PTA Sponsored Events

TK/New Student Picnic - Usually 1 or 2 days before school

Pot-luck family gathering.

Tostada Setup Instructions:

Setup tables:  

• Food Table Setup – 4 tables – parallel to glass windows outside cafetorium and near the snack area 

• Membership / PTA Table – typically along the building north of the snack area or against the  stairs  

• Spirit Wear Table – typically along the building north of the snack area or against the stairs 

• Put plastic tablecloths on food tables and any other tables that you wish  

Setup paper goods (plates, napkins, utensils, cold drink cups (white and blue cups) on end of food table.

Pull spirit wear cabinet out and organize spirit wear  

• Pull aside a few tee shirts for raffle.  

Membership table should have a flyer handy (extra printed flyers are in the compass envelope on the  cart in the butterfly room to the left when you enter)  

∙ Make sure Squares are near membership and spirit wear tables  

PTA Responsibilities During Tostada:

∙ Meet and greet new families – be a friendly face and help them get settled 

o Pull aside a few tee shirts for raffle.  

∙ Encourage families to join PTA, let them know how they can get involved 

o Interest in room rep, joining a committee (i.e. book fair, jogathon, help in the garden, parent  eyes etc..) – get their information☺ 

o Ask if they have completed the free and reduced lunch application 

∙ Be an ambassador for the school  

∙ Help cleanup  

Clean up:

∙ Throw all garbage away 

∙ Breakdown tables and return to under stage 

∙ Return Items to Butterfly room: 

o Spirit Wear Cabinet 

o Unused paper goods 

o Extra membership flyers etc.. 

∙ Rinse out beverage jug and return to teachers lounge  

∙ Make sure squares are returned to Melina for the safe in the office(or Joel, Yuka or Heidi as appliable) ∙ If Teacher’s lounge is used for prep, please make sure it’s returned to original condition 

Usually the second week of school

5th Grade in charge of food sales.

Have plates, cups, flatware and napkins available for 5th Grade as well as tables for food sales, tkt buckets, and tablecloths available.

PTATables needed:

Tkts Sales
Need Petty Cash - Square and tkts to sell.
Spiritwear
Pull out spiritwear locker. Have table to display a few pieces. Use second square and petty cash. Typically along the building north of the snack area or against the stairs 

Memberships
Can be next to tkt or spiritwear to share square/petty cash box.

Usually two or three weeks into school.

PTA is in charge of food sales.

Have plates, cups, flatware and napkins available and tables for food sales, tkt buckets, and tablecloths.

PTATables needed:

Tkts Sales
Need Petty Cash - Square and tkts to sell.
Spiritwear
Pull out spiritwear locker. Have table to display a few pieces. Use second square and petty cash. Typically along the building north of the snack area or against the stairs 

Memberships
Can be next to tkt or spiritwear to share square/petty cash box.

Typically aligns with second Back To School Night and Open House

Needs to be arranged with Scholastic and La Libreria MONTHS in advance.

Generally coincides with Back to School in the fall and Open House in the spring.


Hours:
Shifts are needed with at least ONE PTA Board Member to handle registers.

8:00-9:00am
1:00-5:00pm

Coordinate with Yoly about delivery and pickup from both Libreria and Scholastic.

Week leading up to winter break

Set up at Library doors in an L formation using the library tables and at Kansas Gate with two tables.

Hrs are from 8am - 8:30am.

Items purchased from downtown or online in bulk. Items usually priced at .25cents to $5 max.

One square on each side, one cash box at each side. Run only by PTA Board Members so we can handle cash.

Date ranges from last Sat in Oct to first Sat in November

Altars

• Set up in cafeteria takes one day. Usually Thursday.

  • Cafeteria tables are set up as per this guide.
    Poles are lifted to hold curtains and each classroom gets ONE table.

  • Need to put a call out to school for volunteers. Lots of heavy lifting.

  • Poles, tablecloths and curtains are in storage room.

  • Extension cords need to be run so that each table can have an outlet

• Decoration takes one day, usually Friday.

  • Call out to volunteers from each classroom. Coordinated by Room Reps.

  • Need all items from classrooms BY THURSDAY so decorations begins 8am Friday

• PTA provides each class with marigolds and one pan de muerto as well as sign with classroom teacher name.

• All MUST be finished in time for Altar Reception Friday Eve.

Booths

• Classes in charge of ONE booth per room, except for 5th grade.

  • Call out to volunteers from each classroom. Coordinated by Room Reps.

