Niles elementary PTA

Committee Chairs

Agnes Toan, Cynthia Beck

Event Date

1st Tuesday in February

Committee Responsibilities

1. Event Planning and Coordination

• Set the Event Date and Venue: Work with the school principal and PTA board to determine the date, time, and venue for the Founders Day celebration, typically held in January or February.

• Develop the Event Program: Plan the program for the event, including speeches, performances, or presentations that recognize teachers, staff, and volunteers. Ensure the program flows smoothly and stays on schedule.

• Coordinate with Principal and Teachers: Work closely with the school principal and teachers to ensure the event aligns with school values and includes appropriate recognition for their efforts.

2. Select Honorees

• Identify Teachers and Volunteers to Recognize: Collaborate with the PTA board, principal, and school staff to determine which teachers, volunteers, and staff members will be honored during the event.

• Create Awards or Certificates: Organize and prepare certificates, plaques, or small gifts to recognize the honorees. Ensure the awards align with the PTA’s budget and are meaningful to the recipients.

• Prepare Tribute Speeches: Work with the principal, PTA members, and possibly students to prepare speeches or tributes honoring the special volunteers and teachers.

3. Recruit and Organize Volunteers

• Volunteer Recruitment: Recruit parent and student volunteers to assist with the setup, coordination, and cleanup of the event.

• Assign Roles: Assign specific tasks to volunteers, such as decorating the venue, managing the sound system, setting up chairs and tables, greeting guests, and distributing awards.

• Provide Volunteer Instructions: Ensure volunteers have a clear understanding of their roles and responsibilities on the day of the event.

4. Coordinate Event Logistics

• Create Event Timeline: Develop a detailed timeline for the day of the event, covering setup, the start of the program, transitions between different segments, and cleanup.

• Handle Decorations and Setup: Plan and execute decorations that reflect the theme of the event. Work with volunteers to decorate the venue, set up chairs, tables, and any necessary equipment, such as a stage or sound system.

• Arrange Refreshments: If necessary, coordinate with local vendors or parent volunteers to provide refreshments or snacks for attendees.

5. Promote the Event

• Work with Communications Chair: Collaborate with the PTA Communications Chair to promote the Founders Day celebration through newsletters, social media, school announcements, and flyers.

• Send Invitations: Send invitations to honorees, staff, teachers, volunteers, and parents, providing details about the event (date, time, location, and purpose).

6. Oversee the Event Program

• Manage Event Flow: Ensure that the event program proceeds according to plan, introducing speakers, presenters, and honorees at the appropriate times.

• Ensure Proper Recognition: Make sure all honorees are recognized in the way that was planned (e.g., speeches, certificates, or performances). Confirm that everyone involved in the program knows their role and timing.

• Handle Technical Needs: Oversee any audiovisual equipment, such as microphones or projectors, to ensure the event runs smoothly.

7. Post-Event Cleanup and Follow-Up

• Coordinate Cleanup: After the event, coordinate with volunteers to clean up the venue, ensuring that all decorations and equipment are removed and the space is left in good condition.

• Send Thank-You Notes: Send thank-you notes or emails to volunteers, teachers, the principal, and anyone who helped make the event a success, acknowledging their support and contributions.

• Evaluate the Event: Gather feedback from PTA members, honorees, and attendees to assess the event’s success and identify any areas for improvement for the next year.

8. Budget Management

• Create a Budget: Work with the PTA treasurer to develop a budget for the event, covering expenses for awards, decorations, refreshments, and any other costs.

• Track Expenses: Ensure that all expenses stay within the allocated budget and keep accurate records of all costs for future planning.

9. Document the Event

• Take Photos and Videos: Arrange for someone to take photos or videos of the event to capture special moments and recognize the honorees. These can be shared with the school community afterward.

• Document for Future Committees: Keep detailed notes about the event planning process, vendors used, and lessons learned to assist future Founders Day committees in their planning efforts.

This set of responsibilities ensures the Founders Day PTA Committee successfully organizes an event that celebrates and honors the teachers and volunteers who make valuable contributions to the school community.

Volunteer Opportunities