i'm a new pta - help!
The Lockdown break affected us all, and for schools this meant PTA's were unable to pass on their knowledge and experience to the next group of PTA's. Because of that, since 2022 JSD has helped hundreds of PTA's/Teachers and Volunteers run their first school disco successfully. We can offer advice before the event, help manage the practicalities during the event, and support you in promoting future events. We want your school disco to be as successful as you do.
Mindset matters
If you're reading this then you're already treating the matter seriously. To get the most out of any event there has to be some thorough groundwork done first. The good news is when you've done it once, the following discos will be much easier.
Getting started
The very first thing you need to do is decide on a date (s). Most school discos take place on a Friday, although Thursday seems to be the next popular choice. Additionally, if there's an inset day coming up than the night before is also ideal.
Have a look at the calendar and local information websites to ensure your date doesn't clash with another big event such as World Cup Football games, Comic Relief, Local Free events. (We offer cheaper rates for Mon- Thurs).
Have a look at the calendar and local information websites to ensure your date doesn't clash with another big event such as World Cup Football games, Comic Relief, Local Free events. (We offer cheaper rates for Mon- Thurs).
Got the date, now the time
So you've got your date in mind, the next step is to choose your timings. This is important because you're dealing with a wide range of variables and needs. You first need to find out if you have enough staff/PTA/volunteers for your events. This will have an impact on what time you can run it. Some schools have a well staffed PTA so can choose whatever time they want, some schools struggle a bit so need teachers to help out as well. Of course some teachers are happy to stay late, others might only offer to stay for an hour or 2. These variables need to be considered when deciding your discos timings. Try and talk to all the people involved so everyone's prepared and happy with the times.
Best times?
The best times to have a disco are somewhere between 5pm - 8:30pm. This allows for children to go home and get dressed up (and the excitement builds). It also allows for dinner or snacks. Additionally parents/carers who might have other commitments tend to be finished by the evening. No later than 8:30pm still means children can be home and ready for bed by 9pm or thereabouts. Be prepared, some parents/ carers might complain if they feel the disco is finishing too late (especially if the next day is a school day).
How long should the disco be?
Ok, this information is quite important. Most primary schools will provide 2 discos in a row, 1 for KS1 and another for KS2 aged children.
We recommend a 60 minute (maximum) disco for KS1.
For KS2 the sweet spot is 75 - 90 minutes.
If you have a seperate disco for nursery/reception than 30 to 45 minutes max will be suitable for that.
These timings have proven very successful, mixing the right amount of fun without over doing it, or leaving the children too exhausted or tired (especially KS1).
We recommend a 60 minute (maximum) disco for KS1.
For KS2 the sweet spot is 75 - 90 minutes.
If you have a seperate disco for nursery/reception than 30 to 45 minutes max will be suitable for that.
These timings have proven very successful, mixing the right amount of fun without over doing it, or leaving the children too exhausted or tired (especially KS1).
Best Example:
KS1 Disco starts at 5:30pm
KS1 Disco finishes at 6:30pm
KS1 children are collected and leave the premises
(15 minute turnaround time for KS1 to leave and KS2 to arrive)
KS2 disco starts at 6:45pm
KS2 disco finishes at 8:00pm
KS2 children are collected and leave the premises
KS1 Disco finishes at 6:30pm
KS1 children are collected and leave the premises
(15 minute turnaround time for KS1 to leave and KS2 to arrive)
KS2 disco starts at 6:45pm
KS2 disco finishes at 8:00pm
KS2 children are collected and leave the premises
Providing food and drink
Certainly at a JSD school disco you will need to provide water as the bare minimum. Our discos are high energy and the children will need access to fluids. Alternatively, almost all schools provide squash, and most provide a bag of crisps (usually all included in the ticket price).
Some schools lengthen the time to include sit down breaks during the disco. Other schools include the breaks without adding extra time to the disco. Either way is ok.
Many schools opt to have drinks/snack benches in the hall. The children can just go and get something as and when they need or want it during the disco. (JSD will announce it's available).
A better way is to have the children go to the break area in year groups. This prevents over crowding, or everyone piling in at the same time. JSD can help with this by announcing it beforehand, and then announcing when each year group can go get a refreshment.
Some schools have a enough staff to provide a seperate room/space for the refreshment area - so the children can sit down in a quiet space.
However you do it, always ensure that the children have access to fluids because when they book a justschooldiscos.com disco they will certainly need a drink! (but they'll sleep well too!)
