New Parent Welcome

Summary:

The New Parent Welcome (NPW) is sponsored by the School administration for the purpose of welcoming new parents – both parents of kindergarteners and parents new to the District – to the school community.  The Neil Cummins PTA assists with the event by helping with initial plans, preparing the invitations, providing refreshments, and performing other tasks as needed.

In 2005, this event was held for the first time at school.  Prior to this, the event was held in a private home.  In 2006, we mailed invitations to 110 families.  100-120 people attended including speakers and helpers.

Calendar of Job Responsibilities:

June

• Work with the Principal to set the date for NPW and reserve the Neil Cummins Music Room and Gym.  (Due to gym floor refinishing in 2006, refreshments were served on the patio of the kindergarten play area and the presentation was held in the Neil Cummins Library.)  Typically the event is held on an evening the week before school starts, from 6:30 to 8 p.m.  Notify the Superintendent, the Principal of Hall Middle School, the kindergarten teachers, and School Board, Foundation, and PTA representatives, all of whom will speak at the event.

• Make arrangements to get mailing labels in July for kindergarten and new-to-District families from the District Technology Manager.  (If possible, only get labels for kindergarteners who are from families new to the District.)
  
  
• Have the Principal write the invitation (send her a copy of last years and have it updated with current date and time) and have both Principals sign it.   Arrange to have the letter printed on District letterhead (about 110 copies).  The Superintendent’s secretary did this in 2005.
  
  
• Fill out a work order to have the Music Room set up with 90 chairs and the Gym to have four tables set up:  one for food, one for drinks, and one for handouts (near the Music Room), and one for nametags at the entrance to the Gym. 
  
  
• Recruit additional parents from various grades to mingle during the event (6-8).  Advertising in the Pink might work.
  
  
• Arrange for Membership chair to have Membership form and return envelopes ready for NPW mailing (also 110 copies).

July

• Get labels from District Technology Manager.  Pick up invitations and District envelopes at the same time.  If necessary, check the labels against the District directory to eliminate children who have siblings in the District.  Combine labels for twins and siblings to save on paper and postage. 

• Put labels on envelopes.   Stuff envelopes with invitation, Membership form, and return envelope.  Apply postage at District Office and mail three-four weeks prior to event.

• Plan food and supplies needed (see below).

August

• Assist Principal in preparing agenda and distribute to speakers.  Remind PTA President to prepare presentation and handout (PTA Programs and Fundraising flyer).  Have Membership forms available as well.
  
  
• Remind “minglers” to come to the event.
  
• Prepare and set up food, etc.  This is what was served/used in 2006:  (Food doesn’t need to be this fancy.)
• Table at entrance
  • Name tags, pens, vase of flowers, tablecloth, basket for backs of nametags; a dozen balloons were hung around the venue
• Table for food           
  • Chicken, basil and cashew pate served on baguette slices
  • Chicken mango chutney salad on endive spears—3 dozen
  • Cambazola apricots – 3 dozen
  • Spiced pecan crostini – 3 dozen
  • Raspberry chocolate short bread bars – 3 dozen
  • Mini carrot cupcakes with cream cheese frosting – 3 dozen
  • Table cloth, 50 napkins and vase of flowers
• Table for beverages
  • 10 Peligrino bottles
  • 3 large bottles plain water
  • coffee (2 regular air pots and 1 decaf air pot from Tully’s; a coffee maker is also available in the Gym)
  • sugar, half & half
  • Tablecloth, 50 napkins, coffee cups and stirrers, plastic cups, vase of flowers
• Table for handouts – PTA and Foundation reps will bring handouts.  Foundation brought a tablecloth.  You could make/use a “New Parent Welcome” banner above the table.
• Make sure Music Room is set up with chairs.  A small “New Parent Welcome” banner was hung on the wall behind the speakers.
  
  
  
  
• Questions? Email us at npw@nc-pta.org