PTA Resources

Who this is for: Any PTA member or volunteer planning an on‑campus or PTA‑sponsored event.

Event Planning Protocols (Start Here)

If a PTA committee is planning a building event, start by communicating with the PTA President.

  • The PTA President works with school administration to get building‑level approval.

  • The Committee Chair completes and submits the Building Use Application with event details to the district for approval.

  • Once district‑approved, the event is added to the school calendar. If you have questions, please contact the PTA President.

  • Key district resource: Building Use Application & Building Calendars

Step 1: Identify Dates & Get Approval

Owner: Committee Chair ↔ PTA President ↔ Principal

  1. Propose 2–3 date/time options

  2. Align with PTA President on a preferred date.

  3. PTA President meets with Principal to secure building‑level approval and any conditions.

  4. Record the approved date/space and any constraints from administration.

Output: Approved date/space and go‑ahead to proceed.

Step 2: Submit Building Use Application & Site Needs

Owner: Committee Chair

  • Complete the Building Use Application.

  • Spaces requested: gym, cafeteria, fields, hallways (be specific).

  • Access needs: exact door numbers & gates to unlock and the time windows.

  • Electrical: outlets, extension cords.

Output: Approved permit, confirmed unlock/electrical schedule, and reserved calendar space.

Tip: save your building use application to the shared shared google drive for reference.

Step 3: Share Event Information for Communications

Owner: Committee Chair Send event details to:

  • Corresponding Secretary (PTA newsletter & Northwood School Newsletter)

  • Webmaster (NEROPTA.com updates)

  • Social Media Chair (Facebook/Instagram posts)

Content checklist:

  • Event name, date, time, location

  • Brief description: 1–2 sentences

  • ⚠️ Important note: For most PTA events, please include the following statement in all promotional materials (flyers, newsletters, website, social media):
    “This is not a drop-off event. Children must b    e accompanied by an adult.”

  • Call to action: Register, RSVP, Buy tickets, Volunteer"

  • Links: registration, sign‑up, website event page

  • Visuals: flyer/graphic as .jpg or .png. If you need to link a PDF, ask the Webmaster to host it and provide the URL.

  • Bonus: Include a link for people to join the PTA on signup flyers, volunteer requests, or social posts.

1. Email Newsletters

  • School Newsletter & PTA Newsletter: Send event information to the Corresponding Secretary by Noon on Thursday for inclusion in the PTA newsletter that is sent out on Monday mornings. The Corresponding Secretary will forward event information to the school principal to include in the school newsletter.

    • 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 appear in the newsletters to the PTA website on Tuesdays or you can send information by email directly.

3. PTA Facebook group posts

  1. If you have access, post directly to the PTA’s Facebook group. If not, send the post to the Social Media Chair to share on your behalf.

  2. 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.

4. PTA Meetings

  • Attend PTA Meetings prior to the event to talk and educate parents about the event. 

Step 4: Submit volunteer names for approval

  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 on the master list.

  2. One week prior to the event:

    • Create a Google spreadsheet clearly labeled with what the event it is for. List 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 from the district, send the Volunteer Coordinator the approved 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.

Step 5: Reimbursements

Need access to the PTA Shared Google Drive?

Request Access »

General Best Practices

Consistency: Align messaging across channels.

Visuals: Use clear, high‑quality images.

Engagement: Invite comments, questions, polls.

CTA: Always include “Register,” “Volunteer,” or “Learn more.”

Quick Checklist for Event Content

Event name, date, time, location

Brief description (1–2 sentences)

⚠️ Important note: For most PTA events, please include the following statement in all promotional materials (flyers, newsletters, website, social media):
“This is not a drop-off event. Children must be accompanied by an adult.”

Call to action (Register, RSVP, Buy tickets, Volunteer)

Links (registration, sign‑up, website event page)

Visuals (flyer/graphic as .jpg or .png). If you need to link a PDF, ask the Webmaster to host it and provide the URL.