Sub-Booster Resources

Sub-Booster Resources

This site was created to support the dedicated sub-booster leaders and volunteers who help Antelope High School’s programs thrive. Whether you're part of a sports team, club, or performing arts group, this is your one-stop resource for tools, templates, guidelines, and tips to help manage your sub-booster successfully.

Additional resources are located in the Sub-booster Handbook.

Leadership Roles & Responsibilities

Strong leadership is key to the success of each Sub-booster group within the Antelope Parent Boosters Club. To maintain consistency and accountability, each Sub-booster is required to have at minimum two leadership roles: a Chairperson and a Financial Officer. These roles carry important responsibilities to ensure smooth operations and compliance with Antelope Parent Boosters Club guidelines.

Chairperson

• Serves as the primary leader and spokesperson for the Sub-booster.

• Oversees all activities, meetings, and communications within the group.

• Acts as the official liaison between the Sub-booster and the Antelope Parent Boosters Club Executive Board.

• Guides the Sub-booster in fulfilling its mission and supporting Antelope Parent Boosters Club’s overall goals.

Financial Officer

• Responsible for managing the Sub-booster’s finances, including budgeting, tracking income and expenses, and maintaining financial records.

• Prepares and submits financial reports to the Antelope Parent Boosters Club Treasurer as required.

• Ensures adherence to Antelope Parent Boosters Club’s financial policies and procedures to maintain transparency and accountability.

While these two positions are required, Sub-boosters may establish additional roles, or committees, as needed to support their activities. All leaders share the responsibility to communicate effectively, work collaboratively, and uphold the values and mission of Antelope Parent Boosters Club to foster a positive experience for members and the school community.

Elections and Term Limits

To ensure effective leadership and active participation, Sub-boosters within the Antelope Parent Boosters (Antelope Parent Boosters ClubAPB) follow established election procedures and term limits for their officers.

Elections

• Elections for Sub-booster leadership positions are held annually but could different based on the programs season.y, typically in the spring, prior to the start of the new school year.

• All voting members of the Sub-booster are eligible to nominate candidates and vote in the election.

• Nominees must meet any eligibility requirements set forth by the Antelope Parent Boosters Club bylaws.

• Election procedures shall be transparent and documented, with results reported to the Antelope Parent Boosters Club Executive Board. Please submit your election records to the Antelope Parent Boosters Club Secretary for documentation.

Term Limits

• Officers, including the required Chairperson and Financial Officer positions, serve a term of one year.

• Individuals may serve consecutive terms if re-elected, but it is encouraged to rotate leadership periodically to foster new ideas and broaden participation.

• Vacancies occurring mid-term should be filled according to procedures outlined by the Sub-booster, with notification to Antelope Parent Boosters Club.

• Adhering to regular elections and term limits promotes accountability, fresh leadership perspectives, and sustained engagement within each Sub-booster and the broader Antelope Parent Boosters Club community.

Meeting Requirements

• Sub-boosters are encouraged to hold regular meetings to ensure effective communication, planning, and coordination of activities. While the frequency of meetings may vary depending on the size and needs of the Sub-booster, it is recommended that meetings be held at least quarterly.

• Proper documentation of meetings is important for transparency and record-keeping. Minutes should be recorded and made available to members in a timely manner.

Code of Conduct for Officers and Volunteers

Officers and volunteers of the Antelope Parent Boosters Club are expected to uphold the highest standards of integrity, respect, and professionalism while representing the organization. To ensure a positive and productive environment, all officers and volunteers agree to:

• Act honestly and ethically in all dealings related to Antelope Parent Boosters Club activities.

• Treat all members, volunteers, school staff, students, and community members with respect, kindness, and fairness.

• Maintain confidentiality of sensitive information and respect the privacy of individuals.

• Avoid conflicts of interest and disclose any potential conflicts promptly to the Antelope Parent Boosters Club Executive Board.

• Carry out responsibilities with diligence, reliability, and a commitment to the mission of Antelope Parent Boosters Club.

• Follow all Antelope Parent Boosters Club bylaws, policies, and guidelines, as well as applicable laws and school district rules.

• Promote an inclusive and welcoming atmosphere where all members feel valued and heard.

• Address disagreements or concerns professionally, seeking resolution through appropriate channels.

• Refrain from any behavior that could harm the reputation or operations of Antelope Parent Boosters Club or its affiliated Sub-boosters.

