Planning an event for your school or organization can be overwhelming. It’s easy for you to get lost in the minutia of what needs to be done and when it needs to be done. Don’t worry – you’re not alone. This article will provide you with some tips and tricks that will help you save time and get the most out of your pto/pta events whether you’re planning you’re first or tenth.
There are many reasons why PTA/PTO events are important for a school. These events not only promote socialization but also create a sense of responsibility among parents and teachers.
Here are a few steps you can take to successfully plan your PTA/ PTO events.
1. Make a list of all the PTO/PTA events you plan to host
Making a list of all the events you plan to host beforehand provides you with many benefits, including the ability to organize your ideas. You can gather all the ideas in one place and eventually develop them into a detailed plan. By making a list you have something to refer to, ensuring you don’t miss anything important. It is equally important to have a clear goal in mind for each event, in other words, what you hope to achieve with each event.
2. Get a team and form a committee
The most successful events are the ones that are planned and executed by a team. The team should be made up of individuals who are passionate about the event and are committed to making it a success. Communicate your ideas to them and assign various roles to various individuals according to their strengths and experiences.
The success of your PTA/PTO events largely depends on the people who plan and execute the events. It is important to involve as many people as possible in the planning process. The more people you involve, the more ideas you will get, the more ideas you get, the better your event will be.
3. Plan ahead
Planning is an important aspect to consider when organizing your PTA/PTO events. The plan should include all the information needed for each event, including who should speak, how long they should speak, where they should be seated, what materials will be needed, the theme of the event, what activities would take place in each event, and so on. Whilst making your plans, it is crucial for you to:
- Review the school’s calendar to ensure your events do not interfere with any school activity.
- Choose a date, time, and place that works for everyone.
- Confirm the chosen date, time, and venue with the speakers, school management, and various committee members.
- Have a way to evaluate the success of your events.
- Choose a management system that helps you keep track of all your events and also helps you stay organized like RunPTO, a management software specially designed for PTO/PTA and booster clubs. With RunPTO’s calendar management, you can input all the info of your events into the calendar like the date, time, and location for your various events, and distribute it easily to parents, teachers, and members of your organization.
4. Determine your budget
Figure out how much money you have and how much money you’ll need to spend for your event. You can use the budget plan to determine whether you have enough money to cover your costs or need more. If you have enough money to cover your costs, proceed to plan the event, and if you need more, think about how to get it. One way to get more funding for your events would be to source sponsorships and donations. Make mutually beneficial arrangements with companies, for instance, get them to sponsor some parts of your events and in turn, you can help them increase their brand awareness, either by including their logos on your flyers or by mentioning them on social media.
5. Have a publicity plan
No event is complete without attendees as such you need to create a plan to attract people to your events. Few ways you can promote your events include: publicizing on your PTO/PTA website, sending save-the-date emails to various parents, teachers, and members, encouraging parents and members to invite their friends, publicizing your event on your social media pages, printing and distributing your events flyers, etc.
6. Finalize the details
Go through every detail again, make sure you’re not leaving anything out. Ensure everything is ready a few days before the event. Assess the venue to make sure it’s in order, send frequent reminders to the attendees, confirm again with the speakers, the DJ, the food vendors, etc. Make sure everyone is up to speed. On the day of the event, arrive early at the venue and make sure everything goes as planned. Once the event is over, evaluate the outcome and determine if it was successful.
Finally, refer back to your list of events you had created earlier and prepare for the next one using the experience you gained from the last event to make the next one better.
Hosting an unsuccessful event or poorly planned event is any organizer’s worst nightmare, it not only ruins your reputation but that of your organization as well. The uprising of Technology has made our lives much better and easier. There are several management systems available at your disposal that make event planning a whole lot easier such as RunPTO a complete management system for your PTA/ PTO and booster.