Manoa Elementary Parent Teacher Organization



Manoa PTO Event Planning ChecklistAt the beginning of the year:[ ] 9/27 @ 5:30 – 8:00 pm, in Manoa Library, pick up information packet.[ ] Review last year’s End of Event Report for expectations and info on event (Feel free to contact the last chair if you have any questions.)[ ] Review all handouts and understand office procedures.[ ] Determine if any contracts are needed for the event. Direct all signatures to the President.Before the event:[ ] Check the PTO closet for any materials that you may need prior to purchasing any new materials. [ ] Contact & schedule volunteers.[ ] Event Marketing - Provide Newsletter, Facebook, Website and teachers with flyer of event info.[ ] Food – Safe food list MUST be adhered to during school hours and on school grounds.[ ] Petty Cash – Determine if you need cash to give as change during event. If so, contact treasurer at least a week before you need it. [ ] Purchases – Use the Tax Exempt number when applicable. If large purchase, please speak with treasurer to put it on debit card. Vendor Payments, ask for an invoice so a check can be issued.[ ] Receipts – Keep all receipts to be turned in after event.[ ] Fill out a Facilities Work Request > email to President at least 1 week out so it can be sent to Chris Coffey.[ ] Attend the PTO monthly meeting prior to your event to provide a brief update for members.Day of Event:[ ] Arrive on time & have fun![ ] Clean up the space and store things in closet.After Event:[ ] Return cashboxes, turn over any and all cash/check income received to treasurer ASAP.[ ] Send Newsletter, Website and Facebook update of how it went.[ ] Receipts – Turn in receipts with completed PTO Reimbursement Form within 1 week from event completion.[ ] Send Thank You notes to volunteers and vendors.[ ] Attend PTO monthly meeting after your event to update members on how everything went.[ ] Write PTO End of Event Report > Send to President within 1 month.Manoa PTO Event Planning GuideThank you for volunteering to plan a PTO event! The following are some general guidelines that apply to most PTO events. More specific planning guidelines catered to each event will be provided to you upon commencement of the event planning process. If you have any questions, please ask, we are more than happy to help!PTO RESOURCES:PTO Board Contacts: The current President or VP will be your main PTO Board contact throughout the planning of the event. This person will contact you 4-6 weeks prior to the event to confirm the budget, event date and specific planning guidelines for the event. If you prefer to begin planning the event sooner, please contact the President or VP for this information prior to starting. Direct any questions or concerns regarding the planning of the event to this person and copy him/her on important communications with co-chairs or vendors. Former Committee Chairperson(s): The former event chairs are a great resource for you. Please feel free to contact them with specific questions regarding the planning of the event.PTO Meetings: Monthly PTO meetings are a good opportunity to promote upcoming events, gather feedback and recruit volunteers. As the event approaches, please attend the PTO meeting prior to your event to provide an update on the status of the event.EVENT START UP CHECK-LIST:Booking: For most events, a date will be scheduled and the space reserved.Set Up a Planning Meeting: Set a planning meeting for the event to encourage participation, generate ideas and establish a committee. Planning meetings for events may be held in the school by request. Other options for meetings are at a person’s home, library or local restaurant.FINANCIAL MATTERS:Budget: The PTO met in August and set the budget for your committee. The treasurer will provide this budget information to you. Please do NOT exceed this amount without prior approval, or you may not be reimbursed for the excess. Some PTO events are considered “Community Builders” and others are “Revenue Generators”. Community Builders create experiences that encourage bonding among students, staff and families. The intent of these events is not to raise funds for the PTO but to promote positive school and community relationships. Community Building events usually have a modest budget allocated to them although they often break even or generate a small profit. Revenue Generators are expected to raise funds for the PTO. Please consider whether the event you are planning is a Community Builder or Revenue Generator when budgeting for your event.Checks for Vendors or Reimbursement: To receive reimbursement or request payments to a third party, you need to fill out a check request (available on the website) and attach a receipt or invoice. Then put it in the PTO Mailbox Attn: Treasurer. Please give 5-7 days’ notice if you need a check for a vendor directly. If you submit a check request that includes a due date, please call the treasurer so they can be on the lookout for your request.Money Collection Policies: To help decrease the number of checks returned for nonsufficient funds, please comply with the following requirements:? Have your