Hilton parents and guardians are welcome and encouraged to volunteer at PTO events. More information about how you can get involved will come home closer to each event. We appreciate all volunteers whether you have a lot of time to give or only a few hours once or twice a year. By volunteering you will get to enjoy interacting with the children, become friends with other parents, and accomplish things that truly make a difference.
Running a PTO Event
Thank you for volunteering to be a PTO Chairperson. Below you will find information to get you started planning your event. If you don't find the answers to your questions here, please contact any PTO E-Board member for help.
Getting Started
Each PTO event/committee has reference info from previous events. Please contact the PTO for more information and how to access this.
Budget Information and Reimbursement Form
Contact the PTO Treasurer if you have questions about your event's budget. Use the Funding and Reimbursement Request Form to request payment for expenses related to your event or to request a check to pay an outside performer, speaker, vendor, etc.
To book an outside vendor, contact them and ask that they send you an invoice indicating the total cost for services and what, if any, down payment is required. Attach the invoice to a reimbursement form and the Treasurer will write out a check as payment. Often you will simply hand the vendor the check in person on the day they arrive at the school. One week advanced notice is requested to receive a check to pay hired persons or vendors.
For other supplies, you will generally purchase them yourself and then request to be reimbursed for the cost. You can turn your receipts in as you go or wait and turn everything in at once. Be sure to fill the reimbursement form out completely and attach your receipts.
Place completed forms in the Treasurer's mailbox which is located in the school office. Checks can be delivered to your child's classroom in a sealed envelope, left for you in your event folder in the office, or mailed to your home.
Room Reservations
The PTO Presidents have already reserved rooms for all yearly PTO events. Check with them if you are unsure what room they reserved for your event. If you are launching a new club or event you will need to reserve a room.
PTO Supplies
The PTO already has many supplies from past events. Before purchasing new things, double check to see what we already have. Check with a Board member if you need help.
Recruiting Volunteers and Donations
Do not hesitate to ask the PTO Board for help if you are having trouble recruiting volunteers or getting donations.
Sign-Up Genius is an easy, website to recruit volunteers. It allows you to list all of your volunteer shifts and all of the specific things you would like donated. Then parents log-in and sign themselves up. This site automatically sends email reminders to parents 1-2 days before the event.
After setting up your event page on SignUp Genius, send an email to Mr. Rudolph and the school secretary, Mrs. Gatti, with the link to your volunteer site and a message to the parents asking them to volunteer. Mrs. Gatti will forward the message to all of the parents after Mr. Rudolph gives his approval.
Communicating with Hilton Families
Every communication that is to be distributed to parents needs Mr. Rudolph's & the PTO President's approval first. This includes paper flyers and mass emails.
Email Notices
Mass emails to Hilton families are sent from the school office. The text of your email will need to be approved by the principal. Send your email to Mrs. Belanger and copy Mrs. Gatti so that she can forward it to the families once it is approved.
Facebook
You can add information about your event on the PTO Facebook page.
Event Updates
As your event approaches, please email the PTO President with details about what your committee is working on so you can be added to the agenda for the next PTO meeting. Event Chairpersons will be invited to speak during the meetings preceding their events.
Final Notes
If you are not planning to chair the same event next year, try to bring on a co-chair this year to learn the ropes. The Board would greatly appreciate it if you would submit any documents you have related to your event that can be given to a future chair. This might include flyers, vendor contact information, timeline, ideas about what does and doesn't work, and any other information you think important. This can be sent electronically to the PTO Secretary or paper copies can be placed in the PTO mailbox in the school office. Thank you!
Running a PTO Event
Thank you for volunteering to be a PTO Chairperson. Below you will find information to get you started planning your event. If you don't find the answers to your questions here, please contact any PTO E-Board member for help.
Getting Started
Each PTO event/committee has reference info from previous events. Please contact the PTO for more information and how to access this.
