More Than a Party: How Our Back to School Bash Came Together

Our Back to School Bash was loud, joyful, and a little chaotic in the best way possible. Music filled the air. Kids ran from games to giveaways. Families left with backpacks full of school supplies, fresh haircuts, faces painted, and big smiles. But what made this event truly special wasn’t just what happened that day—it was everything that led up to it.

This bash didn’t come from a budget line or a single sponsor. With the exception of the foam entertainment (which was heavily discounted), it was made possible

entirely through generous donations and volunteers from our community. Local organizations, small businesses, individuals, and neighbors stepped up with supplies, time, talent, food, entertainment, and care. Every backpack, haircut, snow cone, painted face, and game station represented someone who chose to show up for their community.

I initiated this annual event during my first year as Youth Services Librarian, after hearing community members express disappointment when the city canceled its long-standing back-to-school celebration. Families missed having a celebratory event concluding the summer, welcoming kids back to school. The library stepped in—not as a replacement for what was lost, but as a response to a clear community need.

That first year, the goal was simple: bring people together and help kids start the school year feeling prepared and supported. What followed exceeded expectations. Thanks to the community’s generosity and willingness to collaborate, the Back to School Bash became more than a one-time solution. For three consecutive years, it was a yearly tradition at the library (with an exception during the library renovation).

Strong community programs don’t happen overnight. They are built over time through relationships nurtured throughout the year—showing up, listening, following through, and being consistent. Collaboration doesn’t come from one conversation or one call-out a year. You build trust when you show your commitment.

When people see that the library isn’t just a building with books, but a place that

genuinely cares about families and neighbors, that trust turns into shared ownership. People don’t just donate or volunteer—they invest in the wellbeing of their community.

The Game Plan

For libraries or organizations looking to host a similar event, here’s a general framework that’s helped make our Back to School Bash successful year after year.

1. Start with Relationships, Not Requests Outreach begins months, or even years in advance, long before asking for donations. Stay connected with local businesses, nonprofits, schools, and service providers throughout the year. Communicate and engage with your patrons! Show up to community events, perform consistent outreach, offer your services where appropriate. When it’s time to plan, you’re reaching out to partners—not strangers.

2. Identify Core Needs Early. Decide what the event will include:

• School supplies

• Food

• Entertainment

• Haircuts or wellness services

• Games and activities

From there, create a clear list of what’s needed versus what’s already secured. Create a list of who to reach out to. Have a patron who is a barber or stylist? How about one with a food truck or restaurant? Organizations like banks, insurance companies, and credit unions often look for outreach events - and they bring games and prizes!

3. Create an Amazon Wishlist (or Similar Tool). An online wishlist makes donating easy and transparent. Families, businesses, and supporters can quickly see what’s needed and contribute in a way that works for them. Update it regularly and share it widely through social media, newsletters, and direct outreach.

4. Recruit Volunteers with Purpose Volunteers aren’t just “extra hands”—they’re essential. Assign roles ahead of time so everyone knows where to be and what to do. Examples include:

• Supply distribution

• Game and activity stations

• Food service coordination

• Crowd flow and check-in

• Setup and cleanup

  
  

Clear roles prevent confusion and help the day run smoothly.

5. Plan the Day-of Layout and Flow Map out where everything will go: check-in, supply pickup, food, games, music, haircuts, and quiet spaces if needed. Think about lines, traffic flow, shade, and accessibility. A simple site map shared with staff and volunteers can make a huge difference. Have a backup plan - ours was for inclement weather. Things happen!

6. Assign Staff Leads Each major area should have a designated staff member or lead volunteer. This creates accountability and ensures there’s always someone available to troubleshoot issues quickly.

Our Teen Advisory Board was tasked with stuffing backpacks - USE YOUR TEENS! (There will be a post coming up about running a TAB group!) Each working staff member on the day of the event had a specific task or responsibility. I left myself as a 'floater' to ensure everything was running smoothly and to make myself available for anything that popped up throughout the day.

7. Communicate, Communicate, Communicate Send volunteers and partners clear expectations ahead of time—arrival times, dress code, parking, and contact information. Check in periodically leading up to the event. Ask questions; What do you need? How can I help? Support your volunteers! On the day of the event, brief everyone before doors open.

8. Celebrate and Say Thank You After the event, (and even leading up to it!) follow up. Thank donors publicly (when appropriate), send personal messages to volunteers, and share photos and impact stories. This closes the loop and helps ensure people want to be involved again next year.

This is what a library can be: a connector, a convener, and a place where traditions grow—not because one institution does it alone, but because a community believes in taking care of its own.

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