Rides Coordinator<\/b><span style=\"font-weight: 400;\">: Decides on rides and attractions, stays within budget, ensures safety, and coordinates volunteers for ride safety.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Sponsor Coordinator<\/b><span style=\"font-weight: 400;\">: Solicits donations from local businesses or families, manages monetary and in-kind sponsorships.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Food Truck Coordinator<\/b><span style=\"font-weight: 400;\">: Finds food vendors, confirms availability, negotiates sales-based donations, and manages vendor needs during the event.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Purchasing Coordinator<\/b><span style=\"font-weight: 400;\">: Handles purchases for the event, including tickets, wristbands, and supplies, and uses a tax-exempt certificate to save money.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Treasurer<\/b><span style=\"font-weight: 400;\">: Manages finances for the event, leads ticket sales, reimburses expenses, and helps keep the budget on track.<\/span><\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-5853 size-full\" src=\"https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/ray-sangga-kusuma-7uSrOyY1U0I-unsplash-scaled.jpg\" alt=\"Learn how to find volunteers for school events.\" width=\"2560\" height=\"1700\" srcset=\"https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/ray-sangga-kusuma-7uSrOyY1U0I-unsplash-scaled.jpg 2560w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/ray-sangga-kusuma-7uSrOyY1U0I-unsplash-300x199.jpg 300w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/ray-sangga-kusuma-7uSrOyY1U0I-unsplash-1024x680.jpg 1024w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/ray-sangga-kusuma-7uSrOyY1U0I-unsplash-768x510.jpg 768w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/ray-sangga-kusuma-7uSrOyY1U0I-unsplash-1536x1020.jpg 1536w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/ray-sangga-kusuma-7uSrOyY1U0I-unsplash-2048x1360.jpg 2048w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/ray-sangga-kusuma-7uSrOyY1U0I-unsplash-150x100.jpg 150w\" sizes=\"(max-width: 2560px) 100vw, 2560px\" \/><\/p>\n<h3>Tips for Getting Parent Volunteers<\/h3>\n<p><span style=\"font-weight: 400;\">Planning a school event takes a lot of helpers, and it used to be mostly parents doing all the work. But, parents often have little kids or more than one child to watch, making it hard for them to help out for the full event. Although parents may be willing to help, it is important to keep in mind that their time is valuable and to be considerate. So, we recommend reserving supervisory roles for parents.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So, how can you secure some parent volunteers for your school event?<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Inform parents early<\/b><span style=\"font-weight: 400;\">: Let parents know you need help way before the event. Tell them what they need to do and how long it will take. Share the message in many ways like emails, the school&#8217;s online page, and meetings, so all parents can hear about it.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Make helping easy<\/b><span style=\"font-weight: 400;\">: Let parents choose short shifts to help so they can easily fit it into their day.<\/span><\/li>\n<\/ul>\n<h3>Student Volunteers for School Events<\/h3>\n<p><span style=\"font-weight: 400;\">Student volunteers typically come from middle and high schools and offer their assistance at school events. Their involvement is a positive shift, especially given the extensive number of tasks available throughout the 5-hour event. Many belong to clubs or organizations that mandate volunteer hours for membership, such as the National Honor Society.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">School events, like carnivals, often need a lot of helpers to run smoothly. Luckily, middle and high school students can be great volunteers for these events. They bring energy and fun, and younger kids at elementary school events love having them around.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To find volunteers, whether you\u2019re hosting an elementary, middle, or high school event, consider the following tips:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Talk to Clubs<\/b><span style=\"font-weight: 400;\">: Reach out to school clubs that require their members to volunteer. Explain how helping at your event can count towards their volunteer hours.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Use School Announcements<\/b><span style=\"font-weight: 400;\">: Share information about volunteering opportunities through school announcements, whether over the PA system, in a school newsletter, or on the school&#8217;s social media pages.