School Carnival Planner.

The Carnival Fun ExpertsCarnival event production · Orange County & Riverside · since 2007

866-838-4786info@mylittlecarnival.comhttps://www.thecarnivalfunexperts.com

School Carnival Planner — 8-Week Countdown

1. 📅

   8 weeks out

   0 / 5

   The early planning window. Lock these now and the rest gets easier.

   • Lock the event dateCheck the school calendar + nearby holidays. Saturdays go fastest.
   • Confirm the venue (yard, gym, or parking lot)Walk it, measure it, note where power runs.
   • Get the budget approvedInclude delivery, attendants, supplies. Build in 10% contingency.
   • Get sign-off from PTA / adminLoop in principal, PTA chair, facilities — all three say yes.
   • Request a quote from usDate + headcount + venue size = enough to send back pricing.
2. 📣

   6 weeks out

   0 / 5

   Volunteer recruitment + comms.

   • Set volunteer recruitment goalAim for 1 volunteer per 25 attendees + the morning setup crew.
   • First parent email — save the dateKeep it short, include the date + theme + RSVP link.
   • Hand out flyers / take-home backpacksBest with the school's regular Friday folder send-home.
   • Check if any permits are neededMost schools don't, but parking lots near a city sometimes do.
   • Confirm COI requirements with venueMost schools want a $1M-$2M general liability cert. We provide it.
3. ✍️

   4 weeks out

   0 / 5

   Lock the scope. Confirm with us.

   • Sign our event contract + pay depositTypically 50% to lock the date.
   • Assign volunteer rolesSetup crew, ticket booth, prize redemption, cleanup, parking.
   • Confirm the theme + décorTell us if you want: Classic Carnival, Kids, Princess, Safari, Western, Hawaiian, Freakshow (Halloween), or Gala.
   • Confirm concessions + extra foodOur booths handle popcorn / cotton candy / snow cones. PTA usually adds pizza or hot dogs.
   • Decide on prize policyWe bring novelty prizes by default. PTA can supplement with bigger prizes if budget allows.
4. ✅

   2 weeks out

   0 / 4

   Final volunteer + parent comms.

   • Confirm all volunteers by name + shiftMost no-shows happen between 2 weeks and event day — confirm twice.
   • Second parent email — final reminderInclude schedule, what to bring, drop-off + pickup info.
   • Print + post school signageHallway, drop-off line, parent newsletter.
   • Confirm rain plan with usIf outdoor — we'll have a backup move into the gym or covered area.
5. 🔔

   Week of

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   Final logistics.

   • Confirm setup window with us (truck arrival)We typically arrive 90 min before start. Make sure gates are unlocked.
   • Send volunteer brief + role sheetEach volunteer gets: their role, their shift, who their lead is.
   • Confirm power access on the daySpecifically: which outdoor outlets work, are they GFCI, who has the key.
   • Pay the balanceFinal payment due day-of or day-before. Saves Mom a follow-up.
6. 🎪

   Day of

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   Set, run, strike.

   • Meet our setup lead on arrivalWe walk the space together, confirm placement, sign off.
   • Volunteers arrive 30 min before doorsBrief them, hand out aprons or shirts if you have them.
   • Open ticket booth 15 min before doorsHave small cash for change + a backup phone for digital sales.
   • Open the doors on timeSchools that start late lose 10-15% attendance. Open on schedule.
   • Walk our team through pickup at strikeWe pack out — you just confirm the space is back to clean.
7. 💌

   Week after

   0 / 4

   Wrap-up + lessons.

   • Thank-you note to volunteers + sponsorsInclude 1-2 photos. Personal note > group email.
   • Tally final revenue + reconcile costsTrack per-booth income if you can — useful for next year's planning.
   • Send a 3-question parent surveyWhat did kids love most? What would you skip? What's missing?
   • Book us for next year if it went wellBest dates get claimed 6-12 months out.