School’s nearly out, the sun is shining (hopefully!), and that can only mean one thing—PTA summer fete season!

For many Parent Teacher Associations (PTAs) and school communities, the summer fair is one of the biggest events of the year. It’s a great chance to raise money, bring families together, and make wonderful memories for students and parents. But if you’ve ever helped run one, you’ll know they don’t organise themselves!

Whether this is your first time helping as a PTA member or you are an experienced stall-runner, this guide will help you. It covers everything from big ideas to the small details that matter for your summer fete.

1. Start Planning Early

It sounds obvious, but early planning is the key to a smooth-running event. Ideally, aim to start 2–3 months in advance. You’ll need time to:

• Confirm a date (avoid clashing with local festivals or other schools)
• Book your venue – school grounds, local parks, or a nearby hall for hire
• Create a task list and gather your planning team

Create a shared spreadsheet or online planning tool (like Trello or Google Sheets) where everyone can track tasks, responsibilities, and deadlines. Delegate early and often!

2. Pick the Perfect Venue

If you’re hosting the school PTA fete on school grounds, brilliant—it’s familiar, free and central. But if that’s not an option, don’t worry. There are plenty of brilliant community venues for hire that are perfect for summer events.

Top tips when choosing your venue:

• Is there outdoor space for stalls, games, or bouncy castles?
• Are there toilets and access to running water?
• Is there power available for food stalls or music?
• Is the site easy to access for families and volunteers?

Check out Sharesy to find affordable venues that support local schools and offer all the practical things you need.

3. Set a Budget & Fundraising Goal

Before diving into decorations and doughnuts, take a moment to figure out your numbers. A clear budget helps you avoid overspending—and gives you a goal to aim for.

Decide on:

• How much you’re happy to spend
• Your fundraising target
• Which stalls or activities will bring in the most money (think raffle, tombola, food & drink)

Don’t forget—you can ask local businesses to sponsor a stall or donate prizes in exchange for a shout-out on the day or on social media.

4. Plan Your Activities & Stalls

A great summer fete has something for everyone. Here's a mix of classic crowd-pleasers and low-effort wins:

Family Favourites:

• Raffle or prize draw
• Tombola (kids and adult versions)
• Face painting
• Hook-a-duck or coconut shy
• Bouncy castle
• BBQ or ice cream van

Easy Wins:

• Second-hand uniform stall
• Book stall
• Plant sale or cake stall
• Guess the number of sweets
• Temporary tattoo station (cheap and easy to run!)

If you can, try to mix free activities with paid ones so all families can enjoy the day regardless of budget. Check out our blog on our Top Summer Fete Ideas here for your next fundraising event.

5. Promote, Promote, Promote!

Even the best-planned fete won’t be a success without people there to enjoy it. Start promoting at least 3–4 weeks in advance and use every channel available:

• School newsletters and noticeboards
• Social media (your PTA’s or local community groups)
• WhatsApp class groups
• Posters around school, parks, and local cafés
• Email reminders (especially the week before!)

Use eye-catching images and include date, time, location, entry fee, and any exciting attractions.

6. Get the Whole Community Involved

The Summer Fete is a massive event and getting helpers is so important.

Reach out to:

• Parents – Ask them to run stalls, bake cakes, or lend equipment
• Teachers – Can they run a game or bring a class performance?
• Local businesses – They may offer sponsorship, raffle prizes, or even a food truck
• Older pupils – Great helpers for games and stalls, and they love getting involved!

A rota helps make sure no one is stuck running the same stall for three hours straight. And don’t forget to provide drinks, snacks, and plenty of thank-yous for your volunteers. Volunteer Signup is a free and incredibly simple to use volunteer signup tracker.

7. Think Practical on the Day

On the day of the fete, you’ll want everything to run like clockwork. Here’s a mini checklist:

• Float and change for stalls/ Check wifi coverage is you are using card payment machines
• Tablecloths and signage for each stall
• Bin bags, recycling options, and wipes
• First aid kit and a designated first aiders
• PA system or mic if you’re doing announcements or raffles

Make sure everyone knows the plan—set-up times, who’s running what, and who to go to with questions. A clear site map is helpful, especially if you're using a larger venue.

8. Celebrate & Evaluate

Once the bunting’s down and the last sweet wrapper picked up, don’t forget to say a huge thank you to everyone who helped. Share your fundraising total on social media. Let parents know how the money will be used. It could be for new books, a playground upgrade, or fun activities.

And finally—take notes! What worked? What would you change next time? A simple debrief can make planning next year’s PTA events and fetes a breeze.

Ready to plan your best summer fete yet?

Start early, stay organised, and bring your community together for a brilliant cause.

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