To assist volunteers in planning events for the Capitol Hill community, the PTO has created some guidelines and process descriptions to help ensure a successful event. Having PTO co-sponsorship allows your event to be covered under the PTO’s general liability insurance. (Capitol Hill’s insurance does not cover outside groups hosting meetings or events.) Because the PTO is responsible, we will ask for information about your event (supervision, activities, etc.) to determine whether it is something we can co-sponsor. Please plan to provide a detailed description of your event.
All PTO events must meet the following guidelines.
Building Permit — All events must have received a building permit at least two weeks prior to the event.
PTO Endorsement — A PTO event request must be filled and approved by the PTO. Please submit the event request two months before the event date. In an emergency, requests can be considered between meeting by filling out the request and sending an email to firstname.lastname@example.org.
Communication — The event needs to be communicated to accomodate all of the participants. Multiple means of communication are encouraged. A communications plan should be submitted to the PTO so it can assist.
Volunteers — Volunteer needs should be sent to the Volunteer Coordinator at least one month in advance. Each event must have at least two adults that are able to coordinate during the event. Reliance on a single individual for the event will leave it vulnerable to sickness or accidents. Junior High student volunteers do not need to be accompanied by adult chaperones if they are registered and identied with name tags. A communication system during the event should be agreed upon. For events spanning multiple areas, using the school's walkie-talkies is a convenient solution.
Chaperones — Students must be accompanied by adult chaperones, with at least one chaperone for every four children. This is true for Junior High students as well, with the exception of volunteers.
Set Up/Clean Up — The event team is responsible for setting up and cleaning up. All chairs and tables will need to be returned to the racks after the event. The custodians will take out any trash placed in trash receptacles.
Facilities — Events using school facilities must comply with the the district's guidelines. Events hosted outside of school facilities will be expected to understand and comply with those guidelines.
This procedure should be followed to receive a building permit for the Rondo building. It can include space as well as resources, like tables and chairs.
There are multiple ways of communicating with parents and teachers and no method is perfect. Using multiple methods is therefore encouraged, especially because most are free.
Facebook can be an additional method of communicating and organizing parents. It can be used to share information, discuss topics or to publicize and event. Sharing information can be done by writing on the wall. A discussion tab on the page exists for discussions. If you are not one of the page's administrators, you can regiser an event by the following procedure: