Committee Chair Responsibilities - Effective 9/1/19

• Communicate Event to the BHS PTO Executive Board
  • Discuss event details at least 5 weeks prior to event
  • Discuss event budget
  • Provide event updates as needed or as requested
    • Attend PTO meeting prior to event date to give an update
• Complete Building Use Form
  • Must be submitted 3-4 weeks prior to event
  • Keep in mind all fees for custodian, fire, police and food service personnel will be deducted from event budget
• Send Event Details, Flyer and SignUpGenius Information
  • Submit Event Detail Form or send email directly to the BHS PTO Executive Board
  • Event Details and Flyer must be submitted 2-3 weeks prior to event for approval
  • Flyer will be distributed to school 2 weeks prior to event
  • Flyer should include the following details:
    • Name of Event                                                                 
    • Date of Event
    • Time of Event
    • Location of Event
    • Cost of Event
    • RSVP Date
    • Event Chair(s)
    • Event Chair(s) Contact Information
    • Any Additional Event Details
  • Flyer must include the following RSVP, funds and volunteer wording:
    • Wording for all PTO social events:
      • The BHS PTO can only accept online RSVPs and payments at https://booth-hill-school-pto.square.site
    • Wording for all PTO non-social events (book fair, plant sale, etc):
      • The BHS PTO can accept cash, checks (payable to BHS PTO) and credit card payments
    • Sign up to volunteer: SignUpGenius Link
  • Include the following volunteer request details on SignUpGenius Request or send email directly to the Secretary, if SignUpGenius needs to be created for volunteers
    • Set Up Time
    • Set Up Number of Volunteers Needed
    • Clean Up Time
    • Clean Up Number of Volunteers Needed
    • Additional Helpers – Include Task, Time and Number of Volunteers Needed
• Collection of Funds and Completion of PTO Event Deposit and Income Form
  • Refer to the BHS PTO Funds Protocol
    • It is the responsibility of all Committee Chairs to read and fully understand the BHS PTO Funds Protocol
• Collection of Square RSVPs and boothhillschoolpto.org Forms
  • Coordinate with the Treasurer to obtain all Square RSVPs
  • Coordinate with the Vice President to obtain all boothhillschoolpto.org Forms
    • Verify all forms completed on boothhillschoolpto.org were paid for on Square before giving purchased item to student (birthday buddy gram)
• Complete Cash Box Request, if needed
  • Must be submitted 1 week prior to the event
• Purchase and Reimbursement for Event Items
  • Purchase event items within the event budget
  • Submit Reimbursement Request within 30 days after event date
    • Receipts must be included
    • Submit all event receipts together at one time instead of individually at separate times
    • If large reimbursement is needed in advance of the event date, reach out directly to the Treasurer for approval
  • Submit Vendor Check Request before event date, if needed
    • Invoice must be included
  • Reimbursement and Vendor Checks will be provided within 10 days of receipt
  • Make sure you return all purchased event items to the BHS PTO Executive Board by the end of the event, as these items are possessions of the BHS PTO
• Document and Provide All Committee Details to the Secretary
  • Include the process, completed building use form, contacts, vendors, etc
  • Provide documentation of expense details
  • Provide event headcount with family names
  • Indicate family payment by Square, Walk-in, etc