Planning a party for your child’s classroom requires some time, preparation, and delegating to other parents. Here are some steps to get you one your way to a successful party.
Gather Contact Information
It is essential that you plan ahead for this step so as to give the families enough time to return the information your request. My children’s school does not allow the office or teachers to hand out contact information–understandably for privacy and safety–so we need to contact the parents through a letter sent home through the students. Here is a sample letter you can copy and paste into your favorite word processor and customize according to your needs:
[date here]
Dear Families:
My name is [your name here]. I am the [your classroom role here, i.e. room parent] for [teacher's name here] classroom and mom to [child(ren)'s name(s) here]. I would like to compile a list of parent/guardian’s names, phone numbers, and e-mail addresses so I can get in contact with you when school and classroom events are happening. These numbers and addresses will not be shared with anyone but [list people who will receive information, i.e. classroom parents and/or your school's volunteer coordinators].
Please send this back to school with your child or call [your home and/or cell number here] or e-mail me at [your e-mail address here] with the following information:
Child’s Name:
Your Name:
Relationship to Child:
Phone Number(s):
E-mail:
The best way to contact you:
We are having [classroom event/activity here] on [date here] at [time here]. Are you able to help with this activity?
_____ Yes
_____ No
May I contact you for school events in addition to classroom activities?
_____ Yes
_____ No
Thank you very much!
Sincerely,
[your written signature here]
[your typed name here]
Notify the Teacher
If you have not done so already, let the teacher know you want to plan an activity, event or party. Be aware that some schools have policies regarding parties so ask him for that information. Request feedback from the teacher as to her ideas and preferences for the event then respect them. Find out how much time she has planned for your activity. When you know what activities you want to do with the students, share your ideas and plans with the teacher.
Children with Special Needs/Diets
Be aware of and sensitive toward children who may have special needs and those children who may simply be developing behind than her peers. If food will be involved in the activity, obtain a list of foods to avoid in your child’s classroom.
Delegate
Plan ahead so you can delegate to the parents who volunteer to help. Give parents ample time to prepare then call 2-3 days before the event to follow up on their progress. If they are unable to fulfill their commitment, you then have a day or two to find back up. Ask the parents arrive at least 20 minutes early for the event. This is will allow a buffer for late arrivals and give you time to run over the agenda and instructions.
Plan Time for Clean Up
Remember that any activity that involves a craft and/or food will require clean up after the party ends. Plan that into your schedule.
Send a Thank You Note
Within a week of the party, sent out thank you notes to all the parents who volunteered in any way. Even if you are an assigned room parent and organizing events and activities is part of your role, a thank you note to the teacher is also a very kind gesture.
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