The instructions for those of us stupid enough to have volunteered to run an activity or fundraiser at the elementary school this year. I'm not making any of it up. Not. Any. Of. It.
Only after agreeing to take on something was I told this year would be "The Year of Documentation." And I thought I hated the task I was doing enough already.
1. Please err on the side of over-documenting this year so that going forward future chairpersons will know exactly what you did to ensure the success of your program or event. Write it down! If you’re the only who knows how to run the program or event, it will be difficult to recruit new chairs for future years.
2. Photograph your event. A picture tells a thousand words, and a quick shot of your event will speak volumes to future chairs. Tape pictures to 8 ½ X 11 sheets of paper so we can easily include them in a binder.
3. Print out emails that you send to your team and place it in your file folder. Print weekly newsletter articles as well. Again, over-document to help future chairs.
4. Include hard copies of all flyers, invitations, letters to teachers, letters home, schedules, timelines, shopping lists, forms - anything that you create should go in your folder.
5. Purchase a flash drive (and include it in your budget) and attach it to your file folder at the end of your program or event that includes all of your electronic files so that future chairs can access and edit them.
6. Photocopy each reimbursement request and your receipts and include them in your file folder. Type up a list of your total expenses including the store where you shopped, what you purchased, and the amount you spent.
7. If you receive in-kind donations, please list them on your expense report so that we know the true cost of the program. Donations are great! However, we don’t want to under-budget in future years because we didn’t know the true cost of the event.
8. Be true with your budget. If your budget was too little or too much, let us know. We would rather fix the budget for future years than have chairs struggle to meet their budgets. On the flip side, if your program costs considerably less than what you were given, let us know that too so that we can move that money to a new program or add it to an existing event that needs more.
9. Type up a list of “Lessons Learned” so that future chairs can learn from your experiences. Let’s not reinvent the wheel!
10. If you feel that you’ve reached the point that you would like to step down from your chairperson position, please recruit from within your team to find a new chairperson for next year. Everyone should approach their program or event with thoughts on who would be best to replace you. There are over 75 programs and events at SCHOOL. Think altruistically and help future PTA Presidents and President-Elects by finding your replacement!
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