Long ago when I was PTO pres, I found the simplest thing for planning purposes was simply to use Excel and not worry about the calendar "look" (i.e. grids), but just a line listing of events.
I had 4 columns
Month (short column so word flowed into next column so dates were "indented) Date (format number using custom, so day & date display: ddd, mm/yy Event Last Yr Date
I'd start the year and plug in my 12 months, then everything from the school calendar - holidays, testing, weather days, etc.
Then I'd plug in the monthly PTO Board meeting
Then I'd start listing any activity that typically occurred that month, or significant planning steps. I didn't list ALL planning steps. This was just more of a guide.
After the first year, it was easy to use as a template for the next.
The advantage of Excel was you didn't have to worry about space. It was easy to add lines and very compact. Easy to move stuff around. Here's an excerpt.
Okay a table/excel excerpt doesn't copy in well. So let me just add the events. Imagine there's a column to the left with dates and one to the right with last year's dates.
AUGUST
PTO Board Meeting 6:30 - August
Kindergarten Roundup (6:30-7:30pm) - PTO staffed 6:00-8:00 (T-shirts, volunteer
sign up, membership drive)
Teacher/Staff Appreciation Luncheon (Pizza & Salads)
First Day of School
Muffins for Mom (7:25 - 7:50 am)
Donuts for Dad (7:25 - 7:50 am)
PTO Work Session (10am-Noon)
1st - 5th Open House (7 pm) & PTO General Meeting to present budget
Fall Fundraiser Kickoff
Class contest for Boxtops Ends
Begin membership drive
Recruit additional board Members
Appoint additional standing Committees for year
I have been working hard on mine - including every detail I can wring from anyone's neck! It's 42 pages and going strong. I will not be distributing it to all parents as planned! Instead it will be a document for the officers and principal. I have however started working on a PTO Handbook that will go out to all parents and will have a LITTLE of the Planning Calander in it.
I would be interested in a Planning calendar as well. We will have a new principal next year at the same time that we are plannng on stepping up our events. I would love to see what other school are using before I re-invent the wheel.
Last year we got a new principal so I had gone through the minutes and created a PTO Planning Calander to show him what the PTO did for the school. I am in the process of revising and expanding that calander for the upcoming school year.
I am trying to create a document that when I am no longer at the school someone could use it to continue the smooth running of the organization. I have tired to go into great detail month by month including all the steps in planning the different events we sponser.
I would greatly appreciate anyone who could share thier planning calander with me. Thanks so much.
I did search the site and the only detailed one I could find was only availabe to the PTO Plus members and that is not an option for me.
My email addy is This email address is being protected from spambots. You need JavaScript enabled to view it.
