niles elementary pta

Committee Chair

Ashley Alves, Kam Sandhu, & Richa Poras

Event Date

Year Round

Committee Responsibilities

1. Event Planning & Coordination

• Plan and organize hospitality services for various PTA and school events (e.g., meetings, teacher appreciation, back-to-school nights).

• Determine the type of refreshments, meals, or snacks that will be provided based on the event and budget.

• Work with event organizers to coordinate logistics, such as set-up locations, serving times, and cleanup.

2. Food & Beverage Management

• Plan and arrange for food and beverage options, including catering, homemade contributions, or purchased items.

• Consider dietary restrictions and preferences (e.g., vegetarian, gluten-free, nut-free) when planning menus.

• Manage the setup, serving, and cleanup of food and drink stations at events.

3. Volunteer Recruitment & Coordination

• Recruit volunteers to assist with hospitality tasks, including setting up, serving, and cleaning up.

• Schedule volunteers for specific events or shifts to ensure there is enough help throughout the event.

• Provide volunteers with guidelines for food handling, presentation, and cleanup procedures.

4. Teacher & Staff Appreciation

• Organize special appreciation events for teachers and staff, such as luncheons, breakfasts, or treat days.

• Coordinate teacher appreciation activities during special occasions like Teacher Appreciation Week or holidays.

• Arrange small tokens of appreciation for staff members (e.g., gift bags, personalized notes, or thank-you cards).

5. Decorations & Ambiance

• Plan and set up decorations to create a welcoming and festive atmosphere for events.

• Choose themes or color schemes for specific events (e.g., back-to-school nights, holiday parties, or teacher luncheons).

• Ensure the event space is well-organized, presentable, and reflects the PTA’s hospitality goals.

6. Budgeting & Financial Management

• Work with the PTA treasurer to create a budget for hospitality-related expenses.

• Track spending and stay within the allocated budget for food, beverages, decorations, and other supplies.

• Manage reimbursement requests for committee members or volunteers who purchase items for events.

7. Set-Up & Clean-Up

• Oversee the setup of tables, chairs, food stations, and decorations before each event.

• Ensure the event area is cleaned up after the event, including disposing of trash, cleaning tables, and storing leftover items.

• Return any borrowed or rented equipment (e.g., tablecloths, serving dishes, etc.) in a timely manner.

8. Supplies & Inventory Management

• Keep an inventory of hospitality supplies (e.g., plates, napkins, utensils, tablecloths, serving trays).

• Ensure that supplies are replenished as needed and stored properly for future events.

• Coordinate with the PTA to purchase or borrow additional supplies for larger events.

9. Communication with PTA & School

• Work closely with the PTA board and event chairs to understand the specific needs for each event.

• Keep open lines of communication with school staff to coordinate use of facilities or special requests.

• Provide updates to the PTA board about the committee’s activities and any upcoming events.

10. Special Events Support

• Provide hospitality services for special school events, such as open houses, parent-teacher conferences, or family nights.

• Coordinate with other PTA committees (e.g., fundraising, events) to ensure smooth planning and execution of joint activities.

• Ensure guests, parents, and staff feel welcomed and valued through thoughtful hospitality efforts.

11. Recognition & Thank-You Efforts

• Recognize and thank volunteers, sponsors, and donors who contribute to hospitality events.

• Send thank-you notes or small tokens of appreciation to those who help with food, decorations, or time.

• Acknowledge the contributions of key volunteers publicly through newsletters, social media, or at meetings.

12. End-of-Year Wrap-Up & Reporting

• Provide a summary report to the PTA board detailing hospitality efforts throughout the year, including successes and challenges.

• Evaluate the year’s events and suggest improvements for the following school year.

• Organize a final appreciation event or luncheon for volunteers and school staff as a year-end celebration.

These responsibilities ensure the PTA Hospitality Committee creates a warm and inviting environment for students, staff, parents, and volunteers throughout the school year.

Volunteer Opportunities