PTA Resources

Event Planning

Protocols we need to follow for any building events:

  • If a PTA committee is planning a building event, the first step is to communicate with the PTA President.

  • The PTA President will work with the school administration to get building level approval. Next, the PTA President will complete a building permit with all the details of the event, and submit that to the district for approval. Once it is approved at the district level, it will be added to the calendar. If you have questions, please contact the PTA President.

Event Promotion

1. Email Newsletters

  • School Newsletter: Submit event details to the PTA President by Thursday morning to be included in the school newsletter that is sent out on Friday afternoons.

  • PTA Newsletter: Send event information to the Corresponding Secretary by Friday for inclusion in the PTA newsletter that is sent out on Monday mornings.

    • Please submit in text or image (.jpg or .png format only). If you need to link to a PDF form, first contact the Webmaster to host the PDF and you will be provided to a link.

  • Content to Include: Event name, date, time, location, a brief description, and a call to action.

2. NEROPTA.com

  • The Webmaster will add all event details that appears in the newsletters to the PTA website on Tuesdays.

3. PTA Facebook group posts

  • Direct Posting: If you have access, post directly to the PTA’s Facebook page.

  • Social Media Chair: If not, send the post to the Social Media Chair to share on your behalf.

  • Posting Strategy:

    • 3-4 Weeks Out: Announce the event, include a link to the event on the website (if available).

    • 2 Weeks Out: Share reminders and highlight key details.

    • 1 Week Out: Share reminders and highlight key details.

    • 1-2 Days Before: Make a final push for RSVPs with a clear call to action.

    • Day of Event: Share live updates and pictures to boost engagement.

    • Post-Event: Thank attendees and share highlights or pictures.

General Best Practices

Consistency: Keep messaging aligned across all channels.

Visuals: Use high-quality images or videos to grab attention.

Engagement: Encourage interactions by asking questions or creating polls.

Call to Action: Always include a prompt like "Register now" or "Learn more."

Quick Checklist for Event Content

Event Basics: Name, date, time, location

Call to action: Registration link, signup link, volunteer link, etc.

Visuals: Event flyers, graphics, or relevant photos.

Additional Info: Volunteer needs, special guests, or giveaways.

Procedures for submitting volunteer names

  1. Two weeks prior to the event: The Volunteer Coordinator maintains a master list of approved volunteers. Contact the Volunteer Coordinator to confirm volunteers that have already been approved.

  2. One week prior to the event:

    • Create a Google spreadsheet clearly labeled with what event it is for. Put names in alphabetical order and only include names that have not been confirmed on the master list. Email to melissa.labadie@royaloakschools.org

    • After you receive confirmation send the Volunteer Coordinator the list of names so they can transfer them to the master list.

  3. Closer to event: Repeat the above process as additional volunteers are added.