Niles elementary pta

Committee Chair

OPEN

Event Date

First Friday of First Week of School

Committee Responsibilities

1. Event Planning and Coordination

• Set Event Date and Location: Work with school administration to determine the date, time, and location for the Welcome Back Picnic. Reserve the necessary space at the school or a local park.

• Plan Event Layout: Design a layout for the picnic, determining where food trucks, seating areas, games, and tables (e.g., raffle, membership, PTA info) will be set up.

2. Reserve and Coordinate Food Trucks

• Research Food Truck Options: Identify and reach out to local food truck vendors to cater the event, ensuring there is a variety of food options (e.g., different cuisines, vegetarian/vegan options).

• Negotiate Contracts: Coordinate agreements with food trucks regarding payment structure, food offerings, and arrival/setup times. Ensure all necessary permits or licenses are in place.

• Confirm Logistics: Confirm details with food trucks, including parking locations, access to power/water (if needed), and event timing.

3. Work with Membership Chair for Raffle and Promotion

• Coordinate Raffle Table: Collaborate with the PTA Membership Chair to set up a raffle table at the event, promoting PTA membership to attendees. Help collect raffle prizes or donations from local businesses or sponsors.

• Promote PTA Membership: Ensure that the membership table is well-staffed and has membership forms, information about the PTA’s mission, and promotional materials. Encourage parents to sign up or renew their memberships during the picnic.

4. Collaborate with the Communications Chair for Event Promotion

• Develop Promotional Materials: Work with the PTA Communications Chair to create flyers, emails, social media posts, and newsletter announcements to promote the picnic to the school community.

• Advertise the Event: Ensure the event is well-publicized through school channels (email, school website, PTA website, social media). Highlight key attractions, such as food trucks, games, and the PTA membership raffle.

5. Organize Games and Activities

• Plan Family-Friendly Activities: Arrange for games, activities, or entertainment for families, such as lawn games, face painting, music, or a bounce house. Ensure that activities are suitable for various age groups.

• Recruit Volunteers: Recruit parent or student volunteers to help run the games, manage the raffle table, and assist with general event setup and breakdown.

6. Event Setup and Breakdown

• Coordinate Event Setup: Organize the setup of tables, seating areas, trash/recycling bins, and signage for the event. Ensure that food trucks are parked in designated areas and that the layout follows the event plan.

• Oversee Event Flow: During the picnic, monitor the event flow to ensure everything runs smoothly. Assist vendors, volunteers, and attendees as needed, and address any issues that arise.

• Cleanup and Breakdown: After the event, coordinate volunteers to clean up the picnic area, ensure all rented items are returned, and that the venue is left in good condition.

7. Manage Budget and Finances

• Develop Event Budget: Work with the PTA treasurer to create a budget for the picnic, covering costs such as food truck deposits, permits, games, and promotional materials.

• Track Expenses and Payments: Ensure all payments to food trucks and vendors are completed in a timely manner and that the event stays within budget. Keep records of all transactions for future reference.

8. Collect Feedback and Evaluate the Event

• Gather Feedback from Attendees: After the picnic, collect feedback from parents, teachers, and students to assess what worked well and what could be improved for next year’s event.

• Debrief with PTA and School Administration: Share feedback and event outcomes with the PTA board and school administration. Document lessons learned to assist in planning future Welcome Back Picnics.

These responsibilities ensure the Welcome Back Picnic PTA Committee effectively organizes a fun, well-attended event that promotes PTA membership and creates a welcoming atmosphere for families at the start of the school year.

Volunteer Opportunities