Planning a School Disco: A Comprehensive Guide
School discos have long been a favourite for PTA fundraisers. Whether it's your first time organizing one or you're a seasoned planner, there are several key factors to consider to ensure your event is a success. Here’s a guide to help you navigate the process.
Who Should Attend?
Deciding on the audience for your disco is crucial. Family Discos are ideal for fostering community spirit, as they allow everyone to attend together. This approach eliminates the need for parents to juggle different time slots for multiple children, making it easier for everyone to participate.
On the other hand, Children’s Discos can offer parents a few hours of childcare, though you might want to consider allowing parents to stay if they prefer—perhaps limit it to one parent per family to manage numbers.
For those planning an Adults-Only Disco, additional considerations are necessary. Parents will need to arrange childcare, so it's wise to survey them beforehand to gauge interest and determine the best timing for the event.
Where to Hold Your Disco?
The school hall is often the go-to venue for a disco. However, if your school lacks suitable facilities, consider renting a local hall. Your local council can provide recommendations, and you may be able to negotiate a discount on rental fees. For smaller schools, teaming up with other local PTAs to host a joint family disco at a community hall can be a cost-effective solution.
When to Host the Event?
Many PTAs schedule one disco per term, often aligning with seasonal celebrations like Valentine’s Day, Easter, or the end of term. It’s important to consider other fundraising events in the same period to avoid overwhelming parents financially.
How to Structure the Disco?
The format of your disco might vary depending on the age group. Younger children may benefit from a shorter event, typically 45 to 90 minutes, to prevent fatigue. Alternatively, a themed party might be more suitable for younger pupils who could be intimidated by the loud music and lighting of a traditional disco.
Adding a Theme
A theme can significantly enhance the excitement surrounding your event. Popular themes include Crazy Hair, Shorts and Shades, or a Monsters’ Bash for Halloween. For older children, a Roller Disco could be a hit, while an 80s or 90s theme might appeal to adults. Incorporate the theme into all aspects of the event—food, music, decorations, and attire.
Music and Entertainment
If you’re hiring a professional Kids DJ, book them early, especially during peak times like the holiday season. Ensure the playlist is appropriate for the age group attending. If you're not hiring a DJ, double-check that any equipment you plan to use is in working order.
Licensing Requirements
If your event includes live or recorded music, make sure your school has the necessary music license. If you plan to serve alcohol, you’ll need a Temporary Event Notice (TEN), which should be obtained from your local council at least ten days before the event.
Recruiting Volunteers
Volunteers are essential for a smooth event. They can help with setting up, supervising children, covering exits, selling refreshments, monitoring restrooms, and cleaning up afterward. Having a couple of staff members on hand can also help manage the excitement and maintain order.
Ensuring Safeguarding
For children’s discos where parents won’t be present, consider the appropriate adult-to-child ratio. While supervising adults aren’t required to have DBS certificates, it’s something to consider. Make sure all parents fill out permission slips with emergency contact details. For evening events, especially during darker months, plan a safe and organized pickup system—consider having children sit in the hall and calling parents inside to collect them.
Providing Goodies
Older children often enjoy buying snacks and drinks with their own money, so a tuck shop with a variety of soft drinks, crisps, fruit, and sweets can be a big hit. To add excitement, consider a glow product lucky dip or include a glow bracelet or finger light with the ticket price.
Plan the timing of your event around meals—if your disco is right after school, think about offering a meal like hotdogs or arranging for a local pizza delivery.
Activities to Keep Kids Engaged
Face painting, glitter tattoos, and party games are always popular, especially with younger children. If your event has a theme, consider running a costume competition with prizes handed out by the DJ. You might also explore adding a karaoke element if your DJ is equipped for it.
Accommodating Children with Special Educational Needs (SEN)
To ensure that all children feel comfortable attending, consider these steps:
Provide a bullet-pointed outline of the event for parents to review with their child.
Be mindful of noise levels and lighting.
Offer a quiet space where children can take a break if needed.
If possible, create two disco rooms—one with lower noise and softer lighting, allowing children to move between them freely.
Ticketing and Pricing
Selling tickets in advance and implementing a ticket-only policy at the door can help manage numbers and avoid overcrowding. Online ticketing platforms can make this process easier for parents. Charge based on your costs and what’s included in the ticket price—whether it’s just entry, a snack, or a meal like a hotdog.
Typical ticket prices range from £2-£3.50 per child or £5 for a family of three or more. Some PTAs only charge for the first two children when there are multiple siblings.
By considering these factors, you can plan a school disco that is enjoyable for everyone and a successful fundraiser for your PTA.
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