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Offer a Sign-Up Sheet<\/b><span style=\"font-weight: 400;\">: Put a sign-up sheet in a common area like the school library or cafeteria. Make sure it&#8217;s in a spot where lots of students can see it.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Explain the Perks<\/b><span style=\"font-weight: 400;\">: Let students know what&#8217;s in it for them, like getting volunteer hours, having fun with friends, and learning new skills.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Ask Teachers for Recommendations<\/b><span style=\"font-weight: 400;\">: Some teachers know students who are looking for volunteer opportunities or who would be a good fit for your event. Ask them to suggest students who might be interested.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Make It Fun<\/b><span style=\"font-weight: 400;\">: Tell students about the fun parts of volunteering at your event, like the chance to be in charge of a game or activity they like.<\/span><\/li>\n<\/ul>\n<h3>How Many Volunteers Do You Need?<\/h3>\n<p><span style=\"font-weight: 400;\">Alright, so you know what kinds of volunteers you can get, now you may be asking yourself \u201cHow many volunteers do I need for my school event?\u201d.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To calculate how many volunteers you need for your school event, start with how many stations you will have. Then consider how many people you need to manage each station. Finally, multiply that by the number of shifts you plan to offer (e.g. you might have two two-hour shifts for your four-hour event). <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here is the breakdown we used for a school carnival that we planned:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>8 <\/b><span style=\"font-weight: 400;\">outdoor ride stations (inflatable obstacle course, bungee jump, etc.) x <\/span><b>2 <\/b><span style=\"font-weight: 400;\">people at each station x <\/span><b>2 <\/b><span style=\"font-weight: 400;\">shifts = <\/span><b>32<\/b><span style=\"font-weight: 400;\"> adult volunteers in 2 hour shifts<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>5 <\/b><span style=\"font-weight: 400;\">arcade games x <\/span><b>2 <\/b><span style=\"font-weight: 400;\">people at each station x <\/span><b>2 <\/b><span style=\"font-weight: 400;\">shifts = <\/span><b>20<\/b><span style=\"font-weight: 400;\"> student volunteers in 2 hour shifts<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>4<\/b><span style=\"font-weight: 400;\"> indoor activities x <\/span><b>2<\/b><span style=\"font-weight: 400;\"> people at each station x <\/span><b>2<\/b><span style=\"font-weight: 400;\"> shifts = <\/span><b>16<\/b><span style=\"font-weight: 400;\"> student volunteers in 2 hour shifts<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Setup\/takedown uses <\/span><b>8<\/b><span style=\"font-weight: 400;\"> volunteers in <\/span><b>2<\/b><span style=\"font-weight: 400;\"> hour shifts before and after the event = <\/span><b>16<\/b><span style=\"font-weight: 400;\"> volunteers (usually one or two adults per shift and the rest are student volunteers)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Total<\/b><span style=\"font-weight: 400;\">: 84 volunteers needed for our school event<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">As you can see, it takes a lot of manpower to make an event like this happen. But the payoff is worth it when the kids say it was the <strong>BEST<\/strong> school event ever! As you dive into planning, be sure to <\/span><a href=\"https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2021\/02\/Reventals-School-Event-Planning-Kit.pdf\"><span style=\"font-weight: 400;\">download our School Carnival Planning Guide<\/span><\/a><span style=\"font-weight: 400;\"> to help you navigate every step smoothly!<\/span><\/p>\n<h2 id=\"Vendors and Facilities\">Working with Vendors and Facilities<\/h2>\n<article class=\"text-token-text-primary w-full\" dir=\"auto\" data-testid=\"conversation-turn-18\" data-scroll-anchor=\"false\">\n<div class=\"text-base my-auto mx-auto py-5 [--thread-content-margin:--spacing(4)] @[37rem]:[--thread-content-margin:--spacing(6)] @[72rem]:[--thread-content-margin:--spacing(16)] px-(--thread-content-margin)\">\n<div class=\"[--thread-content-max-width:32rem] @[34rem]:[--thread-content-max-width:40rem] @[64rem]:[--thread-content-max-width:48rem] mx-auto flex max-w-(--thread-content-max-width) flex-1 text-base gap-4 md:gap-5 lg:gap-6 group\/turn-messages focus-visible:outline-hidden\" tabindex=\"-1\">\n<div class=\"group\/conversation-turn relative flex w-full min-w-0 flex-col agent-turn\">\n<div class=\"relative flex-col gap-1 md:gap-3\">\n<div class=\"flex max-w-full flex-col grow\">\n<div class=\"min-h-8 text-message relative flex w-full flex-col items-end gap-2 text-start break-words whitespace-normal [.text-message+&amp;]:mt-5\" dir=\"auto\" data-message-author-role=\"assistant\" data-message-id=\"59c7e427-1fb5-4b42-998e-4f2b6a6a0e9c\" data-message-model-slug=\"gpt-4o\">\n<div class=\"flex w-full flex-col gap-1 empty:hidden first:pt-[3px]\">\n<div class=\"markdown prose dark:prose-invert w-full break-words dark\">\n<p data-start=\"166\" data-end=\"405\">Now that you\u2019ve figured out who\u2019s helping (hello, volunteers!), it\u2019s time to focus on <em data-start=\"252\" data-end=\"258\">what<\/em> you need to pull the event off. That starts with locking down your location and making sure it has the right setup\u2014power, access, space, and more.