Playgroup Week Resources

Thank you for registering your open day with us! We are excited about Playgroup Week and are looking forward to spreading the word about playgroup.

To help make your open day as successful as it can be, please have a look at the following resources for you to use.

Media Release Template

Download the template here.

Please use this template as a guide to writing your own statement to send to your local media outlet / newspaper. 

Your media statement could include a story about your playgroup or a stand-out volunteer who is making a wonderful contribution to your playgroup, or simply announce that you are holding an event and looking for new members. 

School Newsletter Notice Template

Download the template here.

Local schools are a great way to promote your open day (and your playgroup too!). Get in touch with your local school and ask to include the event details in their next school newsletter.

Open Day Event Poster

Download the template here.

Use this poster to include your open day information and put it on display in your local community. Places like your local IGA, Coles, Woolworths, cafe or other local businesses are a great start.

Open Day Tips

Open Days are an excellent way for prospective members to visit your playgroup in a relaxed and fun setting.

Good planning is essential! So we've developed some simple tips for organising an open day.

Click through each section below to see our tips.

Pre-event

Things to consider and plan for: 

  • Work out who will be assisting and what jobs everyone will be doing.  
  • Decide on what activities you will provide on the day and purchase any materials required for thisActivities can be very simple and may include:
    • Playdough 
    • Painting
    • Water play stations – washing dinosaurs, animal figurines, recyclable items such as bottles, cups, empty containers etc.  
    • Rice play 
    • Bubbles 
  • If required, work out costs of the event and how it will be funded. You could ask local council and/or local businesses to support the event. 

  • If you have funds that allow it, consider hiring some entertainment such as a face painter, bouncy castle, animal farm etc. Please note this is not a necessity it is a ‘nice to have’. Simple open days are effective.  

  • Confirm if you will be providing any light refreshments or a coffee / tea station or even a coffee van. You may even ask if your members are happy to bring in a plate to share some morning tea on the day.  

  • Ensure you have items such as sunscreen and hand sanitizer and check that your first aid kit is stocked. 
  • If you’re interested in setting up an online registration process, EventbriteTicketbo and Try Booking are great free tools you can use.  
  • Have a wet weather contingency plan – if you are organizing to have your open day mainly outdoors, then always plan to have a backup plan in case it rains. 
Promotion of the event

Social Media / Digital 

  • If your group has a Facebook page, create a Facebook event for your open day. You can share this event to your page and it makes it easy for others to share it also. 

  • Share your event to local community/suburb groups. If your playgroup doesn’t have a Facebook page you can still send the administrators a DM with the details and ask if they would be happy to share it. 

  • Ask if your members will be happy to share the event to their networks. 

  • Post your event to your local council’s event page on their website or any ‘what’s on’ pages local to your area. 

Local Community 

  • Create a poster or flier for the event (you can use the poster template we’ve provided). 

  • Approach local businesses and ask if they’re happy to display your event. Places such as: 
    • Local Coles / Woolworths / IGA community boards 
    • Local cafes or other businesses  
    • When approaching local businesses, you can also ask if they want to be involved in the event or sponsor or support it in some way by providing goods etc (or refer to our fundraising suggestion below). Similarly, the local council might also want to get involved so reach out and invite them to attend or support the event. 
  • Get in touch with your local school and ask to include the event details in the next school newsletter (please refer to our school newsletter template). 

Media 

  • Create a media release (you can use our media release template as a guide) and send it to your local media outlet / newspaper. 
  • Your media statement could include a story about your playgroup or a stand-out volunteer who is making a wonderful contribution to your playgroup, or simply announce that you are holding an event and looking for new members. 
On the day
  • Give the venue a good clean and ensure all amenities are stocked. 

  • Have a registration form ready to collect attendee’s names and email addresses. Optional: ask what session they’d most likely be interested in joining (if there is more than one session). 

  • Have a “welcome/registration desk” where you can include items like:
    • Registration form  
    • Enrolment form 
    • Playgroup brochures 
    • Merchandise 
    • Or other items you’d like to hand out 
  • Allocate someone to welcome all attendees or be available to speak with them and/or show them around. This person could also hand out free merchandise which makes for a great conversation starter.  

  • Consider asking all current members to wear a name tag. 
  • Take photos! Open days can be busy but it’s always great to try to take photos of the day to showcase it on your social media channels. 

  • Don’t forget to have your SafeWA QR code available to scan! 
Optional extra

You could even consider holding a raffle to fundraise for your playgroup on the day. A good place to start is to approach local businesses and see if they’re happy to donate goods/services towards a special hamper that can be raffled off on the day!