Laughter. Friendship. Unforgettable moments. When families step into the school building for events like concerts, open houses, and other gatherings, it’s an opportunity to foster a strong sense of community and provide an engaging experience. However, these events also require careful planning to ensure everyone’s safety and enjoyment.
Erin Milligan-Mattes, a seasoned instructional leader who served in the Commissioner’s Office at the Tennessee Department of Education, discusses best practices for safe and memorable school gatherings.
Clear Event Communication & Promotion
Start by effectively communicating event details well in advance to minimize confusion and increase participation.
- Send communication about the event at least two weeks in advance. Follow up with event reminders before the event: one week, a few days prior, and the day of the event.
- Use multiple channels such as emails, newsletters, school websites, and social media.
- Inform stakeholders about the event’s purpose, date, time, and any special instructions, such as traffic flow. You may also share a run of show or agenda ahead of time so families know what to expect.
- Get an estimate of the number of attendees for planning purposes. This may mean asking for RSVPs or looking up last year’s attendance for the same event.
Thoughtful Event Scheduling
Choose event dates and times that accommodate family and staff schedules.
- Opt for evenings, weekends, or teacher professional development days to maximize attendance without clashing with work or commitments. As highlighted in Grizzles Prep: Parents with Pastries, schools may even host an event before school when families are already on campus for drop-off.
- Consider alternating days of the week so families with recurring conflicts have an opportunity to attend.
- Choose dates that operations and facilities staff members are available. They are needed to help problem-solve during the event, like adjusting the air conditioning or finding more tables and chairs.
- Stagger attendance to minimize congestion, especially for all school events. You may break up attendance by grade level (Grades K-1 at 5:00 pm, Grades 2-5 at 6:00 pm) or last name (A-L on Tuesday and M-Z on Thursday).
- Create a back-up plan in case of severe weather or for families who cannot attend.
Focus on Safety at Events
Create a plan for keeping students and families safe, especially when events occur after school hours.
- Continue to use school safety procedures for daytime events but assign additional staff to handle the volume.
- Ask families to arrive early to allow time for check-in/sign-in for daytime and nighttime events.
- Place extra staff outside the building and at entrance and exits to direct traffic and ensure safety procedures are followed.
- Restrict events to parts of the building that are easily accessible and monitored, especially if students are still in classes.
Equitable & Welcoming Event Experience
Create a warm and inclusive environment where all families can participate. You may plan a presentation in multiple languages or with the aide of a translator, provide free entrance at a paid event for families who need financial support, or allow registration on the day of the event for families with changing circumstances. Additionally, you may provide limited but free childcare during adult-only events, like parent-teacher conferences or family association meetings, so all families can attend.
Designated Signage for Efficient Flow
Clearly communicate traffic flow expectations ahead of the event. This may include an annotated map of the school and campus grounds, including parking options. Use well-placed signs to guide attendees to entrances, exits, restrooms, and different event areas. Color-coded signs or banners also aid navigation.
Engaging Event Activities for All Ages
Offer activities catering to all ages. Interactive stations, games, and educational displays ensure an enjoyable experience for both children and adults. Here are some ideas for programming:
- Offer a Q&A or meet and greet after an information session. Remember to keep presentations concise and offer handouts in multiple languages as a summary.
- Create a classroom or school scavenger hunt for Meet the Teacher Night or Open House.
- Have parents walk through their child’s class schedule.
- Hold a self-guided information court in the cafeteria or gym for families to learn more about school clubs/activities and complete required paperwork.
- Open the gym or playgrounds for students and siblings to play.
Student and Parent Engagement Opportunities
Offer opportunities for parents and caregivers to engage with teachers and administrators during the event. Likewise, leverage students by having them present projects, guide tours, or showcase their talents or classwork.
Additionally, you may utilize parents from the school’s family association to:
- Direct traffic
- Sell spiritwear
- Provide food for a potluck
- Staff a check-in table
- Provide on-site babysitting
Capture Moments
Designate a photography area or set up a photo booth where families can capture memories and share on social media to promote community.
Ask For and Use Feedback
After the event, solicit feedback from attendees through surveys or comment cards. You may ask attendees to complete this prior to leaving the event to increase response rates. Remember to review event feedback with staff and reflect on changes for the future.School events create a memorable impression on families and help build community. It’s important that these events go well! Even though this article focuses on Open Houses, there are great recommendations on hosting any school event here: 10 Last-Minute Tips for Your School’s Best Open House Yet.
