Pizza Bingo Silent Auction Please Update This Form and Submit It to the PTO Board 1-2 Weeks After Your Event

Willow Grove Event Form: Pizza Bingo Silent Auction Please update this form and submit it to the PTO board 1-2 weeks after your event. Request the Event Form via email for easy editing then, submit to the co-presidents via email (.doc format).

A PTO Executive Board Member has been assigned to be your mentor. Please contact them at any time. Have fun and THANK YOU on behalf of all the parents, educators, and students at Willow Grove!

I. BASIC INFORMATION Start/End Name of event: Pizza Bingo Silent Auction Date(s): ~ February/March Time(s): Usually 5:30-7:30 Est # Location: WG Gym Rain Location: N/A attendees: 176-200

Description: A social event with bingo for kids while parents bid on silent auction items.

II. PLAN AND KEY DATES

Person Action required Responsible Start Date Meet with fellow chair people to review budget, planning process, and divide roles as follows:

Silent Auction Chairs: Solicit donations and raffle items, request teacher donations, wrap donations in appealing baskets/ribbon/plastic wrap, write thank you notes to donators, supervise “check-out” process for night of event, make receipts for night of event, make prize winner posters for day of event (raffle and silent Chair Team Early November auction), create bid sheets.

Pizza Bingo Chairs: Create pre-order form and advertisement flyer, process pre- orders and create “will call” envelopes, organize food tickets for day of event, marketing, purchase water bottles/dessert/pizza as needed, request PTO to promote event via Facebook/blog/principal, organize timeline for actual event, oversee layout and provide to custodian Mr. Frank. Tip custodians at end of night.

Volunteer Chairs: Solicit volunteers from Stevenson High School/teachers/parents, organize volunteer responsibilities, be main contact for volunteers, write thank you notes to volunteers, create online sign up with time slots and roles (forward to PTO Presidents) via Sign-Up Genius, remind food volunteers they need to wear hats and vinyl gloves, teacher sign-up for bingo callers, oversee clean-up at the end of the event, update Ugive (Stevenson HS attendance –mark those who attended and those who did not show up).

Start soliciting Silent Auction donations immediately. Please see the attached excel sheet with business list. Feel free to expand upon this list. Always follow up a donation request letter with a phone call or personal visit to the business location. (Sample Letter in “Silent Auction Chairperson Notes”) Silent Auction Request families in the school to donate items (sports tickets, restaurant coupons, Chairperson Late November summer home rentals, etc) via the PTO blog and Facebook.

Make an itemized list and projected costs for running the event. Refer to prior year expense. Submit to the PTO Board for approval at designated me= eting.

Post event on Ugive.com for Stevenson students and contact the Ugive coordinator Volunteer Early December to promote. Create www.SignUpGenius.com for parents to volunteer and submit Chairperson 1 Willow Grove Event Form: Pizza Bingo Silent Auction link to PTO president to include in blog and on Facebook.

Request water bottle donations from parents to sell at event via Facebook, blog, etc. Also, request water bottle donations from local grocery stores. Pizza Bingo Chairperson Mid December Place water bottles in the PTO closet and label them so others do not use it accidentally. Do not allow them to sit in the office.

Create the advertisement flyer and order form. Forward onto PTO President to post onto virtual backpack, Facebook, and blog. (Sample Flyer attached in “Pizza Bingo Chairperson Notes” for reference. Prior year templates available from PTO Pizza Bingo Late December Presidents) Chairperson (8 weeks prior to event) Make a Spanish version for the bilingual classes.

Request announcement in blog and Facebook promoting event from Corresponding Secretary.

Locate several pizza vendors to get pricing for event. Once choice confirmed, contact pizza vendor to get the event on their calendar. Give preliminary projection of quantities based on previous years info. Pizza Bingo Chairperson Early January Put large colorful posters up at school and by entrance doors. We recommend you laminate the posters to protect them from the weather.

Contact teachers and staff to request donations for auction. Silent Auction Put typed sign-up sheet on teacher lounge door. Chairperson Mid January (See past donations in “Silent Auction Chairperson Notes” section)

Begin picking up preorders from school and making order envelopes to drop off at school the day before the event. Organize envelopes by teacher names.