<\/p>\n<p data-start=\"407\" data-end=\"699\" data-is-last-node=\"\" data-is-only-node=\"\">This section covers how to choose the right place for your event, what to ask facilities managers ahead of time, and how to coordinate with vendors for things like food, games, and equipment rentals. We\u2019ve also included activity ideas that are proven hits with kids (and easy on your budget).<\/p>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/article>\n<h3>Where to Host a School Event<\/h3>\n<p><span style=\"font-weight: 400;\">When you are hosting a school event or carnival, picking the right place is essential. Consider the following when choosing your facility:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Space needed to run your school event successfully<\/b><span style=\"font-weight: 400;\">: Estimate the number of attendees and space needed for activities to ensure the venue can accommodate your event.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Accessibility<\/b><span style=\"font-weight: 400;\">: Choose a location that is easily accessible to all participants, considering parking availability and public transport options.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">To save time and money, consider hosting your school event at the school! Many event coordinators choose to use the school gym, library, cafeterias, football fields, and more to host successful school events.<\/span><\/p>\n<h3>Important Questions to Ask Facilities Managers<\/h3>\n<p><span style=\"font-weight: 400;\">Once you\u2019ve chosen a location for your school event, it is essential to gather important information that will help your event run smoothly. This can include simple information like where the bathrooms are located, or safety information for evacuation protocols. Here is a list of questions you\u2019ll want to know the answer to before your school event:<\/span><\/p>\n<ul>\n<li aria-level=\"1\"><b>Where is the closest power source?\u00a0<\/b><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Food trucks and rides need power within 50 feet. If not available, you might need generators, which cost extra. Check with the facilities manager.<\/span><\/p>\n<ul>\n<li aria-level=\"1\"><b>Where can we get water?<\/b><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Water slides and handwashing stations need water access within 25 or 50 feet. Ask the facilities manager about water outlets and hose lengths.<\/span><\/p>\n<ul>\n<li aria-level=\"1\"><b>Can we use stakes for tents or inflatables?<\/b><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Stakes might damage irrigation lines, leading to expensive repairs. Ask if stakes are okay or if you should use water barrels instead.<\/span><\/p>\n<ul>\n<li aria-level=\"1\"><b>How do we get AC or heating for after-hours events?<\/b><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Schools usually have a way to request HVAC for events. Ask how to make sure it&#8217;s on and warm or cool enough before the event starts.<\/span><\/p>\n<ul>\n<li aria-level=\"1\"><b>What&#8217;s the safety plan?<\/b><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Some events might need hired security or specific safety roles for volunteers. Discuss with a facilities manager who does what if there&#8217;s an emergency.<\/span><\/p>\n<ul>\n<li aria-level=\"1\"><b>Are there any other rules I should know about?<\/b><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Meeting with the facilities manager or an administrator can help you learn any special rules or tips to avoid problems on the day of the event.<\/span><\/p>\n<h3>Questions to ask Vendors for Games &amp; Activities<\/h3>\n<p><span style=\"font-weight: 400;\">Once you\u2019ve secured items for your school event, it is important to work with your vendor to make sure that you know how to use the equipment and that you are following all safety protocols. Here are some great questions to ask vendors<\/span><\/p>\n<p><strong>Food &amp; Beverage (Concessions)<\/strong><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Do you have the required licenses and permits for our county?<\/b><span style=\"font-weight: 400;\"> Ensuring the vendor has the proper license and permits is crucial for legal compliance and the safety of attendees.