School Newsletter: Field Day Announcement and Preparation Guide

Field day is one of the most anticipated events in the elementary school year. Students love it. Teachers spend weeks organizing it. And families often send their student in the wrong shoes, without a water bottle, or without knowing their student's team color. A clear, specific newsletter announcement prevents all of that.

This guide covers what to include in a field day announcement so families know exactly what to prepare, what the schedule looks like, and how to get involved if they want to.

Date, time, and schedule overview

State the date and the full schedule. If all grades participate together, say so. If grades rotate through stations in separate blocks, explain how that works and when each grade's time is. Some families want to come watch; knowing their student's specific time window helps them plan.

Include the rain date or cancellation policy. Field day is weather-dependent, and families need to know how they will find out if the event is postponed and when the make-up date is. "Check the school app on the morning of the event" is a reasonable answer as long as families know in advance to check it.

What to wear

Be specific. If students are assigned to teams by color and should wear that color on field day, tell families which class is which color early enough to purchase a shirt if they need to. State that athletic shoes are required and that sandals, flip flops, and dress shoes are not appropriate for outdoor activities.

Mention hats and sunglasses if they are permitted. In hot climates, a hat can make a significant difference for students spending hours outside. If there is a class color requirement that conflicts with wearing a hat of a different color, clarify that hats are the exception.

What to bring

A checklist format works best for the what-to-bring section. Families scan this quickly. The list: a clearly labeled water bottle (and note that refill stations will be available), sunscreen already applied at home, a snack if the school has a mid-morning snack period, lunch if not provided by the school, and a small towel or change of clothes if any water activities are planned.

State what students should leave at home: phones, toys, extra money. Explain where backpacks will be stored during the event if students need to know.

Sunscreen policy

Many schools classify sunscreen as an over-the-counter medication, which means students may not be able to reapply it at school without a signed permission form. This is one of the most commonly misunderstood policies on field day, and it matters in warm climates where students spend hours outside.

State the policy clearly: does the school allow self-applied sunscreen during the day, require a parent to sign a permission form for a staff member to apply it, or ask families to apply sunscreen before school because it will not be reapplied during the event? Families who know the policy ahead of time can plan accordingly, whether that means applying a long-lasting formula in the morning or submitting a permission form.

Volunteer needs

Field day requires a significant number of adult volunteers to run stations, hand out water, assist with setup, and keep groups moving. Be specific about what volunteers do and how long they are needed. If volunteers are needed for the full school day versus a two-hour shift, state that so families can commit to what fits their schedule.

List the specific roles available: station supervisor, water station attendant, setup crew, shade or rest area monitor, and breakdown crew. Include a sign-up link and a deadline for volunteer registration. Families who want to help but do not see a clear path to sign up often assume there are enough volunteers and move on.

What students can expect

A brief description of the activities or format helps students and families set the right expectations. If students rotate through stations as a class, mention that. If there are team competitions and individual events, note both. If there are prizes or ribbons, it is worth mentioning so students do not feel blindsided or disappointed if their expectations do not match reality.

Sending the announcement

Send the field day announcement one to two weeks before the event. A day-before reminder with a final checklist is especially effective for families who need a nudge to fill the water bottle and apply sunscreen. Daystage lets you schedule both sends in advance and push an emergency update to all families instantly if the event is postponed due to weather.