The way a school welcomes families to school events can make all the difference in their sense of belonging and their child’s success.

Creating a welcoming and inclusive environment for new families isn’t just about a friendly hello at the front office—it’s about building connections, fostering trust, and making sure every family feels like they belong. Families want to feel included in their child’s education, and your events are a great opportunity to create these connections.

Here are some top tips from Lilyan Prado Carrillo, whose work with CoolSpeak is rooted in helping first-generation students and families feel seen, supported, and empowered, to ensure your school events make every family feel at home.

1. Greet Families at the Door

A warm smile and a greeting go a long way. At your school events, station a few staff, students, or volunteers at the entrance to say hello, offer directions, and create an immediate sense of care. A simple “We’re so glad you’re here!” helps set a positive tone.

2. Welcome Families by Name

Nothing says “you belong here” like being recognized. Use name tags not just for families but for staff too. If you have a sign-in sheet or RSVP list, have someone ready to say, “Hi Ms. Rodriguez! Thanks for coming back to a school event!” These small gestures build trust and familiarity over time.

3. Provide Childcare or Kids-Friendly Options

If parents are expected to focus, they can’t be distracted by little ones. Offer childcare or enrichment stations led by older students or volunteers. You might also have parallel programming for older siblings, like tutoring, homework help, or an age-appropriate version of the parent session. When families leave, give them prompts or sentence starters to discuss what they learned together on the ride home.

4. Make the School Event Space Feel Intimate and Inviting

Instead of a large, echoing cafeteria, consider hosting your school events in a classroom or library when group size allows. Smaller settings feel warmer, more personal, and less intimidating. Even simple touches like lamps, student work on the walls, or music in the background can make a big difference.

5. Group by Need, Not Just Grade

Not all families are at the same stage or have the same needs. Try organizing by grade level, topic, or language group. For example, a “Rising 6th Graders” table at a middle school transition night could help families get tailored advice while connecting with others in similar shoes.

6. Don’t Skip The Snacks

Food fosters community. If funding is limited, think creatively. Try a potluck model by grade level: third-grade families bring snacks for fourth-grade night, and so on. Even water and cookies say, “We thought about you.” Add music in the background, and the atmosphere becomes instantly more relaxed and festive for any school event.

7. Start and End The School Event on Time

Families are juggling a lot. Show respect for their time by being efficient and sticking to the school event’s schedule. Post a visible agenda and follow it. Let them know, “We’ll be out by 7:30—promise.” And then keep that promise.

8. Make It Timely Or Explain the Why

Ensure the topic relates to something families are currently facing or prepares them for what’s to come. If the event is about a future topic (such as college admissions for 9th-grade parents), clearly explain the value. “We’re sharing this now so you and your student can avoid common senior-year stress later.”

9. Engage, Don’t Just Lecture

Adults learn best when they’re part of the conversation. Include opportunities to reflect, ask questions, or talk with each other. Icebreaker questions, small-group discussions, or even a “turn and talk” moment with a neighbor can make parents feel seen and heard no matter how many families show up to your school event.

10. Follow Up After The School Event

Take attendance and send a follow-up email or text to express gratitude. You can even send a little something home, like a flyer with tips, a “my grown-up came to literacy night” sticker, or a postcard with a positive message. These extra touches show you noticed who showed up and appreciated their time.

11. Plan for Dignity And Accessibility

Are you providing translation in the languages families need? Do you know if you’re asking something that might unintentionally exclude someone? If you’re inviting everyone to write something down and share, consider that some caregivers may not feel confident reading or writing. Have trusted staff quietly stationed at tables to offer gentle, one-on-one support when needed, without calling attention or making anyone feel singled out. Observant team members can offer help discreetly, maintain dignity, and reinforce that everyone belongs in that space. Inclusion isn’t just about access, it’s about how we care for each other.

Welcoming families shouldn’t be a one-time act – it should be part of your school culture. These strategies not only boost attendance and engagement at school events, they help families feel like they belong, which improves student success.

At CoolSpeak, we specialize in helping schools connect meaningfully with families through inspiring speakers, family engagement programming, and professional development. Whether you’re planning a school event like a back-to-school night, literacy event, or family leadership summit, we’re here to help you make it impactful.

Ready to reimagine family engagement? Bring Lilyan Prado Carrillo or another dynamic CoolSpeaker to your next event and show families that they’re not just welcome—they belong.