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>What are your food handling and safety practices?<\/b><span style=\"font-weight: 400;\"> This question ensures that the vendor follows health authority guidelines for food safety, reducing the risk of foodborne illnesses.<\/span><\/li>\n<\/ul>\n<p><b>Audio\/Visual (A\/V) for a School Event<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Can you assess our event space to determine our A\/V needs?<\/b><span style=\"font-weight: 400;\"> A pre-event assessment ensures you have the necessary equipment for sound and visuals, contributing to the event&#8217;s success.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>How many electrical outlets will you need access to?<\/b><span style=\"font-weight: 400;\"> Knowing the number of outlets needed for rented equipment helps in planning the layout and ensures all A\/V equipment can be powered effectively.<\/span><\/li>\n<\/ul>\n<p><b>Inflatables\/Rides<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Will we need to rent generators for the rides, and how much will it cost?<\/b><span style=\"font-weight: 400;\"> This addresses the need for power sources for rides and inflatables, helping in budgeting for additional costs like generator rentals.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>How do we secure inflatables and rides safely?<\/b><span style=\"font-weight: 400;\"> Safety is very important at school events. This question ensures that all rides and inflatables are secured properly, preventing accidents.<\/span><\/li>\n<\/ul>\n<p><b>Tents<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Can tents be staked into the ground, or do we need water barrels?<\/b><span style=\"font-weight: 400;\"> This determines the best method to secure tents without damaging underground utilities, ensuring safety and avoiding repair costs.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Do larger tents require permits, and how do we obtain them?<\/b><span style=\"font-weight: 400;\"> Understanding permit requirements for large tents helps in planning and ensures the event complies with local regulations.<\/span><\/li>\n<\/ul>\n<p><a href=\"https:\/\/www.reventals.com\" target=\"_blank\" rel=\"noopener\"><button class=\"btn-primary\">Shop Now<\/button><\/a><\/p>\n<h2 id=\"Fun Attractions\">Fun Attractions &amp; Activities for School Events<\/h2>\n<p><span style=\"font-weight: 400;\">When planning, it\u2019s important to carefully plan your event with popular attractions and activities for school carnivals. Luckily, we\u2019ve researched so you don\u2019t have to! Here are the most popular attractions and activities for school carnivals of all ages in 2024:<\/span><\/p>\n<h3>Activities for School Events and Carnivals<\/h3>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Slides<\/b><span style=\"font-weight: 400;\">: Slides are always a hit because they&#8217;re thrilling and fun for all ages. They&#8217;re a simple way to add excitement and are easy to use repeatedly. We recommend dual slides so that kids can race!<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Dunk Tanks<\/b><span style=\"font-weight: 400;\">: Who wouldn\u2019t love to dunk their teacher or the principal? Dunk tanks are great for carnivals because they offer a fun way to cool off volunteers, and they are a great laugh for the children! (&#8230;just make sure no volunteers are assigned to the station for more than about 20 minutes at a time. It gets old going into and getting out of the water!)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Obstacle Courses<\/b><span style=\"font-weight: 400;\">: Obstacle courses are exciting challenges that promote physical activity and teamwork. Most of the time they\u2019re adjustable so that you can change them for different age groups. Like the slides, we recommend a dual version so that kids can race!<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Face Painting<\/b><span style=\"font-weight: 400;\">: Face painting is always a hit at school events for young and old children alike. It&#8217;s a creative activity that adds color and joy to any event.<\/span><\/li>\n<\/ul>\n<h3>Games for School Events and Carnivals<\/h3>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Ring Toss:<\/b><span style=\"font-weight: 400;\"> This game is a carnival classic because it&#8217;s simple, addictive, and suitable for all ages. It&#8217;s easy to set up and can be themed to fit the event.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Milk Bottle<\/b> <b>Toss<\/b><span style=\"font-weight: 400;\">: Knocking down milk bottles with a ball is satisfying and offers a good challenge for all ages.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Horse Shoe Toss<\/b><span style=\"font-weight: 400;\">: This game is a blend of skill and luck, appealing to both kids and adults. It&#8217;s straightforward, requires minimal setup, and can be played in small spaces.