Email parents via BCC (blind carbon copy) that you received their order form. This Pizza Bingo 4-6 weeks week will alleviate a lot of emails from parents. Chairperson before event (See sample in “Pizza Bingo Chairperson Notes” Section).

Make up volunteer assignments and send confirmation out to SHS students and Volunteer 2-4 weeks parents. Create clearly printed nametags for volunteers to wear. Chairperson before event

Make up Silent Auction bid sheets for both merchandise auction and teacher Silent Auction 2 weeks auction. Chairperson before event

A formal template is provided on the Willow Grove google drive.

Create and drop off Advertising Labels to promote event. We recommend using Avery #5160.

Teachers will give these stickers to students the day before the event as a reminder. Contact school secretary to get an accurate count of students in the school.

Pizza Bingo 1-2 weeks Chairperson before event

2 Willow Grove Event Form: Pizza Bingo Silent Auction

Willow Grove Pizza Bingo Silent Auction Thursday, March 38 5:30-7:30 PM Silent Auction with AMAZING packages! Tip: Use www.avery.com/print for easy to use templates.

Send floor plan to school secretary and custodian. Pizza Bingo 1-2 weeks Chairperson before event Create food price sheet for parents to easily reference at the cash table.

Finalize pizza order quality with pizza vendor.

Check PTO closet for needed supplies, buy things still needed.

Supplies you will need:

Auction Tables- ~6 plastic table clothes for auction tables, posters to post raffle and silent auction winners, tape to put up posters, marker to write winter names on posters, 30-40 pens to write on bidding sheets

Cash Table: 2 cash boxes, tickets for food, pen and paper, calculator, Price sheet for easy reference (i.e., Pizza $2, Water $1, Cookie $1) Pizza Bingo 1 week Chairperson before event Raffle Ticket Table: Several pens, jar for raffle tickets, raffle tickets to sell, price signs for tickets (i.e., $1 = 1 ticket, $5 = 6 tickets, $10 = 12 tickets, $20 = 28 Tickets)

Food Tables- 3 table cloths, vinyl gloves for food servers to wear, 3 containers to collect food tickets, napkins, plates (incase the pizza vendor does not provide)

Bingo Table- bingo cards, bingo roller and balls, large dry erase board to write called bingo numbers on (isle, if not free standing) or projector screen, microphone with speaker (need to request from school), non-food item prizes for bingo winners

Silent Auction Check-Out Table- Pens, cash box, poster boards to reference winners for Silent Auction, list of silent auction items to mark as “paid”

Pre-count tickets for pizza slices, cookies, and water bottles purchased. (For example, if 8 pizza are ordered and have 8 slices per pizza, pre-count 56 tickets) This is important if you start running low in tickets. Should there be only 8 tickets remaining, you will need to call the pizza vendor to order more pizza’s.

Email the remaining pre-order parents via BCC that you received their order form. Request they pick up their “Will Call” tickets at the cash table the night of the event.

Wrap and finalize all silent auction prizes, finalize all raffle prizes. Finalize all promotional flyers and bid sheets. Silent Auction 1 week Chairperson before event 3 Willow Grove Event Form: Pizza Bingo Silent Auction

Email reminder to parents, teachers, and other volunteers about the event. Remind food servers to have their hair pulled back, to put away cell phones, and that they Volunteer 1 week will be wearing vinyl gloves. Chairperson before event

Drop off pre-ordered tickets to school. Make sure tickets are organized by teacher name and AM or PM class. (Drop off day before event.)

Set up auction table, food table, cash table, pizza bingo tables. Make sure microphone is working. Confirm Treasurer has cash for cash boxes. Custodians will likely have lunch tables set up before you arrive. All Two hours before Event/ begin set Put tablecloths on the tables, set up table signs, get auction items displayed, set out up water bottles/napkins/cookies/pizza, set out pencils for auction. Put up signs advertising raffle tickets and other posters made for event. Set up bingo and bingo prizes out. Talk to volunteers from Stevenson and parents regarding their responsibilities. Clean Up after Event Please see notes below for how the event runs in “Pizza Bingo Chairperson Notes.”