Some schools lengthen the time to include sit down breaks during the disco. Other schools include the breaks without adding extra time to the disco. Either way is ok.
Many schools opt to have drinks/snack benches in the hall. The children can just go and get something as and when they need or want it during the disco. (JSD will announce it's available).
A better way is to have the children go to the break area in year groups. This prevents over crowding, or everyone piling in at the same time. JSD can help with this by announcing it beforehand, and then announcing when each year group can go get a refreshment.
Some schools have a enough staff to provide a seperate room/space for the refreshment area - so the children can sit down in a quiet space.
However you do it, always ensure that the children have access to fluids because when they book a justschooldiscos.com disco they will certainly need a drink! (but they'll sleep well too!)
UV Discos
UV lighting makes anything white or luminous glow and creates a completely different disco effect. It's very popular and often advertised as a glow party or neon party or just UV party. JSD can supply UV lighting for a small additional fee, or go and 'Follow' the Facebook page and you might get it for free on a special offer.
We don't sell UV paints or any other toys as add - ons. Some discos will provide these for you but for maximum profit they might also buy them cheap and directly from abroad. There's a real safety risk here since they may not comply with EU safety laws. The internal fluids might be dangerous, or some of the ingredients might contain allergens. Be careful, make sure you get proof of safety along with proof of liability. If you're buying these items as a PTA to sell on the evening, don't go for 'cheapest' go for safest and do some due diligence research before purchasing.
We don't sell UV paints or any other toys as add - ons. Some discos will provide these for you but for maximum profit they might also buy them cheap and directly from abroad. There's a real safety risk here since they may not comply with EU safety laws. The internal fluids might be dangerous, or some of the ingredients might contain allergens. Be careful, make sure you get proof of safety along with proof of liability. If you're buying these items as a PTA to sell on the evening, don't go for 'cheapest' go for safest and do some due diligence research before purchasing.
How much should I charge?
Tough question and unfortunately there isn't an exact answer. The price charged will depend on a few factors, such as how many discos you have annually, is there snacks or toys included in the price, your location and local economy to mention a few. Also, are you putting on a disco to raise funds, or just provide the children with some well deserved fun?
If this is your first school disco then the best advice is to keep it simple. Instead of focussing on making money, focus on giving the children a great time. Simply set a ticket price, and provide free squash (and maybe a packet of crisps) included in the price. If you opt to make it 'tickets in advance only', then you'll also have a completely cashless event.
It's a whole other ball game when you want to sell items at the disco, you'll need to source them, safety check them, arrange cash floats, staff the tables and deal with children who have dropped their money.
We give a discount to every school for their first school disco - which is a great way to get your feet wet but with the security of an expert at hand.
If this is your first school disco then the best advice is to keep it simple. Instead of focussing on making money, focus on giving the children a great time. Simply set a ticket price, and provide free squash (and maybe a packet of crisps) included in the price. If you opt to make it 'tickets in advance only', then you'll also have a completely cashless event.
It's a whole other ball game when you want to sell items at the disco, you'll need to source them, safety check them, arrange cash floats, staff the tables and deal with children who have dropped their money.
We give a discount to every school for their first school disco - which is a great way to get your feet wet but with the security of an expert at hand.
Quick Hacks!
Ok, so you've got the basics down, you've run your first disco but it felt like herding cats - how can you make it easier?
Here's some quick hacks for a smoother ride: Ask the DJ/host to send the children to the drinks area in year groups/class names. (this will prevent them all charging over at once).
Before the disco starts, put seating benches along the inside walls and have the DJ tell them to use the benches once they've got their drinks. (This will prevent spillages on the dancefloor helping with health and safety, and also make cleaning up at the end a bit easier).
Don't sell tickets on the night. Make them buy in advance, but also make them return a safety form when they do. This form should include emergency contact information, allergy advice and special requirements. (This will save you a huge amount of time when they arrive. You may find the first one or two discos will get complaints from the parents who 'forgot' to buy a ticket, but just like missing a flight - they'll soon learn).
Print off a couple of guest lists and have several adults on the door ticking the names off. (This will get the children into the hall much quicker and stop them from roaming).
Don't ask them to bring money to buy things. Instead, include everything into the ticket price - which has been paid in advance. (This will save you time before, during and after each disco messing about with floats, cash handling and stock taking).
