Collective events and celebrations play a central role in children’s learning, as well as contributing to building community spirit in our early years settings. Through them, children can experience the rhythm of the year, while we acknowledge their achievements, and create lasting memories for them and their families. 
However, some parents and carers can find it harder to engage with their child’s setting. There can be many reasons for this such as working hours, caring for other children, language barriers, and previous negative experiences of education.
Collective events and celebrations can be a valuable means to build stronger relationships with parents and carers who find it harder to engage. How can you make sure that your events are inclusive for all families?
Planning ahead
Forward planning is crucial for ensuring collective events and celebrations are truly available to families who find it harder to engage. Understanding the barriers to participation helps you to develop solutions that will work for the families and your team.
A sense of belonging is central to helping families feel confident and invested in participating in events, and it doesn’t happen overnight. It has been shown that when individuals feel they are part of a community, they are more likely to participate and contribute. Jaziea Farag has written a useful guide about Establishing Meaningful Relationships with Families to support staff in developing these areas.
It is helpful to consider celebrations within the wider work you’re doing to build relationships with families. In the document Working in partnership with parents and carers the DfE recommends prioritising building relationships with families throughout the year, and creating a welcoming environment that encourages open communication.
Communication about the event
Understanding the barriers to engagement also helps ensure communications can be as effective as possible. Things to consider include:
- Timing - when communications are sent out
- Information - How much information is included in updates?
- Platforms – The different ways you send communications
- Languages - Are communications sent in the languages spoken by those in your community?
- Verbal invitations - Personal invitations alongside the collective information can help parents/carers feel valued and included.
Although we may appear to live in a world that is more connected than ever, there are so many ways that parents/carers may feel isolated and disconnected from the setting community. Using digital platforms such as social media, messaging apps or online journals can help to share a message quickly and effectively once families are engaged. However, where parents and carers find it hard to engage, a personal phone call, or chat at collection time, can demonstrate a genuine commitment to including them.
On the day
On the day of the event, the focus should be on creating a welcoming and inclusive atmosphere. Dedicate time at the beginning for informal greetings and mingling. Staff should be alert to parents and carers arriving who have found it harder to engage with the setting. Greeting these families is particularly important. It can be very unnerving to walk into a room where other families are chatting together, staff are busy, and you’re not sure what’s going on.
Perhaps you can encourage some more established parents/carers to volunteer as "buddies" for newer families, to welcome them and spend time with them during the event. This can be particularly useful if parental involvement is part of the special occasion. Is it possible to have a volunteer or staff member available to translate announcements if needed?
After the event
Once the event has finished, don’t see this as the end point for communication. Effective follow-ups can ensure families feel valued and encouraged to participate in future events. Sharing photos and videos of the event either online, or on noticeboards at the entrance to your setting, allows families who couldn't attend to catch up and feel included. Sending a personalised thank you note to those that have helped out, or those that have attended for the first time, reinforces the value you have placed on them joining in.
A special occasion is most meaningful when it brings the entire community together to share children’s achievements. It's about building relationships, ensuring inclusivity, and creating a sense of belonging. With thoughtful planning, clear communication, and active involvement during the event, settings can turn these times into a catalyst for stronger parental engagement. This benefits the children and helps create a supportive network that extends beyond the walls of your setting.
A Beginner’s Guide to Establishing Meaningful Relationships with Families is available for free here:https://tapestry.info/a-beginners-guide-to-establishing-meaningful-relationships-with-families.html
