When I started with my group three years ago I created binders for everything we did and I provided these to each event chair or program coordinator. I requested that they maintain the binders and put all information within them, including flyers, quotes, expenses, receipt copies, etc.
At the end of each year I request them to be turned in and they are maintained in the PTO office.
The next year the new/or continuing Chair/Coordinator is given the binder and instructed to do the same...
One thing that helps is if you can go to the principal, or perhaps she can assign someone, like her secretary to meet with you to go over the school's requirements.
We have it down now, but we were lost at first about doing things like filling out a building use form X days ahead of time to use a room for our meetings, who needs to be in the loop on evening fun events at the school, who the contact is if we need the school's popcorn machine, what the protocol is if we need to have something duplicated to be sent home with students. (who needs to sign off, how much time duplicating needs, etc.) Who needs to get a copy of our insurance certificate, etc.
The best thing to do is just start a binder and put everything in it you encounter over the next year. That will make the following year all that much easier.
It's important to also keep track of entertainers you've had & rate them. Were they well received? On time? Drama free?
You should also keep track of themes of any events you've had so you don't duplicate too quickly. We've so far had a sock hop, a hoe down, a circus theme dance & a disco. With the popularity of Camp Rock, Hannah Montana and HSM, we're going to do a Rock and Roll dance this year. Soon we will start to recycle them!
I can truly relate to you and your new officers. As we are in the same predicament and to be honest I don't know where to start and who to go to. I am just about ready to give it all up. Please send ideas and help...l
our pto recently got all new officers, and we are wanting to really get things up and running correctly. when we took over it was like basicly starting from nothing. we are wanting to start a system where we can keep info on every single idea, fundraiser, event etc. like in notebook binders that way when some one else takes over they won't be as lost as we were. if any one has ideas or documents already in please let us know we desperatly need organization!
