Get Involved with

Winter Fair

We’d love to have you join us in making Winter Fair 2025 a memorable event! This celebration wouldn’t be possible without the support of our dedicated volunteers. Many hands make light work—and having more volunteers means everyone gets to have more fun.

Scroll down to see how you can help, then sign up using the forms at the bottom of the page!

It takes a whole team to create a fantastic Winter Fair, and that team starts working well before the big day!

Pre-Event Prep Crew

We couldn’t function without both our event-day volunteers and our pre-event prep crew.

If you can’t volunteer on event day but still want to help, we’d love to have you on our pre-event prep crew! You can help plan, organize, or decorate in the weeks leading up to Winter Fair. These roles are flexible and handled by email—no form required.

👉 To join the planning or pre-event crew, please email winterfair@orlapta.org.

Event Volunteers

Scroll down to choose what you’d like to help with and sign up using the form at the bottom of this page. Our volunteer crew always has a blast—and we’ll keep you fueled with yummy treats and pizza!

Set-Up Crew (2:00–4:00 PM)

Help transform the space for the event! You’ll set up tables, hang decorations, and get everything ready to welcome families.

Event Crew (Two Shifts)

Our event crew keeps everything running during Winter Fair. Volunteers help greet guests, run the bake sale, supervise kids’ crafts, manage present wrapping, assist in the quiet room, and generally keep the fun flowing.

We offer two shifts so you can volunteer and still enjoy the fair:

  • First Shift: 3:45–5:15 PM

  • Second Shift: 5:15–6:30 PM

Clean-Up Crew (6:30–7:15 PM)

Help us finish strong by tidying up and resetting the space. Many hands make light work here, too! And it often doesn’t take as long as we think to get the space cleaned up.Specialty Activity Crew

Specialty Crew

Winter Fair isn’t just for student makers. It’s also a chance for other students and adults in our community to bring their creativity, skills, and quirky brilliance into the celebration. We’re looking for volunteers who’d enjoy adding something special to the day—whether that’s a paintbrush, a pastry, or a musical flourish. Click the arrows below to learn more.

  • No experience necessary. We provide all the supplies, a simple design guide, and a quick training session before the fair. If you’re comfortable holding a paintbrush and enjoy working with kids, you’ll fit right in. Our goal is joyful, low-pressure fun that keeps the line moving and the littles delighted.

  • If you have a beloved treat you’re known for—cookies, bars, muffins, or other easy-to-serve items—our Café Team would love to hear from you. We’ll coordinate with you to make sure your contribution fits the café’s needs and meets our guidelines. Baked goods should be non-perishable, easy to portion, and made in a home kitchen. (We’ll handle all the packaging and display on event day.)

  • We’re seeking one or two experienced musicians who enjoy sharing relaxed, seasonal background music. This isn’t a formal performance space—it’s more of a cozy auditory backdrop for the fair. Musicians should be comfortable playing independently for one or two hour-long sets. We provide the sound system and microphones; you bring your instrument and the atmosphere.

  • If you have a special skill—storytelling, origami, balloon twisting, handcraft demonstrations, or something we haven’t even thought of—we’re happy to explore it. Winter Fair thrives on creativity, and we love including volunteers who bring a unique spark.

Volunteering Details

Need Flexibility?

If you have time constraints or specific needs, just let us know when you sign up—we’ll make it work!

Student Volunteers

We welcome both adult and student volunteers in all roles! Volunteering at Winter Fair is a wonderful way for students to get involved, help their community, and be part of the fun.

  • Students in 9th grade and up may volunteer independently.

  • Students in 6th-8th grade are also encouraged to volunteer, but must be accompanied by a parent, guardian, or teacher volunteer during their shift.

  • Students in 5th grade and younger are more than welcome to tag along with their caregivers who are volunteering, no signup needed.

Make It a Party!

Families, neighbors, and friend groups are welcome to volunteer together!

Please register one ticket per volunteer in your group. In the notes section, let us know that you’d like to stay together, and we’ll keep your party assigned to the same shift. Children in 5th grade and below do not need tickets, but they’re welcome to volunteer alongside a parent.

If you’d like to volunteer with a friend who isn’t registering as part of your group, each of you should sign up separately and include the other’s name in the Buddy Request field so we can pair you.

Important Reminder

All adult volunteers must complete the Olympia School District Volunteer Application before participating.

Can’t Volunteer in Person? Here Are Other Ways to Help

Not everyone can be at Winter Fair in person—but there are still meaningful ways to support the event!

Sponsor an Activity

Help supply materials for a craft table, kids’ station, or one of our specialty activities. We’ll provide a list of options and keep everything simple.

Sponsor the Café or Bake Sale

Donate ingredients, hot drink supplies, or pre-packaged items that keep our café running smoothly (and keep families warm and happy!).

Contribute to Decorations

We often need fairy lights, greenery, paper goods, or other simple décor items. Bonus points for those of you who are crafty and want to help us make some decor items.

Whatever your capacity, there’s a way to pitch in!

Email us at winterfair@orlapta.org and let us know what you’re interested in. We’ll be delighted to hear from you!

When you’re ready to get involved, choose what fits you best:

  • Event day roles: Sign up below using the volunteer form!

  • Sponsors & pre-event helpers: Email us at winterfair@orlapta.org so we can coordinate with you!

Event Day Volunteer Signup Forms

A Few Notes on Signing Up to Volunteer:

  • This form is only for volunteers; you do not need to sign up if you're just planning to attend the event. And if you’re looking for the table signups form, click here.

  • Adult volunteers, please use the Winter Fair Event Day Adult Volunteers form, and Students 6-12th grades, please use the Winter Fair Event Day Student Volunteers form. Students 5th grade an under are welcome to volunteer with their caregivers and no form is needed.

  • Our sign up software calls everything tickets. Please select one ticket per person volunteering and fill out the required form with each individual’s information.

  • On the final screen, we recommend leaving the “Contact me” box checked so we can send you reminder emails and any important updates about your volunteer role.