Contact all winners (who were not present) to pick up their prizes. Email PTO Presidents and Principal winners of Teacher Auction and Silent Auction via Excel Spreadsheet. All 1 week after event

Submit expenses, thank volunteers (via email or handwritten notes), write event recap notes and submit to PTO presidents.

III. EQUIPMENT AND DONATIONS REQUIRED

Equipment Description Qty Comments/Donated By 1. Cashboxes 3 1) Walk in Cash Table = $150 as follows - $50 in ones, $50 in fives, $50 in tens 2) Silent Auction Check Out Table = $150 as follows - $50 in ones, $50 in fives, $50 in tens 3) Bingo Calling Raffle = $50 in all ones. 2. Tables 13+ Contact school secretary with layout (see attached diagram) 3. Bingo game & Cards 1 PTO Closet 4. Microphone 1 Contact Custodian 5. Bingo prizes 200 Donated by book fair / spirit wear / auction –avoid food items 5. Multiple signs for (Bingo Caller 4-8 Made by Pizza Bingo and Silent Auction Chairperson Raffle, Raffle Prizes, Silent Auction Winners)

IV. VOLUNTEERS

Optimum # of Volunteers: 15-20

⋅ Please see notes in “Volunteer Chairperson” section.

4 Willow Grove Event Form: Pizza Bingo Silent Auction

V. AND VI. INCOME AND EXPENSE

Budget Revenue 3,000.00 Expenses 900.00 Net Profit (Loss) 2,100.00

Actual Income Actual Expense Actual Profit Preorder Sales 324.00 Pizza 415.00 Income 4,585.00 Walk In Food/Raffle 898.00 Raffle Prizes 125.00 Expenses 633.97 Bingo Caller Raffle 20.00 Dessert 93.97 Teacher Auction 549.00 Merch Auction 1,728.00 Total Income 3,519.00 Total Expense 633.97 Total Profit $3,951.03

VII. EVENT RECAP/NOTES FOR CHAIRS

Please see attached notes for specific Chairperson suggestions.

5 Willow Grove Event Form: Pizza Bingo Silent Auction Silent Auction Chair Notes

Soliciting Donations:

⋅ Sample Donation Request Letter

Willow Grove Parent Teacher Organization, 777 Checker Drive, Buffalo Grove, Illinois

January 4, 2015 Salon 6 123 Townline Road Vernon Hills, Illinois 6006`

Dear Salon 6:

The Willow Grove Parent Teacher Organization is hosting a Silent Auction Fundraiser for our school on Wednesday, March 18, 2015. The purpose of this fundraiser is to raise money for our school to provide educational resources for our children. We are a tax- exempt organization.

We would be honored if you would consider donating. Your donation would be part of the Silent Auction and/or Raffle. In exchange for your donation, we would be happy to display your business cards for parents to take.

Kindly contact me at (847) PHONE or EMAIL with questions. Please know your donation will be greatly appreciated.

Thank you in advance for your time.

Fondly,

NAME Pizza Bingo Silent Auction Chair

⋅ An excel document will be provided to you from past years of donators. Make sure you have this document. Mail out letters to everyone listed and to new contacts. Provide a phone call or personal visit to follow-up on the donation request. ⋅ Contact the Buffalo Grove Police department and Lake County Sheriff for two sheriff car rides. ⋅ Contact the Buffalo Grove Fire department for a fire truck ride. Contact Countryside Fire Department for a “Fire Fighter for a Day” certificate. These are very big auction items!

6 Willow Grove Event Form: Pizza Bingo Silent Auction

⋅ Sample Teacher Donation Request on Teachers Lounge Door.

Once Donations Received:

⋅ Send thank you notes to donators. This will act as their donators tax exempt receipt. ⋅ Write CM staff/teachers personal handwritten notes thanking them for donating their time and supporting the PTO. ⋅ Organize donated items into themes to make marketable to parents ⋅ Wrap Silent Auction prizes in appealing baskets with ribbon, plastic wrap, etc. It is suggested you go to The Dollar Tree to purchase baskets, containers, etc. for minimal cost. ⋅ Create Flyer to advertise each auction item with corresponding bid sheet. Be sure to state restrictions and expiration dates clearly.