Don't try and provide too much at one event. Adding extras on top of the disco will require more helpers, more space, time and stock. Keep it simple, maybe a few dots of glow paint, or 1 tattoo per person. The children are there to sing and dance - it's not like a private birthday party. A good DJ will keep them entertained.
Have a short team chat with all the adult helpers before starting the actual discos. Tell them (in a friendly way) where they'll be helping, what is expected of them, and what to do if the unexpected happens. These helpers will be loyal for years if everything seems organised, and may be more inclined to help with other events as well.
Have some cleaning stuff at the ready; such as blue roll for spillages, seperate bins for different waste, wet wipes and brooms. (Brooms will be useful for giving the floor a quick clearing between each disco. Label the bins if you can, the children will be knowledgeable about recycling).
If you're having an early years/reception disco don't switch all the lights off. Have a seperate part of the hall with some light available - it will make them feel a little safer.
If the children are coming straight from class, allocate different sides of the hall for each class to leave their bags and jackets. (This will make it easier at the end when you need them to get ready and leave).
At the end of the disco have the DJ get the children all lined up and then sat down, in their classes. Have a seperate entrance for the parent to walk in, pick up their child, and then leave from a different exit. You should have someone on the exit door who knows the child is leaving with the correct adult. (Very often a teacher).
Lastly, don't be frightened to discuss anything with your DJ beforehand. I can tell you from experience I've seen some awe inspiring good practices, and also some shockingly bad practices. You don't need to reinvent the wheel!
Here's some quick hacks for a smoother ride: Ask the DJ/host to send the children to the drinks area in year groups/class names. (this will prevent them all charging over at once).
Before the disco starts, put seating benches along the inside walls and have the DJ tell them to use the benches once they've got their drinks. (This will prevent spillages on the dancefloor helping with health and safety, and also make cleaning up at the end a bit easier).
Don't sell tickets on the night. Make them buy in advance, but also make them return a safety form when they do. This form should include emergency contact information, allergy advice and special requirements. (This will save you a huge amount of time when they arrive. You may find the first one or two discos will get complaints from the parents who 'forgot' to buy a ticket, but just like missing a flight - they'll soon learn).
Print off a couple of guest lists and have several adults on the door ticking the names off. (This will get the children into the hall much quicker and stop them from roaming).
Don't ask them to bring money to buy things. Instead, include everything into the ticket price - which has been paid in advance. (This will save you time before, during and after each disco messing about with floats, cash handling and stock taking).
Don't try and provide too much at one event. Adding extras on top of the disco will require more helpers, more space, time and stock. Keep it simple, maybe a few dots of glow paint, or 1 tattoo per person. The children are there to sing and dance - it's not like a private birthday party. A good DJ will keep them entertained.
Have a short team chat with all the adult helpers before starting the actual discos. Tell them (in a friendly way) where they'll be helping, what is expected of them, and what to do if the unexpected happens. These helpers will be loyal for years if everything seems organised, and may be more inclined to help with other events as well.
Have some cleaning stuff at the ready; such as blue roll for spillages, seperate bins for different waste, wet wipes and brooms. (Brooms will be useful for giving the floor a quick clearing between each disco. Label the bins if you can, the children will be knowledgeable about recycling).
If you're having an early years/reception disco don't switch all the lights off. Have a seperate part of the hall with some light available - it will make them feel a little safer.
If the children are coming straight from class, allocate different sides of the hall for each class to leave their bags and jackets. (This will make it easier at the end when you need them to get ready and leave).
At the end of the disco have the DJ get the children all lined up and then sat down, in their classes. Have a seperate entrance for the parent to walk in, pick up their child, and then leave from a different exit. You should have someone on the exit door who knows the child is leaving with the correct adult. (Very often a teacher).
Lastly, don't be frightened to discuss anything with your DJ beforehand. I can tell you from experience I've seen some awe inspiring good practices, and also some shockingly bad practices. You don't need to reinvent the wheel!
Do I need a music license?
This is a popular question and tends to cause a lot of confusion. Until recently schools were exempt for needing to pay for a license to play music. However, the governing bodies (PRS and PPL) have now merged into one organisation, and there now exists something called a 'Music License'. The school pays for the music license, and in turn the school can use music for fayres, open days, Christmas events etc etc..and of course school discos. The money from these licenses is then distributed to music artists so they get paid for their work.
If you thought the DJ should have the license you'd be wrong because the license always applies to the venue itself. You can find out more information about the 'TheMusicLicense' here.
