Imagine strolling through a family festival and discovering a special tent where children are joyfully swapping toys and books with one another. In one corner, a toddler proudly hands over a puzzle he’s solved a dozen times, while in another, a young girl beams as she finds a “new” storybook to read at bedtime. On-site toy and book swap tents are becoming a cherished feature at family-friendly festivals worldwide. They not only delight kids and parents alike, but also weave the values of sharing, community, and sustainability into the fabric of the event.
Toy & book swaps on-site offer a practical win-win: families lighten their load of outgrown items and go home with exciting treasures, all without spending a dime. Festival-goers embrace the idea of “less shopping, more swapping,” which can save parents money and teach children valuable lessons about reusing and generosity. Beyond the personal benefits, these swaps significantly reduce waste by giving old items a new life – reinforcing an eco-friendly ethos. With the right approach, sharing can become a core festival value that sets your event apart and creates lasting memories for attendees.
Why Incorporate Toy & Book Swaps at Festivals?
At a family-friendly festival, parents are often looking for wholesome activities to keep their children engaged. A toy and book swap tent serves as interactive entertainment and an educational opportunity rolled into one. Children get to play the role of giver and receiver, learning that sharing is fun. Parents appreciate the chance to declutter by passing on items their kids have outgrown, and they love seeing their little ones excited about a “new-to-them” toy or story. This simple idea can transform downtime at a festival into a meaningful community exchange.
There’s also a bigger picture: sustainability and community building. Every toy or book swapped is one less item headed to a landfill and one fewer new item that needs to be purchased. Festival producers aiming to go green or minimise waste will find swap tents a natural fit. Swaps can spark conversations among attendees about reuse and recycling, strengthening the community bond. By implementing a swap, festivals can align with environmental values and even gain positive press or sponsorship. For example, Camp Bestival in the UK earned praise when it hosted a “Pass on the Love” picnic where families swapped freshly-washed teddy bears (an initiative supported by a well-known laundry detergent brand). Dozens of once-forgotten teddies found new homes or were donated to charity, and the festival showcased how even a large music event can champion reuse. Such initiatives prove that your festival isn’t just about entertainment – it’s about values and impact.
Setting Up a Supervised Swap Tent
The first step is to designate a swap tent or area on-site dedicated to toy and book exchanges. Choose a high-visibility spot, ideally in or near the children’s/family zone of your festival, so that families naturally encounter it during their day. Make it inviting and clearly marked – a colourful banner reading “Toy & Book Swap Tent” will draw in curious families. Ensure the space has enough tables, shelves, or bins to display items neatly, with separate sections for toys and books (and possibly further division by age group or type). Most importantly, plan to have the area supervised at all times by friendly staff or volunteers.
Assigning dedicated swap volunteers or staff is crucial for smooth operation. These supervisors will welcome families, explain how the swap works, and enforce any guidelines (like item limits). They can also help younger children navigate the swap (“Let’s find a book you might like!”) and mediate any disputes over popular items. Having at least two people on duty ensures one can manage the table while the other assists or handles cleaning tasks. Supervision keeps the atmosphere positive and fair – and it means parents can feel comfortable letting their kids participate under watchful eyes.
Here are some practical tips for setting up your swap tent effectively:
- Location & Layout: Place the tent near family activity areas and ensure it’s easy to spot. Arrange tables or mats on the ground so kids can comfortably browse items. Keep books and toys at child-friendly heights for easy access.
- Clear Signage: Display a sign with simple instructions (e.g., “Bring a toy or book, take a toy or book!”) and the basic rules. Include the item limit per family and a note that only clean, gently-used items should be swapped.
- Comfort & Safety: Provide a few floor cushions or chairs for parents and kids to sit while reading or testing toys. Make sure the area is safe (no sharp table edges, and plenty of space to move around even when the tent gets busy).
- Schedule: Decide if the swap tent will be open all day or only during certain hours (for example, during daytime family programming). Announce the schedule in the festival programme or app so everyone knows when to come.
- Supplies: Stock the tent with essentials like hand sanitiser, disinfectant wipes, a trash bin, and some extra boxes or bags. These help with quick clean-ups and allow families to carry their newly swapped goodies around the festival.