⋅ Create posters to post Silent Auction and Raffle Prize Winners the night of the event

Sample Silent Auction Winner Board Layout: Item Name Winning Bid 1. Comedy Night SAMPLE NAME $125 2. Spa Day SAMPLE NAME $55 3. Fire Truck Ride SAMPLE NAME $250 7 Willow Grove Event Form: Pizza Bingo Silent Auction

Sample Raffle Winner Board Layout: Item Name 1. $25 Target Gift Card SAMPLE NAME 2. Doggie Toy Basket SAMPLE NAME 3. Kid Snips Free Hair Cut SAMPLE NAME

⋅ Create legal receipts for each Silent Auction Item

Night of the Event:

⋅ An Organized Check-Out is as follows: 1. Flip tablecloth and pull bid sheets at the appropriate time to prevent parents from adding more bids after the allotted time. This is usually 20 minutes before the event is over. 2. Alphabetize Silent Auction Bid Sheets by last name of winner. This will help with ease because one family often will have won several Silent Auction items. 3. Write names of winners on poster board with price (this will allow parents to begin writing checks for the amount they owe prior to getting to the check out table). 4. As parents approach the table, ask parents for their last name and verify the prizes they won. Verify the total price due. 5. Provide pre-printed legal receipt(s) in exchange for check. Legal receipt should match the silent auction number in top right corner to increase ease of finding matching receipt. Ask parent to fill out receipts (one copy for PTO and one for parent). 6. Give bidding sheet to the volunteer who is handing out the actual prizes. 7. Volunteer will then hand prize to winner.

• Email winners the next day if they were not present to collect their Silent Auction Prizes. Put items in school office, or offer to drop off at their homes. Sample Email below.

“Dear (NAME):

Thank you for attending the Willow Grove Pizza Bingo Silent Auction on (DATE). I am notifying you that you won a prize at the event. The prize you won is the (FILL IN THE BLANK) with your winning bid of (AMOUNT).

Please let me know a time to meet at the school office to pick up your prize and receive your payment. The prize needs to be picked up within one week, otherwise will be passed to the next highest bidder.

Thank you again for your donation. I look forward to talking with you soon.

Fondly,

(NAME) (PHONE NUMBER) Pizza Bingo Silent Auction Chairperson

⋅ Email list of winners, price sold, and contact information to PTO Presidents and Treasurer by Friday. Excel format preferred. Please be sure to include the Teacher Auction Winners. This is extremely important in reconciling our finances for the event and notifying teachers of their student winners.

8 Willow Grove Event Form: Pizza Bingo Silent Auction

⋅ Please provide a list of items that did not sell to the PTO presidents. These items will be used for the Teacher Appreciation Week Raffle in May.

Pizza Bingo Chair Notes

Pre-Order and Advertising:

⋅ Create pre-order form and advertizing flyer. Email PTO Presidents the pre-order form and advertising flyer in both .pdf and .doc formats. Templates are available –please contact PTO president for past saved templates. ⋅ Clearly indicate the deadline for orders on pre-order form. Choose a deadline 7 days prior to the actual event to allow time for those extra orders that trickle in after the deadline. ⋅ Create large signs to put up in school and on front door to advertise the event. Clearly write the date and time. It is recommended you laminate the outdoor sign to protect it from the weather elements. ⋅ One week before the event, send in labels for the students. Please give them to the school secretary who will distribute them for you. ⋅ %PIZZA.%%% %BINGO.% %%AUCTION.% Bring!your!checkbook!to!support!a!great!cause!! You’re%invited%to%a%fun5ﬁlled%evening%of%pizza,%% bingo,%silent%aucVon,%teacher%aucVon,%and%raﬄe!% Save%the%Date5%Thursday,%February%4,%2016% 6:00%–%7:30%PM% % & QUESTIONS&OR&SILENT&AUCTION&DONATIONS:&&&%% [email protected]&or&(847)&566Y2075&

!& To&PRE5ORDER,&detach&this&por;on&and&return&to&school&with& &payment&in&an&envelope&marked&“PIZZA&BINGO”&no%later%than%January%29,%2016!&Please& make&checks&payable&to&“Willow&Grove&PTO.”&PreYorders&are¬&required&to&adend&the&event.& ! Full%Name:% % Teacher:% Phone:% Email:%%

