Niles elementary PTA

Committee Chair

Open

Event Date

Last week of School

Committee Responsibilities

1. Coordinate with PE Teachers

• Meet with PE Teachers: Collaborate closely with PE teachers to understand the event schedule, activity plans, and the number of volunteers needed for each station or event during Bulldog Daze.

• Align Event Goals: Ensure the PE teachers' goals for Bulldog Daze align with the PTA’s efforts to support a fun, safe, and organized event for students.

2. Recruit and Organize Volunteers

• Volunteer Recruitment: Actively recruit parent volunteers through newsletters, social media, email blasts, and sign-up sheets. Include specific details about the activities and time slots for volunteers to choose from.

• Create a Volunteer Schedule: Develop a clear, organized schedule for volunteers, assigning them to specific stations or roles based on the activities planned. Ensure there are enough volunteers for each event and that they are evenly distributed throughout the day.

• Send Reminders: Send timely reminders to volunteers about their assigned roles and shifts, including the date, time, and any materials or supplies they may need to bring.

3. Coordinate Event Logistics

• Assist with Event Setup: Work with PE teachers and volunteers to set up activity stations, ensuring all equipment is in place and organized before the event begins.

• Manage Activity Stations: Assign volunteers to specific activity stations, ensuring that each event is adequately staffed and that the volunteers understand their responsibilities (e.g., helping run games, supervising students, setting up or cleaning equipment).

• Monitor and Troubleshoot: Be available on the day of the event to troubleshoot any issues that arise, such as replacing volunteers who are absent, addressing equipment malfunctions, or adjusting schedules as needed.

4. Support Student Participation

• Ensure Safety: Work with PE teachers and volunteers to prioritize student safety during physical activities. Provide guidance on monitoring students, handling minor injuries, and enforcing safety rules.

• Encourage Student Engagement: Encourage volunteers to create a fun and enthusiastic atmosphere at each activity station, motivating students to participate and enjoy the day.

• Adapt for Inclusivity: Coordinate with PE teachers to ensure that all activities are accessible to students of varying abilities, and provide assistance for any students who may need extra help to participate.

5. Communicate with Parents

• Promote the Event: Help promote Bulldog Daze to parents, emphasizing the importance of volunteer support and how it contributes to the success of the event.

• Provide Event Information: Send detailed information to parents about Bulldog Daze, including the schedule of events, volunteer opportunities, and any special instructions (e.g., what students should wear, water bottles, sunscreen).

6. Assist with Event Supplies and Materials

• Organize Supplies: Coordinate with PE teachers to identify any additional supplies or materials needed for the activities (e.g., sports equipment, water stations, prizes).

• Collect Donations: If necessary, organize a drive to collect donated supplies, such as water, snacks, or sports equipment, and distribute them to the appropriate stations on the day of the event.

• Monitor Supplies During Event: Ensure each station is fully stocked with the required materials throughout the day and that any needed items are replenished promptly.

7. Post-Event Cleanup and Acknowledgements

• Assist with Cleanup: Coordinate volunteers to help with post-event cleanup, ensuring all equipment is packed up and the event space is returned to its original condition.

• Thank Volunteers and Staff: Send thank-you notes or emails to all volunteers, PE teachers, and staff members who contributed to the success of Bulldog Daze, recognizing their time and effort.

• Evaluate Event Success: Gather feedback from volunteers, PE teachers, and students to assess the success of Bulldog Daze and identify areas for improvement in future years.

8. Work with PTA and School Administration

• Communicate Event Needs: Regularly update the PTA and school administration on the progress of planning, volunteer recruitment, and any additional resources or support needed for Bulldog Daze.

• Budget and Funding Requests: Work with the PTA treasurer to ensure any necessary expenses for the event, such as supplies or refreshments, are covered by the PTA budget. If needed, request additional funding or in-kind donations from local businesses.

9. Create a Contingency Plan

• Plan for Weather or Cancellations: Collaborate with PE teachers to develop a contingency plan in case of inclement weather or unforeseen changes. Ensure volunteers and parents are informed of any changes in the schedule.

These responsibilities ensure that the Bulldog Daze PTA Committee successfully organizes and runs the event, supports PE teachers, and engages volunteers to provide a memorable, fun, and safe experience for students.

Volunteer Opportunities