“Clean-As-You-Go” – Maintaining Hygiene and Order
A successful swap tent operates on a “clean-as-you-go” principle, meaning both items and space are kept tidy throughout the event. Start by setting cleanliness expectations: ask families to bring only clean items (for example, wash plush toys at home and wipe down plastic toys or books before arrival). At the tent, have sanitation supplies on hand. Volunteers can give incoming items a quick wipe-down if needed, especially for toys that toddlers might immediately clutch or chew on.
Regular tidying and cleaning during the festival day keeps the swap area inviting. Encourage participants to place items in designated spots and to put things back neatly if they decide not to take them. Volunteers should periodically disinfect high-touch surfaces (like table tops or particularly popular toys and books) and ensure nothing is accumulating dirt on the ground. A “clean as you go” protocol also extends to sorting out any damaged or unwanted items: if a toy breaks or a book’s pages come loose, set it aside for repair or recycling rather than leaving it on display.
By keeping the tent orderly and clean, you address any health and safety concerns that parents might have about used items. This attention to hygiene was especially crucial during the pandemic years, but it remains important anytime when kids are sharing toys. Some festivals even provide hand-washing stations or gloves for volunteers handling items. The goal is to make parents confident that the swap is a safe and well-managed environment – one where they can happily let their little ones explore the joys of giving and receiving.
Capping Items per Family and Curating Quality
To keep things fair and manageable, it’s wise to limit the number of items each family can contribute and take. Many events find a cap of about 3 to 5 items per family works well, but you can adjust based on your festival’s size. For instance, the Blue Mountains Sustainability Festival in Australia allowed up to 10 items per family to be swapped, which worked because the community eagerly brought plenty to share. A cap prevents any one group from overwhelming the swap with too many items or walking off with a disproportionate haul. It also speeds up the process at the entrance – volunteers can quickly count items and grant entry to swap an equivalent amount (some swaps use a simple token system: one token given per item donated, redeemable for another item).
Quality curation is just as important as quantity control. Set clear guidelines that only gently used, good-condition toys and books are welcome. This ensures the selection on the table remains appealing – nobody wants to pick up a puzzle with missing pieces or a torn book with scribbles on every page. Have volunteers act as gatekeepers when new items come in: they can politely turn away items that are dirty, broken, or unsuitable (while thanking the contributor and explaining the need to keep the swap quality high). In practice, most families will understand and comply if the rules are communicated early. Displaying examples of acceptable items (clean, intact toys; books with all pages) can be helpful.
Curating quality also means considering appropriateness. If your festival has an ethos (for example, a peace-oriented festival might frown on toy weapons), make that part of the guidelines. Sort items by age group so that a parent of a toddler isn’t sifting through teen novels, and vice versa. The result of good curation is a tent full of desirable treasures – things kids will truly be excited to take home. This encourages more swapping: when word spreads that “the swap tent has really cool stuff,” more families will join in. And when attendees know the festival team cares about quality, they’ll be more likely to bring their nicer items in the first place rather than treating the swap as a dumping ground.
Repair Tables: Fixing Toys on the Spot
One innovative addition to a swap tent is a toy repair table – essentially a mini “fix-it” station right on site. Not only does this reinforce the message of reuse, it’s an engaging activity for kids and parents. Equip the repair table with basic tools and supplies: think small screwdrivers, batteries for testing electronics, glue, tape, sewing kits, and spare parts for common toy fixes. If a donated toy has a minor issue (a loose wheel or a doll with a torn dress), a volunteer at the repair station can attempt a quick fix to return it to playable condition. Festival organisers have nicknamed these stations “toy hospitals,” which makes it fun for children to bring a “sick” toy to be healed.
Having a repair component teaches kids (and adults!) that broken doesn’t always mean trash – often a beloved item can be mended and enjoyed again. You might partner with a local “repair café” group or handy community members who love tinkering; they can volunteer a few hours to help families fix toys. Repairs can be simple, like reattaching a loose action figure arm, or even creative – giving a scuffed toy a fresh coat of paint at a craft corner. The process empowers children to see value in fixing things. Some might even prefer the repaired toy they fixed with Dad or Mum over a brand-new one from a store.
