From a parent's point of view, a school event is a single day. From the administrative side, it is a process that lasts weeks: a date is chosen, it is added to the calendar, parents are informed, permissions are collected, missing ones are chased, and a reminder is sent on the last day. When this process runs on paper forms, most of the time goes into the question "who confirmed and who didn't?"
In this article I explain how to manage a school event from start to finish in a single flow.
Event types and what they need
Not every event needs the same process. Start by identifying the type:
- Informational event: A celebration or theme day held in class. No confirmation is expected from parents; they are only informed.
- Event that needs attendance: A parent meeting, a festival, a performance. Knowing whether parents will come makes planning easier.
- Event that needs permission: An off-site trip. Parent consent is required for every child, and a record of the consents must be kept.
Step 1: Add it to the calendar
The first home of an event is the school calendar. If the events known at the start of the term (holidays, festivals, parent meetings) are entered into the calendar from the beginning, both teachers and parents plan accordingly. In Funikid, the calendar is managed from the panel; important dates can be reminded to parents.
Tip: Avoid putting two big events in the same week. Looking at the calendar with all of the school's events together catches clashes early.
Step 2: Create the event and invite parents
The event record should clearly include the following information:
- What: the name and a short description of the event
- When: date, start and end time
- Where: on school grounds or off site; the address if off site
- Who: which classes are taking part
- What's needed: clothing, materials, and any fee should be stated separately
- Deadline: for confirmation or registration
The event should go only to the parents of the relevant classes. A trip invitation that goes to the whole school turns into a question mark for the parents of classes that won't take part.
Step 3: Collect attendance confirmations
The weakest point of a paper permission slip is follow-up: the form stays in the bag, comes back unsigned, or never comes back at all. With digital attendance confirmation, parents give their confirmation through the app, and the school sees in a single list who has confirmed and who hasn't replied yet. Funikid's event management brings together creating events, informing parents, and collecting attendance confirmations.
What to do with this list is simple:
- Send a short reminder to parents who haven't replied the day before the deadline.
- Announce in advance what the school will do (staying at school, an alternative activity) for children without confirmation once the deadline has passed.
- Keep the list in the teacher's hands on the morning of the trip.
Step 4: Reminders and last-minute details
A short reminder the day before the event is enough: time, clothing, what to bring. Making this reminder in the same format for every event helps parents get used to it. Tips for writing announcements are in our article on class-level announcements.
Step 5: Share afterwards
The best-loved part of an event is the photos shared afterwards. Opening an album for the event and uploading the photos there lets parents see the day and understand the value of the event. See photos and gallery. When sharing, pay attention to children's photo permissions; details are in our photo sharing guide.
Special notes for parent meetings
- Share the meeting agenda with the invitation so parents know what to prepare for.
- Ask for attendance confirmation; the room layout and duration are planned accordingly.
- Send a short summary announcement after the meeting so parents who couldn't come are informed too.
End-of-term review
One benefit of digital records is being able to look back. Which events had high attendance, and in which were confirmations collected late? These questions help you build the next term's calendar more realistically.
Frequently asked questions
What should a parent who can't give attendance confirmation do?
For parents without access to the app, the school should have an alternative route (for example, a form signed at school), and that confirmation should be entered into the same list. The goal is to keep a single, complete list.
Are events visible to all parents in the calendar?
School-wide events should be announced to everyone, and class events only to the parents of the relevant class. Getting the targeting right makes the calendar meaningful for parents.
How many times should a reminder be sent before an event?
Usually once, the day before the event, is enough. For events that need permission, an additional reminder can be sent before the deadline.
How can I try Funikid's event management?
With the 14-day free trial you can create your first event and collect attendance confirmations. Get in touch with your questions.
About the author
Emre Aksoy
Administrative Affairs Specialist
Draws on his administrative experience to write about school operations: attendance, meals, events and calendar planning, student records. His articles focus less on theory and more on how a school day actually runs.
