Field Day Teacher Newsletter: What to Tell Families Before and After

Field day is one of the most anticipated events of the school year and also one of the most dependent on good communication. Without clear information on clothing, sunscreen, schedule, and the rain plan, field day morning can be hectic. A thorough newsletter sent one week before prevents most of that chaos.

Date, Schedule, and What Changes

Tell families exactly when field day is and how it differs from the normal school day. "Field day is on Friday, May 23rd. We will be outside from 9:00 AM to 1:30 PM. There will be no regular academic classes that day. We will have an abbreviated indoor period before and after outdoor activities. Regular dismissal applies." Four sentences. Families know what to expect and can plan their morning accordingly.

What to Wear

Specific clothing guidance matters more for field day than almost any other school event. "Wear comfortable athletic clothing and athletic shoes. No sandals, no flip flops, and no new shoes that have not been broken in." If your class has a team color, give families enough lead time to find something. "Our class color is blue. Any shade of blue shirt or athletic wear works. You do not need to buy anything new. A blue shirt from home is perfect." That last sentence prevents the family who cannot find a blue shirt from feeling stressed.

Sunscreen and Hydration

Be direct about sun protection. "Please apply sunscreen before your child arrives at school on field day. If your child is comfortable applying it themselves, send a small bottle in their bag for reapplication. We will be in direct sun for several hours." Also: "Send at least a 16-ounce water bottle, ideally insulated. Students will be physically active and heat exposure is real. Staying hydrated helps them stay engaged and safe throughout the day."

What the Activities Look Like

Give families a brief preview of what students will actually do. "Students rotate through eight activity stations in groups. Stations include relay races, a ball toss challenge, a water balloon game, and other classic field day events. Activities are focused on participation and fun rather than competitive rankings." That last sentence is worth including because some families worry about their child being in last place in front of peers. Participation-first framing relieves that.

Weather Contingency

Weather planning reduces parent anxiety more than any other field day message. Be specific. "If weather forces a postponement, we will send a notification by 7:00 AM on field day morning via email. Our makeup date is June 3rd. Check your email before you send your child to school that morning if there is any forecast uncertainty." Families who know the plan handle a postponement calmly. Families who do not know the plan send an onslaught of texts and calls.

Family Attendance

If families can watch field day, tell them where to go, when to arrive, and where to stay. "Families are welcome to watch from the designated observer area along the east fence. Please do not enter the activity areas or interrupt the event. Arrive after 9:15 AM when activities are underway." If it is a closed event, say that directly to prevent families from showing up and being turned away.

After Field Day

A brief note on the afternoon helps families. "After field day, students will have some cool-down time and a brief quiet period before dismissal. Your child may be tired that afternoon. That is expected and completely fine." Managing expectations prevents parents from worrying that something went wrong because their kid fell asleep at 7:00 PM.