<\/span><\/li>\n<\/ul>\n<h3>Concessions for School Carnivals<\/h3>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Popcorn<\/b><span style=\"font-weight: 400;\">: Popcorn is a perfect carnival snack because it&#8217;s easy to make in large quantities, plus it smells great! Popcorn is also very easy and affordable to <\/span><a href=\"https:\/\/www.amazon.com\/s?k=amazon+bulk+popcorn&amp;hvadid=631610934869&amp;hvdev=c&amp;hvlocphy=9013312&amp;hvnetw=g&amp;hvqmt=e&amp;hvrand=17722288412709641180&amp;hvtargid=kwd-1458960553868&amp;hydadcr=7690_13589669&amp;tag=googhydr-20&amp;ref=pd_sl_1hz83vuz5l_e\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">buy in bulk<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Cotton Candy<\/b><span style=\"font-weight: 400;\">: Cotton candy is a favorite because it&#8217;s unique and fun to watch being made. If you plan to serve cotton candy, consider <\/span><a href=\"https:\/\/reventals.com\/archetypes\/749\/item?utm_source=Reventals%20Blog&amp;utm_campaign=Ultimate%20Guide%20to%20Planning%20School%20Events%20in%202024\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">renting a cotton candy machine<\/span><\/a><span style=\"font-weight: 400;\">! If you don\u2019t want to make it at the event, you could still buy it <\/span><a href=\"https:\/\/www.amazon.com\/s?k=bagged+cotton+candy+bulk&amp;hvadid=557270848682&amp;hvdev=c&amp;hvlocphy=9013312&amp;hvnetw=g&amp;hvqmt=e&amp;hvrand=16096184298263306417&amp;hvtargid=kwd-660229735354&amp;hydadcr=7469_13183974&amp;tag=googhydr-20&amp;ref=pd_sl_3az5dkykqq_e\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">pre-made in bulk<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Deep fried Oreos<\/b><span style=\"font-weight: 400;\">: Who doesn\u2019t love fried oreos? These are amazing because they\u2019re easy and cheap to make. All you need is <\/span><a href=\"https:\/\/www.allrecipes.com\/recipe\/166081\/deep-fried-oreos\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">oreos and a few basic ingredients<\/span><\/a><span style=\"font-weight: 400;\">! If your event is themed, consider using food coloring to turn this treat into fun colors!<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Nachos<\/b><span style=\"font-weight: 400;\">: Nachos are a great choice because they&#8217;re customizable, easy to eat while walking around, and can be made quickly for large crowds. Plus, the <\/span><a href=\"https:\/\/www.amazon.com\/s?k=nacho+chips+in+bulk&amp;crid=1JZZGOYR6Q6C4&amp;sprefix=nacho+chips+in+bulk%2Caps%2C112&amp;ref=nb_sb_noss_1\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">chips<\/span><\/a><span style=\"font-weight: 400;\">, <\/span><a href=\"https:\/\/www.amazon.com\/s?k=nacho+trays+in+bulk&amp;crid=1KPGOX2CR1M3R&amp;sprefix=nacho+trays+in+bulk%2Caps%2C111&amp;ref=nb_sb_noss_2\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">trays<\/span><\/a><span style=\"font-weight: 400;\">, and <\/span><a href=\"https:\/\/www.amazon.com\/s?k=nacho+cheese+in+bul&amp;crid=1LSWVER8JMZUT&amp;sprefix=nacho+cheese+in+bul%2Caps%2C110&amp;ref=nb_sb_noss_2\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">cheese<\/span><\/a><span style=\"font-weight: 400;\"> can easily be bought in bulk and prepared in crock pots!\u00a0<\/span><\/li>\n<\/ul>\n<p><a href=\"https:\/\/www.reventals.com\/catering-equipment-rentals\/concessions-rentals?show_items=true\" target=\"_blank\" rel=\"noopener\"><button class=\"btn-primary\">Shop Concession Rentals Now<\/button><\/a><\/p>\n<h2 id=\"Marketing\">Marketing and Promotion<\/h2>\n<p><span style=\"font-weight: 400;\">Once you\u2019re past the bulk of the planning, you might be wondering how to market a school event. For your carnival to be a big success, you have to take a multi-faceted approach to getting the word out.\u00a0 The three main communication channels are:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><strong>Print<\/strong><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><strong>Digital<\/strong><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><strong>Live<\/strong><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">There is a basic marketing principle that you have to \u201ctouch\u201d your target customer a minimum of <\/span><strong>7 times<\/strong><span style=\"font-weight: 400;\"> before someone will remember and act. Displaying banners &amp; posters all over the school, community, and on social media is a great way to get those touches.