Step-by-step: pamper evening
A pamper and shopping event provides the perfect
opportunity for mums to treat themselves to a night of
A ladies' pamper night and shopping event gives PTAs the chance
to raise money, not simply via parents, but through local
businesses, too. The number of potential stallholders is vast -
from beauty therapists to reflexologists to Avon. And they will all
be eager to introduce themselves to the mums, grandmas, and aunts
at your school, mking this type of evening a sure-fire fundraising
Three months before:
Choose a date and a time for your event - bear in mind that
Saturdays are usually the busiest days for beauty therapists, so
avoid Friday evenings to ensure support. Book a venue - your school
will do - and calculate how many stallholders you will be able to
fit on the premises. Assemble your team - you'll need
volunteers to help recruit therapists and stallholders, promote the
event, and help on the day.
Seven to eight weeks before:
Source stallholders and therapists by asking parents for contacts,
speaking to other PTAs in your area, and through social media.
Charge those selling items such as scarves, handbags, Avon, etc a
fixed fee of £5-10 per pitch plus a raffle prize. Send booking
confirmation letters out via email with reply slips and payment
details, information about what is provided (eg, table size),
set-up timings, etc. Send booking confirmations to therapists,
asking for a description of treatments offered and how long each of
these takes - aim for mini treatments to keep costs to parents low,
and maximise turnover of numbers. Get money up-front, and email out
receipts. Aim to have a variety of treatments and stalls
Five to six weeks before:
Spread the word using posters (see tips and advice above), flyers,
letters and via social media. Sell tickets for £3-5 before the
event and ask people to book and pay for treatments in advance, so
therapists know how many clients to expect. Selling treatment slots
prior to the event requires time and effort, but ensures that
guests don't miss out, and stops them having to wait around on the
night. Take contact details of clients in case you need to track
down any 'no shows'.
Four to five weeks before:
Create a floor plan of your venue - some treatments may require
privacy. Set aside a comfortable seating area where guests can
catch up with friends and relax while waiting for treatments.
Create a programme that includes a map, details of raffle or
auction prizes, and a list of contact details for all therapists
and stallholders, so that guests can contact them after the event.
Consider including goody bags for each guest within the ticket
price and ask therapists to donate samples.
Two to three weeks before:
Contact sellers with an outline of arrival and appointment times.
Draw up a rota appointing volunteers who can meet and greet
therapists and stallholders, and check tickets as guests arrive.
Finalise what refreshments will be provided and who will be in
charge of this on the day. Any supply of alcohol, even if
included in the ticket price, will require a TEN. Submit an
application to your local council at least 10 working days
before your event.
On the day: Arrive
early to set up and decorate your venue. When stallholders and
therapists arrive, provide them with a bottle of water and a card
thanking them for their support. If running a raffle or auction,
encourage guests to buy tickets or place bids as they arrive, then
announce the winners at the end of the event.
- After the event: Have a
post-event debrief with your team to discuss what worked well and
what might need tweaking. Be sure to thank your therapists and
stallholders for taking part, and ask for feedback. Give details
about how much your event raised and how this has contributed to
your fundraising goal.
Pamper night tips and advice
- Licensing: If selling or supplying alcohol at
your event, you will need a TEN (England and Wales). Complete a
risk assessment and consider First Aid requirements. If you plan to
play music and your event is held on school premises, your PTA
would not require a separate PRS for Music or PPL as you would be
covered by the school's licences.
- Insurance: Commercial stallholders, such as
Avon and Stella and Dot won't be covered by your school or PTA
insurance, so will need their own public liability cover.
- Marketing: For a quick solution to your
marketing needs, use the editable poster service provided by PTA
Print Shop. Simply choose a design and input your event details. 10
x A3 posters cost just £9.95 (ex. p&p). Go to ptaprintshop.co.uk.
- Boost profits: A raffle and/or silent auction
is a simple way to raise additional funds. The benefit of a silent
auction over a raffle is that your audience can bid on items based
on their particular preferences, and will undoubtedly shell out
more than the £1 they might have spent on raffle tickets!
- Alternatives: How about a junior pamper party
run near the end of the school year? Offer treatments such as henna
tattoos, Indian head massage, manicures and pedicures. Ask parents
to accompany their children, and provide refreshments.
Shula Farnie, PTA Chair, Poverest Primary, Orpington,
Kent (285 pupils): 'We have held two successful pamper
nights for Mother's Day. We charged £3 for entry, which included a
free glass of wine and a goody bag containing cosmetics samples and
leaflets provided by therapists. We found stallholders by searching
online, charging a £20 pitch fee for therapists and £15 for
shopping stalls. We also asked stallholders to donate a raffle
prize. We had two therapists per treatment - these included
massages, facials, spray tans, waxing, and manicures. We advertised
on Facebook, via the stallholders' social media and on our website.
We requested that guests pay the therapists on the night, but they
had to book appointments in advance, so each therapist knew how
many clients they would have. This year, we offered refreshments of
wine, soft drinks, cake, and a gateaux stall. We made £450 from
each event, with around 40-50 people attending each time. We
definitely plan to run this event again next year!'
Rebecca Golding, PTA Chair, Rocklands Community Primary,
Attleborough, Norfolk (73 pupils): 'We started planning
our pamper night three months in advance, and advertised with
posters and flyers, in our newsletter, and on Facebook. We had a
variety of stalls and beauty treatments on offer, including Body
Shop, Neals Yard Remedies Organic, Tropics Skincare, Avon, Stella
& Dot, as well as other local businesses. Stallholders were
charged £5 per pitch, plus a raffle prize. Beauty treatments were
offered at £5 per 15-minute treatment, and our guests could choose
from massages, reflexology, and spiritual readings, to facials,
mini manicures and waxing. Guests were charged £3 per ticket, which
also included a complimentary drink. In total we made £375.66!'
For more information
The above is intended as guidance only. We
recommend that you contact the relevant organisations with specific
reference to insurance, legal, health and safety and child
protection requirements. Community Inspired Ltd cannot be held
responsible for any decisions or actions taken by a PTA, based on
the guidance provided.
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