How much does a school winter festival cost?

For the carnival portion, a small school event of around 150 guests runs $2,500 to $5,500. A mid-size festival of 300 to 400 guests runs $5,500 to $12,000, and a large one with 500 or more runs $12,000 to $25,000. Most PTAs sell game tickets or wristbands at the door, and those sales offset a large share of the rental cost.

When should a school hold its winter festival?

Most schools pick a Friday evening or Saturday in the first two weeks of December, before finals and winter break pull families away. Those same two or three weekends are when every other school, church, and company in the area holds its event too, so the earlier a date is locked, the more choice the school has.

How far ahead should we book?

Six to ten weeks. A school that confirms its date and rentals in October has the full booth and staffing menu. One that starts calling after Thanksgiving is choosing from whatever is still open on its weekend.

How many game booths does a school winter festival need?

Plan on one booth per fifty guests you expect on site at the same time. A 300-person festival runs well on six booths plus a concession station. Count students, siblings, and parents, then trim a little for the families who come for an hour and leave.

Can we call it a winter festival instead of a Christmas carnival?

Yes, and many public schools do. The booths, games, and concessions are the same either way. A school that wants a holiday-neutral event can use the balloon arch as its photo spot on its own; a school that wants a Christmas feel can add Santa and Mrs. Claus.

What happens if it rains?

December is the start of the rainy season in Southern California, so agree on an indoor backup before the date. Tabletop games and concessions move into a gym or multipurpose room without trouble. Larger attractions that need open overhead space stay outdoors, so the plan should say which pieces move inside and which get dropped.

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How to plan a school winter festival.

A school winter festival is a December evening event on campus: game booths, food, a photo spot, and a reason for families to stay after the holiday concert or before winter break. This guide is for the PTA chair or school staff member running one. It covers what it costs, how many booths to rent, the dates that book first, and the December details that trip up first-time planners.

What a school winter festival costs

Cost follows guest count. For the carnival portion, a small school event of around 150 guests runs $2,500 to $5,500. A mid-size festival of 300 to 400 guests runs $5,500 to $12,000. A large festival of 500 or more runs $12,000 to $25,000. Those numbers cover game booths, concessions, setup, and the staff who run them. Most PTAs sell game tickets or wristbands, and those sales cover a large share of the rental, which is why a winter festival works as a fundraiser and not only as a family night.

Which December dates to pick

The first two weekends of December are the dates that fill first for school holiday events. Finals, winter break, and family travel empty the calendar after that. Friday evenings work well because families are already on campus for pickup or a winter concert. Saturday afternoons work better for schools that want the event to end before dark. Whichever you choose, every school, church, and company in San Diego County is looking at the same few weekends.

How far ahead to book

Book six to ten weeks ahead. A school that confirms in October gets its choice of booths, staffing, and time slot. A school that calls after Thanksgiving takes what is left on its weekend. Facility paperwork adds lead time too: an on-campus event usually needs a facility-use request through the school or district, plus a certificate of insurance from each vendor naming the district as additional insured.

What to rent

Plan on one game booth for every fifty guests on site at once, so a 300-person festival runs on about six. My Little Carnival sets up red-and-white and green-and-white striped booths for the Christmas season, staffed by attendants so PTA volunteers can sell tickets and host instead of running games. A concession station keeps families on site: churros, pretzels, popcorn, and cotton candy all work in December. For the photo spot, a holiday balloon arch with candy canes and gingerbread figures is the shot every parent takes, and schools that want a Christmas feel can add Santa and Mrs. Claus.

Planning for dark and rain

In Southern California the sun sets around 4:45 PM in December, so an evening festival is a nighttime event. String lights should be part of the booth layout from the start, and the walk between the parking lot and the booths should be lit as well. December is also the start of the rainy season. Agree on an indoor backup, usually the gym or multipurpose room, before the date. Tabletop games and concessions move inside easily; larger attractions stay outdoors, so decide in advance which pieces move and which get dropped.

Planning a school winter festival?

My Little Carnival runs school carnivals and winter festivals across San Diego County. Tell us your date and expected turnout and we'll scope the booth and staffing count.

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Common questions

How much does a school winter festival cost?: For the carnival portion, a small school event of around 150 guests runs $2,500 to $5,500. A mid-size festival of 300 to 400 guests runs $5,500 to $12,000, and a large one with 500 or more runs $12,000 to $25,000. Most PTAs sell game tickets or wristbands at the door, and those sales offset a large share of the rental cost.
When should a school hold its winter festival?: Most schools pick a Friday evening or Saturday in the first two weeks of December, before finals and winter break pull families away. Those same two or three weekends are when every other school, church, and company in the area holds its event too, so the earlier a date is locked, the more choice the school has.
How far ahead should we book?: Six to ten weeks. A school that confirms its date and rentals in October has the full booth and staffing menu. One that starts calling after Thanksgiving is choosing from whatever is still open on its weekend.
How many game booths does a school winter festival need?: Plan on one booth per fifty guests you expect on site at the same time. A 300-person festival runs well on six booths plus a concession station. Count students, siblings, and parents, then trim a little for the families who come for an hour and leave.
Can we call it a winter festival instead of a Christmas carnival?: Yes, and many public schools do. The booths, games, and concessions are the same either way. A school that wants a holiday-neutral event can use the balloon arch as its photo spot on its own; a school that wants a Christmas feel can add Santa and Mrs. Claus.
What happens if it rains?: December is the start of the rainy season in Southern California, so agree on an indoor backup before the date. Tabletop games and concessions move into a gym or multipurpose room without trouble. Larger attractions that need open overhead space stay outdoors, so the plan should say which pieces move inside and which get dropped.