In our recent blog, we admitted that it might seem like more trouble than it is worth to involve more than the usual 20-30 regular volunteers. However we also laid out some strong reasons why it’s definitely a good idea to radically ramp up and broaden your pool of PTA summer fair volunteers going forward. In this blog we’ll explain exactly HOW you can do that.
How to get more PTA Summer Fair volunteers and make it a whole-community effort
In short:
- Make a list of all the stalls and assign one to each class/year
- Include simple and clear instructions on how to run each stall
- Be inclusive and welcoming, so new people feel comfortable
- Create online signup sheets with short durations of 30 minutes
- Ask people nicely to step up to run their class stall for a short stint
- Incentivise stalls to compete (just for fun!)
- Share the online sign up sheets at regular intervals on the run up
- Create FOMO by making everyone feel GREAT about being part of it
- Incentivise volunteers by offering a small prize to a lucky winner
- Day Before/Of Event: Remind the volunteers about what they said they’d do
- After: Thank everyone and share the successful results
- Ongoing: Keep in touch for next year!
And here’s the detail... this is what we’ve seen work incredibly well for successful PTAs who keep growing their PTA summer fair volunteer base year on year!
1. Make a list of all the stalls and assign one to each class/year
This will create a bit of excitement about event day, and give people an idea of how much there is to be done. Remember that although you may be spending hours day-in and day-out doing all the planning, most parents are completely oblivious of all the jobs that need doing.
As far as they are concerned, it magically appears and they rock up and enjoy the event. Get them invested in the success of the event from the off, by listing all your stalls (get tons of ideas here), and asking people to donate items, help create props, contribute raw materials etc.
Get each class (maybe the kids if the teachers have time, or ask parent volunteers to lead this activity, perhaps as part of an informal evening social) to create an attractive poster for each stall.
2. Include simple and clear instructions on how to run each stall
The more detail you provide, the less mystery and therefore reasons to back down. People don’t tend to stick their head above the parapet unless they know what it is they are going to have to do.
Nobody wants to look dumb or incompetent, right?
For example, imagine your stall has some kooky name like “Peas in a Pod” or “Moth Balls” involving giant papier maché props. In this case, don’t expect people to know what that means - explain to them in simple terms exactly what they (as a volunteer) would need to do to run the stall.
It’s unlikely to be rocket science, but you’d be surprised how much even a little fear of the unknown can drive down the number of PTA summer fair volunteers. So add a line or two to describe the volunteer task, and you’ll increase your chances of take-up. Quite simple, but effective.
3. Be inclusive and welcoming, so new people feel comfortable
One thing that we hear a lot is that parents who are new sometimes assume the PTA may already have a tight little group of people who help (and let’s face it, they are probably right!)
However what often stops them from volunteering is that they might stick out as a newcomer, or be the only one who doesn’t know everyone. You can make sure they understand that’s a load of baloney, by making sure you specifically state just how darn friendly y’all are, and that you’re ever-ready to make new friends. Trust us, this will make a huge difference.
Many people suffer from some level of social anxiety, so bear this in mind - make your communications super-welcoming and reassuring, and this will have a positive impact on new volunteer numbers.
4. Create online signup sheets with short durations of *30 minutes*
It’s really important to keep the timeslot short. 30 minutes is doable for almost anyone, whereas an hour will lose a chunk of folks. Shorter slots means more volunteers, and that’s a good thing. That’s where that fuzzy whole-community-takes-a-village vibe comes from.
The more people who help, the more others will feel like joining in. (In any case, those that are happy to offer help for longer can simply sign up for more than one slot!)
5. Ask people to step up to run their class stall for a short stint
Whichever method you choose to list your opportunities for PTA summer fair volunteers, you need to remember to ASK people (they are going about their merry lives, completely oblivious otherwise!)
Be sure to tell them what your PTA is raising money for, what it was spent on in the past, what you are planning to spend it on in the near future, and IMPORTANTLY, how it will benefit their children.