Don’t forget that books can benefit from repairs too. Keep some clear tape and book-binding glue at the table, so a favourite story with a ripped cover can be patched up and swapped instead of thrown away. By providing a repair service, your festival goes one step further in waste reduction – and it sets your swap tent apart as not just an exchange point, but a place of learning and caring. The smile on a child’s face when their broken toy gets “doctoring” is well worth the extra effort, and it reinforces that your event truly walks the talk on sustainability.
Literacy Volunteers and Reading Nooks
While toys will draw many kids in, a book swap offers a golden opportunity to promote reading and literacy at your festival. Consider recruiting literacy volunteers or partnering with a local library, school, or reading advocacy group. These volunteers can staff a cozy reading nook within the swap tent – perhaps a couple of bean bags or a carpet where kids can immediately dive into their newly found books. They might read stories aloud at scheduled times (storytelling sessions are always a hit in family areas) or simply be on hand to help children pick out books that match their age and interests.
By including literacy activities, you transform a simple book swap into a mini literary festival for youngsters. Imagine the effect: a child swaps a book and then sits down for a storytime led by an enthusiastic volunteer or even a local children’s author. This adds tremendous value for parents, who will appreciate that the festival is nurturing their child’s love of reading. Some festivals have included craft activities like bookmark-making or let kids write a little “review” of a book they finished to post on a wall – all facilitated by the volunteers. The presence of librarians or teachers also ensures the book selection stays organised and age-appropriate. It’s community engagement at its finest: festival-goers not only exchange books, but also share recommendations, stories, and a love of learning.
A great example comes from the Blue Mountains Writers’ Festival in Australia. The festival team partnered with a local climate-action parents’ group and children’s author Sharon Baldwin to host a book swap that fit perfectly with their literary theme. It kicked off with a live reading from Baldwin’s eco-themed story P is for Permaculture, after which kids traded books and even made crafts from old recycled pages. Families could bring up to three books each and go home with new bedtime stories, showing that even a book-oriented festival can promote sustainability and sharing among its youngest audience.
Engaging the Community and Spreading the Word
To truly succeed, an on-site swap should be woven into the community fabric of the festival. Start by reaching out to local organisations for support. Is there a toy library, parenting network, environmental club, or literacy charity in your region? Invite them to collaborate. They might provide volunteers, publicity, or even extra supplies (for instance, a local library might donate some children’s books, or a toy library could loan spare toys to kickstart the swapping pool). Involving these groups not only lightens the workload but also boosts credibility – attendees will see familiar community faces and feel even more comfortable participating.
Partnerships can also lead to sponsorship opportunities. As seen at Camp Bestival’s teddy swap picnic, a sponsor aligned with your mission (like an eco-friendly company or a children’s brand) may be keen to support the swap tent, contributing funds or materials in exchange for positive exposure. For example, a cleaning products brand might supply eco-friendly wipes and hand sanitisers, or a local bookstore might offer some new books as giveaways. Such sponsors will love the goodwill generated by an activity that clearly benefits families and the planet.
Don’t forget to promote the swap heavily before and during the festival. One common pitfall some organisers have encountered is not advertising the swap ahead of time – resulting in too few items on the first day because attendees didn’t know to bring any. Avoid this by including the swap in pre-festival emails, the event website, and social media announcements: “Bring a gently used toy or book to the festival and take home a new treasure!” Make sure to mention any limits and cleanliness guidelines so people come prepared. During the festival, use signage and even stage announcements to remind folks about the swap tent. When families arrive informed and excited, the tent will buzz with activity from the get-go.
Logistics are important too. Plan ahead for what happens to unclaimed items at the end of the festival. With any luck, you’ll have far fewer items left than what came in (since most will find new homes). But inevitably some toys and books might remain. Arrange to donate these to a local charity, children’s hospital, library, or shelter – this way nothing goes to waste and the spirit of sharing continues after the event. Coordinate with your volunteers on packing up leftovers and delivering them appropriately. Celebrating this final act (for example, announcing that “all remaining items were donated to XYZ Children’s Charity”) can further highlight the positive impact of your swap initiative.
