COMMITTEE CHAIR INFORMATION

Thank you for volunteering a chair a PTO committee! The information below contains training, tips, and processes to make your committee a success! Please know that you have the PTO board and a slate of volunteers to support your efforts. Feel free to reach out at anytime to Loring Day at vicepresident@gespto.org. 

With the help of volunteers like you, we strive to make our school the best it can be. Our students have fun and make memories at our events, but you get the satisfaction of building a community in which your involvement makes a difference. Thank you so much for your time and commitment. 

​Getting Started

You will be given a folder of notes from previous chairs. Please look through these and let us know if you have any questions. There may be insights on venues, vendors, events, volunteer roles, etc. that will be invaluable to your event!

You will receive a list of volunteers that signed up to learn more about your committee at Back to School Night. Even if your event is months away, we encourage you to reach out to these volunteers now, introduce yourself and discuss the opportunities available. Try to find some way to use every volunteer. Someone only has day availability?? Have them run some errands/make calls/secure details for your committee. Have someone with only evening hours?? Have them work on coordinating volunteers, working on decorations, etc. Stuck on divvying up tasks? Ask us for insight!

Loring Day, Vice President, is your liaison to the PTO Board. The entire Board is available for you at any time, but Loring will be your primary contact. You can reach her at vicepresident@gespto.org, but feel free to contact any of us!

contact information

Maggie Lyons & Deanna Carpentier, Presidents, presidents@gespto.org
Loring Day, Vice President, vicepresident@gespto.org
Liz Furman, Treasurer, treasurer@gespto.org
Erin Heindel & Jenn Brailsford, Corresponding Secretary, correspondingsecretary@gespto.org
Jenn Sullivan & Ashara Shapiro, Recording Secretary, recordingsecretary@gespto.org
Emily Perry, Comunications & Registrations/Sales, communications@gespto.org

forms

reimbursement form

advertising form

event summary form

DEPOSit form

Raffle form

TAx exempt letter

​Finances

budget & reimbursement

​Review your budget before starting your project. Plan your expenses. The budget for your event has been approved by the PTO Board for the 2019-20 school year. Please see Loring and/or Liz about details for your event’s budget. Please note, all PTO events are essentially fundraisers. Think of exciting and fun ways to make your event a success for the PTO and your student!

Tax exempt status

On this page, you will find a copy of our "TAX EXEMPT LETTER," a copy of which is also kept in the PTO mailbox in the mailroom of the Front Office at Goodnoe. Give this to vendors when paying for your event as to not pay tax on your purchases. Please contact Liz at treasurer@gespto.org with any questions.

reminbursement

Any time you pay for expenses out-of-pocket, you will need to complete and submit a “REIMBURSEMENT FORM” and all applicable receipts to the Treasurer. Please submit your expense forms and receipts as you incur expenses.

Large expense approval

Any time you have an expense in excess of $250, you need approval from a Board Member before paying. Please email Liz at treasurer@gespto.org for approval.

vendor payment/check request

If you need a check cut for a large expense – venue rental, DJ fees, caterer deposit, etc. – you may ask the Treasurer for a check. Please fill out and submit a “REIMBURSEMENT FORM,” accompanied with the vendor’s invoice, at least one week before it’s due.

cash box

If you need a cash box for your event, please fill out the cash box section of the "REIMBURSEMENT FORM" and submit to Liz at treasurer@gespto.org & Loring at VicePresident@gespto.org at least 2 weeks before your event. Please note that a Board Member will be on hand to run cash box transactions! 

At the end of your event, complete the DEPOSIT FORM to return along with the cash box.

​ADVERTISING & REGISTRATIONS

In order to best spread the word about your event or program, please read the following and fill out the “ADVERTISING FORM.”  Feel free to reach out at any time to Emily Perry at communications@gespto.org with questions or requests!

methods of advertising

• The Goodnoe Gazette, the weekly PTO newsletter, delivered Mondays
• The PTO website, www.gespto.org
• Facebook (@GoodnoeElementaryPTO), Twitter (@GoodnoePTO), Remind (@Goodnoe PTO)

Sample advertising schedule

• 4-6 weeks prior: save the date announcement
• 2-3 weeks prior: open registration, volunteer sign up, etc. Facebook event created.
• 1 week – days prior: close registration, announce walk in pricing (if applicable)

registration

All PTO event registrations are done through our online store. Once registration opens for your event, Emily will email you every Monday morning with updated registration numbers. Please, always feel free to reach out at any time to Emily at communications@gespto.org request current registrations.

facebook

If you are a member of our Facebook page, you will be made a host upon the creation of your event and are encouraged to keep an eye on the event and answer questions as they arise! Please send any registration questions to Emily at communications@gespto.org

email

To be as secure as possible, we do not publish committee chair names or contact information, and instead create an email forward for your committee. If you're not familiar with an email forward, an @gespto.org email address is generated and emails sent to that address are delivered to the personal email address with which you provided the PTO. Please note that any responses you send will be from your personal account. When you receive a test of your committee's @gespto.org email, please respond so we know the address is functioning. If you'd like your @gespto.org email delivered to a different personal email address, please just contact Emily at communications@gespto.org.

​EVENT INformation

vendors:

Need vendors/caterers/venues/resources for your event? Please reach out to Loring at VicePresident@gespto.org for a list. Please ask all vendors – think local and/or generous - to submit a logo that we can use in The Gazette and the website, and send the logo to Emily. Please contact Emily at communications@gespto.org if you need more specific advertising information/data.

raffles:

If you hold a raffle at your event, please complete the “RAFFLE FORM” and submit to Loring. This form details the items and value of the items raffled and vendors from which the items were obtained.

WRApping up

event summary

Help the your successor!! Complete the EVENT SUMMARY FORM! Keeping a detailed calendar of what you did, when you did it, and a list of expenses is the easiest way of relaying your committee’s commitments when you hand it off. And, feel free to relay helpful hints! What worked? What didn’t? What did you wish you did but didn’t? Be sure to include vendor information, copies of contracts, pictures of your event/layout, committee notes, and any other information you may feel is helpful.  

pto meeting

Attend the general PTO meeting after your event concludes and give a brief summary of your event.

​sample timeline

asap

• Contact all volunteers that expressed interest in your committee, even if it's just to introduce yourself and tell them you'll be in touch closer to the event.​

at least 4-6 weeks before event:

• Submit overview of event to Loring Day and the Advertising Form to Emily Perry

PTO meeting before event

• Make a brief presentation about your event. Take advantage of your audience and brainstorm!

3-4 weeks before event

• Send SignUpGenius to volunteers
• Your event will start to be advertised on The Gazette, website, and social media, and registration will open (if applicable)

1-2 weeks before event

• Submit Reimbursement forms for your cash box and check requests, if applicable

asap after event

• Send Thank Yous – volunteers, vendors, etc. – to Emily for publication, and mail thank you cards to vendors, raffle item donors, etc.
• Submit ALL Reimbursement requests to Liz 
• Complete an Event Summary form and return to Loring 

post event

• Attend PTO meeting and recap event

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