For PTAs & school-fair teams

Organise the school fair — helpers and cakes without the noticeboard

Sign-ups, helper shifts and the cake stall in one online form: parents register on their phone, your organising team always sees what is missing. Free on the Free plan — kind to the club treasury.

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0 € is what organising costs on the Free plan — no request to the club treasury needed

The same organising drama every year

The list only reaches those who walk past

The helper and cake lists hang on the noticeboard in the entrance hall — but working parents do not set foot in the school for weeks. In the end the same five families as always have signed up.

Five marble cakes, nothing savoury

Without coordination everyone brings whatever is easiest. The stall ends up with a pile of identical sponge cakes while sandwiches, vegan and nut-free options are missing entirely — exactly what guests ask for.

Helper shifts full of gaps

Set-up is overbooked, the late shift at the barbecue empty, and whoever drops out tells no one. The night before, the organising team rings half the parent body to plug the holes.

How you organise it with Questee

  1. 1

    Set up one form for everything

    Sign-up with headcount, helper shifts as choice questions (set-up, stall duty, take-down), cake categories to tick (savoury, sweet, vegan, nut-free). Generated by AI in 30 seconds, then tailored to your fair.

  2. 2

    Link to the class mailing lists, not the board

    Parents sign up on their phone — in the evening, without entering the school, without an app, in German or English. You finally reach the families who never pass the noticeboard.

  3. 3

    The organising team sees live what is missing

    In the response overview you spot it immediately: the late shift has only two helpers, savoury contributions are missing. Then you steer deliberately — one reminder to the mailing list instead of a phone chain the night before.

Features for the volunteer team

AI generation in 30 seconds

Describe the fair, get a form draft — nobody on the PTA has to learn a tool first.

Conditional logic

Whoever picks "I will bring a cake" sees the category question — whoever just attends is done in three taps.

No app for parents

A link in the class mailing list is enough — completed in the browser, no installation, no account.

Multilingual DE/EN

International parents understand shifts and categories — and join in instead of opting out.

E-mail notification

The organising team sees new entries straight away — without logging in daily.

Hosted in Germany

School families' names and contact details stay GDPR-compliant on German servers.

Volunteering should not cost money

The Free plan covers the fair, the bazaar and the summer concert: 3 forms, 100 responses per month, €0. Pro (€12/month) only once the PTA organises digitally all year round.

Free

3 forms, 250 responses/month

Pro

Unlimited, 10,000 responses/month, AI included

View all plans

Questions from the organising team

Are we as a PTA allowed to collect parents' data this way?
Yes — as long as you only collect what you need for organising (name, contact, shift, contribution) and delete the data after the fair. Questee supports you: hosting in Germany, encrypted transfer, Art. 28 GDPR DPA. That gives you a clean basis with the head teacher and data protection officer too.
Why not Google Forms or Doodle?
Google Forms is banned at many schools because parent data ends up in the US cloud — and the PTA acts on behalf of the school community. Doodle only covers date polls, not helper shifts plus cake categories plus sign-ups in one. Questee combines it all and hosts in Germany.
Can we see which shifts are already full?
Yes — the response overview shows how many people have signed up per shift. Once a shift is full, simply remove that option from the form and nobody else can pick it. That takes a minute and the link stays the same.
Can we ask about allergens for the cake stall?
Yes — ask per contribution whether it contains nuts, gluten or milk, and have the ingredients listed briefly. From the overview you print little signs for the stall. At schools with allergic children that is more than a courtesy.
Does the link also work in the class chat group?
Yes — the form link works wherever you reach parents: mailing list, class chat, school website or as a QR code on the poster at the entrance. Parents tap it and land straight in the form, no app store or login detour.
What happens to the data after the fair?
You decide: export the responses for the organising notes, then delete them in the form. Data minimisation is part of GDPR — and there is no reason to keep helper lists from the 2024 summer fair forever. Keep the form itself as the template for next year.
We are not technical — can we still manage this?
Yes. Describe the fair in one sentence, the AI builds the form draft, you adjust shifts and categories — it is closer to "writing a parent letter" than to "setting up software". And if just one person on the team maintains the form, that is entirely enough.

Organise your next school fair from the sofa

Create the form, drop the link in the mailing lists, fill the gaps deliberately. Free on the Free plan — the club treasury stays reserved for the fair itself.

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