General Event Planning Time Line

Are you chairing an event or thinking about chairing an event?  Please read the general guidelines below on how to plan an event at Hubbard. 

For specific event planning information please click here.    

2 Months Prior to Event

• Review this time line and specific event instructions for your event. 
• Determine whether you need to meet with your Committee Chairs and/or Committee Volunteers. Usually just the Committee Chairs meet.  
• During your meeting, determine if there are any jobs you can identify that you can request from your volunteers.  You may want to consider identifying roles for each Chair and determine who will be in charge of Donation Letter, Creating Event Flyer, Setting Up Volunteer Request and Sending Communications to Volunteers.

• Request Donations, if applicable
  • Update Donation letter and obtain approval.  If your event requires donations, it is best to start that process 2 months prior. Please review your specific event instructions for past letters or check out the General Donation Letter.  Update the donation letter and email HubbardPTO@ramsey.k12.nj.us,  with the subject Correspondence Approval for XYZ Event, for approval.   
• Create Event Flyer and obtain approval, if applicable . 
  • Event Flyers will now mostly be online, they will be placed in the Hubbard digital backpack.  If you create the flyer yourself, please include Hubbard PTO Logo on all flyers and consider using 1/2 page or 1/3 page flyers when possible.  Please see specific event instructions for past flyers for your event.
  • All flyers must be approved prior to distribution and should include the Hubbard PTO Logo. Please email all communications to HubbardPTO@ramsey.k12.nj.us,  with the subject Correspondence Approval for XYZ Event, for approval. Please allow 48 hours for review. 

1 Month Prior to Event

• Submit Event Flyer for Distribution, if applicable.
  
  • The PTO President will email flyer to Mrs. Russo for final approval and to be posted in the Digital Backpack.  Mrs. Russo needs both pdf and doc versions.  
• Check PTO Closet and Purchase any items needed for event, if applicable.
  • The main PTO closet is located in the Courtyard, you will need to ask the office staff for assistance in accessing the closet. 
  • Please check the main PTO Closet for any items that we may already have for events.  
  • We also have a storage cabinet in the lunchroom which has paper goods, plastic ware, etc.  
  • Please be sure to use the Tax Exempt Letter when making purchases.
  • If you need to go over your budget, please email HubbardPTO@ramsey.k12.nj.us for approval.
• Create and Distribute Volunteer Request, if applicable.
  • Volunteer Requests will be created in the Hubbard PTO website.  Please review past requests and update accordingly.  Please send an email to HubbardPTO@ramsey.k12.nj.us for approval.
  • Release Volunteer request
  • Consider putting a line item on your volunteer request for someone to take photos.  We are requesting that 2 photos be taken for each event.  
  • Determine whether Spirit Wear is needed at the event and add volunteer spots as needed.
  • If you have more than 10 Event Volunteers, please email the Hubbard PTO VP you are working with  and provide her with the following event information, date, time and number of volunteers expected.
• Verify Background Checks
  • All Room Parents and Basketball Coaches must complete a background check.  Please see specific event instructions for more details.

3 WEEKS PRIOR TO EVENT

• Submit Janitorial request, if applicable.
  
  • If you need items from school set up for your event, such as tables, chairs, garbage cans, ladders, extension cords or other items, you will submit a Janitorial Request.  Please be sure to be specific about the items you need, where you need them and how they need to be set up.  This request will be sent directly to Ralston Mitchell, the Head Custodian and Mrs. Russo in the Front Office.  
• Submit Petty Cash Request, if applicable.
  • If you are selling items at an event and need to be able to provide change, please submit a Petty Cash Request.  
• Submit E-News request, if applicable
  • If you would like to promote your event, please submit a blurb to HubbardPTO@ramsey.k12.nj.us, with the subject E-News.  We will then post accordingly on the website and facebook and send an E-News email to Hubbard School Families.
• Submit Event Info to PTO Webmasters
  
  • Send blurb about your event as you would like it to appear on the website home page, as well as any flyers or links you would like to have posted. Please let the webmaster know how long the event information should remain on the site (i.e. the # of days leading up to the event that you would like it visible).

Day of the Event

• Take at least 2 photos at the event.  These photos should be submitted to the Publicity Coordinator.

After the Event

• Return items to the PTO Closet, if applicable
  • This year we worked to clean out and organize the PTO Closet.  Please try to leave the PTO Closet as you found it and please do not move any PTO beautification bins.   
• Submit Income Form or Spreadsheet, if applicable.
  • If your event has an income component, use the Event Income Spreadsheet to document all monies received.  Please include all names, dates, contact information, total money received, method of payment (cash, check, PayPal) and check number (if applicable).  Please forward this spreadsheet, upon completion of your event, to the PTO Treasurer. If the spreadsheet is not applicable for your event, please forward the Event Income Form to the PTO Treasurer.
• Submit Cash Reimbursement/Check Request, if applicable.
  • Use this new online form to request reimbursement for your event expenses.  Please remember to use the Tax Exempt form when purchasing items for events.  For any questions, please email the PTO Treasurer. 
• Send Thank You cards
  • Please remember to thank those that have helped with the event.  If you need thank you cards, there are PTO Thank You Cards available in the main office of Hubbard.  
• Submit Event Summary
  • At the end of your event, please complete this online form and provide us with the highlights of the successes and the areas for improvement.  Thank You!