How to Make a Printed Program for Your School Carnival (That Pays for Itself!)

A printed carnival program does more than guide guests—it’s a fundraising tool! Discover how to include maps, schedules, and sponsor ads for a smooth and profitable event. 🎉📘 #PTAPlanning #SchoolCarnival #CarnivalProgramGuide

A handy guide for PTA moms who are juggling cupcake donations, raffle prizes, and maybe one too many glitter explosions

So here’s the scene: You’re standing in the middle of the school carnival, there’s a line for the bouncy castle, someone’s asking where the face painting is, and three parents are trying to figure out when the magic show starts. Sound familiar?

That’s exactly why having a school carnival program is pure gold.

It’s not just a nice souvenir (though it can be that too). A good program makes your event smoother, more organized, and—bonus!—it can help raise extra funds. Think of it as your school carnival’s trusty sidekick: equal parts guidebook, thank-you card, and sneaky little fundraiser wrapped into one tidy booklet.

Let’s break it all down, starting with…

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🧃 Why Bother with a Carnival Program?

It might seem like “just one more thing” to add to the ever-growing carnival to-do list, but trust me—this one earns its keep.

Here’s why:

• It helps families plan their day. With a map, event timings, and booth list, no one has to wander around wondering where the dunk tank is hiding.
• It’s a public thank-you to your volunteers, sponsors, and prize donors. People love to be appreciated—and seeing their names in print feels extra special.
• It creates a fundraising opportunity. You can sell the program itself and sell ad space inside it (hello, double win).
• It gives your carnival a polished, professional feel. Parents love a good keepsake, and this one can be both cute and useful.

💰 Sponsorship: Get the Printing Covered (And Then Some)

Here’s the deal: printing a program doesn’t have to cost the PTA a penny. With a little planning, you can get the whole thing covered—and even turn a profit—by offering sponsorships.

Start early and treat sponsorships like prime real estate. Think of the program cover and back page as beachfront property—you’ll want to offer those spots to top-tier sponsors.

Who to Ask:

• Local businesses that love being seen as community heroes:
  • Real estate agents
  • Pediatric dentists
  • Insurance offices
  • Tutors and after-school programs
  • Restaurants (especially those that cater school nights!)
• School-connected folks—parents or grandparents with businesses they want to promote.
• Even your school’s own vendor partners might want in (uniform suppliers, yearbook printers, etc.)

What to Offer:

• “Presented by…” spot on the front cover for your lead sponsor.
• A full-page thank-you inside with their logo, message, and contact info.
• Social media shout-outs before and after the event (if your PTA has socials).
• Optional: a small sponsor sign on-site at the carnival itself near the entrance.

Pro Tip:

If you’re offering multiple sponsor levels (Gold, Silver, Bronze), create a quick one-page flyer with what’s included at each level. Keep it simple—no one wants to read a whole PowerPoint to decide on donating $100.

Sponsorship = covering your costs and building great community connections. Total PTA win.

🎨 Program Design: Template or Talent?

Alright, let’s talk design—because a program that’s useful and cute? That’s the dream.

The good news? You don’t need to be a graphic design whiz (or have hours of free time you don’t have) to make your program look great. There are two smart paths here: buy a template or recruit some hidden talent.

Option 1: Buy a Pre-Made Template

• Sites like Etsy or Canva have gorgeous, editable templates that are already carnival-ready.
• Just pop in your event info, photos, sponsor logos, and voilà!
• Great if your PTA team is short on design time but wants a polished look.
• Choose something easy to edit in free tools (Canva is usually safest for everyone).

Option 2: Call for Creative Help

• Send out a quick ask: “Are you a graphic designer, art teacher, or Canva lover? We’d love your help!”
• Plenty of talented parents would be happy to volunteer a few hours—especially if they can show off their skills and help the school.
• You can even sweeten the deal with a free booth space or a sponsor shout-out if they have a business.

