Information
Event schedule
- Consult the FFO Calendar for the schedule of events.
- Consult with CV Administrative Secretary to schedule an event not listed in the FFO Calendar. Ensure that your event does not conflict with another event.
Fundraising Activity Request
- All fundraising activities must submit a Student Fundraising Activity Request for approval by the CFSD Board.
- An FFO Executive Board member or Committee Chairperson may submit the Fundraising Acitvity Request Form. See CVES Administrative Secretary for a copy of the request form.
- Yearly fundraising activities and all businesses participating in CVFFO fundraising are typically submitted for approval either at the end of the prior school year or before the start of the new school year.
- Allow at least eight weeks for approval of a fundraising activity.
Budget
- The FFO sets a monetary goal for each committee. See CVFFO Budget.
- Not all committees are given funds to cover their expenses; therefore, Committee Chairpersons are requested to be creative in funding their committee's incurred expenses.
- Contact the CVFFO Treasurer for questions regarding your committee's budget.
Mail
- Each board member/committee is assigned a mail folder. Please check for mail regularly.
- Mail folders are located in a metal mesh filing system with hanging folders located in the Staff Lounge in the Administration Building.
Website
- Updates and flyers in .jpg, .gif, or .pdf files may be submitted to the CVFFO Webmaster. The Committee Chairpersons are encouraged to update their respective webpages.
- A Committee Chairperson may be added as a collaborator of the CVFFO website with permission from the FFO Executive Board. A Gmail account or Google account will need to be submitted to provide access to this site.
Volunteers
- Each committee receives their list of volunteers who sent in Volunteer Forms from the Volunteer Coordinator. Additional volunteers may be recruited via flyer to CVES Administrative Secretary.
- FFO Website – submit a brief summary to the CVFFO President(s) if you wish to post something in the website.
- Catalina Foothills High School – Volunteers for day of event may be requested from the following organizations:
- National Honor Society
- Spanish Honor Society
- Key Club
- Be prepared to let them know the following:
- The number of students needed
- Specific duties - i.e. set-up, during event, clean-up, etc.
- Time to report at the event
- Who to report to
- Time they will be finished
- Ask at least one or two student volunteers to lead the students during the event.
Supplies
- The supplies are stored in the FFO closet located in the Music Room. The Music Teacher and the Administrative Office have keys to the closet. Please be considerate and put all unused items orderly back in the closet for the next event. The following items are available in the closet, but not limited to:
- Plates
- Napkins
- spoons, forks, knives
- Cups
- Large orange water jugs
- Cash Boxes
- Pens
- Scissors
- Tickets (All committees are welcome to use the grey tickets only. Spring Carnival uses both red and grey). Please recycle these tickets and store them back in the closet.
- Boxes and bags
- Banners: Spring Carnival & Silent Aucton, Math Science & Technology Club, and Science Fair
- Mark the committee name on any item(s) brought in or purchased specifically for your committee that you plan to store in the closet.
- There are items in the closet designated for a specific committee; i.e. books, toys, t-shirts, bottled water, baskets, totes, or any items that are not listed above. If borrowing or consuming the aforementioned items from another committee please seek prior approval from the committee chairperson.
- Most grocery stores are willing to make a donation. Bring a donation request letter with CVFFO information of the event (see attached file Donation Request Template.doc below).
- If making a purchase towards your event or committee, please mention that we are a 501(c)(3) non-profit organization so that your purchase will not be taxed.
Revenue & Donations
- All donations must be payable and addressed to: Canyon View FFO, 5725 N. Sabino Canyon Rd., Tucson, AZ 85750. You may include your committee name on the address. See Donation Request Template.doc below.
- Forward all monetary donations to the CVFFO Treasurer and indicate what the donation is for.
- Submit store receipt(s) of item(s) you've donated towards an event and request the FFO treasurer to give you a receipt or letter for your donation.
Reimbursements
- Submit an Expense Reimbursement Form and receipts to the Treasurer.
- Write the committee name, the person to be reimbursed, and total reimbursement amount.
- Submit either original or photo copy of receipts attached on a letter sized paper.
- Keep a copy of receipts for your records.
Documents & Files
- Send electronic files of documents, approved flyers, and general information that the committee generates and would like to share with parents and future Committee Chairpersons.
- Send documents to the CVFFO Webmaster so they may be uploaded to the appropriate webpage(s).
Collection Bin
- If your committee is collecting items, be sure to ask permission from the Principal where you intend to place the collection bin(s).
- Any food packaging materials you are requesting for collection must be cleaned so as not to attract pests (roaches, bees, rodents, etc).
