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Serve Food Safely at your Fundraising Event

Serve Food Safely at your Fundraising Event

Organising a fundraising event can be an exciting but busy time, especially when it comes to serving food. It’s natural to have questions and concerns about food safety and hygiene practices, especially when your aim is to keep everyone safe and happy. To help make things clearer, we’ve addressed some common questions that PTA members often ask about serving food at fundraising events.

Please note: The following advice serves as general guidance only. For official and current regulations, we recommend contacting your local Food Standards Agency (FSA) or Food Trading Standards directly.

  • Serving Food & Handling Money – One Person or Two?

When serving food at your event, maintaining good hygiene is crucial. Ideally, one person should handle food—preferably wearing disposable gloves or using utensils such as tongs—while a second person takes care of transactions and handles money. This approach significantly reduces the risk of cross-contamination. Additionally, everyone involved in food preparation or serving should regularly wash their hands throughout the event.

  • Managing Food Allergies – Ban Allergens or Take Extra Precautions?

Handling allergens depends largely on your PTA group’s preferences and the specific needs of your school community. If there’s a known allergy affecting a significant number of pupils, such as nut allergies, it might be easiest to ban the allergen completely from your event.

However, if multiple allergies exist within your school, a practical approach is to clearly label foods containing potential allergens and ensure that parents are fully informed about the ingredients used. In this scenario, it’s also wise to have trained staff or volunteers available who can quickly identify and respond to allergic reactions.

  • Buffet Foods – How Long Can Food Safely Sit Out?

Hot, cooked food should ideally not be left at room temperature for more than two hours. After this point, food safety experts recommend refrigerating the food promptly or safely discarding it. Although there are no strict legal rules for occasional events, adhering to this two-hour guideline is strongly advised to ensure food safety and prevent foodborne illnesses.

  • Food Hygiene Certificates – Are They Necessary?

Current food hygiene legislation typically requires food hygiene certificates only if your PTA regularly serves food throughout the year. Most PTA events are occasional and therefore do not usually require a certificate. However, rules can vary depending on your local authority. We advise contacting your local Food Standards Agency or Trading Standards office for precise guidance and to confirm that the regulations haven’t changed.

  • Homemade Cakes & Treats – Who is Responsible if Someone Falls Ill?

Whether your food is prepared on-site or baked at home by parents or teachers, your PTA group and school are ultimately responsible for ensuring proper hygiene and safe food handling. Should someone become ill after consuming food at your event, your local authority may investigate, and you will need to demonstrate that you’ve followed all relevant food hygiene standards. Always encourage strict food safety practices among anyone involved in preparing and serving food.

We hope these guidelines provide clarity and help you run your fundraising event smoothly and safely. Happy fundraising!

Able Canopies Ltd. design, manufacture and install commercial grade canopies, shade sails,
awnings and shelters across the UK. We specialise in servicing the education, leisure,
healthcare and retail sectors and have extensive experience working with
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