\u00a0\u00a0<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-5855 size-full\" src=\"https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/austin-distel-tLZhFRLj6nY-unsplash-scaled.jpg\" alt=\"Marketing-your-school-event\" width=\"2560\" height=\"1707\" srcset=\"https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/austin-distel-tLZhFRLj6nY-unsplash-scaled.jpg 2560w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/austin-distel-tLZhFRLj6nY-unsplash-300x200.jpg 300w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/austin-distel-tLZhFRLj6nY-unsplash-1024x683.jpg 1024w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/austin-distel-tLZhFRLj6nY-unsplash-768x512.jpg 768w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/austin-distel-tLZhFRLj6nY-unsplash-1536x1024.jpg 1536w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/austin-distel-tLZhFRLj6nY-unsplash-2048x1365.jpg 2048w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/austin-distel-tLZhFRLj6nY-unsplash-150x100.jpg 150w\" sizes=\"(max-width: 2560px) 100vw, 2560px\" \/><\/p>\n<h3>Marketing Your School Event<\/h3>\n<p><span style=\"font-weight: 400;\">You\u2019ve worked so hard to plan a great school carnival. Now, you need to be sure that the school knows about it, buys tickets and shows up! So, here are our top 5 ideas for spreading the word about your school carnival.<\/span><\/p>\n<h4>Live Assembly Announcements\/Skits<\/h4>\n<p><span style=\"font-weight: 400;\">One of the best ways to get students excited about an upcoming school event, like the Fall Festival or Spring Carnival, is to promote with a live announcement during the weekly assembly. Make this entertaining by using students and the school mascot, so that you can ensure the students enjoy and share the story with their parents.<\/span><\/p>\n<h4>Social Media Posts<\/h4>\n<p><span style=\"font-weight: 400;\">Most schools, booster clubs &amp; PTOs have social media channels they use frequently. Request at least a weekly post for the month or two prior to the school event.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Also, most schools have parents who are part of a Facebook group for the local school or neighborhood. Ask the moderators\/admins of that group if it would be okay to make occasional posts. Make sure you have captivating photos as that is mostly what grabs people&#8217;s attention as they are scrolling through.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here\u2019s an example:<\/span><\/p>\n<p style=\"text-align: center;\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-5843\" src=\"https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/Screen-Shot-2024-03-11-at-4.34.16-PM-300x288.png\" alt=\"sample-halloween-party-post\" width=\"491\" height=\"471\" srcset=\"https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/Screen-Shot-2024-03-11-at-4.34.16-PM-300x288.png 300w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/Screen-Shot-2024-03-11-at-4.34.16-PM-150x144.png 150w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/Screen-Shot-2024-03-11-at-4.34.16-PM.png 740w\" sizes=\"(max-width: 491px) 100vw, 491px\" \/><\/p>\n<h4>Flyers<\/h4>\n<p><span style=\"font-weight: 400;\">Flyers are a great way to catch peoples\u2019 attention about your school event while they\u2019re out and about in public. Design an eye-catching, colorful flyer, and then get to work hanging up the flyers around your school.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Put them up in the office where parents are likely to see them and give some to teachers as well to hang up in their classrooms. If you want the community outside of your school to attend, consider giving flyers to your local grocery store, libraries, and restaurants to hang on bulletin boards and distribute to consumers.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here\u2019s an example of a colorful, eye-catching flyer for a fall festival:<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-5844 aligncenter\" src=\"https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/Screen-Shot-2024-03-11-at-4.34.23-PM-231x300.png\" alt=\"sample-fall-festival-flyer\" width=\"450\" height=\"585\" srcset=\"https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/Screen-Shot-2024-03-11-at-4.34.23-PM-231x300.png 231w, https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2024\/03\/Screen-Shot-2024-03-11-at-4.34.23-PM-150x194.png 150w\" sizes=\"(max-width: 450px) 100vw, 450px\" \/><\/p>\n<h4>Emails<\/h4>\n<p><span style=\"font-weight: 400;\">Most schools send out a weekly or monthly email to parents. Make sure the announcement about the carnival gets in those emails 2 months before the event and stays there until the day of the event. Most parents don\u2019t read all of the emails; so, you have to make sure it is in all of the out-going communications so you can catch them when they do read it. You can also ask Homeroom Parents and Teachers to include details in their email communications.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To quickly and easily make beautiful social posts and flyers for your events, use <\/span><a href=\"https:\/\/www.canva.com\/templates\/?category=tAFSFhxx61M&amp;pricing=FREE\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Canva<\/span><\/a><span style=\"font-weight: 400;\">! There are tons of free templates for themed events.