• PTA provides all that is needed for booths

  • Tkt Bucket

  • Sign

  • Table

  • Popup Tent

  • items specific to tent (i.e.tattoos for tattoo booth)

• Set Up occurs day of festival

Food

• 5th Grade in Charge of all drinks and desserts

  • PTA Provides all plates/cups/napkins they need as well as various TKT buckets labeled for 5th grade sales.

• PTA arranges for all other food usually:

  • Popcorn

  • hotdogs

  • pizza

  • elote

  • tamales

  • pozole, etc.

• Tables are usually set up in the placita with pop ups

  • Set up tables for hot dogs and popcorn to be near outlets

  • Think of the lines when setting up tables and do not block bathrooms

Ticket Sales

• Plan for ~500 people - have enough tickets on hand (pre cut to 10 and 20s)

• Have extra petty cash with small bills for change on hand

• Tkt tables should be set up at both entrances, with one cash line and one cc line each. PTA Board members ONLY for tkt tables.

Other Tables

• Membership

  • Membership table can be skipped, but flyer with QR Code should be visible somewhere

• Spiritwear

  • Items should be ordered in advance as this is a BIG sell day

  • Spiritwear needs at least 2 tables and popups. Need PTA Board Member to run. At least two bodies per shift.

• Headbands

  • Needs table and tent.

  • Display baord is in storage room.

  • Need to have made ahead of time, ask for volunteers and PTA needs to order supplies.

• Sponsors

  • If any sponsors would like to rent a table, provide table and tent.

  • Pricing at your discretion. We have in the past allowed vendor to pay portion of proceeds to PTA

  • Any city tables are free. Provide table and tent if available. (SM Library, SMFD, Boys& Girls Club, etc)

Altar Reception

• Held night before the festival (Friday) 6-8pm

• Food by PTA - Usually coffee, small bites.

• 5th Graders are asked to volunteer.

  • Ask 5th Graders directly - we then contact parents to get the OK.

  • Parents are to bring child to school at 5:30pm dressed in white top and black bottoms. Picked up at 8pm (parents welcome to stay and wait)

• 5th Graders are given script and walk invitees through the altars in pairs explaining what the altars represent.

• Invitees are district personnel, other school principals, and elected officials. Evite sent out weeks in advance (review w Ipiña).

Alfombra

• Heidi in charge of design and execution

• PTA pays for materials

• Begins on Monday, to be complete before Altar Reception

Security

• Have security make sure noone goes in gated areas and have them circle around tkt tables to help guard cash boxes.

Used to be called Valentines dance, still themed that way. Takes place in Feb.


Fiesta Familiar

Usually from 5:30-8:00pm

PTA Members, Parents and HS Volunteers asked to help with set up and food sales

Dance

• Need DJ for dance in cafeteria.

  • Tables need to be removed/put aside

  • Block off stage

  • If Kindness/Justice challenge is complete, display on rolling boards

  • Set up day of after school - 3pm

Placita

• Games set up for players at placita

  • Large connect 4, jenga in storage room

• Free for all!

• Have HS Volunteers help keep games in order/keep play respectful.

Loteria

• Classes in charge of ONE basket per room, except for 5th grade.

  • Call out to volunteers from each classroom. Coordinated by Room Reps.

  • Classes proivide all items and baskets.

  • PTA provides wrapping film and ribbon

• PTA provides all that is needed for Loteria game

  • Table and tkt Bucket at library entrance

  • Library tables set up for players

  • Decorations, loteria cards and fichas(beans) in storage room

  • Microphone needed for cantante

Food

• 5th Grade in Charge of all drinks and desserts

  • PTA Provides all plates/cups/napkins they need as well as various TKT buckets labeled for 5th grade sales.

• PTA arranges for all other food usually:

  • Popcorn

  • hotdogs

  • pizza

  • elote

  • tamales

  • pozole, etc.

• Tables are usually set up outside cafeteria along glass wall

  • Set up tables for hot dogs and popcorn to be near outlets

  • Think of the lines when setting up tables and do not block doors to cafeteria

Ticket Sales

• Plan for ~300 people - have enough tickets on hand (pre cut to 10 and 20s)

• Have extra petty cash with small bills for change on hand

• Tkt tables should be set up at Virginia, with one cash line and one cc line each. PTA Board members ONLY for tkt tables.

Security

• Have security make sure noone goes on field, and in gated areas

Other Tables

• Membership

  • Membership table can be skipped, but flyer with QR Code should be visible somewhere

• Spiritwear

  • Items should be ordered in advance as this is a BIG sell day

  • Spiritwear needs at least 2 tables and popups. Need PTA Board Member to run. At least two bodies per shift