Why childcare belongs in your fundraising plan

Charity fundraising events in Scotland bring people together for a cause, but they can unintentionally exclude the very families who want to support them. A parent faced with a long evening gala, a muddy sponsored walk or a busy family fun day may decide that arranging childcare is one juggling act too many. Offering a supervised mobile crèche changes that calculation. It shows that your charity values inclusivity, not just attendance. Families can stay longer, bid more in the auction, enjoy the ceilidh, or take part in the raffle, knowing their children are safe, entertained and close by.

What a mobile crèche actually provides

A mobile crèche is not simply a room with a box of toys. A good provider brings trained staff, age-appropriate equipment, safeguarding policies and a clear routine. It can be set up in a community hall, a hotel suite, a marquee, a church hall or a sports pavilion. The team will usually create distinct zones for babies, toddlers and older children, with quiet corners for resting and active areas for games.

• Qualified, checked staff: practitioners who understand child development and behaviour.
• Age-appropriate activities: crafts, storytime, sensory play, board games, construction and outdoor games.
• Routines that reassure: snack times, handwashing, nappy changes and calm winding-down periods.
• Inclusive practice: support for additional needs, dietary requirements and siblings who want to stay together.

For a charity, this means you are not asking volunteers to supervise children as an afterthought. You are offering a professional service that parents can trust.

Scottish regulatory and safeguarding essentials

In Scotland, childcare for events must be planned with the correct regulatory and safeguarding framework in mind. Depending on the age of the children, the length of the session and whether parents remain on site, a crèche may need to be registered with the Care Inspectorate or may fall under an exemption. Check the current rules before you advertise the service.

Before you book, ask for:

• PVG scheme membership and enhanced disclosure checks for every adult working with children.
• Public liability insurance and specific childcare insurance cover for the event.
• Written safeguarding, intimate care and medication policies.
• Risk assessments for the venue, activities, equipment and any outdoor play.
• Paediatric first aid qualifications and a clear accident reporting process.
• Ratios and staff numbers that match the ages and needs of the children booked in.

Your charity trustees should also agree a clear booking and collection policy. Use a sign-in and sign-out system, unique collection passwords, allergy registers and a secure room layout.

Matching the crèche to your event format

Every fundraising event has a different rhythm. A family fun day may need a drop-in crèche with short sessions and lots of outdoor play. A gala dinner or ceilidh may need evening care for babies and young children, with quiet sleep areas and flexible collection times. A sponsored walk or run might need a crèche at the start and finish, plus a supervised play zone whilst parents take part.

Think about:

• Timings: when parents arrive, when the main appeal happens, and when they are likely to leave.
• Age ranges: babies, toddlers, rising fives and older children may need separate spaces.
• Capacity: book in advance or offer a limited drop-in service with a waiting list.
• Accessibility: step-free access, buggy parking, nappy changing, toilets and quiet space.
• Communication: publish clear information about opening times, what to bring, snacks and collection.

Pre-booking is often the kindest option. It lets the provider plan ratios, prepare allergy-safe snacks and give each child a name tag and a warm welcome.

Practical setup, activities and safety on the day

A well-run crèche needs more than a corner of the hall. Aim for at least two square metres of clear floor space per child, with separate zones for messy play, quiet play and resting. Soft flooring, low furniture, socket covers and secured doors are basic expectations. If you are using a marquee or outdoor space, have a wet-weather plan and shade for sunny days.

Activities should be simple, open-ended and easy to pack away. Good options include:

• Creative table: colouring, playdough, sticking and card making.
• Construction corner: blocks, Duplo-style bricks and train tracks.
• Book nook: cushions, picture books and audio stories.
• Active zone: parachute games, soft balls, hoops and dancing.
• Calm corner: sensory bottles, teddies and a quiet place to recharge.

Snacks should be nut-free, clearly labelled and checked against dietary requirements. Water should be available at all times. Staff should carry a first aid kit, know the venue’s evacuation procedure and have a direct radio or phone link to the event organiser. Never allow visitors to take photographs in the crèche without consent, and keep the entrance supervised at all times.

Making the numbers work and measuring the difference

A mobile crèche is an investment, but it can pay for itself many times over. Families who feel welcome are more likely to buy tickets, stay for the whole event, donate generously and return next year. You may be able to cover costs through a ticket supplement, a corporate sponsor, a grant for inclusive events, or a donation from a local business. Ask supporters to donate toys, crafts or healthy snacks, and thank your crèche team in your event programme and on social media.

Measure what matters: the number of children cared for, the number of families who attended because childcare was available, average length of stay, feedback from parents and any increase in repeat attendance. Keep a simple record of incidents, allergies and collection times to improve future events. With careful planning, a mobile crèche turns a good fundraising event into a genuinely inclusive day out for the whole family.