Setting up a parent and toddler group

First published on Wednesday 13 July 2016 Last modified on Tuesday 15 December 2020

If local parent and toddler groups are a little thin on the ground, why not take matters into your own hands and create a playgroup of your very own? Here's everything you need to know about getting started ...

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The lowdown on parent & toddler groups/playgroups

Parent & toddler groups are a lifeline for parents and provide a great opportunity to mingle with other like-minded mums with children of a similar age to your own. Aside from the social benefits, they also offer a change of scenery for your child, providing ample opportunities for preschool learning, to play with new toys, enjoy new sounds and make new friends.

Visiting a playgroup shouldn't be expensive - a few pounds at most - and many will include a cup of tea/soft drink/biscuit/fruit in the price to give tired tots (and mums!) a mid-morning energy boost. There might also be themed days such as craft exercises or music and parents are usually encouraged to play an active role in these activities.

Points to consider

It's worth taking a few days to really think about the logistics of the group so you can get the blend just right. We've put together a few questions that can help you create the groundwork for your playgroup but you'll need to do a bit of homework first - including visiting venues, assessing costs and getting clued up on the legalities.

Grab a notepad and try to answer the following questions as thoroughly as you can:

Where are you going to hold your group? Are there any local halls, scout huts or community centres available to hire?
How often will you hold the group? Once a month? Once a week, or more?
Realistically, how much of your time will this group take? Can you afford to take it?
It's also worth thinking about whether a venture of this nature is really 'you'. Setting up a group should be enjoyable, not stressful so if you're likely to find it hard work, it might be worth re-considering
How much will it cost and how many mums will you need at each session to make it financially viable? (Remember that the number of visitors attending each week will vary so it's essential to account for this). Whether you're embarking on it as a profit-making venture or merely doing it as a useful resource for local mums, you'll need to gain advice from the PLA before starting

Will you set an age limit? Some mums may have older children they want to bring with them, can you afford toys or games to cater for a different age bracket?
Will you operate throughout the holidays when the numbers will be lower and if not, will you still need to pay rent?
How much will you charge the mums who visit?
Does the venue provide tables & chairs and is there a kitchen to make refreshments?
Will you provide food/drinks, toys and activities?
How will you promote the group and encourage shy mums to take the plunge and visit?
If there are other groups operating locally, what time do they run? It's always a good idea to investigate this first to avoid clashing with anyone else.

Costs

Setting up a toddler group needn't cost a fortune but there will be expenses up-front that you'll need to consider. Toys, art materials, cups, plates, cutlery and other equipment will all need to be accounted for, then you'll have rent, heating/lighting/water/insurance and in some cases, storage costs on top of that.

The best place to start is to write a thorough list of everything you need and work out the initial costs, followed by the estimated monthly outgoings and what you're likely to achieve in takings. You'll never make a fortune through running a parent & toddler group, but it certainly shouldn't leave you in the red! Treating it like a formal business venture (even if you're setting it up as a charity) will ensure all corners are covered and there won't be any nasty surprises or costs that crop up unexpectedly. The PLA is a great first stop for anyone planning their own group and they can give you a check off list of what you need to do throughout the set-up stage.

If you're concerned that the initial start-up costs are too high, why not see if there's a friend or two interested in joining forces? The monthly outgoings will be far less for all of you and an extra pair of hands can bring in fresh ideas and take off some of the weight of going it alone. You can also distribute the workload more evenly as a group and use each others strengths to make the business a success. Mums with a good financial brain for example can take charge of collecting the money each week and opening a joint business account, whilst creative mums will enjoy coming up with new activities and sourcing toys.

If you're struggling to find a partner, try your local meet a mum page for a pool of potential new business partners or dip into the community groups forum. It's also worth joining the Pre School Learning Alliance - a childcare support group charity with stacks of useful resources.

The legal stuff

Since all of the parents visiting your group will be responsible for their own children, you won't need to be Ofsted registered. However, there are certain safety levels and legislation that need to be met before you open for business, including health and safety, fire regulations, the Race Relations Act and the Disability Discrimination Act.

You should consider the following points when deciding on a venue:

Is the heating operating properly and is the system safe?
Is the floor smooth and easy to clean after each session?
Are the toilets and basins in a good order and who will be appointed to wash them?
Is there sufficient space to safely store toys and equipment?
Are the doors, cupboards and latches childproof or will you need to make them safe?
Is there adequate space for pushchairs?
Is there any hazardous furniture that can be made safe?
Where are the fire exits? Are there fire extinguishers? If so, when was the last time they were checked?

Extra safety measures:

Ensure there are clear ground rules to promote safety at the group - no access to the kitchen for children, a separate space for babies and no hot drinks near the children for example.
Always secure the external door
Create different activities in different parts of the room
Use signs or posters to communicate the safety rules and encourage good etiquette such as sharing and taking turns
Be aware of allergies and the fact that healthy options will always be preferred.
When buying toys, check they are safe and carry that all important British Toy & Hobby Association Lion Mark. Toys will small parts are generally best avoided and large activity toys such as slides and climbing frames will need to be safety checked when constructed with mats placed on the floor.
Set up clear policies governing illness and ensure these are clearly communicated with any parent who attends. If a child has chickenpox for example, you'll need to ensure they are kept at home until they recover to limit spreading the illness to other children. You'll also need to ensure parents sign a consent form before taking any photographs of their children and store private data (with parents contact details) safely.

Essential items

Cups & plates for mums, plastic cups or beakers, plates and cutlery for children
Toys - a good selection, including wooden toys, play-dough, paint, water, sand, crayons, dressing up clothes and boxes. It's also a good idea to invest in splash mats, play tables, a colourful parachute and anything else that makes for a well-organised session. If you have use of an outdoors area, it's worth considering ride-on toys and a few other hard-wearing items that will stand the test of time.
Musical instruments - children love to make noise and music sessions offer plentiful opportunities to learn about dance and rhythm.
A washable rug for babies to lie on
Kettle - for making tea and coffee
A changing area with changing mat (wipes and nappies for baby changes if a parent has forgotten to bring their own), potty and step for hand-washing.
Register - vital in case of fire or other emergencies but also useful for taking names and storing contact details.
First Aid Kit - for minor little accidents, knocks and bruises. Keep an accident book to hand too so you can make a record of any incidents (it's always advisable to show the parent and ask them to sign and date it) and always ensure at least one member of the team is officially trained in first aid.

Tips for success

Be friendly and make newcomers feel welcome! New mums can find the whole prospect of toddler groups a little daunting so making them feel happy and content will encourage them to return and recommend the group to others. You could also consider compiling a welcome letter for any new visitors which describes a bit about the group and your ethos, events, activities and anything else worthy of including.
If new toys are packing a punch on your monthly outgoings, you could consider asking carers to contribute any unwanted toys to the group. This is a great way to build up relationships with attendees and you could offer them a free session or two in return.
Use the register to store email addresses. Building up a list of contacts is a great way to push the business forward and provides an easy way to keep them in the loop with group activities and events.
Try and have some kind of organised activity at each session. You can try various crafts activities or even make musical instruments (try shakers) that the children can then use as part of a music group. Toddlers will eventually tire of the same old toys so it's important to keep things fresh.
Establish a good relationship with your landlord and be clear on your rental terms and conditions before you sign anything.
Keep a full inventory of equipment and do a weekly check on each toy to ensure they remain safe to use.
Keep your eyes open for good promotional opportunities. Posters/leaflets at the local library or school, free sample sessions and even mini ads in the local paper can really help get the group off the ground and it's important to maintain this throughout to keep the group fresh with new ideas, faces and activities.