Pto event planning checklist

PTO EVENT PLANNING CHECKLIST
TWO MONTHS PRIOR TO EVENT:

Item	Requirements	Contact Info	Done?
Budget	Confirm authorized budget amount and create estimated budget for event (research expenses and quantities) (SEE paper products below when planning)	Supervising Board Member
Committee	Hold initial organizational meeting with Committee members to plan event; contact all individuals that signed up at Meet & Greet as being interested in helping
Classroom Scheduling	If your event impacts class instructional time, clear the schedule with Barbara Bell and the grade level chairs involved to be sure that the teachers have the event on their calendars. Have event listed in the PTO Teacher newsletter as well (Sara Ippolito/Kim Friedman)	[e-mail] K – [e-mail] 1 – [e-mail] 2 – [e-mail] 3 –[e-mail] 4 – [e-mail] 5 – [e-mail]

ONE MONTH PRIOR TO EVENT:

Item	Requirements	Contact Info	Done?
Banners/posters/tables/chairs	Contact Sara Meier to arrange having anything hung in the school and to communicate all requests for table/chair setups	[e-mail]
Custodian	If your event is in the evening a custodian MUST be scheduled; if daytime event, and messy, must schedule custodian.	[e-mail] [e-mail]
Wolfie	Schedule appearances by Wolfie through Kim Reagan (fifth graders only)	[e-mail]
Audio/Visual/Technology/Power	All audio/visual/technology, etc. needs are scheduled through Mike Raven	[e-mail]
Flyers	Obtain Approval of all flyers through supervising Board Member. Copies should be made at the school using PTO code (obtain code from board member)	Appropriate Board Member

TWO WEEKS PRIOR TO EVENT:

Item	Requirements	Contact Info	Done?
SLICE	All Slice submissions are due to Sara Ippolito by 5 PM Monday for the Thursday SLICE	[e-mail]
Social Media	Send all requests for facebook, twitter, instagram postings to Ryan Little	[e-mail]
Paper Products; Supplies; tablecloths	Check both PTO closets before purchasing any paper product or beverages for your event – the supply closet is in the WOLF TV studio and the paper products closet is in the main hall next to the clinic and is very well stocked. Please put all items left over after the event back in the space where you found them!	The front desk has a key available to sign out for the supply closet. The supply closet has cups, plates, utensils. The other closet is in the PTO room and is unlocked.