Event Planning

Planning an Event?

Committee chairs: these guidelines will provide the basics for planning your events.

1. Reserving space. As soon as you have a date for your event, complete Building/School Property Use forms, and submit them to Shirley Eason, school secretary. Forms are in the school office or go online to www.fcps.edu and click on the Forms link:

Community Use of School Facilities and Grounds (ADM 20) – use this form to reserve space or request equipment/custodian for ANYTHING & EVERYTHING we do in the building or grounds (during school, after school, evenings or weekends) whether it’s a PTA event, a meeting, or a table in the lobby.

Application for PTA-Managed Classes (Attachment to FCPS Regulation 8424.5) – use this form for all fee based after school programs (e.g., After School Hoops, Drama Club, FLEX, Explosive Performance, et al.). All programs must comply with Regulation 8424.5, including background checks (see Regulation 4119 for more information.) For approval by FCPS Community Use, you must submit your registration/promotional flyer with this form. (An electronic version of FCPS Regulations 8424.5 & 4119 can be found at www.fhespta.org, under “PTA” on the left side of the home page.)

2. Getting the word out. There are several ways to get the word out about your event.

Email an event description to Jane Miscavage (janemiscavage@hotmail.com) to promote information about your event on the PTA website and in the weekly Tuesday Folder email update.
Bring 20 copies of your flyer/registration form to Sheri Mirilovich in the school office for those families who have requested “paper only” and for the PTA credenza.
If you would like your event posted on the school sign (the brick sign outside the front door of Flint Hill), contact Bea Wolman at bkwolman@cox.net.
Morning Announcements – This is a daily student news program. Email detailed instructions & announcement to Cee.Stephens@fcps.edu.
Showcases (lobby, gym hall, outside cafeteria) – Contact Mrs. Nenninger, the school librarian, to request and reserve space at anne.nenninger@fcps.edu.

3. Recruiting Volunteers. Need volunteers beyond your committee members? There are several ways to recruit parents:

Email a description of your volunteer need to Jane Miscavage (janemiscavage@hotmail.com) for posting in an upcoming Tuesday Folder.
Send an email to members of the volunteer pool.
Send a request to Anne-Stuart Kirkhorn (kirkhorn@cox.net), with the description of your volunteer need, and she can send it through the room-parent network.
Ask committee members to recruit other parents.

4. Printing Materials

Copy Machine Etiquette – The PTA can use the copy machine by the computer lab (our code does not work on the front office copier); always yield to teachers & staff; use the PTA code (72444) for PTA printing only. White paper is available, but you will need to bring your own colored paper.
For large print jobs and with prior PTA Officer approval, you can have printing done at either Kwik Kopy Printing in McLean at 703-893-0720 (Jeff DiMeglio gives us a 20% discount & will pick up & deliver to the school) or C&E Printing in Vienna at 703-938-1671.