Presented by Kelly Waterman Plano ISD Council of PTAs Officer & Chairman Training May 11, 2010

 STEP 1: DEVELOP OUTLINE  Review school’s programs history  Needs analysis with principal  Needs analysis with PTA board  Determine program types/themes  Student-only?  Parent-only?  Inspirational?  Science/literary/academic?  Social?  STEP 2: RESEARCH RESOURCES FOR PROGRAMS  PTA Council Programs Chair – resource file cabinet  PTA Council Chairs (Environmental, SAGE, Arts, Cultural Diversity…)

 STEP 3: SELECT PROGRAM POSSIBILITIES, RESEARCH, BOOK  Check out their website  Follow up on referrals  Confirm presenter’s topics  Discuss desired outcome with presenter (no surprises!)  Determine cost and payment terms  Determine facility needs  Determine technical needs  Confirm appropriate audience  Determine any special needs accommodations  Confirm date and time  Read ALL fine print of contract  Approval signatures (PTA President must sign all contracts)  Security clearance  Check calendar for school conflicts

 Obtain flyer or copy points for Enews and publicity chair  Determine if transportation needed  Directions and details to speaker  Determine volunteers needed  Assign hospitality if needed

 STEP 4: CREATE TIMELINE AND CHECK LIST FOR EACH EVENT (form on PTA website) One month out:  Meet with publicity chair for pre- event press release publicity  Info to Enews chair for distribution  Recruit and assign volunteers  Re-confirm speaker and needs  Re-confirm venue and set ups  Assign photographer  Speaker gift

 Facility set up  Technical needs set up  Confirm security if needed  Volunteers checked in  Hospitality set up (H2O, snacks)  Photographer  Materials distributed as needed  Speaker gift  Publicity chair attending?  Event evaluation sheets as needed  Name tags  Know speaker’s official name and title for introductions

 Thank you notes  Speaker  Volunteers  Post-event press release  Internal post-event recap and put in binder  What worked, what didn’t  results and suggestions to Council Program Chair.

 Run out of copies – know where to make copies fast.  Technical difficulties – have the IT person on hand or have his/her cell phone  Speaker coughing – bottle of water on hand  Not enough chairs? - know where supply is or a contact  Speaker doesn’t show, sick or inclement weather– understand details of contract and payment. Plan B for reschedule.

 Website_____________________________________  Confirm presenter’s topics_____________________  Discuss desired outcome with presenter  Cost and payment terms______________________  Determine facility needs______________________  Determine technical needs_______________________________________  Appropriate audience_________________________  Determine any special needs accommodations______________________________  Confirm date and time_________________________  Approval signatures (PTA President must sign all contracts)_____________________________________  Security clearance  Check calendar for school conflicts  Obtain flyer or copy points for Enews and publicity chair  Determine if transportation needed  Directions and details to speaker  Determine volunteers needed___________________  Assign hospitality if needed

ONE MONTH OUT:  Meet with publicity chair for pre-event press release publicity  Info to Enews chair for distribution  Recruit and assign volunteers  Re-confirm speaker and needs  Re-confirm venue and set ups  Assign photographer  Speaker gift EVENT DAY:  Facility set up  Technical needs set up  Confirm security if needed  Volunteers checked in  Hospitality set up (H2O, snacks)  Photographer  Materials distributed as needed  Speaker gift  Publicity chair attending?  Event evaluation sheets as needed  Name tags  Know speaker’s official name and title for introductions POST-EVENT  Thank you notes  Speaker  Volunteers  Post-event press release  Internal post-event recap and put in binder  What worked, what didn’t  results and suggestions to Council Program Chair.