Dingle Family Day/Night

Letter to the Reader

Are you interested in helping Dingle parents learn to support their scholars with school?  If yes, consider volunteering or donating to Dingle Family Day (or, Night if rescheduled).  This page is written for future Dingle Family Day/Night project managers, advisory committees, booth/station leaders, and community leaders.  General volunteers can look to those for same-day volunteering instructions.

Goals of Dingle Family Day/Night

The goal of parent engagement is to build each parent's capacity (ability) to (1) engage in effective dialogue with teachers and administrators concerning their child’s success, and (2) support their child’s academic success at home.  The goal of the Dingle Family Day/Night event is to increase parent engagement.   The event organizers aim to create an event that attracts, entertains, and informs Dingle families.

How we did at our inaugural event in 2022:

• Dingle Family Day was the most attended parent education event throughout the district by Dingle families 

• Attendees found the "information provided" (booths) the most helpful part of the event followed by meeting other parents, and then meeting staff 

History of Dingle Family Day/Night

Saturday, August 27, 2022 was Dingle's first annual Dingle Family Day event after learning from educators and families about successful similar events in other districts.  Volunteers spent 3 months and 271 volunteer hours planning the event and spent 148 volunteer hours on the day of the event.

Downloads

This Google drive folder includes flyers, event map, facilities and equipment list, event survey and survey responses, etc. 

Examples of Booths 

Panther Zone:

• College / Career

• Grade Level

• Attendance

• Student Culture

Additional Fun:

• Bounce House

• Rec-To-Go

• Garden

Community & School Booths:

• Woodland Public Library

• United Way

• CAFE (data confirmation, etc.)

• ASES / Expanded Learning Fun

• ELAC

• Dingle PTA

• Event Survey & Raffle

Tips

• Use a free Basecamp account to organize the event to-do list with the project team (https://basecamp.com/) <-- Dingle PTA has an account, contact us for information

• Use the "PTA Share" Google drive for managing event files (receipts, docs, etc.)

• Start collaborating with parents a year in advance on things parents will learn with their scholars at Dingle Family Day/Night

• Year-round let community members know about Dingle Family Day/Night (build awareness for donations, volunteers, and input)

• Weekly brief project meetings were helpful in the first year, but might not be necessary for future years

Example Project Team Leaders

• Dingle's CAFE Specialist - primary staff point-of-contact for the event

• Project Manager Volunteer - mostly helps volunteers collaborate and creates the project space (like Basecamp)

• Facilities and Equipment Manager Volunteer - locates and coordinates getting things like the sound system, ladder, water jugs, extension cords, etc. 

• Event Communications Volunteer - designs or leads designing the event flyer, Parent Square reminders, and event signage

• Booth/Station Managers Volunteers - one per station/booth; each designs, builds, recruits volunteers for, and manages a booth/station at the event

• Other day-of-event volunteers:

  • Photographer(s) - alternatively ask everyone to take and share event photos

  • Set Up Volunteers

  • Clean Up Volunteers

  • Welcome Volunteers / Greeters

  • Runner/Floater - one or two people available to help troubleshoot during the event

Example Project Plan 

• Plan Event Tasks (starts in May through end of June)

  • Ask Principal for Input - update goals, essential learning, etc. (due May/June before school gets out)

  • Ask Principal for an Event Date (due May/June before school gets out)

  • Form a Project Team

  • Estimate Number of Families and Scholars Attending (due late June)

  • Create a Project Plan (due late June, will continue changing)

• Communications/Outreach Tasks (late June through day before event)

  • Add event information to Dingle PTA website - save the date, etc. (due late June)

  • Write a 1-page event description for potential speakers and booth organizers (due first week of July)

  • Send Save-the-Date to all families and staff (due first week of July)

  • Design and Print Event Feedback Survey (start end of July, due 2 weeks before the event)

  • Introduce Dingle Family Day to Teachers & Staff at back-to-school luncheon (start of August)

  • Invite Superintendent and WJUSD Trustees (start of August)

  • Sign Up Genius for day-of volunteers (send about 3 weeks before the event)

  • Invitation to staff - esp. meet families, attendance optional (send about 2-3 weeks before the event)

  • Post Flyers at all Gates & at Office, Aces, Staff Room (about 1 week before the event)

  • Flyer home with scholars (Wednesday before the event)

  • Reminder via Parent Square (every day for a week before the event)

• Design & Build Event Tasks (July through day before event)

  • Create an Event Map - location of booths, etc. (due mid-July, may continuing changing)

  • Facilities and Equipment Checklist (start in early July, due day before the event)

  • Request Raffle Prizes (start early July)

  • Reserve Bounce House (due early July)

  • Reserve City of Woodland Rec-To-Go (due early July)

  • Reserve Food Truck(s) or alternative (due early July)

  • Get booth/station managers (due end of July) 

  • Panther Zone booth/station signs (due day of event) 

• Event Wrap-Up Tasks (starts immediately after the event)

  • Get List of Volunteers - for Historian report and appreciation (due right after the event)

  • Appreciate Volunteers (due September)

  • Event Survey Results - tabulate and report (due September)

  • Collect Receipts for Reimbursement (due September)

  • Download copies of files, etc., for reference next year (due by May/June after the event)