Niles elementary PTA

Committee Chairs

Cynthia Beck, Heather Hua, Jovy Abad, Carla Tucay, Ashley Alves, and Michelle Hong

Event Date

Spring

Committee Responsibilities

1. Event Planning and Coordination

• Set the Event Date and Location: Work with the school administration to choose a date and location for the Bulldog Jog, typically on the school grounds or a nearby park.

• Develop the Event Plan: Create a detailed event plan, outlining the structure of the run, the number of laps or distance, and age-appropriate modifications for different grade levels.

2. Fundraising Strategy

• Set Fundraising Goals: Collaborate with the PTA board to establish a fundraising goal for the event, specifying how the funds will be used (e.g., school programs, supplies, or upgrades).

• Create Sponsorship Materials: Develop sponsorship packets for local businesses or corporate sponsors to support the event. Include information on how they can contribute, what they’ll receive in return (e.g., logo on banners, shirts), and the fundraising goal.

• Distribute Pledge Forms: Create and distribute pledge forms or digital fundraising platforms where students can gather pledges from family and friends for each lap or fixed donations.

3. Recruit and Organize Volunteers

• Volunteer Recruitment: Actively recruit volunteers to help with various roles, such as setting up the course, distributing water, counting laps, and cheering on participants.

• Assign Roles: Create a detailed list of volunteer assignments, such as lap counters, water station monitors, setup/cleanup crew, and prize distribution.

• Send Volunteer Instructions: Provide volunteers with clear instructions on their tasks and responsibilities, including arrival times and any materials they need to bring.

4. Coordinate with Teachers and Staff

• Collaborate with PE Teachers: Work closely with PE teachers to plan the event logistics and ensure the Bulldog Jog promotes fitness and fun. Determine if the PE teachers will help with organizing warm-ups or other activities during the event.

• Work with Classroom Teachers: Coordinate with classroom teachers to integrate the event into the school day and encourage student participation. Teachers may assist with motivating students and organizing their classes for the jog.

5. Event Logistics and Setup

• Course Setup and Layout: Design the course for the jog, ensuring it is safe and age-appropriate. Consider factors such as the distance, lap markers, water stations, and rest areas.

• Order Event Supplies: Purchase necessary supplies, such as race bibs, cones, water bottles, snacks, and lap-counting materials. Coordinate with the PTA treasurer to ensure these are within the budget.

• Arrange for First Aid: Ensure a designated first-aid station is set up, with basic medical supplies on hand, in case of any minor injuries or health concerns during the event.

6. Event Promotion and Communication

• Promote the Event: Collaborate with the PTA Communications Chair to promote the Bulldog Jog through newsletters, flyers, emails, and social media. Make sure students and families know how to participate and gather pledges.

• Send Regular Updates: Provide regular updates to parents, students, and staff leading up to the event, including reminders about fundraising deadlines, event details, and any necessary preparations (e.g., wearing athletic shoes).

• Post-Event Thank Yous: After the event, send thank-you notes or emails to sponsors, volunteers, staff, and participants. Recognize their contributions and share the success of the event.

7. Manage the Event Day

• Oversee Setup: Ensure the event is properly set up on the day, including the course layout, water stations, and registration tables for checking in students.

• Run the Event Program: Organize the start of the event, including opening announcements, warm-ups, and a clear start signal for each group of runners (by grade or class).

• Monitor Safety: Make sure the course is safe for all participants and that water stations are well-stocked. Be prepared to address any issues that arise during the event.

8. Incentives and Prizes

• Plan Prizes for Participants: Organize prizes for students, classes, or top fundraisers. Prizes can be awarded for the most laps run, highest fundraising, or for participating in spirit (e.g., best costume or team spirit).

• Distribute Prizes and Certificates: Ensure that all students receive recognition for their efforts, whether it's a participation certificate, a small gift, or larger prizes for high achievers.

9. Track Fundraising and Finances

• Collect and Track Pledges: Work with the PTA treasurer to track pledge collection and ensure that all donations are recorded accurately. Follow up with families or sponsors as needed to collect outstanding donations.

• Stay Within Budget: Ensure that event costs, including supplies, prizes, and refreshments, stay within the budget approved by the PTA board.

10. Post-Event Cleanup and Evaluation

• Cleanup: Organize volunteers to clean up the course and surrounding areas after the event, ensuring that all equipment and trash are properly handled.

• Debrief and Assess Success: Meet with the PTA board and school staff to evaluate the success of the event. Review the fundraising totals, participant feedback, and overall event execution to identify areas for improvement next year.

• Document for Future Planning: Keep detailed notes and records about the event, including what worked well, any challenges faced, and recommendations for future Bulldog Jogs.

This list ensures that the Bulldog Jog PTA Committee runs a successful, well-organized event that engages the school community in fundraising and fitness.

Volunteer Opportunities