How to Prepare for a Parent Institute

The information below can be used as a tool to help you plan a parent, school, and community involvement event.

COMMITTEE DESCRIPTIONS

Coordinator
· Collaborates with committees to decide on location of event
· Contacts the principal of the school to get approval, asks for staff support for the planning and day of event
· Discusses expectations and logistics of event with the school principal and staff
· Follows up with a memo to school principal
· Coordinates efforts to assign volunteers to each committee (one chair for each committee)
· Follow -up with each committee chair to make sure they are on schedule and is available and on site on the day of the institute
· Provides the welcome and closing
· Coordinates communications between committees if needed
· Sends a thank you letter to the school principal and staff, presenters, donors, committee members, etc.
· Contacts departments and/or organizations to set up booths that would compliment the Parent Institute (could have Exhibits Committee)
· Prepares and mails reminder letters to departments/organizations that would like to set up booths

Workshop
· Prepares workshop schedule
· Contacts potential presenters and keynote speakers
· Gathers checklists (presenter/keynote speaker names, title of workshop, grade category, AV needs, room set up needs and available times)
· Meets with coordinators to decide what classrooms will be used
· Assigns workshops to time slots and room numbers
· Contacts people to serve as facilitators
· Prepares nametags for presenters and keynote speakers
· Prepares and mails reminder letters to presenters, keynote speakers and facilitators
· Prepares and mails thank you notes to presenters, keynote speakers and facilitators
· Gathers tokens of appreciation for presenters, keynote speakers and facilitators
· Develops signage for the workshops (and directional signage) and puts them on the correct classroom before the start of each workshop
· Prepares workshop descriptions for packet
· Prepares classrooms according to the presenters needs
· Prepares evaluation tool for each workshop (give to facilitators to pass out at the end of each workshop)
· Greets and escorts presenters, keynote speakers and facilitators to their rooms
· Cleans and organizes rooms back to their original setup

Hospitality
· Contacts vendors to supply food and drinks  (cafeteria at schools are good resource for providing refreshments)
· Develops a menu of what will be offered
· Gathers all utensils, paper products and other supplies that will be needed
· Prepares and mails letter to chosen vendor to remind them of the agreement
· Gathers door prizes
· Finds, sets up and takes down the decorations for the event
· Brings food to the children
· Prepares (or coordinates) the food/drinks throughout the conference
· Cleans up after breakfast and breaks

Registration
· Coordinates incoming registrations
· Prepares participant list and nametags
· Prepares participant folders
· Gathers all supplies needed for registration (pens, blank name tags, money box, tablecloths etc&)
· Communicates with other committees on the number of participants on a regular basis
· Develops registration plan for registered participants and on-site registration
· Prepares registration table the day of the institute
· Makes a sign-in sheet for people who register on site

Translation
· Prepares equipment needed for translations
· Hires interpreters
· Translates all flyers, posters and materials into Spanish and other languages as needed
· Is available on site and specifically at registration for translation
· Make sure translation is available for childcare

Transportation
· Communicates with LRSD or Laidlaw transportation on pickup schedule and locations for participants