Field Day and End-of-Year Event Newsletter for Families

Field day is the day students talk about in September. It is also the day that goes wrong when families did not get the newsletter. Wrong shoes. No water bottle. A child in a white shirt on the day teams wear color.

A clear field day newsletter prevents all of it. Here is what to put in it.

Give Families the Full Day Schedule

Field day often changes the normal school schedule. Arrival time may be the same, but the rest of the day is different. Tell families what that day actually looks like.

"Field day is Thursday, June 5th. Normal arrival times apply. Field day activities run from 9am to 1pm. Students eat lunch on the field at 1pm, have 30 minutes of free time from 1:30pm to 2pm, and return to classrooms for normal dismissal at 3pm."

A family who knows the schedule can make decisions about picking up early or attending specific events.

Be Explicit About What to Wear and Bring

This is the section families read most carefully. Be specific about every item.

"Wear: sneakers with closed toes (no sandals or flip flops), old clothes you do not mind getting wet or dirty, and your team color shirt if you have one. Bring: a large labeled water bottle (refillable), sunscreen already applied before school, a labeled snack for morning break, and a small towel."

Students who arrive prepared enjoy field day. Students who arrive in sandals sit out of activities. That is a preventable disappointment.

State the Rain Plan Clearly

Every field day newsletter needs a rain plan. Not "we will let you know if it rains" but the exact backup.

"If it is raining in the morning, we will make a go or no-go decision by 7am and send an email by 7:15am. If field day is postponed, the rain date is Friday, June 6th. If that date is also rained out, field day will move indoors to the gymnasium with modified activities."

Families who know the rain plan know what to watch for and what to tell their child the night before. The alternative is a child who wakes up to rain and assumes their favorite day of the year is cancelled.

Tell Families If and How They Can Attend

Answer this directly. Many families want to come to field day and have no idea if they are welcome.

"Families are welcome to watch from the designated observation area near the bleachers. Please do not go onto the field during activities. Siblings are welcome. There is no shade at the observation area, so bring a hat."

Or, if families cannot attend: "Field day is a student-only event this year. We will share photos in the class newsletter the following week."

The second version is harder to write but better than families showing up uninvited and disrupting the event.

Cover Medical and Special Needs

A brief note on health considerations prevents the most common field day complications.

"Students with asthma should bring their inhaler. Students with sun sensitivity should apply sunscreen at home and bring it for reapplication. Students with any activity restrictions should notify the teacher before field day so we can plan appropriate participation."

One short paragraph. It catches the situations that otherwise result in calls from the nurse at 11am.