Budget Information and Reimbursement Form
Contact the PTO Treasurer if you have questions about your event's budget. Use the Funding and Reimbursement Request Form to request payment for expenses related to your event or to request a check to pay an outside performer, speaker, vendor, etc.
To book an outside vendor, contact them and ask that they send you an invoice indicating the total cost for services and what, if any, down payment is required. Attach the invoice to a reimbursement form and the Treasurer will write out a check as payment. Often you will simply hand the vendor the check in person on the day they arrive at the school. One week advanced notice is requested to receive a check to pay hired persons or vendors.
For other supplies, you will generally purchase them yourself and then request to be reimbursed for the cost. You can turn your receipts in as you go or wait and turn everything in at once. Be sure to fill the reimbursement form out completely and attach your receipts.
Place completed forms in the Treasurer's mailbox which is located in the school office. Checks can be delivered to your child's classroom in a sealed envelope, left for you in your event folder in the office, or mailed to your home.
Room Reservations
The PTO Presidents have already reserved rooms for all yearly PTO events. Check with them if you are unsure what room they reserved for your event. If you are launching a new club or event you will need to reserve a room.
- If you have a specific room in mind that you would like to use the first set is to make sure it has not already been books by a teacher or other group. (This primarily applies to the Large Motor Room.) The PTO and the school use Google calendar to keep track of events at the school. The school Secretary can access both calendars and let you know if a specific room is available on your date.
- Then, very important, ask the secretary for a room reservation form or print one from here. This form must be completed and forwarded to Brighton Area Schools Community Education Office to reserve a room if your event is after school hours. Your form should be signed by Mr. Rudolph before you send it to Community Ed.
- Finally, notify teachers in advance if you will be using their classrooms.
PTO Supplies
The PTO already has many supplies from past events. Before purchasing new things, double check to see what we already have. Check with a Board member if you need help.
- Cash boxes, name tags, calculators, sharpies, etc. are located in the PTO cabinet in the school office.
- Table cloths, bowls, napkins, cups, platters, etc. are located in the cabinets in the Teacher's Lounge.
- Colored paper for flyers, etc. is located in the Copy Room.
- Field Day supplies, signs, plastic pools, Family Fun night supplies, etc are located in the PTO shed outside. Keys are available stored in the PTO Parent Center in the top drawer.
Recruiting Volunteers and Donations
Do not hesitate to ask the PTO Board for help if you are having trouble recruiting volunteers or getting donations.
Sign-Up Genius is an easy, website to recruit volunteers. It allows you to list all of your volunteer shifts and all of the specific things you would like donated. Then parents log-in and sign themselves up. This site automatically sends email reminders to parents 1-2 days before the event.
After setting up your event page on SignUp Genius, send an email to Mr. Rudolph and the school secretary, Mrs. Gatti, with the link to your volunteer site and a message to the parents asking them to volunteer. Mrs. Gatti will forward the message to all of the parents after Mr. Rudolph gives his approval.
Communicating with Hilton Families
Every communication that is to be distributed to parents needs Mr. Rudolph's & the PTO President's approval first. This includes paper flyers and mass emails.
Email Notices
Mass emails to Hilton families are sent from the school office. The text of your email will need to be approved by the principal. Send your email to Mrs. Belanger and copy Mrs. Gatti so that she can forward it to the families once it is approved.
You can add information about your event on the PTO Facebook page.
Event Updates
As your event approaches, please email the PTO President with details about what your committee is working on so you can be added to the agenda for the next PTO meeting. Event Chairpersons will be invited to speak during the meetings preceding their events.
Final Notes
If you are not planning to chair the same event next year, try to bring on a co-chair this year to learn the ropes. The Board would greatly appreciate it if you would submit any documents you have related to your event that can be given to a future chair. This might include flyers, vendor contact information, timeline, ideas about what does and doesn't work, and any other information you think important. This can be sent electronically to the PTO Secretary or paper copies can be placed in the PTO mailbox in the school office. Thank you!