niles elementary pta

Committee Chairs

Ramya Ramnath, Smiti Anand, & Swati Agarwal

Event Details 

Spring

Committee Responsibilities

1. Event Planning & Coordination

• Define the overall goals and objectives of the STEAM carnival (e.g., fostering excitement for Science, Technology, Engineering, Arts, and Math among students).

• Plan the event format, including types of activities, booths, and demonstrations to be featured at the carnival.

• Set the date, time, and location in collaboration with school administration, ensuring it aligns with the school calendar.

2. Activity & Booth Selection

• Research and plan a variety of hands-on STEAM activities and experiments that engage students of all grade levels.

• Include a mix of science experiments, engineering challenges, technology demonstrations, art projects, and math-related games.

• Ensure that all activities are fun, safe, and appropriate for the age range of participants.

3. Collaborate with School & Educators

• Coordinate with teachers and school staff to incorporate classroom learning into carnival activities, making sure they align with the curriculum.

• Invite teachers, school clubs (e.g., robotics, art club), or advanced students to host or assist with booths or demonstrations.

• Seek teacher input on activity ideas and leverage their expertise for science and technology-related content.

4. Engage Guest Presenters & Local Experts

• Reach out to local organizations, businesses, or professionals (e.g., scientists, engineers, artists, tech experts) to participate in the event as presenters or demonstrators.

• Invite community groups such as science museums, local universities, or makerspaces to set up interactive booths or exhibits.

• Arrange for guest speakers or live demonstrations that showcase exciting innovations or careers in STEAM fields.

5. Logistics & Venue Setup

• Plan the layout of the carnival, including the arrangement of booths, activity stations, stages, and demonstration areas.

• Coordinate the setup of tables, chairs, tents, electricity, and other equipment needed for the event.

• Work with the school’s facilities team to ensure the space is prepared and safe for both indoor and outdoor activities.

6. Marketing & Promotion

• Promote the STEAM carnival through school newsletters, social media, posters, and flyers to generate excitement among students and families.

• Create a detailed event program or map for distribution before and during the event, showcasing activities, booths, and schedules.

• Collaborate with the PTA communications committee to broaden outreach and boost attendance.

7. Volunteer Recruitment & Management

• Recruit and organize volunteers to help with various tasks, including setting up, running activity booths, supervising students, and cleaning up.

• Assign volunteers to specific activities based on their skills and interests (e.g., STEM background, art skills).

• Provide training and clear instructions to volunteers before the event to ensure smooth operations during the carnival.

8. Supplies & Materials Management

• Compile a list of supplies and materials needed for each booth or activity, such as craft materials, science kits, or technology equipment.

• Work within the allocated budget to purchase or source these materials, considering donations from local businesses or parents.

• Ensure all materials are set up and ready for use during the carnival, and manage inventory to prevent shortages during the event.

9. Budgeting & Fundraising

• Develop and manage the event budget, tracking expenses for supplies, materials, guest speakers, and logistical needs.

• Plan and execute fundraising efforts if needed, such as sponsorships, donations, or grants, to cover the costs of the event.

• Coordinate with the PTA treasurer to ensure all financial transactions are recorded and within budget.

10. Safety & Supervision

• Ensure that all activities and booths are safe for students, with appropriate safety precautions in place (e.g., supervision of science experiments, use of protective equipment).

• Create a plan for crowd control and student supervision to prevent overcrowding at booths or unsafe behavior.

• Set up first aid stations and have trained personnel on-site to address any minor injuries or emergencies.

11. Event Day Coordination

• Oversee event setup on the day of the carnival, ensuring all booths, activities, and stations are in place and functioning as planned.

• Act as the point of contact for any issues or troubleshooting during the event, including equipment malfunctions, volunteer coordination, or crowd control.

• Monitor the flow of the event and make adjustments as needed to ensure a fun, engaging, and safe experience for all attendees.

12. STEAM Awards or Challenges

• Organize challenges, contests, or competitions (e.g., engineering design challenges, science fair-style projects) to encourage student participation and creativity.

• Create a system for recognizing achievements, such as awarding certificates, medals, or prizes for specific challenges or standout projects.

• Announce winners and provide recognition at the event or through school-wide communication afterward.

13. Post-Event Cleanup & Review

• Organize volunteers and custodial staff to assist with clean-up efforts after the carnival, ensuring that the venue is returned to its original state.

• Thank all volunteers, presenters, and donors for their contributions to the event, whether through personal thank-you notes or public recognition.

• Conduct a post-event debrief with the committee to discuss what went well, what could be improved, and gather feedback from attendees.

14. Feedback & Evaluation

• Gather feedback from students, parents, teachers, and volunteers to evaluate the event's success and areas for improvement.

• Use surveys or informal discussions to assess which activities were most popular and how the event impacted students’ interest in STEAM subjects.

• Use this feedback to guide future STEAM-related events and make improvements for the next carnival.

15. Document the Event

• Take photos and videos throughout the event to document activities, student participation, and the overall atmosphere.

• Compile these visuals to share with the school community and for promotional purposes for future events.

• Maintain detailed records of the event’s logistics, including contacts, vendors, and budgets, to help with planning future carnivals.

This list of responsibilities ensures that the PTA STEAM Carnival Committee creates an engaging and educational event that inspires students to explore the world of STEAM through hands-on activities and exciting demonstrations.

Volunteer Opportunities