1) Pick a theme or a concept for your event
2.) Fill out the Hip Happenings
(The application can be found at at the bottom of this page as an attachment) and submit to the Hip Happenings Committee Chair. This year's chairs are Shelle Baker (firstname.lastname@example.org) and Maren Elze (email@example.com).
The form will act as a guide to:
- Identify the host(s) and event location
- Event capacity/establish how many tickets can
- Establish the date and time
- Share details with committee to eliminate
potential for duplication
- State the purpose/theme of the event
- Describe your event in detail to help with
publicity (e.g. newsline, flyers, website)
- Communication chain:
The Event Host should coordinate primarily with the Chair of the Hip Happenings committee
regarding scheduling and marketing details. Chair ensures that the event application form is filled out
and routed for approvals and keeps up-to-date on events as they progress and
happen. PTO VP of
Fundraising will keep the PTO Board, Principal and website up-to-date based on
information from the Chair.
- Events need to have a
purpose or theme (cocktail parties
where the primary purpose of the gathering is social drinking will not be
- Host(s) assume the same
responsibilities/liabilities as they would any other gathering held in their
home. Hosts are advised to
check with their home owners insurance policy or legal council if you have
concerns or questions.
- Event costs
held at private homes, need to be covered by the host(s) as a donation to
Countryside PTO. The full ticket
price should go back to the school.
Please plan your event to fit your family’s budget. Cost saving ideas include either
splitting cost among several friends, going “potluck” style or hosting smaller,
more intimate gatherings for less people. Our goal is to turn “everyday get-togethers” that you
might do with a group of friends, into an easy fundraiser for a worthwhile
cause…our kids and our school.
- Large-scale events (100 people or more) that are held at
location such as restaurant or other business may be allowed to have a portion
of the ticket price given to the 3rd party involved. At minimum, 75% of the
ticket costs should go back to Countryside.
- Please check with your tax advisor on tax deduction issues.
If an emergency
situation arises where the host
is unable to hold the event, we will work with the host to reschedule the event
at a later date within the school year.
In a situation where an event is only partially filled (more unsold tickets remain, than sold), the Chair
will evaluate (with the host) on a case by case basis whether to cancel the
event and offer a credit to ticket buyers.
Our policy is to reschedule
an event or offer a credit towards a future event, rather than offer cash
refunds to ticket buyers. We are
unable to offer reimbursements for any costs incurred by a host for an event
that has been cancelled or rescheduled.