Advertise an Event, Pay for It, and Get Some Help?
Flyers are defined as “any piece of paper that goes home in a Wednesday folder”. Be it a full-sheet or a partial sheet reminder of an event, all flyers need:
VESPTO and PWCS logos on the page. Logos will be e-mailed to all Chairs, and will also be available for download from vespto.com. The VESPTO logo should be in the top, left hand corner, and the PWCS logo should be on the bottom, right hand corner of the page. Size should be scaled to the document.
Clear, concise information
Flyers must be approved by the PTO President, Brandi and the VP, Communications, Claire and from there will need approval from Mrs. Kirby. You must have approval on all flyers before they are distributed. Be sure to consider the time required to obtain approvals when planning out your flyer distribution.
Once you have final approvals on your flyer, you can make copies in the workroom located off the cafeteria. You must use PTO paper, which is stored on the right hand side of the stage, and marked as PTO. In the workroom you will find a chart with each classroom and the number of students in each class. There are two options for flyer distribution:
Oldest/Only is the preferred method of distribution. When using this option, each family will receive 1 copy of each flyer, saving paper and money! To assist the classroom volunteers in folder stuffing, please use a pencil to mark “O/O” on the top right hand corner of the top sheet. Unless you need to send one to each student, please use “O/O” as your default option.
Now you have your flyer and are ready to distribute. Most teachers use the Wednesday folders for all communication with parents. We ask that you consider the needs of the teachers and classroom volunteers when distributing flyers. If you would like to ensure that the flyer goes home on Wednesday, try to have it in the teacher’s mailboxes by Tuesday afternoon. If you need your flyer to go home at any other time than the Wednesday folders, please communicate that to the teachers with a note on top of the stack.
All flyers are posted on the VESPTO website. Once you have received the e-mail approval for the flyer, forward it to Rachel Fleischman at firstname.lastname@example.org for posting. You can also include a few sentence description of the program for her to include in the “News and Notes” section of the website.
Flyers are not the only way to get the information out, however, it is the only way guaranteed to reach the entire school. We also have the ability to e-mail the families who have subscribed to PTO e-mails, send e-mails home through the PTO Liaisons and Room Parents, and post information to Facebook and the PTO website. Use these tools as appropriate to gather the most interest in your event or program!! Just be sure to follow up with a flyer!
e-mail: e-mails are sent in two ways - to the PTO subscribers (via Claire Brasser), or through the Class Contact Lists (via Room Parents). Any e-mail sent to a large audience must be approved by the PTO President and Mrs. Kirby. Sending through the PTO subscriber list is a better option for a quick turnaround requirement, as it involves fewer people. It is possible that the Class Contact Lists will reach a different group of people. Please consider both options and the time required for each.
Facebook: Most Chairs and Sub-Chairs will be Facebook Administrators, the status being determined by the PTO President and VP, Communications. Please remember if you are posting to the Facebook site, you are doing so as an “Administrator”, so your post reaches the largest audience. Also remember that you are posting to a Social Media site, and privacy must be considered. Do not post sensitive information or photographs of students without expressed written permission from the parents/guardians.
vespto.com: The VESPTO website is as useful as we make it - so let’s make it useful for our parents as well as our PTO Volunteers! All flyers that are sent home should be submitted for posting, as well as any News/Notes you wish to share.
Newsletter: Each month, Rachel Fleischman puts together a Newsletter for all members. This is a valuable resource for our families, but it requires your input. Please be sure to have all information you wish to have included in the newsletter to Rachel by the posted deadlines. Newsletters are published on the 1st of each month, so this will require some advance planning!
Marquee/Bulletin Board: While not as frequently used, the marquee and bulletin board are the first things people see when arriving at Victory. If you wish to have your information displayed in either place, contact Jody Swiech at email@example.com and she will work with you to get the information in place!
Perhaps the area of the PTO with the most requirements, but easily navigable when armed with accurate information. Our members have trusted us to be good stewards of the VESPTO budget, and the rules help us maintain clarity in that regard. On the VESPTO website you will find every document you need to work with the PTO Treasurer. When it comes to money, a paper trail is required.
This form is used when you have collected money from parents and need to deposit it. Cash and checks must all be accounted for on this form. You are the custodian of the money for your program until it is given to the PTO Treasurer.
Because of the nature of financial transactions, you must make arrangements with the PTO Treasurer, Alice, to submit a deposit in person. A popular time to do this is at a PTO meeting, however, as a service to our Members, we do ask that during peak periods (i.e. WestieWear sales blitzes, Westie Waggle, After-School Activity Registration), you complete one deposit each week of money that has been submitted. This minimizes the “what happened to my check” e-mails we inevitably get from parents, and also reduces the liability on our Volunteers for tracking large amounts of money.
