Trunk Or Treat: It's All In The Planning

Halloween is easily becoming a favorite for me.

This year was my first time ever attending a Trunk or Treat for my kids's school here in New York. This was also my first year spearheading and executing a trunk or treat. This situation is pretty on brand for how things go for me and I'm not mad about it. Organizing the school's annual Trunk or Treat event was a bit daunting at first, but with some careful planning and the help of some fantastic ladies on our board, we pulled off an unforgettable evening of fun. I want to share my experience and some tips to help you successfully execute a Trunk or Treat for your school or community for those who might find themselves in similar situations! 

1. Start Early

The key to any successful event is to start planning well in advance. I got the baton passed to me 72 hours before the Trunk or Treat. Had I known the logistics, I would have asked to take over the planning portion well before that time frame. You want to give yourself enough time to advertise the Trunk or Treat, garner volunteer support, and set dates for meetings so volunteers have all the information they need. I'd say starting 4-6 weeks prior is ideal. This gives you time to secure participants and donors/sponsors. It also gives parents time to commit to these meetings and events. If you are only trying to prepare a meeting with just a few day's notice, this may not work so well for others. 

2. Gather a Dream Team

Delegate responsibilities to a team of committed individuals. You don't have to do it all on your own. This is really what the events committee is for. Divide tasks like decorating, coordinating food for volunteers (we did pizzas with a local pizza place whose child attends the school), finding donors (candy, water, juice), managing volunteers, and promoting the event. This is a big one. I have a fairly wide bandwidth and even I found myself asking for help. I'm glad I did! I was able to execute all tasks with the help of a couple of my board members. It takes so much to pull this event together, so the more moving parts you have, the more you can get done in a timely manner.

3. Choose the Perfect Location

Select a suitable location that can accommodate all your participants. It could be a school parking lot, church grounds, or any open space large enough to hold parked cars and visiting families. Our school has always hosted theirs on-site, and the space works well for the kids at the school. We were able to get big "Friday night lights" put up by maintenance, trash cans left out, cones for our traffic volunteers, etc. 

4. Theme It Up

Pick a theme for your Trunk or Treat even if you are just the beverage table! I was so impressed with the families and their creativity. Sometimes you'll get three Super Mario bro cars and that is totally fine. Any families willing to donate their time to run an event like this are more than welcome. I did appreciate that our board allowed for the expansion of themes or for families to just do their own thing. lots of Google forms were had for this event.

5. Promote, Promote, Promote

Spread the word far and wide! Use social media, school newsletters, and flyers to get the word out. Ensure to include all the essential details, like the date, time, location, and any rules or guidelines for participants. Also, make sure all times are the same no matter the platform that you share them on. There is nothing worse than a confused parent who doesn't know what time to arrive at an event you've been planning for weeks. 

6. Plan Entertainment

In addition to the trunk displays, plan some fun activities and entertainment to keep the kids and families engaged. Photo booths games, and music can all add to the festive atmosphere.

7. Refreshments

I was in charge of the juice and water table this year. It was a hit, to say the least. You don't realize the thirst you work up after a night of trunk or treating. Many of the kids utilized the playground and I'm sure that played a role, too. While we didn't offer any food, I do feel like between candy, drinks, trinkets, and fun -- this was definitely a smart idea to hold a refreshment table. 

10. Volunteer Appreciation

Show your volunteers some love. A small token of appreciation, like a thank-you card or a little gift, goes a long way in letting them know their hard work is valued. I sent out thank you cards to volunteers who personally helped me out that evening. It was so appreciated and honestly made the event go so smoothly. 

11. Capture the Memories

Arrange for a photographer to capture all the magical moments during the event. These photos can be shared on social media and serve as a lovely memento for participants. I brought my full frame and tried to capture some photos for the yearbook! We definitely got some good ones. 

12. Cleanup Crew

After the event, organize a cleanup crew to ensure the area is left in better condition than you found it. A well-executed cleanup will leave a positive impression on your school community (and custodial crew). I was so thankful that I was not alone in clean up and there was barely anything to truly clean up when you consider how many people were there for this event. 

13. Evaluate and Improve

Once the dust settles, hold a debriefing with your board or team. Discuss what worked well and what could be improved for next year. Make notes, and use them to plan an even better Trunk or Treat for the future.

Overall, organizing a Trunk or Treat was a lot of fun and truly the volunteers are the real reason for it! It's all about creating a safe and enjoyable experience for the kids and the memories you help create will last a lifetime. I was so proud of how this event turned out and even more excited that all my kids LOVED it!