School Carnival Promotion Timeline & Checklist (So You Don’t Have to Wing It at the Last Minute)

The content on this site may include affiliate links. As an Amazon Associate I earn from qualifying purchases. This means that, at zero cost to you, we will earn an affiliate commission if you click on one of the links and buy something.

No more “oops, we forgot to promote!” 🙈 This easy school carnival promo guide walks you through every step—from save-the-dates to carnival day. #SchoolCarnivalTips #EventPromotion #PTAplanner #SchoolFundraiser

So, you’ve got your carnival date locked in, your booth plan coming together, and your prize table shaping up. Now what?
Time to get the word out.

The truth is, no matter how amazing your carnival is, families won’t show up if they don’t know about it—or worse, if they forget. Promotion is one of the most overlooked parts of planning, but it can make or break your turnout (and your fundraising totals!).

Good news: you don’t need to be a marketing expert or spend every night making flyers in Canva. You just need a clear timeline and a few smart ways to share the details consistently.

This guide will walk you through exactly what to do—and when—to make sure your school carnival is packed, buzzing, and a total hit from start to finish.

Contents show

✅ 4–6 Weeks Before the Carnival

Goal: Start the buzz and get on everyone’s calendar

This is your warm-up phase—nothing too fancy yet, just making sure everyone knows the carnival is coming and starts mentally blocking off that afternoon.

Tasks to Tackle:

✅ Finalize the event name, date, time, and location
✅ Design a simple flyer (print + digital version)
✅ Add the event to the school calendar and website
✅ Include the event in the PTA or school newsletter
✅ Post a “Save the Date” on school and PTA social media accounts
✅ Start a bulletin board or countdown display in the school hallway
✅ Start teasing business sponsors (tag them in your posts!)

💡 Pro Tip: If you already have a sponsor or raffle prize lined up, show it off early! A little preview gets people excited—and reminds them that this isn’t just any school event.

✅ 3 Weeks Before the Carnival

Goal: Drive ticket pre-sales and get those volunteer slots filled

Now that people know the carnival is coming, it’s time to start the real push. You want to make it easy for families to buy tickets, sign up to help, and feel like they don’t want to miss out.

Tasks to Tackle:

✅ Send a second flyer home with updated event info + how to pre-order tickets
✅ Post a fresh social media graphic with a “3 Weeks to Go!” countdown
✅ Start teasing specific booths or features (bounce house, raffle baskets, food trucks)
✅ Promote volunteer sign-ups with clear time slots and job descriptions
✅ Include a direct sign-up link in all emails and posts
✅ Ask teachers to include the event in class newsletters or weekly updates
✅ Hang updated posters in high-traffic areas: school entrance, car line, and community boards

🎯 Engagement Tip: Try a fun “Which carnival game are you most excited about?” post to get people commenting and sharing!

🎟️ Ticket Booster: If you’re offering early-bird pricing or bonus tickets with pre-orders, now’s the time to promote it front and center.

✅ 2 Weeks Before the Carnival

Goal: Build excitement and lock in your volunteer team

With just two weeks to go, it’s time to shift from “save the date” mode to “you won’t want to miss this!” Everything should feel fun, festive, and easy to say yes to—whether that’s buying tickets or signing up for a 30-minute booth shift.

Tasks to Tackle:

✅ Run a dedicated “Volunteer Push Week” on social media and email
✅ Share a countdown post: “Only 14 Days to Go!”
✅ Post teaser photos of raffle baskets, prize table items, or bake sale goodies
✅ Remind families of ticket pre-orders—include deadline dates
✅ Post short reels or stories (if possible) with behind-the-scenes prep
✅ Highlight sponsors and thank them publicly (tag them again!)
✅ Start a “Did You Know?” series: fun facts or highlights like “We’ll have 12 games and 3 bounce houses!”

🧁 Engagement Tip: Share a sneak peek of one of the bake sale treats or raffle baskets and ask families to guess what’s inside. Give a bonus raffle ticket for correct guesses!

📅 Scheduling Reminder: Now’s the time to triple-check volunteer coverage and make a list of remaining time slots to fill next week.

✅ 1 Week Before the Carnival

Goal: Max visibility + final reminders and sign-ups

This is the big push! You want every family to know when, where, and why they should come. It’s also your last solid chance to fill in any remaining volunteer gaps and make sure everyone knows what to expect when they arrive.

Tasks to Tackle:

✅ Post daily countdown reminders on social media (“5 days to go!” etc.)
✅ Share the carnival map or program preview so families can plan their visit
✅ Email families a reminder with full event details, including weather plan and parking
✅ Hang final signs at pickup and drop-off (bonus: add balloons for visibility!)
✅ Final call for pre-sale tickets and raffle entries
✅ Print your event signage: booth signs, raffle signs, food menus, directional arrows
✅ Confirm volunteer assignments—send reminder emails with time and booth details
✅ Create an emergency contact list for the day-of team (if needed)

🎟️ Ticket Reminder Tip: If you’re using wristbands or ticket bundles, remind families to pick up in advance or at the check-in table.

🪧 Pro Tip: Make a “Welcome” sign or large chalkboard with a QR code linking to the map or schedule—perfect for families who forgot the paper flyer at home.

✅ Day Before & Morning Of the Carnival

Goal: Final reminders, last-minute promo, and smooth setup

At this point, everything is prepped—and now it’s time to bring the excitement and tie up those last loose ends. Even small updates or “we’re ready for you!” posts can make a big difference in turnout and energy.

Tasks to Tackle:

The Day Before:

✅ Post a “We’re Almost Ready!” teaser on social media
✅ Share a quick video or photo of the setup progress
✅ Remind families to bring cash/card for ticket sales, food, or raffle
✅ Double-check signage is printed and ready to hang
✅ Send a final reminder email to all volunteers with their booth/time info
✅ Prep welcome/entry signage with any check-in info
✅ Confirm supplies: tape, scissors, pens, extra tickets, trash bags, etc.

The Morning Of:

✅ Post a cheerful “See You Soon!” reminder with carnival start time
✅ Take quick photos or videos during setup to post live or later
✅ Greet volunteers and give floaters a heads-up on where they may be needed
✅ Hang all signage early and clearly (especially bathrooms, prize table, and ticket booths!)
✅ Check in with food vendors and key booth leads
✅ Keep a few “emergency” prize or supply bins behind the scenes—just in case

📣 Hype Tip: Go live or post a short Instagram story with a quick walk-through of the event space—especially helpful for first-timers!

🎈 Vibe Booster: Music, balloons, and chalk art at the entrance set a fun tone before families even walk through the gates.

Promoting your school carnival doesn’t have to be overwhelming—and you don’t have to do it all yourself. With a clear timeline, a handful of fun graphics, and a little help from your PTA crew, you can create serious buzz and make sure families show up excited and ready to support. Print this checklist, delegate where you can, and start spreading the word early—because when you promote it well, everyone wins (especially your fundraiser total!). 🎟️💬🎉