Fundraising

Our fundraising includes Poe Partners, Spirit Nights, Carnival, Auction, Book Fair, Read-A-Thon, and Socials. If any of these sound appealing to you, please read on for the full descriptions of each role.

Descriptions provided describe the responsibilities of each chairman, but please note that we have numerous volunteer opportunities available under each chair position and we encourage you to mark all of your interests, whether you are interested in chairing a position or not.

Poe Partners Chair

Responsible for working with the Board to determine corporate donor levels and associated benefits. Develops and manages relationships with prospective corporate donors. Ensures all donor benefits are completed. Coordinates with various corporations that have defined, existing community programs such as Amazon and Kroger to ensure Poe families are aware and leveraging those shopping/purchasing programs. Works with Spirit Nights Chair regarding any local businesses to set up shopping and dining events. (12 months from July 1st to June 30th, maximum of 2-5 hours per month)

Auction Chair

Plans, supervises and leads the execution of all aspects of Poe Auction, including underwriting, live and silent auction donations, catering, class baskets, class art, socials, ticket and t-shirt sales, and publicity. This is the largest fundraiser event for PTO hosting over 200 at an off-campus venue while working with over 20 volunteers. Coordinates all public relations materials for the Auction including Monday folders, E-blasts, Poe in the Know newsletter, BOCA newsletter, social media, and PTO meetings. Manages all expenses and budget for the event. Communication and organization skills are a must for this committee.  Event occurs in the late 1st quarter of the year. (8 months starting in July but average 5-10 hours per week from November to Auction)

Silent Auction Items Chair

Responsible for procuring donated items for the auction as well as setting up the displays for the event. Reach out to new and prior donors to request donations. Keep records of donated items. Group items or add items to donations to increase value. Set up Silent Auction tables for event. 

Class Basket Chair

Responsible for determining themes for class baskets and assigning to each grade. Coordinates with homeroom parents for each grade to solicit donations from parents for class baskets. Puts class baskets together prior to auction and determines fair market value. (2 months from January to February, 3-5 hours per week)

Class Art Items Chair

Responsible for determining class art for each grade and working with teachers to arrange a time for each class to complete art. (4 months from November to February, 3-5 hours per week)

Underwriting Chair 

Plans and coordinates the fundraising aspects of Poe Auction. Develops incentives / benefits for underwriters, researches new underwriting contacts, secures underwriters and assists in obtaining auction item donations if needed. (6 months starting in September but average 5 hours per week from November to Auction)

Book Fair Chair

Plans and executes the annual weeklong book fair in November which provides an opportunity for students, parents, and teachers to shop for new books as well as raising money for the students and teachers. Coordinate with book fair vendor, Scholastic Books, to schedule the event. Recruits and manages event volunteers. Plans and executes activities including bookmark design competition, family night events, grandparent’s breakfast, marketing, and communications. Manages all expenses and budget for the event. (4 months from September to November, 2-3 hours per week but the week of the event expect 4-10 hours per day)

Carnival Chair

Plans, supervises and leads the execution of all aspects of Poe Carnival, including underwriting, donations, order food, class booths, games, prizes, ticket and t-shirt sales, and publicity. Occurs in October and is a large PTO fundraiser. Leads a large team of volunteers including chairmen for booths, bazaar, volunteers, and desert room and drink donations. Coordinates all public relations materials for the Carnival including Monday folders, E-blasts, Poe in the Know newsletter, BOCA newsletter, social media, and PTO meetings. Manages all expenses and budget for the event. Communication and organization skills are a must for this committee. (5 months starting in July, average 5-10 hours per week from July to Carnival)

Bazaar Chair

 Plans and coordinates the vendor bazaar which includes soliciting previous and prospective vendors to sell merchandise at the bazaar. Assigns tables to each vendor. Communicates Carnival logistics to each vendor. (3 months from August to October, 2-5 hours per week)

Booth Chair

Responsible for assigning booths to classes and manages the volunteer sign-up process. Manages volunteers during the Carnival including one booth chair and six volunteers per booth (two volunteers for each 3-hour time slot). Sends instructions and booth information to each booth chair on how to operate the booth. (3 months from August to October, 3-5 hours per week)

Food and Dessert Chair 

Contacts donors to secure donations for the food and dessert rooms using previous year donor list and seeking prospective donors. Arranges with Carnival chair(s) regarding any food that needs to be purchased prior to carnival. Works with Booth Chair of each class assigned to the food/dessert rooms and the Booth Coordinator to make sure they will be fully staffed carnival day. Works with the Volunteer Coordinator to get as many volunteers as possible to organize/assemble desserts on Friday afternoon. Finds a volunteer/team member to agree to decorate the dessert room Friday afternoon. (3 months from August to October, 2-5 hours per week)

Drinks Chair 

Checks and arranges for storage of the donated drinks that are deposited in the front hallway; log type of drink and which class on the drinks spreadsheet;  Continually update spreadsheet and consult with Carnival chair(s) on the amount of drinks in case drinks need to be purchased prior to carnival.  Also, let carnival chair(s) know which class brought the most drinks so the post-carnival pizza-party can be announced and awarded. (3 months from August to October, 2-5 hours per week)

Volunteer Coordinator 

Secures extra volunteers to support Carnival activities. These include students from Lanier, Lamar and HSPVA, etc. Assign volunteers to shifts, writes post-carnival letters for student volunteers to account for volunteer service hours. (3 months from August to October, 2-5 hours per week).

T-Shirt Coordinator 

Organizes the Poe Carnival t-shirt design contest and works on all phases of getting t-shirts created, ordered, sold, and distributed. (2 months from September to October, 2-5 hours per week).

Socials Chair

Responsible for soliciting volunteers to host both adult and kids socials. Coordinates with the host to set dates, location, the price per individual, etc. Assists with communication and ticket sales. Ensures each social is completed as planned and all individuals who paid for attendance are included in invitations. (9 months from September to May, 3-5 hours per month)

READ-A-THON CHAIr

Plan and manage schoolwide multi-week reading fundraiser, includes in person and online components. Works with teachers and staff to create goals and incentives, promote the event, and communicate progress. Organizes and distributes reading prizes and incentives (such as pizza parties) at the end of the event. (months to April)