letter/flyer clearly state that families are responsible for all expenses incurred by the PTO for returned checks.? Contact the treasurer for the names of people whose checks you should not accept. We will only accept cash from families who have outstanding returned checks and or charges.IF YOU MUST HANDLE CASH, MAKE SURE IT IS HANDLED AND COUNTED BY 2 PEOPLE.Tax-Exempt Status: The PTO has tax-exempt status. When purchasing items for PTO use, please provide the PTO tax-exempt letter to avoid paying sales tax. Copies of this letter can be requested from the Treasurer. Please keep meticulous records of all money you collect and spend. We serve the community and are using funds entrusted to us. We must be able to accurately account for what we collect and how we spend. Also, we are required by law to file with the IRS due to the amount of money we take in each year. This filing is also necessary to keep our nonprofit status. We need all your help to have this information available and have the records to support our returns.Listed below are procedures all must follow:1 - All monies collected (cash and/or check) must be deposited in the bank. Cash received must not be used to pay vendors. Please obtain a receipt and turn a check request in to the Treasurer. The only exception to this would be a nominal amount of money used for instance as a tip to a delivery person.2 - All expenses must be paid by a PTO check directly to the vendor when possible.3 - All receipts for expenditures must be kept in the Committee File as well as copies turned in to the Treasurer when requesting a check for payment. Receipts must clearly state the nature of each expense. If unclear, please make a notation.4 - You must also keep track of all contributions both monetary and non-monetary made to your event. Examples of non-monetary contributions would be items for bake sales or food for a luncheon. Non-monetary contributions should be given an approximate cash value.5 - In order to streamline this process, please print out the attached End of Event report and hand it in with your receipts to the Treasurer at the end of your event.EVENT MARKETING:Publicizing Events: Advertising PTO events are crucial for its success. We cannot post signs at school or put flyers in children’s backpacks. You may ask parents if they would like your flyer. To publicize your event on the website, weekly newsletter or Facebook page, please email the people in charge as stated. Please attempt to make a flyer template. Photographs: Please try to photograph your event for the yearbook, back to school advertisement... Photos should represent our student population, staff, volunteers and the events activities.FOOD: Verify if the safe foods list is to be followed. Any event that takes place at the school during school hours must follow the safe food list. List is on the school website.EVENT STAFFING & SET-UP:Volunteers: You should have access on AtoZ to send out emails. You will also find a list collected from B2SS, B2SN and the first PTO meeting. Contact your volunteers and let them know that you will be in contact again closer to the event date. At least one-month prior contact volunteers with a signup genius. Have people for set-up, working the event and clean up.PTO Closet: Many materials for events are located in the PTO closet. Please check the PTO Closet prior to purchasing new items for events. (Room 226) You can get the key from the school secretary, Mrs. Viola. You may use items from the PTO Closet for school functions and store items for future use. Please help keep the closet clean and useable by putting items back where you found them and throwing away your trash.Set-Up: In addition to your event set-up team, the custodians are available for assistance with tables, chairs, extension cords, etc. Requests can be made by filling out the facilities work request form (with in this paperwork) and sending to the president at least one week prior to event.HELPFUL REMINDERS FOR THE EVENT:Volunteer Schedule: Have a printout of the Volunteer Schedule at the admissions table. If you have asked NHS to help ask President for letter of proof of hours.Contact Info: Questions and unforeseen issues always come up during the event. Exchange phone numbers with co-chairs and volunteers to facilitate communication during the event.Clean Up: Make sure you have an adequate number of volunteers assigned for clean up. All decorations and equipment must be removed & stored in the PTO closet and waste should be disposed of in the appropriate containers. The custodians’ role is to break down & store tables and chairs and sweep the floors. Please be respectful of their time.EVENT CLOSEOUT:Document Event: Please fill out the End of Event Report form.Thank Volunteers: Be sure to thank your team of volunteers through an email or a note. If you need assistance, please ask the corresponding secretary. Publicize Success: Write a thank you and summary for the website, weekly newsletter and Facebook.PTO Meeting: Attend PTO meeting after your event to update members on how everything went. ................
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