Organize an Event

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There are many events that the PTA sponsors at JLS, and parent volunteers are essential for making them a success.  Click here to see  jobs we need help with this year, with the estimated time they would take.   Once you are responsible for an event, you should start planning.  Much in advance,  you should pick a location and date, and send the information to Judy Lukensmeyer  to check and make sure that both the location is available, and the date does not conflict with anything already on the school’s calendar.  The email should contain the room/location  you would like, how many people you expect to attend, and a time frame that includes set up and clean up.

Rooms that are easy for the PTA to use for PTA events are Conference room A and Conference room B (both near the office and holding around 12 – 15 people), or room 40 (across from the office complex that holds around 40), room 730, or 810 (also classrooms).  For big events, ask to book the Cafetorium. Judy goes over the calendar once a week, so give yourself two weeks to get the date/location OK back.

Once you have your date and location, send email to the PTA member in charge of communications. Send a short description of your event to the e-news editor.  It will be put on the PTA calendar, and sent out from there.  If it should go on the JLS school website, send email to the jlswebmaster.  Examples:  a sixth grade parent meeting notice should be sent to jlsenews, Many Faces of JLS or Bike to School day, should be sent to both jlswebmaster and jlsenews. If you’re not sure, send it to both, and they will help you figure out what is correct.

You should find out the budget for your event from the PTA Treasurer.  Inform the treasurer that you will be handling the event, and use the forms below if you need to handle cash, or spend money.

Track Cash Receipts from your PTA Event

Are you a volunteer in charge of an event for which you collect funds from participants? Look at the PTA Forms page (click here) for a Cash Verification form to use in order to keep track of your revenue. Checks should be made out to JLS PTA, and please have two PTA members, not from the same family, initial for and count cash.

PTA Reimbursement Form

The PTA reimbursement form is available as a spreadsheet or as a PDF file. Look at the PTA Forms page (click here) to download your choice. Fill it out and print a copy, attach your original receipts and bring it to the JLS office. Place it in the PTA Treasurer’s mail box, to the far right of the staff mailboxes, in the PTA section. If you wish to make other arrangements, you will need to email our PTA Treasurer.