PTA Event Planning & Vendor Guidelines

 

  Planning PTA-funded events on campus

 

Please Note

  • The school/principal has governance over the classrooms.

  • The SMFCSD has governance over the LGI. 

  • Events in the LGI require a Civic Permit through SMFCSD. Submit request at least 5 weeks prior.

  • Most events must wrap by 9:00 PM (ideally 8:30 PM) to allow the night custodian to finish by 9:00 PM.

  • Evening and weekend events may require additional custodial or staff support at PTA or host expense. These events must be approved by the principal before a permit request is submitted.

Requirements

 

1.   Notify the Principal and VP of Community Development to check that there are no date conflicts, get approval from the PTA Board, and confirm the budget for the event.

 

Send to: Principal and events@parksidepta.com

Deadline: At least 5 weeks before event

a.  Event name

b.  Event date

c.  Event time

d.  Room/s or location

e.  Expected number of students participating

 

2.   Get a Civic Permit from SMFCSD.

a.  How to file for an SMFCSD Civic Permit - You can do this step yourself or ask events@parksidepta.com to do it on your behalf.

Deadline: At least 5 weeks before event

b.  Inform Ms. Gladys Fonua that you have submitted a request.

 

3.   Optional: Submit a Communication Request to publicize your event to the community at large.

 

 

  Planning PTA-funded events off campus

 

Requirements

 

1.   Notify the Principal and VP of Community Development to ensure there are no date conflicts, get approval from the PTA Board, and confirm the budget for the event.

 

Send to: Principal and events@parksidepta.com

Deadline: At least 5 weeks before event

a.  Event name

b.  Event date

c.  Event time

d.  Location

e.  Expected number of students participating

 

2.   Optional: Submit a Communication Request to publicize your event to the community at large.

 

 

  hiring vendors

 

1.   Get vendor approval from the Principal and PTA Board.

 

Send to: Principal and events@parksidepta.com
Deadline: At least 5 weeks before event

a.  Vendor type and setup (e.g., food truck, table/booth)

b.  Certificate of Insurance and Worker’s Compensation (as applicable)

c.  Point-of-contact and arrival/departure instructions

d.  Load-in/load-out time and process

e.  Location for setup, setup needs, estimated attendance

f.   Power requirements (if applicable)

g.  Event start and end time, and purpose

h.  Hold Harmless Agreement (PTA version) signed 

 

2.   If the vendor requires a contract, the contract must get the following from events@parksidepta.com:

a.  PTA Board approval. The Board meets once a month. See schedule.

b.  PTA Association approval. The 300+ member association meets once a month. See schedule.

c.  Once the Board and Association approve the contract, it must be signed by the PTA president and a second PTA board member. 

 

 

  vendor payments

 

1.   Confirm the expense is pre-approved and in the PTA budget.

 

2.   Get a direct payment check from the PTA to the vendor.

 

Send to: treasurer@parksidepta.com 

Deadline: At least 5 weeks before event

a.  Check request date

b.  Vendor invoice

c.  Vendor W9

d.  Vendor proof of worker’s compensation (if applicable)

  

Issuing checks directly from the PTA to the vendor is preferred. However, if the vendor does not accept checks or if there is not enough time to issue a PTA check, a personal payment can be made. In this case, the individual can submit the payment for reimbursement, as long as the expenditure is covered by an already approved budget and funds have been released for that specific line item.