Pto event planning checklist



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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)

Bellb@fultonschools.org

K – Mosesc@fultonschools.org

1 – Eyre@fultonschools.org

2 – McLaughlinC@fultonschools.org

3 –BaldeA@fultonschools.org

4 – WilsonA5@fultonschools.org



5 – LaneRS@fultonschools.org






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

meiers@fultonschools.org





Custodian

If your event is in the evening a custodian MUST be scheduled; if daytime event, and messy, must schedule custodian.

meiers@fultonschools.org

BrownG1@fultonschools.org




Wolfie

Schedule appearances by Wolfie through Kim Reagan (fifth graders only)

reagank@fultonschools.org




Audio/Visual/Technology/Power

All audio/visual/technology, etc. needs are scheduled through Mike Raven

raven@fultonschools.org




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

Saraipp512@gmail.com




Social Media

Send all requests for facebook, twitter, instagram postings to Ryan Little

rlittle@balfourbeattyus.com




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.




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