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High family participation at school events benefits everyone. It strengthens the community, builds trust, and boosts retention. Yet many childcare providers struggle to get families to attend events, despite their best efforts to create engaging experiences.
The key is to understand the barriers families face and create events that are genuinely valuable to them. This article will explore common reasons for low attendance and provide actionable strategies to help you boost participation at your next preschool event.
Understanding why families don't attend events
Before planning your next event, it's essential to identify the common obstacles that prevent families from participating.
Time constraints and busy schedules
Modern families juggle demanding schedules with work commitments, school activities, and household responsibilities. Evening events might conflict with dinner routines or bedtime schedules, while weekend events compete with family time and errands. Many families also coordinate schedules between multiple caregivers or work non-traditional hours that make standard event times difficult.
Lack of awareness or unclear communication
Even well-planned events can fail if families don't receive clear, timely information. Communication challenges include:
- Sending invitations too late or too early
- Using multiple communication channels inconsistently
- Providing unclear event details or expectations
- Language barriers for multilingual families
- Information getting lost in busy family schedules
Irrelevant or uninteresting event topics
Events that don't connect to families' interests or needs often see poor attendance. Generic activities like "Family Fun Night" without specific details can feel less compelling than events addressing real concerns such as preparing children for kindergarten or navigating developmental milestones.
Childcare concerns during events
Ironically, many preschool events become less accessible when families need to bring all their children. Parents worry about managing multiple children during presentations, finding age-appropriate activities for siblings, or dealing with disruptions during more formal events.
Effective strategies to boost event attendance
Addressing these barriers requires intentional planning and family-centered approaches that make participation easier and more valuable.
Plan engaging and relevant events
Successful events connect directly to families' interests and concerns. Survey families about topics they want to explore, such as supporting their child's social development, managing challenging behaviors, or preparing for school transitions. Consider different event formats like hands-on workshops, expert presentations, or family activity sessions.
Make events interactive rather than lecture-style. Families appreciate opportunities to practice new skills, ask questions, and connect with other parents facing similar experiences. For example, instead of a general presentation about reading, offer a workshop where families learn specific strategies they can use at home while their children participate in related activities.
Offer childcare during events
Providing childcare removes one of the biggest barriers to attendance. Partner with your teaching staff or trusted caregivers to supervise children in a separate space with age-appropriate activities. This allows parents to focus on the event content while knowing their children are safely engaged nearby.
Consider the logistics carefully. Plan activities that don't require extensive setup, ensure adequate supervision ratios, and communicate childcare details clearly when families register. Many parents will attend events they might otherwise skip when they know childcare is handled.
Provide timely and clear communication
Effective communication starts with consistent, multi-channel approaches that meet families where they are. Send initial invitations 2-3 weeks in advance, followed by reminders one week and one day before the event. Use multiple methods including email, text messages, posted flyers, and verbal reminders during pickup times.
Include all essential details in every communication: date, time, location, what to expect, whether childcare is provided, and any materials families should bring. Create simple registration processes and confirm attendance to help with planning.
With brightwheel’s Sign-Up feature, you can easily create digital sign-up forms for school events and volunteer opportunities. Families can easily RSVP from any device and automated reminders can help increase attendance at your events. Real-time tracking lets you monitor sign-ups effortlessly—no physical lists required!
Create a welcoming and inclusive environment
Design events that welcome all families regardless of their background, schedule constraints, or comfort level with school participation. Offer events at different times to accommodate various work schedules. Provide materials in families' home languages when possible, and create opportunities for informal conversation alongside structured activities.
Consider families who might feel nervous about attending school events. Pair new families with welcoming volunteers, create name tags for easy introductions, and start events with simple icebreaker activities that help everyone feel included.
Use technology to simplify event registration and reminders
Childcare management software like brightwheel can streamline communication and reduce administrative burden while making participation easier for families. The Sign-Ups feature allows parents to sign up at their convenience, while automated reminders ensure important information doesn't get overlooked.
Leveraging brightwheel to improve event attendance
Brightwheel's comprehensive communication and management tools can significantly improve your event planning and family engagement efforts.
How brightwheel can streamline communication with families
Brightwheel centralizes all family communication in one platform, making it easier to share event information consistently. Send announcements through the app where families already receive daily updates about their children. This integration means event invitations appear alongside familiar content like photos and daily reports, increasing the likelihood families will see and engage with event information.
The platform's messaging features allow for two-way communication, so families can ask questions about events directly through the app. Staff can respond quickly and share additional details as needed, building excitement and addressing concerns before event day.
Using brightwheel to manage event registration and RSVPs
The platform's digital sign-up forms simplify registration processes for both staff and families. Create event listings with all relevant details, allow families to register directly through the app, and track attendance numbers in real time. This eliminates the need for paper forms or separate registration systems.
Families can register when it's convenient for them, even outside of pickup times. Staff can easily see who has registered, send targeted messages to families who haven't responded, and manage waiting lists for popular events.
Utilizing brightwheel to send reminders and updates about events
Automated reminder systems ensure families receive timely information without creating additional work for staff. Schedule reminder messages to go out at strategic intervals, and send updates if event details change. The platform's notification features help ensure important messages don't get missed in busy family schedules.
Send follow-up messages after events to thank attendees, share photos or resources from the event, and gather feedback for future planning. This continued engagement helps maintain momentum and builds anticipation for future events.
Building stronger connections through consistent engagement
Successful event attendance grows as families see the value of participating and build connections with your childcare community. Focus on creating positive experiences that encourage future attendance rather than fixating on high numbers for individual events. Track attendance patterns to identify which formats, times, and topics work best, and use this data to refine your planning and boost engagement.
Not all families will attend in-person events, but they may connect through virtual options, volunteering, or informal conversations during pickup. The goal is to build relationships and support children’s development through meaningful family-school partnerships. Regular, well-planned events that address real family needs foster stronger connections, encourage ongoing participation, and strengthen your childcare community.
