AEPTO Committee/Event Descriptions

The following is a list of PTO committees/events and their function. All committees have documentation and files from prior years located in PTO file cabinets in the mailroom. In addition to formal documentation on what is expected and how it has been done in the past, the committee files will include the name and number of a previous Chair(s) for assistance.  The larger events (i.e., Carnival and Book Fair) may need an entire committee to help with planning and implementing the event. For more information on a specific position, contact the PTO President or Vice President.

All Star Review

This is an annual event allowing students to display their unique talents. The Chair(s) will preview the student acts, assist at the dress rehearsal and are responsible for the overall promotion and production of the show.  (winter)

Author Visits

Author visits offer students the opportunity to meet noted authors of children’s literature. The Chair(s) helps coordinate the visit with the librarian and arranges to sell books by the author prior to the visit.  (fall)

Book Fair

The Chair(s) organize and advertises the annual Scholastic Book Fair. Volunteers are needed for set-up and tear down, to assist students during the week with book selection, fill orders and to work the family events. The Chair(s) will communicate and approve staff use of Scholastic Dollars. (fall)

Book Room

The Chair(s) will work with the literacy support staff to maintain the book room and database. This position will check in the books that teachers have returned by scanning the barcode on the back of the book and then put books away in their designated spot. Roughly an hour per week during the school day.  (year round)

School Supply Sale

This Chair(s) coordinate the Back to School Supply Kit Sale with an online vendor for parental purchase convenience.  Work with teachers to update supply lists in Feb/March.  Online only sale runs from mid-April thru mid-May.  Kits come pre-packaged as well as labeled with child’s name and grade for distribution at Open House in August.  (Feb – May & Aug)

Carnival

This is one of our three biggest fundraisers of the year.  It proves to be a fun day and huge moneymaker filled with games, prizes, food, inflatables, special attractions and a silent auction.   The Chair(s) oversee the entire event.  Sub-committees are needed and are listed below:

        - Sub-Com: Carnival Decorations

Chair(s) decorate 2 weeks out with simple signs to generate vibe about the event.  Larger decorations are set-up the night before. Use kid generated art (w/theme) as additional décor if desired.  Object of this event is to raise money so we don’t spend a lot on decorations.

       - Sub-Com: Silent Auction

Chair(s) are responsible for soliciting donations, submitting online donation requests and mailing contact letters to an existing list of previous donors, making follow-up phone calls/visits. prospecting for new donators. Creating description sheets and bid sheets for each package including classroom baskets. Works with Classroom Basket Committee to organize the auction on Carnival day.

       - Sub-Com: Classroom Baskets         

Chair(s) are responsible for creating classroom basket themes and assigning those baskets to each classroom. Creating a suggestion list for each theme. Collecting all donations that are brought to school by students. Keeping an accurate account on the value of received items for the basket value total. Creating and wrapping baskets for the Silent Auction. Works with Silent Auction Chair to communicate and organize the auction on Carnival day.

       - Sub-Com: Wristbands & Raffle      

Chair(s) are responsible for selling and distributing pre-sale wristbands and raffle tickets prior to the event at a discounted rate and/or with a bonus deal, selling wristbands and raffles the day of the carnival too.  Keeping accurate records of all presale items and tallying numbers for the 50/50 grand total to be announced near the conclusion of the event.  Also pulls tickets for all other raffle winners near conclusion of the event.

         - Sub-Com: Carnival Games

Chair(s) work to secure game vendors and fix & restoring in-house games. Determines equipment needed from custodial staff (tables needed, ladders, etc.). Chair(s) are responsible for doing a layout of the games showing where each game will go. Helps coordinate staffing needs with the Volunteer Chair. Organizes specifics for the Cake Walk or other gaming events.

       - Sub-Com: Carnival Prizes

Chair(s) are responsible for inventorying existing prize stock and ordering what is needed from catalog. Orders prize tickets and game tickets. Sets up prize table on setup night and tears down & packs up on Carnival night.  Makes any informative signs needed.

      - Sub-Com: Quarter Raffle

Chair(s) are responsible for designing basket themes and creating baskets to display during raffle selling. Sells tickets to students during all lunches, every day during the week leading up to Carnival.

       - Sub-Com: Carnival Volunteering

Chair(s) are responsible for all volunteer scheduling and maintaining a master scheduling list. Seek volunteers from youth and service groups too to ensure all spots are filled. In charge of setting up volunteer check-in room. Work with Games Chair day of Carnival to ensure volunteers are where they need to be. Work with H.S. Service Club Coordinator to schedule H.S. volunteers.

Conference Dinners

Chair(s) organize the provision of meals on conference nights for teachers and staff.  Requests food/tableware donations and/or donations from local restaurants/businesses. Sets-up, serves and tears down each evening.  (2x fall & 2x winter)  

Columbus Zoo Assembly

Chair(s) arranges for the Columbus Zoo to come to AES and host an outreach assembly for all students. Usually two presentations that day in order to accommodate the whole school.

