Once your event is underway, you may encounter a range of challenges, such as communication issues, repairs, restocking, cleaning, and ensuring the technology works properly. Ideally, designate one member of the PTA team as a free-roaming troubleshooter with a portable kit of essential items. Give them a hi-vis vest for quick identification.
The essentials
- Walkie-talkie: To keep in touch and so volunteers can contact you if they need supplies. Make sure it’s charged up and the others are in the right hands
- Blu Tack, Sellotape and string For on-the-go repairs and sticking up things that fall down
- Scissors: For opening packets and quick fixes.
- A4 sheets of paper, biros and marker pens: To make emergency signs and take notes
- Written contact details of key people: In case your phone runs out of charge and you need to borrow another
- Energy bar: To give you a boost if you don’t get the chance to eat
- Phone: Ensure it’s charged and that key people have your number (providing there’s a signal at your school). If it has a camera, make sure there’s space to store images and videos. If not, bring a camera separately
- Bottle of water: stay hydrated with a refillable bottle
- Event timetable, site map, volunteer rota, risk assesment and insurance details: So you know where everyone and everything is and can advise volunteers and visitors. Laminate them if rain is forecast
- Duct tape: A stronger solution for any breakages
- Hand sanitiser.
If you have more space
- Batteries: Back-ups for any battery-operated attractions, such as a buzz wire game – make sure they’re the right size
- Elastic bands and safety pins: Extra repair supplies
- Rags: A sturdier, washable alternative to tissues
- Small toolkit: A set of screwdrivers and pliers can come in handy
- Cable ties: Great for securing anything from cables to signs
- Masking tape: It's easy to write on it with a permanent marker
- Hair ties: for anyone who forgets, especially if they are serving food.
Top tips
- Wear your watch and remember reading glasses if you need them.
- Take note of the weather – if it’s sunny, pack your sunglasses. Wear waterproof clothing and footwear if it might rain. Even if you can move your event inside, you will probably be the one who’s outside the most.
- Have one stall equipped with a first-aid kit and sunscreen, and allocated as the lost children spot.
- Place walkie-talkies on key stalls such as the barbecue so those running it won’t be left without someone to speak to at all times.
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