That said, the DJ should also be purchasing music from DJ music suppliers, music that has been sold for commercial use. Reputable DJ's use these suppliers (I do!). This is also where they can buy 'clean' versions of songs.
Most music streaming services have strict terms and conditions about using their music commercially - and it's often a hard NO. Spotify, Youtube etc cannot be used for your school disco music.
All this is an overhead the paying customer doesn't see, but is the difference between doing things right, and doing it on the cheap. Be warned, you could get caught and get into trouble, record companies are quite keen to make an example out of thiefs.
Lastly, there are some exceptions to the rules: There is royalty free music you can use (you'll need to search for it), and also some songs are no longer governed by copyright - which means you can play them without worry.
If you thought the DJ should have the license you'd be wrong because the license always applies to the venue itself. You can find out more information about the 'TheMusicLicense' here.
That said, the DJ should also be purchasing music from DJ music suppliers, music that has been sold for commercial use. Reputable DJ's use these suppliers (I do!). This is also where they can buy 'clean' versions of songs.
Most music streaming services have strict terms and conditions about using their music commercially - and it's often a hard NO. Spotify, Youtube etc cannot be used for your school disco music.
All this is an overhead the paying customer doesn't see, but is the difference between doing things right, and doing it on the cheap. Be warned, you could get caught and get into trouble, record companies are quite keen to make an example out of thiefs.
Lastly, there are some exceptions to the rules: There is royalty free music you can use (you'll need to search for it), and also some songs are no longer governed by copyright - which means you can play them without worry.
It's cheaper to do it ourselves! Kids don't care!
Don't do it. Yes, it will be cheaper to do it yourself, but than you're not actually providing what you're advertising. Whilst it may seem like the kids don't care, they actually do but aren't saying anything. However, they will show it in other ways, such as not attending the event, or not engaging if they do. We hear a lot of stories about year 5 and 6 children being disinterested in school discos, and low ticket sales.
It's understandable how you could fall into this trap, but here's why it's a short term gain but long term loss:
"we're a small school and can't afford a proper DJ"
Wrong - it's easily achieved when 'profit' isn't your main driver.
Let's say your school has 40 children in total. It would make sense to hold just one disco, for all of them together. If you charged just £3.50 per ticket you could cover the cost of hiring Just School Discos* (dependent on date, times and location). You might not make any profit, but the children would have a much better time. If it goes well, maybe next time charge £4.00 a ticket and make a small profit for the school as well.
Money is tight for all parents so people become very savvy about getting value for money. If you're charging children to come to a school disco then parents expect, and children deserve, a great experience. This cannot be achieved on the cheap. It will work once before attendance numbers drop off. The school discos will become jaded and devalued. Parents will be reluctant or begrudged to buy tickets, and may not support other events.
Instead, when you book JSD you'll get a full professional sound and lighting experience which will blow the children away. You'll also get a very experienced DJ who can manage the children and the flow of the event, so you have more time to concentrate on everything else.
Smart PTA's have worked out this means they can have discos more often, thus creating more income, because the children don't want to miss the discos when they come round. This definitely includes Year 5 & 6 children as well. The children go home buzzing, the parents see the value, and no-one feels short changed.
It's understandable how you could fall into this trap, but here's why it's a short term gain but long term loss:
"we're a small school and can't afford a proper DJ"
Wrong - it's easily achieved when 'profit' isn't your main driver.
Let's say your school has 40 children in total. It would make sense to hold just one disco, for all of them together. If you charged just £3.50 per ticket you could cover the cost of hiring Just School Discos* (dependent on date, times and location). You might not make any profit, but the children would have a much better time. If it goes well, maybe next time charge £4.00 a ticket and make a small profit for the school as well.
Money is tight for all parents so people become very savvy about getting value for money. If you're charging children to come to a school disco then parents expect, and children deserve, a great experience. This cannot be achieved on the cheap. It will work once before attendance numbers drop off. The school discos will become jaded and devalued. Parents will be reluctant or begrudged to buy tickets, and may not support other events.
Instead, when you book JSD you'll get a full professional sound and lighting experience which will blow the children away. You'll also get a very experienced DJ who can manage the children and the flow of the event, so you have more time to concentrate on everything else.
Smart PTA's have worked out this means they can have discos more often, thus creating more income, because the children don't want to miss the discos when they come round. This definitely includes Year 5 & 6 children as well. The children go home buzzing, the parents see the value, and no-one feels short changed.