Direct Pledge Drive

This is one of our three biggest fundraisers.  It is a Direct Pledge Drive at the beginning of the school year to raise money for the PTO.  A culminating event (themes will vary from year to year) will occur during recesses or as an assembly to celebrate the success of the Drive.  The Chair(s) advertise for the event, create the flyers/pledge sheets, coordinate incentives and/or prizes, collect all money, and plans the culminating/celebration event.  (fall)

Donuts w/ Grown Ups

Event for fathers and students to spend a morning together.  Each father/dude and child(ren) will receive donuts and drinks.  The Chair(s) coordinate advertisements, provides food and organizes volunteers to assist the days of the event. The Chair(s) may seek out sponsors or donations for the event.  This event sometimes works in conjunction with the Book Fair or is a stand-alone event. (fall)

Family Fun Events

Chair(s) sponsor/schedule one or two events for students and families throughout the school year.  These events may be offered for a reduced rate and/or give money back to the PTO.  Examples include events hosted at the school like Bingo Night, Family Art Night or hosted with a local business like a school skate.  Chair will advertise events to school families. If event(s) is school hosted chair will need to plan, organize volunteers and run event.

Family Movie Nights

Chair(s) provide an evening of FREE entertainment with popcorn for our Arrowhead families.  Ensures movie rights are up-to-date, manages equipment for event, work with custodial staff on set-up, maintains popcorn/snack station etc.  Seek possible business sponsorships to off-set the cost. (2-3x a year)

Field Day

Chair(s) plan and implement the end of the year field day celebration for all grade levels.  Coordinate with gym teacher and outside sources for equipment (rental and/or purchase).   Gym teacher creates stations and schedule of the day.  Recruit volunteers for all stations. This is an all-day event. (spring)

Fifth Grade End of the Year Party

This needs to be Chaired by a parent of a current fifth grader.  This an annual last day of school event to celebrate the “graduation” of our fifth graders from elementary school.  The Chair(s) work closely with the fifth-grade teachers.  Plan the all-parent meeting. The day involves food, games, recognition, gifts, decorations and so on.  Sub-committees highly recommended. (spring)

Spring Flower Sale

This event is one of our three biggest fundraisers.  The Chair(s) coordinate with the local flower merchant for a spring time sale.  Responsibilities include advertisement, order form distribution, money collection, creation of incentive/prize awards, and volunteer coordination for flower distribution/pick-up day.  (spring)

Fall Mumkin Sale

The Chair(s) coordinate with the local flower merchant for a fall mum sale.  Responsibilities include advertisement, order form distribution, money collection, creation of incentive/prize awards, and volunteer coordination for flower distribution/pick-up day.  (fall)

Holiday Food Drive

Chair(s) work with the guidance counselor to determine need. This is a school-wide collection event. Chair(s) will collect non-perishable items for Arrowhead families in need, purchase additional perishable items and help package completed gift boxes for distribution prior to the holidays (guidance counselor distributes once complete). (Nov/Dec)

Ice Cream Social/Open House

Chair(s) provides frozen treats and staff the annual welcome back-to-school ice cream social held at Open House. (August)

Kindergarten Registration/Screening

Chair(s) work with the Secretary to provide the necessary assistance on KG Screening Day(s).  Schedule volunteers to assist future kindergarteners and their parents on their “first visit” to Arrowhead.  Volunteers will escort students around to the various testing stations. (winter/spring)

Lunchtime Ice Cream & Snack Aide

Works with cafeteria staff in assisting students with snack and ice cream purchases every Wednesday.  Also helps assist in line flow if needed. (year-round)

Pioneer Day

This needs to be Chaired by the parent of a current third grader.  This is an annual third grade event that the Olentangy School District has participated in for years.  Students will step back in time to pioneer day while participating in era related stations.  This is an all day off site event.  The Chair(s) should work closely with the third grade teachers.  Responsibilities include literature  distribution, creation of stations (master list to choose from), set-up of daily schedule/station rotations, communication with site location (Leeds Farm), coordination of volunteers (sub-committees or lead volunteers will be needed to assist in recruiting additional station volunteers),and arrangement for donations or purchases of other necessary items/supplies. (spring)

Product Rewards

Chair(s) collect, count, and promote contests for Box Tops for Education and other product reward type programs, like Kroger Rewards and Amazon Smile.  The Chai(s) submit labels and check requests.  Also works with the playground aides and submits their requests for playground equipment. (year round)

Room Parent Coordinator

The Coordinator maintains master database of each room parent and volunteer list for class parties.  Creates and distributes the school class party volunteer and room parent request sign-up sheets for curriculum nights based on teacher/grade level requests.  Around late September or early October, distributes complete room parent binders with the class list of volunteers and class party protocol.  Sends reminders to room parents to contact class volunteers prior to each party date.  Provides assistance with craft/game ideas or food if needed.  Collects binders at end of year for redistribution the next year. (year round)

School Sign

Chair(s) update front marquee sign at Arrowhead with District, Arrowhead and AEPTO events on a bi-monthly basis or as needed.  (year round)

Social Media (Facebook)

Updates and maintains the PTO Facebook page with the most accurate, up-to-date information.

Teacher Appreciation Week

Chair(s) coordinate breakfast/lunch for staff and other small, meaningful treats/gifts/services on National Teacher Appreciation Day in May. Chair(s) may also seek donations and/or services from businesses.

WebMaster (PTO President or PTO Secretary)

Updates and maintains the PTO website with the most accurate, up-to-date information. Our PTO website is https://arrowheadpto.ptboard.com. (Year-round)

Updated 2019-2020