Niles elementary PTA

Committee Chairs

Jovy Abad, Cynthia Beck

Event Dates

Fall and Spring

Committee Responsibilities

1. Event Planning & Coordination

• Select dates and times for the book fair in coordination with the school administration.

• Choose a book fair vendor (e.g., Scholastic) and coordinate inventory, setup, and takedown.

• Determine the location within the school and ensure proper space for displays, check-out stations, and foot traffic.

2. Budgeting & Financial Management

• Establish a budget for the event, including promotional materials and any associated fees.

• Coordinate with the PTA treasurer to track expenses and revenue generated by book sales.

• Manage the collection of payments (cash, checks, or credit card) and ensure secure handling of funds.

3. Vendor & Supplier Coordination

• Work with the selected book fair vendor to arrange for delivery and setup of the books and displays.

• Review the book selection and ensure a variety of titles for different age groups and reading levels.

• Order additional materials like posters, bookmarks, or themed decorations from the vendor, if applicable.

4. Promotion & Marketing

• Promote the book fair within the school community through flyers, emails, school newsletters, and social media.

• Coordinate with teachers to send reminders home with students about the book fair.

• Create posters and signage to advertise the book fair around the school.

• Include information about the book fair during school assemblies or announcements.

5. Volunteer Recruitment & Coordination

• Recruit volunteers to help set up, staff the book fair, assist students, and handle checkouts.

• Schedule volunteer shifts to ensure adequate staffing throughout the event.

• Provide training or orientation for volunteers on handling payments and assisting students with book selection.

6. Student & Teacher Engagement

• Collaborate with teachers to create book wish lists for classrooms and encourage student participation.

• Organize special preview days for teachers and students to browse the selection before the fair officially opens.

• Plan fun activities, such as a “Dress as Your Favorite Book Character” day or reading challenges, to increase engagement.

7. Family & Community Engagement

• Schedule family shopping nights or events to encourage parents and the broader community to visit the book fair.

• Organize family reading events, such as a “Bedtime Stories Night” or “Books and Breakfast” to pair with the book fair.

• Provide opportunities for community members to donate books or sponsor students who may not be able to afford books.

8. Inventory Management

• Ensure the book displays are stocked and organized throughout the duration of the fair.

• Keep track of best-selling items and work with the vendor to restock popular books as needed.

• Organize leftover inventory at the end of the fair and coordinate with the vendor for pickup.

9. Fundraising & Profit Management

• Set goals for how much the book fair will raise for the PTA or school library.

• Plan how the funds raised will be used (e.g., buying new library books, supporting literacy programs).

• Manage any additional fundraising activities tied to the book fair, such as raffles or contests.

10. Decorations & Theming

• Create a welcoming and engaging environment by decorating the book fair area with the selected theme (e.g., book characters, adventure, seasonal themes).

• Coordinate themed decorations to match the vendor’s book fair theme or create a custom one.

• Use student art or class projects to add personalized touches to the fair’s décor.

11. Book Donations & Wish Lists

• Organize a donation drive to collect books for students in need or for the school library.

• Create wish lists for classroom teachers or the school library and encourage parents to purchase books for them.

• Set up a “donate a book” section for attendees to contribute to students who may not be able to purchase books.

12. Setup & Takedown

• Plan and oversee the setup of book displays, check-out stations, and decorations before the fair opens.

• Organize a team of volunteers to help with takedown and cleanup after the book fair.

• Ensure all rented or borrowed materials are returned and the venue is restored to its original condition.

13. Post-Fair Wrap-Up

• Count and reconcile the final sales, ensuring accuracy in funds collected.

• Submit a financial report to the PTA board and the book fair vendor.

• Send thank-you notes or acknowledgments to volunteers, donors, and sponsors.

• Debrief with the committee to discuss what worked well and what could be improved for future book fairs.

These responsibilities help ensure the smooth operation of the book fair and maximize its impact on the school community.

Volunteer Opportunities