The Complete Colour Run Fundraiser Planning Checklist for UK Schools

This is the week-by-week checklist for planning a school colour run fundraiser in the UK. Print it out, stick it on the PTA noticeboard, and tick things off as you go. If you want the full explanation behind each step, visit our complete Colour Run Planning Hub.

8 Weeks Before: Lock In the Basics

• Get headteacher approval. Bring a one-page summary with your proposed date, venue, fundraising goal, and safety plan.
• Confirm your event date and a rain date.
• Book the venue (even if it is your own school field, get it on the school calendar officially).
• Identify your Event Chair and two to three co-chairs.
• Decide on your fundraising model: sponsorship-based, ticket-based, or hybrid.
• Set your fundraising goal and tie it to something specific (new playground equipment, library books, trip fund).
• Check your PTA insurance covers the event. If you are a member of Parentkind or PTA+, public liability cover is included.

6-7 Weeks Before: Set Up Infrastructure

• Choose your online sponsorship platform (JustGiving, GoFundMe, SuperKind, or People's Fundraising).
• Set up your event fundraising page with your goal, description, and a photo.
• Draft your first parent letter announcing the event (use our free template).
• Begin local business sponsor outreach. Send your sponsor letter to 10 to 15 local businesses.
• Order your colour powder. Use 300g per person as your guide. See our powder quantity guide for exact amounts.
• Begin drafting your risk assessment (use our free template).

4-5 Weeks Before: Start Communicating

• Send the first parent letter via ParentMail, Arbor, MCAS, or your school's communication system.
• Post the announcement on your PTA Facebook page and school social media.
• Ask the school office to include the announcement in the school newsletter.
• Send sponsorship forms home in book bags (or share the online sponsorship link).
• Start recruiting volunteers. You need 15 to 25 depending on school size.
• Send consent forms home to parents (allow at least two weeks for returns).

3 Weeks Before: Build Momentum

• Follow up with local business sponsors. A quick phone call or visit to anyone who has not responded.
• Post a fundraising progress update on social media. "We are X% of the way to our goal!"
• Start classroom competitions or announce incentive milestones (pizza party for the top class, gunge the headteacher at the target).
• Begin planning your course layout. Decide on the number of colour stations and their positions.
• Confirm your colour powder has arrived or is on its way. Store in a dry location.
• Chase any outstanding consent forms.

2 Weeks Before: Confirm Everything

• Send a second parent letter with full event details: what children should wear (white t-shirt, old clothes), event schedule, drop-off/pick-up arrangements, and a reminder about outstanding sponsorship.
• Confirm volunteer assignments. Send each volunteer their role, arrival time, and station location.
• Do a site walkthrough with your Logistics Lead. Finalise station locations, check for hazards (uneven ground, drain covers, tree roots), and confirm access points.
• Finalise your risk assessment and share it with the headteacher.
• Gather supplies: cones, folding tables, disposable cups or squeeze bottles, bin bags, hazard tape.
• Prepare the water and handwashing station supplies.
• Source a first aid kit (plasters, ice packs, water, eye rinse). Confirm a qualified first aider will be present.
• Prepare or borrow a Bluetooth speaker or PA system for music.

1 Week Before: Final Push

• Send a final parent reminder with logistics, weather contingency plan, and one last sponsorship link.
• Share countdown posts on social media daily.
• Make announcements in school assembly to build excitement.
• Check the weather forecast. If heavy rain is expected, communicate the rain date plan.
• Pre-portion colour powder into station containers. Divide your total evenly across stations, setting aside 15 to 20% for the grand finale.
• Pre-portion grand finale powder into small cups or bags (one per participant).
• Print your event day run sheet, volunteer role cards, and check-in lists.
• Charge your speaker.
• Confirm the school caretaker is aware of the event and any cleanup arrangements.

Event Day: Morning / Pre-Event

• Core setup crew arrives 60 to 90 minutes before the start.
• Mark the course with cones, hazard tape, and station signs.
• Set up colour stations with powder, cups/bottles, tables, and supply bins.
• Set up registration/check-in table near the start line.
• Set up the water and handwashing station near the finish line.
• Set up the first aid station.
• Set up music (test the speaker).
• Lay out grand finale cups/bags near the finish area.
• Hold a five-minute volunteer briefing: tossing technique, safety reminders, event flow, station assignments.

Event Day: Running the Event

• Welcome and warm-up (music, brief pep talk from headteacher).
• Run Wave 1: Reception and Year 1 (shorter route, light powder coverage, extra adult supervision).
• Run Wave 2: Year 2 and Year 3.
• Run Wave 3: Year 4, Year 5, and Year 6.
• Optional: Family fun run wave (parents, siblings, community).
• Grand finale colour throw: distribute cups, countdown from 10, throw. Repeat two to three times.
• Announce preliminary fundraising total. Thank everyone.
• Photographer captures the finale and crowd shots.

Event Day: Cleanup

• Cleanup crew collects station tables, equipment, and supplies.
• Pick up all litter and empty powder bags.
• Hose down hard surfaces (playground, tarmac). Grass needs no cleanup.
• Do a final walkthrough to ensure nothing is left behind.
• Return any borrowed equipment (cones, tables, speaker).
• Budget 30 to 45 minutes for cleanup with four to six people.

Within 24 Hours After the Event

• Send a thank-you message to all parents with photos, the total raised so far, and the sponsorship link one final time.
• Post the best event photos on social media (the group colour throw photo is your most shareable image).
• Send personal thank-you messages to each volunteer.
• Send thank-you messages to each business sponsor with a photo of their branding at the event.
• Thank the headteacher and any school staff who helped.

Within 1-2 Weeks After the Event

• Send a final reminder for outstanding cash and cheque sponsorship returns with a deadline.
• Close your online sponsorship page and withdraw funds (most platforms process this within a few working days).
• Calculate the final numbers: gross revenue, total expenses, net raised, per-pupil average, and participation rate.
• Hold a 20-minute committee debrief: what worked, what you would change, how much powder was used vs ordered, volunteer feedback.
• Write up the debrief notes and save them for next year's committee.
• Send a final message to parents with the total raised and what the money will fund.
• Store leftover powder and reusable supplies in a labelled box for next year.

Download the Full Planning Pack

This checklist is part of our free School Colour Run Planning Pack, which also includes parent letter templates, a risk assessment template, sponsorship forms, a budget planner, an event day run sheet, and more. Everything you need to run a successful colour run, adapted for UK schools.

For the complete guide with detailed explanations behind each step, visit our Colour Run Planning Hub.