Tell them just how easy you’ve made it for them to just pitch up for 30 mins and do their bit, and they can enjoy the rest of the event glowing with the warmth of altruism.
Remind them that it’s also a super-fun way to get to know other parents. (It’s an especially great chance for the dads to connect, if they are not often in school.) Running a stall together is a nice, unpressured way to meet people outside of a strictly social setting.
6. Incentivise stalls to compete (just for fun!)
Another way to motivate people to volunteer for a stint is to have classes compete to fill out their stall with as many volunteers as possible in a bid to win points.
It’s all about building a community, so the more actual people get involved, the more kudos they gain. Perhaps a shout out and maybe even a prize (mini trophy?) for the winning class?
Also make sure people understand that no volunteers could mean no class stall, and that would be sooo embarrassing and lame. Their kids would be putting on their sad face. :(
Just a little touch of emotional blackmail ha ha. But of course bear in mind some people have less “bandwidth” than others. So, maybe go easy on the shaming message!
7. Share the sign up sheets at regular intervals on the run up
For best results, on the run up to a big event like the school summer fair, send out an update once a week in the 4-6 week run-up, pointing people towards where help is particularly needed.
Also ask people if you know of any potential sponsors too - some parents run their own small businesses locally and may be glad of the exposure to a local family audience.
Give a quick progress update and clear “call to action” each time, so they know who to contact and how.
8. Create FOMO by making everyone feel GREAT about being part of it
Remember, the point of creating 30 minute slots is that you want a whole-community effort to pull off the event. Half an hour is just a lot more palatable for the average parent, who does not get a lot of down time and look forward to rare time off.
So now create a Fear Of Missing Out by sharing progress on different class stalls as the event day nears. The more stories you can tell about real people getting involved, the more other people will relate to what’s going on and want to be part of it. Include photos if you can, and create some buzz!
Ask your PTA summer fair volunteers to get their partner or kids to help out with them too, or take turns if the kids need supervision, or perhaps bring baby along if it’s an easy stall to run.
It’s actually pretty fun to put on a smile and work on a stall, interacting with all sorts of people. A great confidence booster as well if you’ve been tucked away in your home-office for months in your baggy trackie bottoms!
The students could be helping out too. Especially Year 6 and above. Secondary school kids can definitely pitch in - it’s absolutely brilliant experience for them to participate as a stall runner. A ton of interpersonal skills to pick up.
9. Incentivise volunteers by offering a small prize to a lucky winner
Apart from that warm fuzzy feeling of Doing Good, you could add another little incentive by entering all PTA summer fair volunteers in a small prize draw to add a bit of excitement.
This could be a £10 voucher or just a free burger or whatever. Everybody loves the little thrill of potentially winning something.... ANYTHING!
10. Remind everyone what they said they’d do
So let’s say you’ve been steadily building up your army of volunteers, and the big day is around the corner. Now it’s time to send out a reminder so people don’t forget what they volunteered for many moons ago.
You can share the link to your online rota and ask people to look for their name and volunteering task on it. It’s as simple as posting a message to all the helpers, which will send a personalised message to each volunteer telling them what they are helping with, and who else is too.
Print out a rota timetable to place on each stall so people know who they’ll hand over to. Managers should also have phone numbers at the ready to chase people up if needed.
11. Thank everyone afterwards and share the successful results
The PTA Summer Fair is likely to be one of your biggest fundraisers, so share some stats make sure it’s clear to everyone how many people attended, and how much money was raised.
Congratulate all your wonderful PTA summer fair volunteers and spread the positive news that they really made a difference, help them feel good about having contributing and made a lasting impact.
Confirm future spending plans, celebrate pulling off a wonderful community event, and let everyone involved bask in the glory of your joint achievements.
12. Keep in touch for next year!
Don’t forget to make sure this year’s PTA summer fair volunteers are signed up to your mailing list or PlanSocial hub to stay in the loop about other fun events coming up, and also how the PTA divvies up the funds on various projects.
Remember, the more people who take part in organising and volunteering, the greater the sense of ownership, pride and pleasure in making a difference to our kids.
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