A Few Design Tips:

• Keep fonts big and bold (nothing worse than squinting at tiny print mid-carnival).
• Use bright sections or colors to break up info so it’s easy to skim.
• Make space for ads, a map, and your thank-you section—those are non-negotiables.

Your goal? Cute but clear. Save the over-the-top scrapbook vibes for the memory table.

📏 What Size Should the Program Be?

You don’t need to reinvent the wheel here—just pick a size that’s easy to print, easy to hold, and doesn’t blow your budget.

The Gold Standard:

Letter size (8.5″ x 11″) folded in half

• It’s cost-effective (no weird trimming or fancy paper needed)
• Gives you 4 pages per sheet (front, back, and two inside)
• Easy to staple, hole punch, or fold and go

Want a slightly more “wow” factor? You can add more sheets (8, 12, 16 total pages), just be sure to check with your printer or copy shop first so you know what pricing jumps look like.

Paper & Printing Notes:

• Go for a heavier cardstock cover if your budget allows—it gives it that extra quality feel.
• Inside pages can be basic copier paper if needed.
• Color printing is lovely but not a must—black and white still gets the job done and costs a lot less.

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💸 What Should You Charge for the Program?

Let’s talk pricing, because yep—you can (and should) charge for these little gems!

Here are a few easy options:

Program Type	Suggested Price	Extras
Basic Program (map, schedule, ads)	$2	Budget-friendly souvenir
Premium Program (includes coupons or raffle ticket inside)	$5	Adds value + encourages sales
Bundle Deal	“Buy a wristband, get a program for $1!”	Boosts both sales at once

Don’t forget: if you’ve got sponsorships covering the cost of printing, every sale is pure profit. 🥳

📢 Advertising: Bringing in the Bucks

If the thought of “selling ad space” makes you break out in a stress-sweat, deep breath—we’re keeping it simple. Think of this as just telling your community, “Hey, want to support our school and get seen by a few hundred local families?” Most businesses will say “Heck yes!”

You don’t need a fancy pitch. You just need a short, clear message and a list of who to reach out to.

👀 Who to Ask:

Start with your school community and work out from there:

• Local businesses (especially ones that already advertise in school yearbooks or support your events)
• Parent-owned businesses (hair salons, photographers, real estate agents, etc.)
• Favorite family hangouts (pizza spots, ice cream shops, indoor play places)
• Anyone who’s donated prizes or food—offer them a little extra exposure in exchange
• Even school clubs or teams could pay for a little space to promote their events or fundraisers!

📨 How to Reach Out:

• Send an email, make a phone call, or just walk in with a smile and your info sheet.
• Keep it short: who you are, what the event is, how many people will see the program, and how their ad helps the school.
• Include a deadline and clear instructions for sending logos/artwork (Canva files, PDFs, even just a photo of their business card if they’re low-tech).

💵 How Much Should You Charge?

Keep it accessible but worthwhile. Here’s a sample price list that works for most school programs:

Ad Size	Suggested Price	Notes
Full Page	$50–$100	Back cover or inside front = premium pricing
Half Page	$25–$50	Most popular option
Quarter Page	$10–$25	Great for smaller businesses or parents
Business Card	$5–$10	Easy sell to local vendors or solo-preneurs

📝 Hot Tip: You can offer discounts or packages too. For example, “Buy a full-page ad and get mentioned in our email newsletter” or “Two quarter-page ads for $15.”

• From Freebies to Fundraising Partners: Making the Most of Local Business Support

📘 What Should You Include in the Program?

You’ve got sponsors, you’ve got ads, and you’ve got a design—but what should you actually put in this thing?

Think of your program as the ultimate cheat sheet for carnival day. It should be easy to flip through, give families all the info they need, and sprinkle in those warm fuzzy community vibes.

Here’s a winning combo:

🗺️ Map of the Grounds

• Mark all booths, games, food stations, and key spots like first aid or lost & found.
• Use symbols or fun little icons to make it easy for even the kids to follow along.
• Bonus: color code areas (Games, Food, Rides, Stage) to make navigation even easier.

