HOW TO RUN AN EVENT

 

ORANGE: 4-6 WEEKS PRIOR TO EVENT

 

GREEN: 1-3 WEEKS PRIOR TO EVENT

 

PURPLE: WEEK OF EVENT

 

YELLOW:1-2 AFTER EVENT

 

PTA FLYER:

- a contact person and phone or email address

- date, location, and start and end times of the event 

- cost, where to send and in what form to submit money in (checks should be made payable to Cedar Grove PTA)

-deadline for returning reservations (if applicable)

- who is invited

- note that parents must accompany and remain with children during the event

 

 

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TIPS AND TRICKS FOR COMMITEE CHAIRS

 

 

ORANGE: 4-6 WEEKS PRIOR TO EVENT

  •  Notify KidsCo of date, times, and space needed if it applies
  • Confirm Budget for event with PTA Treasurer
  • *********Complete request for event by completing "Special Event Planning Form" turn into Mr. Derby********
  • Put artical about upcoming event in Bear Fact newsletter (due the 20th of each month to - Ana    
  • Create Flyer (check with PTA President  and or Volunteer Coordinator if a previous version exists that could be used as a template)
  • Get Flyer approved by PTA President and Mr. Derby
  • Recruit volunteers by contacting Volunteer coordinator  

 

 

GREEN: 1-3 WEEKS PRIOR TO EVENT

  • Copy and distribute flyer 7-10 days prior to event (email flyer Distributor @          a copy of flyer so they can up load it to the webpage, send out through app notifications, and make sure they will be able to copy and distribute in school. If they can not it will be up to you to do so. Speak to the office for distribution class list.
  • Make sure to give a copy of Flyer to Rosa in the front office to have on hand and forward the flyer to Mrs. Hirschhorn
  • Contact Media specialist and request advertisements on morning news show for 7-10 days prior to event (4-6 mentions). send email to: karina_m_hirchhorn@mcpsmd.org
  • Create and put up signs and flyers around school

Attend closest PTA meeting to advertise event there, and discuss any needs

 

PURPLE: WEEK OF EVENT

  • Copy and distribute follow up flyer (if using) 1-3 days prior to event 
  • Request through the school office that a schoolwide telephone call (ConnectEd) be placed the evening before the event. Send an email with the scrpt to the front office at least 72 hours before you would like the phone call to go out.
  • Asses supplies for event and shop accordingly
  • Reconfirm availability of school equipment being used (table, audiovisual, etc)
  • Send reminders to volenteers via email or phone
  • Hold the event  

YELLOW:1-2 AFTER EVENT

  • Email thank 's to volunteers
  • Take down signs and flyers
  • Make sure all PTA supplies are put in proper containers or back in the PTA closet
  • Submit income and receipts to PTA treasurer for reimbursement using proper forms found on the PTA website within 2 weeks of your event
  • Write up article for Bear Facts about event
  • Either, attend next PTA meeting to report on the event and how it went, or submit a report for the President to read and report on your behalf. 

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