Thank you for your interest in volunteering! Scroll down to see volunteer information on: * Election Day Bake Sale * Chili Cook-Off * Pasta Dinner * Ice Cream Social
Election Day Bake Sale - October/November Commitment Level: Light Number of Coordinators Needed: 1-2 Responsibilities: 1. 3 weeks prior: Contact our Volunteer Coordinator to send out a Sign-Up Genius for bakers, soup makers, and people to work the table throughout the day, and our Social Media Coordinator to get the bake sale posted online. - Be clear that items should be individually wrapped as possible, and common allergens should be labeled. 2. 2 weeks prior: Coordinate with Mrs. Simons (Principal) and the custodial staff to make sure we have access to tables and power 3. 2 weeks prior: Check inventory of “to-go” cups, spoons, and paper bags for soup to go. (There should be at least 200 for this event in the PTO shed). Contact a board member (President or VP) to order more as necessary 4. 1 week prior: Coordinate with our Assistant Treasurer to get a cash box and the PTO Square and tablet (You’ll likely need to charge the tablet.) 5. 5-7 days prior: Check in with the Volunteer Coordinator a few days ahead to make sure you have enough help day-of - especially for setup and cleanup 6. Day Before - Gather paper ,markers, and tape to make price signs 7. Day of: Set up tables and power strips in the morning, work the table a bit, and coordinate the return of the cash box to the Front Office or to a board member at the end of the sale
Chili Cook-Off - January Commitment Level: Light to Medium Number of Coordinators Needed: 1-2 Responsibilities:
October/November - Contact Mrs. Simons (Principal) to select a date for the event (Thurs./Friday evening or Sat. afternoon?) ensuring it does not conflict with other school/PTO events.
**Also speak to Custodians regarding table needs.**
Contact a member of the PTO Board to share the Chili Cook-Off paperwork from the PTO Google Drive. MAKE A COPY of the paperwork and update as necessary with the appropriate dates.
3-4 Weeks Prior - Copy and sort paperwork into 19 sets of 20-25 for distribution in Yellow folders. Contact Social Media Coordinator to publicize the event on social media and in the weekly email.
2-3 Weeks Prior - Speak to Custodians and remind them about table needs
Check PTO shed for Power Strips - and if necessary, ask participants to bring their own
Purchase (or arrange for a Board Member to purchase) small tasting (judging) cups (condiment to-go cups) small paper bowls, spoons, and napkins, water for concessions, and Saltines or oyster crackers (small packs) to cleanse palates - Amazon or BJ’s/Sam’s Club may be your best choice for bulk
Contact the Volunteer Coordinator to send out a Sign-Up Genius for people to help with setup and cleanup, work the entrance table and check for pre-sale tickets.
1 Week Prior - Collect Entry forms from Front Office.
Create a Spreadsheet of Pre-Orders - for people working the door to check
Plan the layout of crockpots in the Gym and Cafe.
Get permission to use, and have Mrs. Simons or Mrs. Marceau show you how to use the microphones in the gym, and how to set up the portable sound system in the Cafe.
Contact the Assistant Treasurer to arrange for a cash box
Contact Contestants and confirm arrival time and judging time/rules.
Day Of - Be present - check in with volunteers at the ticket table and concessions
Ensure that tables are set up correctly
place tasting cups and spoons at each table
post rules for judging and contestants
Help contestants find their spots and set up
Announce the day’s events - judging times, rules, etc… and keep the day moving along. Announce the different winners at the proper time.
2nd coordinator and a volunteer (not a contestant) tally and score the contest.
At the end - help with cleanup.
Return Cash Box to the Front Office, or arrange for a Board Member to take it.
Day After - Contact the Assistant Treasurer to make any deposits.