Tracking the Impact: Waste Not, Want Not
One of the most rewarding aspects of running a toy/book swap at a festival is measuring the positive impact. Keep track of how many items pass through the tent. This could be as simple as a tally sheet or counter each time an item is dropped off or picked up. At the end of the event, add up the total number of toys and books exchanged. The numbers might surprise you – and they make for great stories in your post-festival report or press release! For instance, you might announce that “over 300 items were swapped and given new life,” which translates to hundreds of purchases avoided and a significant volume of material kept out of landfills.
If possible, estimate the environmental savings of your swap. Some community programs have done this and the results can be impressive. For example, a community toy swap day in Cork, Ireland recirculated 262 toys in an afternoon, which was calculated to save roughly 162 kg of plastic from going to waste! You can use simple methods – weigh a bin of items to extrapolate a total, or rely on rough averages (for instance, a hardback children’s book might weigh ~300 g, a medium plastic toy ~150 g). Precise figures aren’t necessary, but being able to say “our little swap tent saved about 50 kg of toys and books from the dump” gives a concrete sense of achievement and pride. It also helps festival stakeholders and attendees appreciate the real difference their participation made.
Don’t underestimate the power of these stats in marketing the festival’s values. Sharing the impact via social media or a blog post (perhaps on your ticketing platform’s blog!) after the event can boost your festival’s reputation as a responsible, community-centred event. It might even inspire other festivals and events to adopt the idea – meaning your swap tent could have a ripple effect beyond your own gates. In short, tracking and celebrating the results closes the loop: it shows that collective small actions at a festival can add up to something big.
Making Sharing a Festival Value
When done right, an on-site toy and book swap becomes more than just an isolated activity – it becomes part of your festival’s identity. Children who participate see first-hand that your event is not just about consumption but also about giving and sharing. Parents talk to each other in the swap tent, swapping parenting tips along with toys, and they carry that camaraderie into the rest of the festival. The simple act of exchanging items opens the door to new friendships and a stronger sense of community on festival grounds.
There’s something almost magical about watching a child at a festival joyfully hand over a toy they no longer need, knowing it will make another kid happy. That spirit is contagious. Festivals are ultimately about coming together and creating shared experiences – how fitting it is when sharing itself is built into the experience! By championing swap tents, festival producers signal that kindness and sustainability are just as important as the headline acts. Over time, attendees come to expect and appreciate these values. You might even find that veteran festival-goers start bringing extra items each year specifically to contribute, as sharing becomes a tradition.
Finally, remember that every festival is unique. Adapt the swap concept to fit your audience and scale. A small local fair might keep it informal and neighbourly, while a massive international festival could turn it into a well-oiled operation with barcoded tickets for items – do what works for you. The key is genuine intention. With careful planning, community involvement, and a bit of creativity, a toy & book swap tent can become the heart of your family-friendly festival, embodying the best of what festivals can be: joy, learning, sustainability, and human connection.
Key Takeaways
- Plan and Supervise: Dedicate a clear space for swapping and always have staff or volunteers present to manage the area and help families.
- Keep it Clean: Enforce a clean-as-you-go policy with only pre-cleaned items and regular sanitising of toys, books, and surfaces to ensure health and safety.
- Fair and Quality-First: Set a reasonable limit on how many items each family can swap to keep things fair. Accept only gently used, safe toys and books so everyone goes home with quality items.
- Extra Touches Matter: Offer a repair station to fix broken toys and a reading nook with literacy volunteers. These additions educate attendees and add richness to the swap experience.
- Community and Promotion: Partner with local groups for volunteers or sponsorship, and promote the swap well in advance. Let attendees know to bring items, and celebrate community involvement.
- Measure the Impact: Track how many items were exchanged and share the environmental benefits (like waste avoided). Use these stats to highlight the festival’s positive impact.
- Build the Culture: Make sharing part of your festival’s ethos. A successful swap tent not only reduces waste – it creates joyful memories and a culture of generosity that keeps families coming back year after year.
27th September 2025