Total&#&Of&Meals& (includes&pizza,&water,&cookie,&2&raﬄe&;ckets)& x&$6.00& #&Of&Extra&Pizza&Slices& x&$2.00& #&Of&Extra&Waters& x&$1.00& #&Of&Extra&Cookies& x&$1.00& TOTAL%PAYMENT%INCLUDED! $&

9 Willow Grove Event Form: Pizza Bingo Silent Auction

Pre-Order Sales:

⋅ Pick up pre-orders and create excel documents as pre-orders arrive. Organize by last name. ⋅ Be sure to include amount of pizza, water bottles, cookies ordered for quantities in your excel document. This will assist with ordering food quantities and making “will call” envelopes.

(Excel sample layout) Name Pizza Water Cookie Raffle Slice Tickets Last, First 3 3 3 Last, First 1 1 Last, First 1 1 Last, First 3 2 Totals 4 1 6 7

⋅ It is strongly suggested you bring the original pre-order forms to the event. Parents occasional think they ordered something different than what the “Will Call” tickets state. If you show them the original order form, this can alleviate some issues. Organize by last name. ⋅ Email parents of pre-orders and let them know you received their order. Send tickets home with students the day of or day before the event.

Food Information:

⋅ Once the preorder deadline has passed, call the pizza vendor and give final order. Ask him to bring plates and napkins. Request the driver leave the hot bags with us so that we can keep the pizza warm. You will need to call after the event so the driver can come back and pick them up, or set up a pre- designated time to return to pick up the bags. ⋅ Purchase water bottles, as needed. Try to request water bottle donations from parents, Jewel, Walmart, Target, etc as we often get enough water bottles from donations. ⋅ Past vendors Papa Johns: 847.955-7272 at 384 W. Half Day Road, Buffalo Grove, IL

Preparation for Day of Event:

⋅ Make posters to label water, pizza, cookie, check-in table, raffle table, and bingo table. ⋅ Prizes for Pizza Bingo should NOT be food items. Please order inexpensive prizes from Oriental Trading Company. Allow 4-6 weeks for delivery. ⋅ Two weeks prior to the event, send a cash request to the Treasurer for cashboxes. You will need three cashboxes (Check-in Table/Sales and Silent Auction Check Out). Also, mention that you will need a check for the pizza when they deliver that night. . ⋅ Two weeks before the event, email the Pizza Bingo Room Layout to the school secretary to pass along to the custodian If you provide this layout, the custodians will set up the tables for us. ⋅ It is strongly recommended to pre-count tickets for pizza slices, cookies, and water bottles purchased. For example, if 8 pizzas are ordered and there are 8 slices per pizza, pre-count 56 tickets. The reason we suggest this is because when you run low on tickets, you know you will need to request more pizza’s, cookies, or water bottles. 10 Willow Grove Event Form: Pizza Bingo Silent Auction

Volunteer Chair Notes

General Information:

❏ 2 Pizza Distributors/Ticket Collectors ❏ 2 Water Distributors/Ticket Collectors ❏ 2 Cookie Distributors/Ticket Collectors ❏ 2 people supervising Silent Auction Table and answer questions ❏ 2 Raffle Ticket Sales/Bingo Caller Ticket Sales ❏ 1 Volunteer Supervising Teacher Silent Auction Table (if separate table) ❏ PTO Board to oversee Check-In/Cash Table

⋅ Create nametags for all volunteers to wear (we usually use Avery 2”x4” labels with pre-printed names on them to peel off and stick on shirts). This is important so parents and students know whom they can approach with questions or for help.

Tip: Use www.avery.com/print for easy to use templates.

Willow Grove PTO Volunteer (Type Parent Name Here)

⋅ Create sign-in sheet for ALL volunteers to “check-in,” including Stevenson High School Students. This is important when writing “thank you” notes/emails and confirming if a SHS student was present.

Teacher Volunteers:

⋅ Put up “Bingo Caller” Sign-up Sheet on the Teacher Lounge Door four weeks before event. Specify two callers per 30 minute slot. This is not limited to teachers, so encourage all Country Meadows Staff to Sign Up.