<\/span><\/p>\n<h2 id=\"TLDR\">General Best Practices &amp; Resources<\/h2>\n<h3>Summarized Tips &amp; Tricks (TLDR \ud83d\ude1c)<\/h3>\n<p><span style=\"font-weight: 400;\">Okay, we get it. This is a LOT of information to take in at once. So, just as a quick summary, let\u2019s go over the major things you need to do to plan a successful school event or carnival:<\/span><\/p>\n<ol>\n<li style=\"list-style-type: none;\">\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Find sponsors by contacting local businesses<\/b><span style=\"font-weight: 400;\">. They may be owned by parents or frequented by families that attend your school. Make sure that there\u2019s something in it for them \u2013 like advertising. You\u2019ll be surprised by how many businesses will want to support your school!<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Make a budget. <\/b><span style=\"font-weight: 400;\">After you\u2019ve secured funding for your school event, use the information you\u2019ve gained to create a budget. Generally, your budget can be broken down like this: <\/span>60% for Games &amp; Activities, 15% for General Setup (Chairs, Tables, Tents, etc), 10% for Candy &amp; Prizes,\u00a03% for Marketing, 5% for Sponsorship Recognition (banners), 7% for Clean Up.<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Find Volunteers. <\/b><span style=\"font-weight: 400;\">Recruit parents and students to help with running your events. Generally, you should reserve supervisory roles for parents and the majority of physical work for students. Allow flexible, short shifts so that busy parents are more likely to volunteer.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Find &amp; Schedule Rentals for Games &amp; Activities<\/b><span style=\"font-weight: 400;\">. If you plan to rent any inventory for your event, schedule it in advance. You can use sites like Reventals to quickly and easily find vendors for your event. <\/span>Inquire about safety instructions and general usage of any items you rent.<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Advertise your school event locally and on social media. <\/b><span style=\"font-weight: 400;\">Put flyers up in the hallways and offices, and distribute some to teachers who can hand them out to students. You can also contact local businesses, libraries, and parks who may let you post your flyers on their bulletin boards. <\/span>Additionally, see if you can post advertisements for your school event on local Facebook community groups.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<h3 id=\"Tools and Resources\">Tools &amp; Resources<\/h3>\n<h4>Planning<\/h4>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"\/\/\/Users\/haleybriggs\/Downloads\/SampleBudget.pdf\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Sample Budget<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2020\/01\/Event-Rental-Checklist.pdf\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Events Checklist<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/www.reventals.com\/blog\/wp-content\/uploads\/2021\/02\/Reventals-School-Event-Planning-Kit.pdf\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Event Planning Timeline<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"\/\/\/Users\/haleybriggs\/Downloads\/SampleLetter.pdf\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Sample Sponsorship Request Letter\u00a0<\/span><\/a><\/li>\n<\/ul>\n<h4>Marketing<\/h4>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/www.canva.com\/p\/templates\/EAFqnitIKb4-colorful-watercolor-illustrative-fall-forest-leaves-autumn-market-flyer\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Canva<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/www.facebook.com\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Facebook<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/www.instagram.com\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Instagram<\/span><\/a><\/li>\n<\/ul>\n<h3 data-pm-slice=\"1 1 []\"><strong>Find rentals for all your event needs:<\/strong><\/h3>\n<ul>\n<li><a href=\"https:\/\/www.reventals.com\/party-event-rentals\/tables-rentals\" target=\"_blank\" rel=\"noopener\">Tables<\/a><\/li>\n<li><a href=\"https:\/\/www.reventals.com\/party-event-rentals\/chairs-rentals\" target=\"_blank\" rel=\"noopener\">Chairs<\/a><\/li>\n<li><a href=\"https:\/\/www.reventals.com\/party-event-rentals\/tents-rentals\" target=\"_blank\" rel=\"noopener\">Tents<\/a><\/li>\n<li><a href=\"https:\/\/www.reventals.com\/party-event-rentals\/inflatables-rentals\" target=\"_blank\" rel=\"noopener\">Inflatables<\/a><\/li>\n<li><a href=\"https:\/\/www.reventals.com\/games-rentals\/lawn-games-rentals?show_items=true\" target=\"_blank\" rel=\"noopener\">Outdoor Games<\/a><\/li>\n<li><a href=\"https:\/\/www.reventals.com\/catering-equipment-rentals\/concessions-rentals?show_items=true\" target=\"_blank\" rel=\"noopener\">Concession Rentals<\/a><\/li>\n<\/ul>\n<h3>Other Blogs You May Find Interesting:<\/h3>\n<p><a href=\"https:\/\/www.reventals.com\/blog\/table-sizes-and-seating\/\" target=\"_blank\" rel=\"noopener\">Table Sizes &#8211; How Many People will Fit?