How to Plan a Program for a PTA Meeting

In order to encourage parents to attend PTA meetings, it’s vital to make sure that the meeting itself is worth attending. In addition to the regular business meeting, include a short program--something that gives busy parents valuable information presented by someone knowledgeable.

Instructions

1. Survey parents during the first week of school. Find out what specific concerns they have on the subjects of their children’s education, health, social development and other issues. A school counselor could assist you in preparing such a survey.

2. Evaluate the survey results. List ten or twelve specific topics which the majority of parents noted as areas of concern. For example, under social development, parents might have shown interest in the subject of bullying; in the education category perhaps they wanted to know how to get their kids to do more recreational reading; under the health column, perhaps they were interested in knowing more about how to prevent playground/sports injuries.

3. Brainstorm a list of individuals within the community who might be able to speak to the topics you have selected. Perhaps a school psychologist might be willing to address the topic of bullying; the school librarian might be called upon to talk about books which kids might enjoy reading and how to get them interested in those books; perhaps a doctor who practices sports medicine might find the time to give a short talk. Also keep in mind that local authors who have written books or articles on subjects of interest are usually willing speakers.

4. If possible, find speakers willing to provide some degree of interactive elements in their talk. Perhaps they could provide handouts (which you should offer to copy for them), engage parents in a little role-playing, or otherwise involve the audience in the presentation.

5. Contact possible speakers by phone. State your name, the name of your organization, and what you are requesting. Be specific about time. For example, you might say, “I know you must be terribly busy, so a twenty-minute talk would be more than adequate.” Ask the speaker if he or she would be willing to take questions after the talk.

6. Verify the time and date of the program by sending an e-mail with a request for a response. That way, you and the speaker both have the information in writing.

7. Prepare the individual who will be introducing the speaker by making sure he or she has information on which to base the introductory remarks.

8. Send a thank you note to the speaker within two days after the meeting.