For example: Time Bingo Caller Bingo Caller 5:30 PM 6:00 PM 6:30 PM 7:00 PM

⋅ If we need more volunteers to help serve food, post a sign-up on the Teachers Lounge Door to request more Country Meadow Staff Support. ⋅ Monday before the event, collect the Country Meadows Staff “Bingo Caller” sign-up sheet. If more volunteers are needed, speak with the PTO Presidents and Mrs. Sheridan (Principal). ⋅ Write personal handwritten ‘Thank You’ notes to teachers/staff who volunteered with Pizza Bingo.

11 Willow Grove Event Form: Pizza Bingo Silent Auction

Stevenson High School Volunteers: ⋅ As soon as possible, post volunteer opportunity on Stevenson High School Volunteer website (Ugive). ⋅ Create a “Sign In Sheet” to verify students arrived and volunteered for day of event.

An example: Student Name Signature Last Name, First Name Last Name, First Name

⋅ Good volunteer opportunities for SHS students include passing out pizza/cookies/water bottles, hand out bingo cards, roll bingo roller, assist carrying out prizes for winners, raffle ticket promoters. ⋅ After the event, you are required to go to UGive and state which students arrived for the event, and which did not. This is very important to Stevenson High School for volunteer hours. ⋅ At the end of the event, it is the Volunteer Chairpersons responsibility to make sure all Stevenson High School students have been picked up by parents and are not left in the building.

Parent Volunteers: ⋅ Create www.SignUpGenius.com for Parent Volunteers to sign-up online as soon as possible. Forward link to PTO Presidents to include in blog, Facebook, etc. The benefit of SignUpGenius is that they send a reminder email to volunteers several days before the event. It is also a vibrant and colorful venue. ⋅ Email all volunteers thanking them for donating their time and to arrive 20 minutes before the event for orientation. Also, gently remind them if they are handling food, they must wear hats or have hair pulled back, are not allowed to use their cell phones, and must wear vinyl gloves.

After the Event: ⋅ After the event, you are required to go to UGive and state which students arrived for the event, and which did not. This is very important to Stevenson High School for volunteer hours. ⋅ Write personal handwritten ‘Thank You’ notes to teachers/staff who volunteered with Fall Festival ⋅ Send a ‘Thank You’ email to parent volunteers and encourage them to consider volunteering again.

Day of Event

⋅ Arrive 90 minutes before the event starts. ⋅ Confirm cafeteria layout matches one of paper provided. Make changes as needed. ⋅ Put tablecloths on food and silent auction tables. ⋅ Set-up Silent Auction Tables. Tape down bidding sheets so they do not fall off the table. ⋅ Put water bottles, cookies, and pizza on appropriate tables (once tablecloths are on the tables). ⋅ Put up signs/posters to label tables. ⋅ Put up Raffle Prize Posters in easily viewable area for parents and kids to view during the night. ⋅ Provide volunteers with nametags, ask them to “sign in,” and assign to roles. Explain their responsibilities. Provide vinyl gloves and review hair for volunteers serving food items. ⋅ Begin bingo and food service immediately when the event begins. Encourage families to purchase raffle 12 Willow Grove Event Form: Pizza Bingo Silent Auction tickets throughout event. Encourage students to enter raffle to be “Bingo Caller” for 10 minutes intervals. ⋅ For bingo prizes, use prizes from Oriental Trading Company. Stay away from candy due to food allergies and choking hazards. Every child is a winner, so no need to “double check” anyone’s bingo card. The point is to have fun. ⋅ During the raffle drawings, hand out prizes at the time a student/parent wins. If a student/parent is not present, simply write down their name and contact information to contact at a later time in addition to writing it on the poster. ⋅ During the evening, it is important to make announcements about the following: buy raffle tickets, silent auction items, who past winners were, etc. Truly HYPE the Silent Auction. Encourage fun rivalry. ⋅ 20 minutes before the event ends, flip the Silent Auction tablecloths over. This will cover the bid sheets to prevent further bidding. Immediately pull the bid sheets. Take a few minutes to write the silent auction winners and prices (so they know what to pay) on a poster board. Put poster board on the wall for everyone to see. ⋅ Set up Silent Auction Check Out Table ⋅ Initiate “Check Out Process” –please see Silent Auction Chair Information for details ⋅ At the end of the event assist with clean up, wipe down lunch tables, put supplies neatly back into the PTO closet, and tip the appropriate people (pizza delivery guy, custodians). ⋅ Give ALL cash and checks from event to the treasurer or president that evening. NO money should go home with committee chairs. ⋅ Put unused supplies neatly back in the PTO closet when you’re done. ⋅ Put any uneaten food in the teachers lounge for the custodians and teachers to eat. ⋅ Tell the custodians you are done and ask them to lock the doors.

