PTO President’s Planning Checklist

Becoming a PTO president can feel a little bit like getting engaged. When the initial excitement wears off, it’s often replaced by anxiety over all the work that lies ahead of you! As with wedding planning, it's best to break the PTO president’s work into manageable tasks. Here’s our spin on the traditional wedding planning checklist, with items for PTO presidents to accomplish organized by when they fall in the school year.

Monthly

• Preside over the executive board meeting.

• Prepare for the general PTO meeting.

• Review the treasurer’s report.

• Review your communication channels and make sure families know where to get updates throughout the year. This may include Facebook or Instagram, but also school communication apps like Remind, Band, or ClassDojo, email newsletters, and group text tools. Many PTOs now use a mix of platforms to meet families where they already are—especially for quick updates and event reminders.

• Thank volunteers for their efforts.

• Reflect on all the great work the PTO is doing for the school.

After You’re Elected

• Talk with the outgoing president and set a date for a formal transition of records.

• Make sure your board has shared access to all critical accounts, including bank accounts, email platforms, fundraising tools, social media pages, and any event or volunteer management systems. Confirm at least two administrators have access to each account so nothing is ever controlled by a single person.

• Set up a shared digital workspace for your board so everyone can access the same files and templates. Most PTOs now use Google Drive, Microsoft Teams, or OneDrive to store budgets, meeting notes, event plans, and templates. Make sure folders are clearly labeled and permissions are set so board members can easily collaborate and transition roles smoothly.

• Browse PTOtoday.com for new ideas and resources and to connect with other PTO leaders. Join the PTO Today community to hear about everything PTO Today has to offer, from free events and free samples for schools to the latest printables and Canva templates. Check out PTO Today Plus membership to learn about member perks: free toolkits and templates, first dibs on select PTO Today samples and freebies, priority access to our Leader Support team, and more!

• Download our free school year planning calendar to stay on top of fun national holidays (like National Bagel Day and Kindness Week) and school staff appreciation days.

Over Summer Break

• Print, bind and distribute copies of your PTO and PTA school year planner to board members. PTO Today's free annual planner (designed just for PTO and PTA groups) can be customized for your board in Canva and is a great way to organize and plan for the coming year.

• Build a flexible event calendar that allows for adjustments as the year unfolds. While it’s helpful to map out major events early, consider adding backup options or alternate plans for weather, staffing, or attendance challenges. Flexibility helps ensure your PTO can adapt without losing momentum.

• Host an officer retreat, even if just for a few hours. This gives you a chance to get to know one another better and to make important planning decisions. Use the time to review past activities, create a calendar of activities for the year, and further develop the new budget, if possible. Make it fun: try a 90's themed PTO board meeting!

• Summer is a great opportunity to take time to research and evaluate tools, resources, and apps that can streamline everything your group does. For example: a good accounting software for your PTO treasurer (get a free 30-day trial of Finance Manager from PTO Today).

• Confirm your PTO has appropriate insurance coverage for events and activities and renew if it's time. This is a standard best practice that helps protect volunteers, board members, and your organization as you plan school events throughout the year. Review your coverage annually and make sure any large events or new activities are included. And if your group doesn't have insurance (a must...here's why), get a quote from PTO Today.

• Find out whether the PTO’s financial books have been independently reviewed. If not, arrange for a review before school begins. Read Financial Best Practices for Parent Groups

• Create a simple communications calendar. Map out when you’ll send newsletters, post on social media, and promote events throughout the year. Consistent communication is one of the strongest drivers of volunteer participation and event attendance, so planning your messaging alongside your events is just as important as planning the events themselves! 

One Month Before School Starts

• Review and finalize the activities calendar with your school principal.

• Update the signature cards at your PTO’s bank.

• Double-check and lock in key organizational dates. Renew your PTO’s insurance policy - and if your group isn't insured, check out PTO Today's insurance coverage for PTO and PTA groups and boosters. PTO Today offers one of the highest limits at $2/$4 million through one of the highest rated (A++) carriers.

• Renew your incorporation with the state, if applicable. Determine the due date for your PTO’s annual information return to the IRS (Form 990-N or 990-EZ) if your group is a tax-exempt 501(c)(3) organization.

• Set the schedule of monthly executive board meetings for the whole year.

• Oversee the design of the PTO e-newsletter, welcome folder, or other similar tools to introduce your group to the school community.

• Assess your PTO's social media presence. If your PTO doesn't have a Facebook or Instagram, summer is a great time to set one up. Having social media is an easy way to keep parents engaged, especially over summer break!  Volunteer recruitment memes, social media ideas and more 

• Review your fundraising strategy for the year and consider a mix of traditional and modern approaches. Many PTOs now use online fundraising platforms, year-round spirit wear stores, and direct donation campaigns in addition to or instead of large product-based sales. Event-based fundraisers like fun runs, family nights, and community experiences continue to be strong drivers of both engagement and revenue. We have a list of 75+ easy school fundraising ideas and resources, plus unique school fundraisers worth trying (like coffee in the carline, tattoo a teacher, and a stuffie sleepover!).  

Start of School Year

• Preside over the first PTO meeting of the year. (It’s usually the best-attended.) Get PTO meeting tips, a PTO meeting agenda template, and PTO meeting ideas

• Make an effort to reach out to new families at your school. Many schools rely on a smaller core group of volunteers, so break tasks into smaller, more flexible roles whenever possible. One hour shifts, sign-up stations, and “microvolunteering” opportunities make it easier for busy families to participate and increase turnout for events.

• Host a committee chair orientation. Set common expectations, review best practices, and get to know one another.

• Register for a PTO Today Expo in your area.

Fall Semester

• Hold your PTO’s fall fundraiser.

• Plan teacher snacks or meals for parent-teacher conferences. We have lots of fall teacher appreciation ideas to get you started!

• Review preliminary results of the fall fundraiser.

Before Winter Holidays

• Check in with the committee chair for your spring carnival or other major event.

• Enjoy a well-earned break from PTO work for a few weeks. Hey, volunteers deserve a vacation, too!

• Brainstorm teacher appreciation ideas for the "return to school" (aka second semester). For example, try a school supply bar bar or a "happy halfway there" snack cart! Get the full list of midyear teacher appreciation ideas 

After Winter Holidays

• Review the state of the PTO thus far this year.

• With your treasurer’s help, develop an amendment to your PTO’s budget if necessary, based on fundraising results to date.

• Begin the work of the nominating committee. If you don’t use a formal nominating committee, determine which officer and committee chair positions might need to be filled next year, and reach out for volunteers.

• Keep an eye on the planning for your big spring event.

Spring Semester

• Accept the report of the nominating committee, or actively recruit volunteers to fill officer and committee chair positions for next year.

• Pay it forward by inviting the president of the middle school PTO (if you’re an elementary school), for example, to your general meeting so she can encourage parents to remain involved as their children graduate from your school.

• Check with committee chairs in charge of planning late spring celebrations such as staff appreciation, volunteer appreciation, and student promotion.

• Preside over your last general PTO meeting of the year. Hold officer elections.

• Register for a PTO Today Expo in your area.

End of School Year

• Open committee sign-ups for next year.

• Hold an executive board meeting with the outgoing and incoming officers.

• Ensure that you have a volunteer to perform the independent financial review this summer.

• Organize your files for the year.

• Formally transition with your successor.

• Pat yourself on the back for a job well done. 

• Show your teachers how much they're appreciated. Get inspired with our list of 16+ end of year teacher appreciation ideas!

Printable President’s Planning Checklist

Originally published in 2014 and updated regularly.