Annual Agreement Form

This form must be completed annually by each sub-booster’s Chairperson and Financial Officer to maintain good standing and continue operating under the Antelope Parent Boosters Club’s (APB) 501(c)(3) nonprofit status. Please review all items carefully and complete all required fields.

The Annual Agreement Form is due at the beginning of each school year or within 30 days of sub-booster activation. You may complete the form by using the Google Form linked here or by filling out the form below.

Membership Expectations

As a sub-booster organization, your active participation in the Antelope Parent Boosters Club membership is vital. Sub-boosters are expected to encourage their families and supporters to join Antelope Parent Boosters Club and engage in events, meetings, and fundraising activities. This collective involvement strengthens the entire Antelope High School community and helps provide resources for all students.

Recruitment Strategies

Sub-boosters should proactively promote Antelope Parent Boosters Club membership within their groups by sharing information at meetings, during events, and through communication channels like newsletters and social media. Antelope Parent Boosters Club offers tools and support to help sub-boosters run membership drives and grow their membership base, fostering greater participation and community connection.

Antelope Parent Boosters Club Membership Incentive

Membership is vital to the success of the Antelope Parent Boosters Club and its sub-boosters. Each sub-booster is strongly encouraged to enroll as many parents and family members as possible to support their students’ programs.

To promote participation, sub-boosters will receive $5 per membership returned to their account if at least 25% of the team or club's student roster has active Antelope Parent Boosters Club members.

• For athletic programs, the 25% threshold must be met by the first league match or meet, using the active student roster.

• For non-athletic clubs, the minimum must be met by the end of the second week of school, based on enrolled students.

Click here to learn more!

Fundraising Approval Process

All fundraising activities conducted by Sub-boosters must be approved in advance by the Antelope Parent Boosters Club Executive Board to ensure alignment with district policies and Antelope Parent Boosters Club guidelines. Sub-boosters should submit fundraising proposals outlining event details, goals, and budget for timely review and approval.

Event Planning Checklist

Planning a fundraiser, celebration, or team activity? This checklist will help ensure your event is well-organized, aligns with APB Club guidelines, and meets district and legal requirements. Sub-boosters should begin planning at least 30–60 days in advance and notify the Antelope Parent Boosters Club of all planned public activities.

1. Event Approval & Calendar Submission

• Submit your event details to APB for approval and inclusion on the official calendar.

• Ensure the event does not conflict with other school or booster activities.

2. Facility Use Request (if on campus)

• Complete the RJUHSD Facility Use Request form if the event takes place on school grounds.

• Confirm setup, cleanup, and custodial needs in advance.

• Allow time for district approval (usually requires 2–4 weeks).

3. Budget Plan & Fund Allocation

• Estimate expenses and expected revenue.

• Submit your budget to APB for approval if required.

• Ensure planned spending aligns with your sub-booster’s approved purpose and student benefit.

4. Volunteer Coordination

• Assign lead roles for key areas (setup, sales, cleanup, etc.).

• Use a sign-up sheet or digital platform to recruit and track volunteers.

• Confirm all adult volunteers follow school district policies (e.g., background checks if needed).

5. Marketing & Communications

• Promote your event through approved channels: social media, flyers, email, and school newsletters.

• All communications should be reviewed for accuracy and APB/school branding consistency.

• Include APB membership information when appropriate.

6. Cash Handling Plan

• Designate a minimum of two adults to handle and count money.

• Use a locked cash box and prepare a change fund if needed.

• Complete a Deposit Verification Form after the event.

• Make deposits promptly at Safe Credit Union and email receipts to the APB Treasurer.

7. Post-Event Summary & Reconciliation

• Submit a brief summary of the event (what worked, what didn’t, final totals).

• Attach receipts and reconcile funds raised vs. expenses.

• Share highlights with APB for recognition and documentation.

Need help? Reach out to info@antelopeboosters.com for support, templates, or guidance throughout your planning process.

Use of School Facilities

When planning events or fundraisers on school property, Sub-boosters must follow the school district’s facility use policies. Proper permits and scheduling through the school administration are required to avoid conflicts and ensure safe, organized events.

Supported Events

Sub-boosters are encouraged to support Antelope Parent Boosters Club events by donating a raffle basket valued at $50 or more. The Chairperson will be notified in advance when a contribution is needed.