Pasta Dinner - Jan. / Feb. Commitment Level : Medium (but for a short amount of time) Number of Coordinators Needed: 3-4 - 2 for Front of House - 1-2 for Kitchen **This event has been well-documented with procedures, checklists, and a list of restaurants that have donated greens and meatballs, and where to order the sauce. This is a great event to organize with a friend or two.** Responsibilities - Front of House 1. Nov./Dec. Set a date with Mrs. Simons (Principal) to avoid conflicts (generally the last week in Jan./1st week in Feb.) - Also - make sure it is communicated to MC3 and PEAK that the Cafeteria and Gym will be used on that day. (If the date has not already been confirmed.) 2. Dec./Beginning of Jan. - ask a Board member to share the Pasta Dinner folder from our PTO google Drive. MAKE A COPY of each of the docs to update it for this year. Restaurants should be approached as soon as possible to solicit donations. 3. Beg. of Jan. - Send out 4th and 5th grade volunteer form - WITH ORIENTATION dates. * Send out PRE-ORDER form for reservations - 2 seatings has worked well to accommodate the demand * CONTACT our Social Media person to publicize the event. 4. 2nd week in Jan. Collect pre-orders from the front office - and based on those numbers - COORDINATE with the Kitchen volunteers to determine needs and send out the DONATIONS form 5. 2 Weeks Before - Contact the Volunteer Coordinator to send a Sign-Up Genius to get volunteers to help with checking people at the door, kitchen help, cleanup, and selling ice cream sandwiches/Italian ices (if you choose to do that) * Contact the Assistant Treasurer to get cash boxes ready - 1 at the door, 1 at the drinks/ice cream stand * Contact Mrs. Marceau or Mrs. Simons to set up the sound system night-of. 6. Week Before/Week Of - Do an orientation with expectations for kids with serving, etc… * Review dress code * have kids roll flatware in napkins 7. Week Before/Week Of - Make a list of supplies needed - short on from donations and shop for these supplies Keep receipts for reimbursement. 8. Week Before - Contact a board member to get the “Pasta Dinner” boxes from the PTO shed. Check the supply of serving bowls, spoons, decorations, tablecloths, etc… Purchase or arrange for the purchase of anything needed - 9. Day of - Have kids stay after school to decorate and serve meals - be available to help with seating and managing the 4th/5th grade volunteers 10. Day Of/After - Coordinate with a Board Member to return supplies to the Shed and with the Treasurer or Assistant Treasurer to make any deposits and get any reimbursements Responsibilities - Kitchen 1. Dec./Jan. - Coordinate with Front of House volunteers to determine needs/grade level donations 2. Jan. - Determine the number of kitchen volunteers needed and add that to the Sign-Up Genius 3. Week Of - Confirm donations - determine any further purchases needed. Purchase/have someone purchase anything still needed - such as garlic bread, pasta, gluten-free pasta, etc… 4. Day of - Work in the kitchen - (Pasta has been pre-boiled and reheated in the past.) to boil pasta, plate pasta, salad, meatballs, etc… - Work with volunteers to get the kitchen cleaned up.
Ice Cream Social - March/April Commitment Level: Low Number of Coordinators Needed: 1-2 Responsibilities: 1. Jan./Feb. - Coordinate with PTO Board and Mrs. Simons (principal) to set a date. 2. 3-4 Weeks Before - Order Ice Cream (It comes in pre-sliced servings - check with Mrs. Simons to see where we order it from.) 3. 2-3 Weeks Before - Send out the Donation Form (in Google Drive - ask a board member to share a copy)) 4. 2-3 Weeks Before - Contact Volunteer Coordinator to get volunteers for serving and cleaning (30 min. shifts) and Social Media Coordinator to publicize the event 5. Week of - Send out reminders via social media and weekly email, and shop for any needed supplies short from donations and metal banquet trays for toppings, and spoons and bowls (Dollar Tree is great for the banquet trays and spoons). Keep any receipts for reimbursement. There are serving spoons in the "Pasta Dinner" bin in the shed. Please clean and return them when done. 6. Week of - Arrange for cash boxes - entry and water sales - from the Assistant Treasurer 7. Night of - Be present and available to help as necessary - ensure clean-up - and return cash boxes to a Board Member and/or arrange for deposits through the Assistant Treasurer.
1 Franklin DrivePortsmouth, NH 03801Tel: (603) 436-0910FAX: (603) 427-2335