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Job Description
The two VPs of Special Events work together with the event chairperson to plan, staff and host PTA events throughout the year at Franklin. For the 2011-12 school year they are responsible for overseeing the planning and execution of the following events:
It is best if the VPs can recruit a chairperson to plan each of these events and with whom the VPs can work together providing planning support. However, the first two events of the year are traditionally planned and run by the VPs themselves. The rest of the events are usually chaired by one or more people that you recruit. You can do them if you wish but staff appreciation especially is huge and really too much for one or even two people. It works well to get a chairperson for each day and a chairperson to handle door decorations. You can do one day and oversee the entire project. It is important to start lining people up for these roles as soon as you can. Many people have traditionally helped with certain roles for special events and usually step up to help. It is also helpful to have sign up sheets at the back to school tea for each event and at the curriculum nights as well. There is a time commitment of a few hours each month related to planning, emailing/phoning and progress tracking for upcoming events. Additionally, just prior to each event, during the event and following-up after the event—there are a few days where a number of hours each day need to be set aside for working on the events.
This is a fun role for individuals who like to work with people and like to meet new people. The work involved in putting on an event brings families together and many lasting friendships are cemented between folks who have worked on Franklin Special Events.
Timeline August: -preplanning and organizing the Welcome Back Tea for 1st day of school -meeting with co-VP to plan for Fall Family Night -finish recruiting chairs for unfilled events -attend board potluck for Ben Franklin staff at school meet and greet September: -Welcome Back Tea on the 1st day of school -Fall Family Night: an event for approx 350 people on the last Thursday of the month October/November: -Skate King Night -start procurement and long-lead communication for Bingo Night in February -finish recruiting chairs for spring events if there are still openings January: -work with Bingo Night Chair to plan/staff and procure for Bingo Night in February -start working with INTL night chair on plans for INTL night in March -secure date for autumn Skate King Night for the following school year February: -select a theme for Staff Appreciation Week in April/May -help run Bingo Night & General PTA Meeting -continue planning & execution for INTL Night -kickoff meetings for Staff Appreciation Week (theme is set, chairpersons identified) March: -INTL Night -follow-up a bit on Staff Appreciation (procurement, do chairs need assistance?) -start to recruit nominations for Special Events VP for next year April: -complete plans for Staff Appreciation Week -identify chair and planning committee for Volunteer Appreciation event in May (nomination process & plaques) -start to secure and recruit event chairs for next year -work w/ PTA Board & Principal to re-visit event mix & schedule for next year’s events May: -support the chairpersons of Staff Appreciation Week (usually one or both VPs chair a day) -provide support to Volunteer Appreciation event -meet with Pancake Breakfast event chair to support them w/ planning -continue to secure and recruit event chairs for next year -work w/ PTA Pres & Principal to finalize event calendar for next year’s events June: -Pancake Breakfast -handoff notebook and wrap-up yearly tasks to meet with new VP of Special Events for next year
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PTA Corner > 2010-11 Board of Directors >
Special Events |