Annual Budget Template

Each Sub-booster is responsible for creating an Annual Budget that outlines anticipated income and planned expenses. Budgets should be submitted for review and approval by the Antelope Parent Boosters Club Executive Board prior to the start of the fiscal year. Budgets should align with fundraising goals, anticipated event costs, and support for students and programs. Revisions to the budget during the year require Executive Board notification.

You can complete your annual budget by using the Google Sheets template linked here or via the document below. Please email your programs budget to treasurer@antelopeboosters.com. 

Raffle & Gaming Law Compliance

Any raffles, gaming, or prize-based fundraisers must comply fully with California Department of Justice regulations. Sub-boosters should consult with Antelope Parent Boosters Club and legal resources to ensure all activities meet state laws and reporting requirements, safeguarding the organization and its members.

Use of Antelope Parent Boosters Club Name & Logo

Sub-boosters must obtain permission from the Antelope Parent Boosters Club Executive Board before using the Antelope Parent Boosters Club name or logo in any materials, communications, or promotional items. This ensures consistent branding and protects the integrity of the organization.

Sub-Boosters Communication Guidelines

Clear and respectful communication helps sub-boosters work effectively and stay aligned with the mission of the Antelope Parent Boosters Club. Please follow these guidelines whenever you represent your sub-booster program.

1. Represent the Organization Positively

   • Communicate in a way that reflects the values of the Antelope Parent Boosters Club and Antelope High School.

   • Be respectful, inclusive, and solution-oriented when interacting with parents, students, staff, and the community.

2. Stay On Message

   • Use official Antelope Parent Boosters Club branding and tone when promoting your events, fundraisers, or team efforts.

   • Do not create your own logos or use names that are not approved by the Antelope Parent Boosters Club.

   • Keep communications focused on your program’s mission—avoid personal opinions or unrelated content.

3. Email and Digital Messaging

   • Use a dedicated sub-booster email (not personal email) when possible.

   • Reply to emails in a timely and professional manner.

   • Include Antelope Parent Boosters Club leadership on relevant emails, especially those related to finances, vendors, or school coordination.

4. Social Media

   • Use social media to engage families, promote events, and share accomplishments.

   • Clearly identify your page as part of the Antelope Parent Boosters Club (e.g., “Antelope Choir Boosters – Antelope Parent Boosters Club”).

   • Do not post photos of students without the appropriate permissions.

   • Avoid posting negative, divisive, or controversial content. Bring concerns to the appropriate person privately.

5. Flyers, Newsletters, and Promotional Materials

   • Submit all flyers and public materials for approval by the Antelope Parent Boosters Club board and school administration (if needed) before distributing.

   • Always include clear contact information and name your sub-booster on the materials.

6. Working with School Staff

   • Keep the program’s coach, advisor, or teacher informed and involved with all fundraising, events, and communication.

   • Make sure your messaging and plans are in line with school expectations.

7. Coordination with the Antelope Parent Boosters Club

   • Attend meetings of the Antelope Parent Boosters Club or submit regular updates.

   • Share your goals, events, and needs with the main board to stay coordinated.

   • Use any approved forms, tools, or communication platforms provided by the Antelope Parent Boosters Club.

8. Conflict and Concerns

   • Try to resolve concerns calmly within your sub-booster team first.

   • If needed, reach out to the Antelope Parent Boosters Club board for support, guidance, or mediation.

   • Do not discuss internal issues in public forums like social media or group chats.

Reminder: As a sub-booster, you represent more than just your group—you are part of the Antelope Parent Boosters Club’s effort to support all students, staff, and programs at Antelope High School. Thank you for your service and partnership!

Communication with Families & Community

All communications with families and the community should be clear, positive, and focused on supporting students and school programs. Sub-boosters should coordinate major announcements and event promotions with Antelope Parent Boosters Club to avoid overlap and maximize outreach.

Sub-booster Website and Email Guidelines

If a sub-booster maintains its own website or email communications, it must adhere to Antelope Parent Boosters Club guidelines to ensure content is accurate, respectful, and aligned with the values of both Antelope Parent Boosters Club and Antelope High School. Websites and emails should clearly identify the sub-booster’s relationship to Antelope Parent Boosters Club and include appropriate disclaimers as directed by Antelope Parent Boosters Club.

Social Media Policy

Sub-boosters are encouraged to use social media to engage families and promote events; however, all posts must comply with Antelope Parent Boosters Club’s social media guidelines. Content intended for public sharing should be reviewed and approved by the Antelope Parent Boosters Club VP of Fundraising.