The final school bell is about to ring, sending students into summer break. But just because school is out for the summer doesn’t mean the planning stops—especially for parent-teacher associations (PTAs), parent-teacher organizations (PTOs) and booster clubs looking to make the most of the sunny season with engaging, impactful events.
The summer break offers an ideal backdrop for fundraising. Longer days, warmer weather, and families with more flexible schedules create the perfect environment for community events that raise needed funds, build strong connections, and keep the school spirit alive all year long.
Summer fundraising can be the highlight of the calendar, with events ranging from fun runs and golf tournaments to outdoor movie nights and seasonal festivals. These events offer an excellent opportunity to fund school programs and enrichment activities, in addition to fostering a sense of community and shared purpose.
However, outdoor gatherings come with unique risks, and overlooking them can turn a successful event into a legal and financial headache. Liability isn’t just a concern during the school year. It’s just as important—if not more so—when your association steps off the schoolyard and into the summer sun.
Before printing flyers or securing event spaces, let’s talk about the liability coverage and risk management strategies that every association, PTA, or booster club needs before planning summer fundraising events.
The Hidden (and Not-So-Hidden) Risks of Summer Fundraisers
Even the most carefully planned events can carry risks. Throw in the heat and humidity of summer, and you get even more. Recognizing the most common challenges is the first step in preparing your team and protecting your organization.
Environmental Risks
The weather is one of the most underestimated hazards during the summer months. High temperatures and extended sun exposure can cause heat exhaustion or heat stroke, especially among young children and older adults. Dehydration becomes a genuine concern when events are held in direct sunlight. Humid conditions often only make matters worse. A lack of shade or water stations can quickly turn a family-friendly festival into a safety crisis.
Physical Safety Risks
Outdoor venues add a layer of unpredictability. Whether it’s uneven terrain, muddy walkways, or poorly lit areas after sunset, the potential for slips, trips, and falls increases significantly. The risks increase when you add temporary installations like tents, stages, or entertainment attractions. After all, it only takes one poorly secured tent pole or unmarked cord to cause a serious injury—and a potential lawsuit.
Food & Vendor Risks
Nothing brings a community together like great food, but it also opens the door to liability. Improper food handling, lack of refrigeration, or cross-contamination can lead to foodborne illnesses. Inviting vendors without verifying their licenses or insurance can leave your association liable if something goes wrong. Whether it’s a local taco truck or a cotton candy stand, unvetted vendors can present more than logistical problems—they can become legal.
Operational & Financial Risks
While the bulk of attention usually goes to physical safety, behind-the-scenes risks exist. Cash handling at summer events—raffles, ticket sales, merchandise tables—can make your event a target for theft or fraud. Without oversight, funds can be misappropriated, either accidentally or intentionally. Associations often operate on trust, but financial integrity requires structure and vigilance.
Reduce Risk Without Dampening the Fun
By proactively planning and implementing simple precautions, you can effectively address many of the most common summer fundraising risks, ensuring a successful and safe event.
Start by prioritizing attendee comfort and safety with basic environmental safeguards. Providing accessible water stations throughout the event grounds is essential. Consider offering both bottled water and refillable options to encourage hydration.
Setting up shaded rest areas using tents, umbrellas, or natural tree cover gives people a place to cool down and take a break from the sun. You can also bring in fans or misting stations for larger events to help keep the temperature manageable.
Timing can also make a big difference. Schedule outdoor activities during the cooler parts of the day—early morning or late afternoon—when the sun is less intense. Not only does this reduce the risk of heat-related illness, but it also increases attendance by making the event more comfortable and family-friendly.
Physical safety can be enhanced through simple site planning and clear signage. Use visible barriers to separate foot traffic from vehicle areas or active zones like bounce houses or race routes. Ensure cords, stakes, or tripping hazards are clearly marked and secured. Walk the venue beforehand – and throughout the event – to identify and mitigate potential danger zones. Assign volunteers to monitor specific areas and be available to assist with any emerging issues.
When working with vendors, vet them just as thoroughly as you would a guest speaker or school visitor. Ask for current food handling certifications, proof of insurance, and business licenses. Not only does this protect your organization, but it also sends a message that you take event safety seriously.
Volunteer engagement is not just important; it’s key to the success and safety of any summer fundraising event. By assigning clear roles and responsibilities, including point people for setup, first aid, water distribution, vendor coordination, and cash management, you make every volunteer feel valued and integral to the event’s success. When everyone knows their job, the event runs smoother—and you’re less likely to experience critical oversights.
Finally, financial oversight can’t be an afterthought. Even small fundraisers need basic procedures in place. With lockboxes for cash, never leaving money unattended, and always having at least two people present during cash counts, you can be confident in the security of your funds. Consider using digital payment systems to reduce the need for physical cash altogether. After the event, audit all transactions and maintain records for transparency.
Liability Coverage: Your Event’s Safety Net
Accidents and unexpected events can still happen even with the most comprehensive risk prevention measures. That’s where event insurance and liability coverage come into play. These policies protect your association and ensure your efforts don’t unravel due to an unforeseen claim or loss.
General Liability Insurance
This is the foundation of any good risk management plan. General liability coverage protects your association in the event of bodily injury or property damage during your fundraiser. If a guest trips and injures themselves or a child gets hurt on a rented inflatable, this policy helps cover legal and medical costs. It also provides protection against third-party claims, which is especially important when events are held off school property.
Single Event Insurance
Not every association hosts fundraisers year-round. If your organization is only planning one event over the summer, single-event insurance can offer tailored protection without the cost of a full annual policy. This type of event insurance is ideal for PTA fundraisers like carnivals or community picnics. It covers specific dates and activities, offering peace of mind without a long-term commitment.
Embezzlement (Crime) Insurance
No one likes to think about theft or fraud within their own association, but it happens more often than many realize. Embezzlement insurance—sometimes called crime insurance—protects your group if someone mishandles or misappropriates funds. This type of policy is significant when large sums of money are collected during a short period, such as during summer fundraising events. Even trusted volunteers can make mistakes or act out of desperation. Having a policy in place protects not just your funds but your association’s integrity.
One of the easiest ways to get started with these policies is through AIM (Association Insurance Management). AIM specializes in insurance for PTAs, PTOs, booster clubs, and other school-related groups. You can get a quote and secure coverage in just minutes—making protecting your event, your volunteers, and your mission simple. Click here to get started.
Summer Success Starts With Smart Planning
Summer fundraising events unite people, raise essential funds, and strengthen the bonds between families, schools, and communities. They can be joyous, memorable, and highly impactful—but only if they’re safe and responsibly managed. Preparing for potential risks and securing the right event insurance coverage doesn’t take away from the fun—it amplifies it. Because when your PTA or association knows it’s protected, you can focus on what matters most: making a difference.
So whether you’re planning a community talent show, an evening concert in the park, or a competitive golf fundraiser, don’t let liability issues sneak up on you. Think ahead. Protect your people. And let the good times roll.
Here’s to a safe, successful, and sun-filled summer of fundraising.