Sample Gym Layout:

13 Willow Grove Event Form: Pizza Bingo Silent Auction

Projector%Screen% Mic

Bingo%Caller%Table% Prize%Table% Water%Table% Auc4on%Table% Decorated%Silent%

Kids sit for Bingo Auc4on%Table% Decorated%Silent%

Food%table%and%chairs% Food%table%and%chairs% Pizza%Table%

Food%table%and%chairs% Food%table%and%chairs% Auc4on%Table% Decorated%Silent%

Food%table%and%chairs% Food%table%and%chairs% Pizza%Table% Auc4on%Table%

Decorated%Silent% Food%table%and%chairs% Food%table%and%chairs%

Auc4on%Table% Order%Table% Decorated%Silent%

Willow&Grove&Gym&

General PTO Guidelines

Food Service Guidelines

If parent volunteers are serving food, the school requires that all volunteers wear: § Hairnets or baseball caps § Gloves § Long hair is pulled back form the face and secured in a ponytail.

These requirements apply even when food being distributed is wrapped in individual portions.

Cell phones use is permitted ONLY in the building designated areas. Gloves must be replaced after cell phone use.

Any volunteer unwilling to comply fully with these requirements will not be permitted to distribute food and may be requested by the PTO chairperson and/or the building administrator to leave the school campus promptly.

It is VERY important to follow these guidelines as you never know when the Lake County Health Department may show up for an inspection. 14 Willow Grove Event Form: Pizza Bingo Silent Auction

Food Allergy Awareness

We have children with life-threatening food allergies. Kildeer School District 96 continues to see an increase in students with life-threatening food allergies. Policy was adopted December 2010 for a Food Allergy Management Program along with guidelines. Become aware of the D96 guidelines prior to event planning. We require you to use non-food items for prizes.

AVOIDANCE IS THE KEY TO PREVENTING A REACTION!

PTO’s can help prevent food-allergic reactions by educating their membership. Be aware of special precautions at Country Meadows and communicate concerns to the Principal. Volunteers should ALWAYS check with the school nurse or principal if a food-allergic student asks if a food is safe.

If you would like to be considerate of these children when planning your event, please refer to the following link to identify District 96 pre-approved snacks (which includes dessert-like items).

http://www.kcsd96.org/shared-content-temp-default/documents/D96safesnacklistREV012114.pdf

Directory Information Use

The District 96 Telephone Directory and parent contact information is published only for the convenience of parents, staff, and students in District 96. No District 96 employee, PTO member or representative, or parent is permitted to distribute a copy or copies of the directory and volunteer lists to outside interests, including business or charitable organizations. The Directory and information contained therein is not used for solicitation or for commercial use for any purpose.

Email addresses may not be used for list or individual “cold call” solicitations.

Financial Reimbursement

Please review the attached “Financial Procedure” form for information on how to request reimbursement for event expenses. Any budget expectations must be approved by the PTO board BEFORE the expense is incurred in order to receive reimbursement.

Event Communications

Please feel free to contact the PTO Secretary to publicize your event in the PTO Newsletter, PTO Webpage, School Sign, Facebook, and/or Principal Message. Be sure to notify the PTO Secretary 1-2 weeks prior to you wanting it published with a specific start date. This will allow time for the secretary to include it in the next PTO newsletter.

PTO Closet

The PTO closet is space donated by the school to store our supplies. Each committee is welcome to use the supplies in that closet.

Please be considerate and put all supplies away neatly into their appropriate plastic bins. Please also make sure the room looks tidy with lights turned off prior to locking the door. If there are any concerns 15 Willow Grove Event Form: Pizza Bingo Silent Auction regarding the PTO Closet, please notify one of the co-presidents.