<\/a><\/p>\n<p><a href=\"https:\/\/www.reventals.com\/blog\/what-size-tablecloth-do-i-need\/\" target=\"_blank\" rel=\"noopener\">What Size Linen Fits My Table?<\/a><\/p>\n<p><a href=\"https:\/\/www.reventals.com\/blog\/cost-to-rent-table-place-settings\/\" target=\"_blank\" rel=\"noopener\">How much does it cost to rent table place settings?<\/a><\/p>\n<p><a href=\"https:\/\/www.reventals.com\" target=\"_blank\" rel=\"noopener\"><button class=\"btn-primary\">Shop Now<\/button><\/a><\/p>\n<p><script type=\"application\/ld+json\">{\"@context\":\"https:\/\/schema.org\",\"@type\":\"FAQPage\",\"mainEntity\":[{\"@type\":\"Question\",\"name\":\"How do you plan a school event? \",\"acceptedAnswer\":{\"@type\":\"Answer\",\"text\":\"Find sponsors by contacting local businesses. They may be owned by parents or frequented by families that attend your school. Make sure that there\u2019s something in it for them \u2013 like advertising. You\u2019ll be surprised by how many businesses will want to support your school!\\n\\nMake a budget. After you\u2019ve secured funding for your school event, use the information you\u2019ve gained to create a budget. \\nFind Volunteers. Recruit parents and students to help with running your events. Generally, you should reserve supervisory roles for parents and the majority of physical work for students. Allow flexible, short shifts so that busy parents are more likely to volunteer.\\n\\nFind & Schedule Rentals for Games & Activities. If you plan to rent any inventory for your event, schedule it in advance. You can use sites like Reventals to quickly and easily find vendors for your event. \\nMake sure to inquire about safety instructions and general usage of any items you rent.\\n\\nAdvertise your school event locally and on social media. Put flyers up in the hallways, office(s), and distribute some to teachers that can hand them out to students.You can also contact local businesses, libraries, and parks who may let you to post your flyers on their bulletin boards.\"}},{\"@type\":\"Question\",\"name\":\"What are some easy games to make for a carnival?\",\"acceptedAnswer\":{\"@type\":\"Answer\",\"text\":\"Ring Toss: This game is a carnival classic because it's simple, addictive, and suitable for all ages. It's easy to set up and can be themed to fit the event.\\n\\nMilk Bottle Toss: Knocking down milk bottles with a ball is satisfying and offers a good challenge for all ages.\\n\\nHorse Shoe Toss: This game is a blend of skill and luck, appealing to kids and adults. It's straightforward, requires minimal setup, and can be played in small spaces.\"}},{\"@type\":\"Question\",\"name\":\"What should you sell at school carnivals?\",\"acceptedAnswer\":{\"@type\":\"Answer\",\"text\":\"At school carnivals, it's a great idea to sell things that kids and their families will enjoy. This includes tasty food like popcorn, cotton candy, and hot dogs. You can also sell cool drinks, ice cream, and homemade treats. Besides food, you can sell fun toys, glow sticks, and tickets to play carnival games\"}},{\"@type\":\"Question\",\"name\":\"How do school carnivals make money?\",\"acceptedAnswer\":{\"@type\":\"Answer\",\"text\":\"School carnivals typically make money in a few different ways: They sell tickets to get into the carnival or to play games. Additionally, they sell food, toys, glow sticks, or other fun items.\\n\\nTo make money on items sold at a school event, charge a bit more than you bought the item for. When you do this, your event will take in a profit.\"}}]}<\/script><!--FAQPage Code Generated by https:\/\/saijogeorge.com\/json-ld-schema-generator\/faq\/--><!--FAQPage Code Generated by https:\/\/saijogeorge.com\/json-ld-schema-generator\/faq\/--><\/p>\n","protected":false},"excerpt":{"rendered":"<p>\u201cLet\u2019s plan a school event,\u201d they said. \u201cIt\u2019ll be fun!\u201d they said. And it probably was fun until you started the planning process. Don\u2019t sweat it. We put together this guide to planning school events and carnivals to take the stress out of planning, especially if it&#8217;s your first time. In this blog, we cover [&hellip;]<\/p>\n","protected":false},"author":14,"featured_media":5860,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"content-type":"","footnotes":""},"categories":[45,16,28],"tags":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v23.0 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Organize a School Event | Ultimate Guide &amp; Checklist - Reventals Event Rentals<\/title>\n<meta name=\"description\" content=\"Learn how to plan a school event! 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