⏰ Schedule of Events

• List performances, raffles, cake walk times, contests—anything that happens at a specific time.
• Pro tip: add a “don’t miss” section for big-ticket items like prize drawings or closing ceremonies.

🏆 Prizes & Raffle Info

• Include a list of big prizes and who donated them.
• Add raffle ticket prices and where to buy them.
• If you’re doing classroom basket raffles, give each basket a cute name and description.

💖 Thank You Section

• Shout-out to volunteers, room parents, teachers, student helpers, and anyone else who pitched in.
• Group or individual names—whatever feels right.
• Include a “From the PTA” note of gratitude. People really do appreciate it.

🎡 Games & Food Listings

• A simple list of what games/activities are available, what age they’re best for, and any cost/ticket info.
• Don’t forget food! Include what’s on the menu and any allergy-friendly options.

💼 Sponsor & Advertiser Pages

• Full-page or half-page ads with logos, messages, or coupons.
• Keep them clean and well-spaced so it doesn’t feel like a jumble sale of logos.
• Add a cheerful “Please support our sponsors—they support our school!” reminder.

📸 Optional Extras:

• A couple of photos from past carnivals for nostalgia
• QR code linking to your PTA social media or website
• Little coloring section or scavenger hunt for kids (great filler if you need to use up space!)

This is the part where your program becomes more than just a fundraiser—it becomes part of the carnival experience.

🏷️ How, Where & When to Sell the Program

Alright, you’ve put the work in—now it’s time to actually get those programs out into the wild!

The best part? If your printing costs are already covered (thanks, sponsors!), then every program you sell is straight-up profit for your school. 🙌

Here’s how to make that happen:

💻 Pre-Sales (Easy Money)

• Offer programs during ticket/wristband pre-sales on your school website or through PTA order forms.
• Bundle them! Try something like “Wristband + Program = $10” to encourage early purchases.
• Let teachers know to remind students to bring in forms if you’re doing the old-school paper method.

🏫 Sell at Pick-Up/Drop-Off

• Set up a small table near carline or the front gate a few days before the carnival.
• PTA moms with clipboards and big smiles work wonders here!
• Don’t forget to have cash change or a Venmo/PayPal sign if your school allows it.

🎟️ Day-Of Sales

• Have a dedicated Welcome Table at the entrance with cheerful volunteers ready to sell programs.
• Add a colorful sign that says something like “Programs $2 – Includes Map, Prizes & More!”
• Consider giving each seller a short “pitch” they can say quickly:
  “Our carnival program has today’s schedule, booth map, and prizes listed—plus, your purchase helps fund next year’s event!”

🎁 Bonus Sales Tricks

• Raffle Tie-In: Include a raffle ticket stub inside each program so it doubles as an entry.
• Coupons: Add local business coupons or discounts to make the program feel extra valuable.
• Classroom Packs: Send home order forms with kids the week of the carnival and deliver programs directly to homerooms.

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💡Final Thought:
If you have leftover programs after the event, don’t toss them! Hand them out at school pickup, keep a few as PTA keepsakes, or give extras to sponsors so they can see their ad in action.

🎉 That’s a Wrap! (Literally)

Creating a school carnival program might feel like a big project, but once you break it into steps, it’s totally doable—and 100% worth it. Just remember:

• ✅ Secure a sponsor to cover your printing costs
• ✅ Choose a simple design (or recruit a talented helper!)
• ✅ Pick an easy-to-print size and set a price that makes sense
• ✅ Sell ad space to local businesses and school supporters
• ✅ Fill the program with useful info like maps, schedules, and thank-yous
• ✅ Get those programs into hands with pre-sales, bundles, and day-of booths

With just a little planning, your program can be a helpful guide, a heartfelt thank-you, and a sneaky little fundraiser all rolled into one.

And bonus—you’ll officially be That PTA Mom Who Pulled Off the Most Organized Carnival Ever. 👏🎪