Reimbursement Request Form:
This form is used when you have spent personal money on behalf of the PTO and wish to have it reimbursed. You must obtain approval in advance from the PTO President and Treasurer for any personal expenses that are to be reimbursed, that are outside of the normal requirements of your position. This form can be submitted at the PTO Meeting, or left in the Treasurer’s folder in the PTO Mailbox.
Check Request Form:
This form is used when we have a Vendor who has given us an invoice and we need to pay it. Please keep in mind that larger purchases, over $500, will require two signatures and account for extra time when submitting for payment. Payments will be sent via US Mail to the Vendor unless other arrangements are made with the Treasurer. This form can be submitted at the PTO Meeting, or left in the Treasurer’s folder in the PTO Mailbox.
Cash Box Request Form:
This form is used when you are hosting an event that will require money to be collected on-site. As you will see on the form, we do ask for specific money breakdowns for your cash box, so consider how much change you will need to make at the event when calculating. This form must be submitted 4-7 business days BEFORE your event to ensure availability. This form can be submitted at the PTO Meeting, or left in the Treasurer’s folder in the PTO Mailbox. If you choose the PTO Mailbox, be sure to let the Treasurer know that the form has been submitted so the process can begin.
Similar to a deposit, when your event is complete, you must return the cash box in person to the Treasurer, along with a Deposit Slip for the contents of the Cash Box.
PTO Debit Card Request Form
This form is used for large purchases, over $250, that a Vendor is not willing to invoice. Prior approval from the PTO President and PTO Treasurer must be obtained. This form can be submitted at the PTO Meeting, or left in the Treasurer’s folder in the PTO Mailbox.
Volunteers are the heart and soul of any PTO, and we have many parents/guardians and family members who are willing to lend a hand to make your event or program a success!!
As the Volunteer Coordinator, Kim Warcholik maintains a database of anyone who has expressed an interest in helping out, and her role is to help you staff your event. Kim will solicit for Volunteers using the Jooners website. www.jooners.com. This allows our Volunteers to sign-up online, and also allows us many ways to advertise openings. In order to make this a successful process, there are some important items and timelines to consider
When determining how many and what type of Volunteers you need, please think about the following:
How many people will you need?
Should your event be split into shifts?
Do you need something besides a set of hands (i.e. food/drink for a luncheon)
Do you need set-up or break-down assistance?
Can some of your requirements be filled at an “off” time (i.e. during the school day for an evening event?)
As with all other facets of the PTO, please feel free to call on Kim or anyone else on the Executive Board, or your Committee Chair for assistance in determining what you need.
Once you have decided what you are looking for, but not later than one week before you wish to have the Jooners request sent out, please contact Kim, via e-mail with your Volunteer request. Be as specific as possible (i.e. “I need 3 people to help from 5:15-6:00 selling raffle tickets”, or “We need 5 people to each provide a case of water, by 8:30 in the morning”). Kim will use this e-mail to create the Jooners invite.
Once the invite is created, Kim will send it to you, please be sure to open this link and verify that no changes need to be made. After the invite is finalized, Kim will send the link to the Volunteer database, and will also send it to the Newsletter and Webmaster Chair(s) for publication.
After the invitation has been sent, be sure to monitor the responses, so we can re-advertise the invitation as necessary. Kim will also monitor the responses, but please be sure to coordinate with Kim on any re-advertising, so there is no duplication of efforts!
There are a few last things to think about when it comes to Volunteers. First, consider your timeline - this is where a Plan of Work comes in handy, because events won’t sneak up on you! We have heard from many working parents that they would happily volunteer if they have more advance notice to schedule time off from work. Getting the invite request out early will help with this, and our Newsletter will also feature a “Upcoming Volunteer Needs” section where you can publish volunteer needs (even just dates!) well in advance. Facebook is a good avenue for this also.
Second, many times throughout the year you will have a parent/guardian/family member “sign up” to help with your event well in advance. Perhaps they want to help the event, perhaps they want to help you, either way, be sure to reach out to these people BEFORE the Jooners invite goes out, so they get the first pick of jobs and time slots. This goes a long way to developing a positive relationship between the PTO and the Volunteers who make us look so good!
Third, and perhaps most importantly, remember that everyone gives what they can, and wants to feel appreciated!! Make sure you say “Thank You” to the people that help make your event a success. The Jooners website allows for an e-mailed Thank You that has been well received in the past. Kim is happy to send that out for you, if you provide the specific wording that you would like to see! This is especially helpful for the families that take early shifts, or provide goods instead of time.