- Ensure that the collection bin(s) is clearly marked of what is being collected, when items will be picked up, and that the bin has a lid (preferably attached).
Photographs & Videos
- Take photographs or videos of your event so they may be uploaded to the appropriate webpage(s).
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Getting Started
Meet with Committee Members
- Meet with previous committee chairperson and ask for files/binder or go to the appropriate webpage to see if any files are available from the previous year.
- Schedule a meeting with or send an e-mail to your committee members ASAP even if your event is scheduled for six months away; include board members and the Principal, if needed.
- Contact the High School to request for volunteers ASAP as they provide assistance to all the CFSD schools.
- Review budget and goals with members
- Create sub-committees or assign committee members tasks
- Contact the FFO Treasurer if your event will need cash to make change
- Devise a plan on how overflow of cash will be handled during the event.
Facility, Equipment, and Custodian Scheduling
- Contact the Office Clerk if your event will need assistance from the school's custodians during school hours.
- Consider setting up an afternoon or day prior to the event to ensure that you are prepare.
Flyer / Banner
- Flyer and banner content must be submitted to the school Principal for approval via CVES Administrative Secretary at least 10 days prior to distribution.
- Reusable vinyl banners for the following committees are available in the FFO closet. Be sure to use only clear packing tape to attach any additional information on the banner. Remove all taped items prior to storage in the FFO closet.
- Math Science & Technology Club (1 medium)
- Science Fair (2 small, 1 medium on reverse side of MSTC banner)
- Spell Bound (2 medium)
- Spring Carnival & Silent Auction (3 Large event signs, 2 - Ticket Sales signs, 2 -Silent Auction)
- Steel Under the Stars & Ice Cream Social (2 small)
- Talent Show (2 small)
- Volunteer Appreciaiton (2 small)
- Flyers / banners may not be distributed or posted without prior approval.
- Content suggestions of flyer:
- What - Name of event
- Where - Location
- When - Date(s) and times(s)
- Description of event
- Event Chairperson(s) contact information
- Reply form on the bottom of the flyer (if and where applicable):
- Name of event
- Reply due date
- Teacher name and grade
- Parent name
- Parent contact information - email and phone number
- Number of adults and children attending
- What to bring (provide guidelines; i.e. A-D: Salad, E-G: Desert, etc)
- If willing to assist in the event
- Cost of event & where to purchase
- Order form (if applicable) and form of payment (consult with CVFFO Treasurer)
- Where to return reply or order form
- Consider posting at these locations:
- The fence along the front of the school as you drive in
- Entrance from Esperero Middle School parking lot
- Within the campus on the walkway posts
- Care Building
- Keep our campus clean. Take down old flyers including tape, strings, etc. after your event.
(Back to Top)
- Submit a Copy Request Form to the copy room. Allow at least three days for printing to be completed to allow for unforseen issues with copier equipment.
- Completed printed copies may be delivered to the FFO Basket in the Staff Lounge.
- If you need assistance making flyers or banners, requests may be submitted to the Publicity Committee Chairperson(s). Only approved verbiage may be submitted to the Publicity Committee. Please indicate the following information in your request:
- Banner # / white board # / flyer # (if requesting more than one type)
- Where it will be posted will help determine if banner or white board.
- Quantity of banners / posters with the same content
- Content / Wording (approved verbiage by Ms. Gunderson)
- Date when needed
- Flyer / banner approval must be submitted by the event committee chair (not the Publicity Committee)
- Each event committee chairperson is responsible for distributing/posting the banners / posters / flyers.
Marketing Checklist
o Email to parents via CVES Administrative Secretary.
o Flier in homework folders/Friday folders
o Banner at the street entrance of the school
o Banners at the entrances of the school (Canyon View & Esperero – aqua fence)
o Signs throughout the school
o Room parents (i.e. email to parents in class)
o School Newsletter
o CV FFO website via FFO Executive Board
o School phone system (on hold system, announce when you first call in)
o Phone calls
o Mail letter to parents
o Banners and announcement in newsletters of other district 16 schools
o Sign on buses at end of day so parents see at bus stops
o Organized short visits to the classrooms arranged with the teacher or grade
o Lunch time announcement
o Morning announcement by Principal Gunderson
o Local Radio Station
o Local Newspapers
o AZstarnet.net
o AZ Caliente
o Bears News
Confirmation
- Send confirmation or notification to all volunteers, vendors, etc. at least one week prior to the event.
Day of Event
After the Event
- Send acknowledgment to all your wonderful volunteers!
- Send them an e-mail
- Post an announcement in the Canyon Views Newsletter
- Post an announcement in our CVFFO Website
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