Family Fun Night – Master List

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This event is undoubtedly the largest one at Lawrence. However, with great team work and effective communication, the event has always been a great success.

Here are some of the key responsibilities for the Fun Night Coordinators.

Recruit team leaders, ideally 5, one from each grade, who will work with the Room Parents from that grade to  recruit volunteers and oversee the following:

October – December

  • team leader 1 – overall manager of timeline, coordinating logistics, documents, works with administrative staff (principal, vice principal, money, and contacts volunteers, 8th grade room parent re: bake sale/coffeehouse
  • team leader 2 – oversees activity rooms – supplies, organization, teacher gifts
  • team leader 3 – oversees carnival and raffle – determines games, rents items, gets prizes and supplies
  • team leader 4 – oversees food court – determines decorations, supplies,
  • team leader 5 – oversees coffeehouse – purchases supplies for night, works with 8th grade parents to staff room
  • extra support – PTO newsletter and tech assistance with publicity and ivolunteer spreadsheet creation/updating
  • Meet and review list of activities from previous year; brainstorm and research new ideas
  • Finalize activities and determine room assignments
  • Coordinate room assignments and usage with Mr. Rogers and individual teachers
  • Determine # of volunteers needed for each room, communicate with appropriate Room Parents
  • Begin to seek/create raffle prizes (big prizes and baskets)
  • Complete facility use form

January – February

  • Inventory PTO closet for FFN supplies
  • Compile shopping list and coordinate purchase of supplies
  • Work with Room Parents to actively recruit and sign up volunteers for  specific tasks and work with vice principal to enlist help of 8th grade volunteers
  • Communicate room setup needs with custodial staff
  • Post needs/advertise event via PTO newsletter
  • Update room signage and activity directions
  • Arrange for petty cash (via PTO treasurer) and radios (if desired)
  • Determine announcements and send to principal (community meetings)

Week of Family Fun Night

  • Coordinate raffle ticket sales
  • Pull together cash boxes
  • Organize all supplies
  • Finalize volunteer needs/adjust rooms, etc. as necessary based on volunteers
  • Make flyers for FFN, give to front office for approval,  post around school
  • Work with principal on day of announcements/raffle prize logistics
  • Make thank you cards for teachers and place in rooms at end of night
  • Specify tickets for food sales; track money collected and receipts for accounting, coordinate with PTO treasurer for deposits and expense reimbursements.
  • Print out all room signs, volunteer lists,
  • Send out emails to volunteers with directions for each room
  • Communicate with vice principal expectations of 8th graders
  • Thank all volunteers via e-mail or in person, share thank you particulars with Newsletter editor for the following issue.