The executive board of the PTO chooses fundraisers and events for the school year, and recruits a chair for each event. Generally, the chair is not a member of the executive board. She is responsible for only one event or function. The chair's role is similar to a project manager in a business setting.
An event chair plans and leads an entire event from start to finish. For example, at Central Elementary School in Riverside, Illinois, the Roller Skating Party chair chooses the location, makes the deposit and final payments, creates the event flier, attends the party and updates the file for the next chair. Throughout the entire process, the chair reports her progress to the PTO's executive board.
Most PTO chairs lead one specific event, but others have ongoing duties. Specific events may include a fundraiser, teacher appreciation event, talent show or science fair. Chairs with ongoing duties may include the philanthropy chair, hospitality chair, or publicity chair. Larger elementary schools may have a chair for each grade who serves as a link between room parents and the PTO throughout the school year.
According to the Chatham, Massachusetts, Parent Teacher Organization, the time commitment for an event chair is 20 to 30 hours per event. Chairs spend most of these hours planning the event. After the event, chairs spend additional time preparing a report for the executive board. Chairs with ongoing duties make a similar commitment in smaller blocks of time throughout the year. PTO chair is a volunteer position, so the people who fill each position must have enough time to complete the tasks outside of regular work schedules and other commitments.
Parents become members of a school's PTO by having a child enrolled at the school. PTO chairs must be organized, excellent communicators and good collaborators. They must be able to follow a budget, recruit volunteers and delegate responsibilities.
PTO Today recommends that each chair receive a folder of information from the person who chaired the event or committee the previous year. The folder "can include committee-specific items like a volunteers list and budget, as well as general items like expense forms and the PTO officers' contact information," suggest the organization, which provides support to PTOs through a website and magazine. PTO Today also recommends an orientation for all chairs at the beginning of the school year. At the orientation, share information, welcome new people and open lines of communication.