HOW TO RUN A PTA EVENT

4-6 WEEKS PRIOR TO EVENT

• Confirm budget for event with PTA Treasurer (treasurer.cedargrovepta@gmail.com)
• Notify KidsCo if their space is needed, or shuttle service is needed.
  • If shuttle will be needed, contact Potomac Valley Church for permission to use their lot.
• Compete request for event by completing Special Events Planning Form submit to:
  • PTA President (president.cedargrovepta@gmail.com)
  • PTA VP of Committees (vpcommittees.cedargrovepta@gmail.com)
  • Principal (Christopher_A_Wynne@mcpsmd.org)
  • Assistant Principal (Penny_F_German@mcpsmd.org)
  • Secretary (Melissa_A_Popham@mcpsmd.org)
  • Staff Liaison (Karina_M_Hirschhorn@mcpsmd.org)
• Submit event information to VP of Communications for advertising*
• Recruit volunteers by contacting the Volunteer Coordinator.

1-3 WEEKS PRIOR TO EVENT

• Assess supplies for the event and shop accordingly.
• Contact Media Specialist (Karina_M_Hirschhorn@mcpsmd.org) and request advertisements on morning news show
• Attend closest PTA meeting to the event to advertise the event and discuss any needs.

WEEK OF EVENT

• Re-confirm availability of school equipment being used (tables, audiovisual, etc.)
• Send reminders to volunteers via email or phone.
• Hold the event.

1-2 WEEKS AFTER EVENT

• Send thank you emails to volunteers.
• Make sure all the PTA supplies are put in proper containers back in the PTA closet.
• Complete and submit the Payment Request Form to the PTA Treasurer with receipts, within 2 weeks of your event.
• Either attend the next PTA meeting to report on the event and how it went or submit a report for the VP of Committees to read and report on your behalf.

*PTA FLYERS: Provide all event information directly to the VP of Communications
(vpcommunications.cedargrovepta@gmail.com), who will obtain flyer approval and distribute flyers via classrooms, PTA newsletter, Friday Flash, and social media. Be sure to provide the following information:

• A contact person and phone or email address.
• Date, location, start and end time of the event.
• Cost, include where to send and in what form to submit the money (checks should be made payable to Cedar Grove PTA). Contact PTA Treasurer (treasurer.cedargrovepta@gmail.com) to find more ways to accept payment.
• Deadline for returning reservations (if applicable).
• Note that parents must accompany and remain with children during the event.

TIPS AND TRICKS FOR COMMITTEE CHAIRS