As well as promoting the PTA’s vital work in the school, your base camp can operate as a check-in station for volunteers, a meeting place for visitors and a safe place for lost children. Situate it close to a power outlet and water source, and make sure everyone knows it’s there.
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Paperwork
Make sure you have hard copies of your schedule, map, volunteer rota, risk assessment and insurance. Print the contact numbers of key team members and have a spare walkie-talkie available.
Identify the PTA
Keep some spare hi-vis vests or PTA lanyards for anyone who wants to volunteer on the day.
Battery packs and chargers
You may not have a charger for every phone and device, but make sure you can charge essentials, such as the chair’s phone and your card payment machine.
Weather proofing
If hot weather or rain are forecast, be prepared with waterproof clothing, umbrellas, tarpaulins, gazebos and sunscreen. Keep a few spare tarpaulins or gazebos – or at least some extra tent pegs and a mallet – on hand if you have space.
First aid kit
Make sure you have a well-stocked first aid kit available in case of minor injuries. Ensure it includes essentials such as plasters and ice packs.
Stationery box
Inform volunteers that they can ask for pens, markers, staplers, sticky tape, drawing pins, string and Blu Tack, if needed.
Toolbox
Keep a selection of bigger tools in a lockable box in case any stalls need a quick repair. We suggest including a hammer, staple gun, pliers, a Stanley knife and screwdrivers. A tape measure, duct tape and cable ties will be handy too.
Clean-up kit
Fairs can get messy! Provide cleaning supplies, such as blue roll, anti-bacterial spray, gloves and extra bin bags. Consider using recyclable materials and eco-friendly products.
Water and reusable cups
Keep drinkable water and a few cups on hand for attendees and lost children who may need rehydration.
