CES Admin + PTO Room Parent Program & Classroom Celebration Guidelines

The Room Parent serves as the primary parent contact for coordinating classroom celebrations and related volunteer needs.

Room Parents:

• Connect with their teacher at the beginning of the school year.

• Coordinate classroom parties and celebrations.

• Recruit and organize parent volunteers.

• Create supply and donation sign-ups.

• Keep teachers informed of final party plans.

• Help with other classroom needs when requested by the teacher.

• Care for classroom shirts throughout the school year.

Classroom celebrations are intended to be a shared effort, with opportunities for families throughout the classroom to participate, plan, and provide supplies.

Room Parents represent the PTO while serving in this role and are expected to follow these program guidelines. 

Questions about PTO party standards, budgets, volunteers, or exceptions should be directed to the PTO Room Parent Liaisons rather than placing the responsibility on the classroom teacher.

Classrooms typically have up to four celebrations during the school year:

• Halloween

• Holiday/Winter Celebration

• Valentine's Day

• End-of-Year Celebration

Celebrations may vary based on the teacher's classroom schedule and preferences.

Our Classroom Party Standard

We've intentionally kept our classroom party format simple so celebrations are fun for students, manageable for teachers and volunteers, and reasonably consistent across classrooms.

Each classroom celebration includes:

🍿 1 Snack: One simple snack that meets school food and allergy guidelines.

🎨 1 Craft/Activity: One simple, age-appropriate craft or hands-on activity.

🎲 1 Game: One simple, age-appropriate game.

➕ 1 Additional Craft OR Game, if needed

If the teacher determines that the party schedule allows for an additional station, the group may add one additional craft/activity OR one additional game.

In other words:

Snack + Craft + Game

or

Snack + Craft + Game + Craft/Game

The teacher and Room Parent should determine the appropriate number of stations based on the amount of time available and the needs of the classroom.

More stations are not necessarily better. The goal is a few fun, manageable experiences students can enjoy without feeling rushed.

Room Parents should connect with their teacher approximately 4–6 weeks before each celebration.

Before making plans or requesting volunteers or supplies, confirm:

• Date, time, and length of the celebration

• Number of stations that will work best

• Food restrictions and allergy considerations

• Activity or game preferences/restrictions

• Any classroom-specific needs or requests

Teachers determine what works best for their classroom within the PTO classroom celebration guidelines.

Once those details are confirmed, the Room Parent can recruit volunteers, work with them to create the party plan, and create a supply sign-up for classroom families. Teachers will share sign-ups and details to families via email for the class.

Approximately 1–2 weeks before the celebration, the Room Parent should provide the teacher with the final party plan, including the snack, activities, and volunteers.

Party plans should include cleanup within the scheduled party time so classrooms are ready to return to normal activities when the celebration ends.

In accordance with the school handbook, food at classroom celebrations should be kept to a minimum.

Edible treats must be:

• Individually pre-packaged

• Clearly labeled with ingredients

• Appropriate for the allergy and dietary needs communicated by the teacher

Homemade food, bakery items without individual packaging and ingredient labels, and other foods that do not meet these requirements should not be served.

Room Parents should consult with the classroom teacher regarding relevant food restrictions before selecting or requesting a snack. Teachers will communicate the restrictions necessary for party planning; Room Parents should not request individual students' medical or allergy information from families.

When allergy-specific food is needed, ensuring every student can safely participate should take priority over additional party extras and is an appropriate use of PTO funds.

Treats & Favors

Consistent with the school handbook, non-consumable treats may be used in place of additional food.

These should remain simple and inexpensive. Goodie bags, personalized favors, prizes, or take-home items are not required or expected as part of a classroom celebration.

Not every game or activity needs a prize.

Classroom Volunteers

Each classroom party may have up to 4 parent volunteers total, unless otherwise directed by the teacher or school.

Our goal is to give as many classroom families as possible an opportunity to participate throughout the school year.

When interest exceeds available spaces, families who have not yet volunteered at a classroom party that school year will be given priority over repeat volunteers.

Being the designated Room Parent does not automatically reserve a volunteer spot at every classroom party.

The Room Parent is responsible for coordinating the celebration but does not need to be physically present for the party to be successful.

The Room Parent may attend as one of the four volunteers. However, when other classroom families are interested, the Room Parent may coordinate the celebration ahead of time and allow another parent to fill that volunteer opportunity.

Sharing these opportunities is encouraged so more families have the chance to participate in their child's classroom.

Each classroom party may have up to 4 parent volunteers total, unless otherwise directed by the teacher or school.

Our goal is to give as many classroom families as possible an opportunity to participate throughout the school year.

When interest exceeds available spaces, families who have not yet volunteered at a classroom party that school year will be given priority over repeat volunteers.

Being the designated Room Parent does not automatically reserve a volunteer spot at every classroom party.

The Room Parent is responsible for coordinating the celebration but does not need to be physically present for the party to be successful.

The Room Parent may attend as one of the four volunteers. However, when other classroom families are interested, the Room Parent may coordinate the celebration ahead of time and allow another parent to fill that volunteer opportunity.

Sharing these opportunities is encouraged so more families have the chance to participate in their child's classroom.

Volunteer Forms

All classroom volunteers must have the school's required volunteer forms on file before participating. These forms take 2 weeks to process, we recommend completing them at the beginning of the year as they must be completed annually.

The Room Parent must provide the names of all selected volunteers to the PTO Room Parent Liaisons at least one week before the celebration. PTO Liaisons will verify that the necessary volunteer documentation is on file.

Because verification must occur in advance, please do not make last-minute volunteer substitutions without first contacting the PTO Room Parent Liaisons.

All volunteers must also follow school visitor and check-in procedures when arriving at the building.

Only volunteers who have been confirmed as having the required documentation on file may attend, siblings or other children who are not students in the classroom may not attend classroom celebrations.

Field Trips & Chaperones

Serving as Room Parent does not automatically designate a parent as a field trip chaperone.

Teachers and the school determine field trip chaperones based on the needs of each trip and the school's established process.

Room Parents should not assume they will attend a field trip unless specifically selected or invited by the teacher.

Classroom celebrations should be a shared classroom effort, with families given different ways to contribute if they would like to participate.
Room Parents should create a SignUpGenius or similar sign-up identifying the specific items needed for the celebration. Examples might include:

• Individually pre-packaged snacks, allergy-friendly if needed

• Paper products

• Craft supplies

• Game supplies

Whenever possible, non-perishable supplies should be provided before the party so volunteers can organize materials in advance.

Crowdsource First

Our standard approach is:

Plan → Crowdsource → Identify Gaps → Use PTO Funds

Room Parents should begin by identifying and crowdsourcing the specific items needed for the celebration.

We recognize that some families may prefer to make a small monetary donation rather than shop for or send in an item. Optional monetary donations may be accepted, but should not replace the classroom supply sign-up or become a requested per-family party contribution.

For example, Room Parents should not ask each family to send "$10 for the Halloween party" or establish a suggested amount that families are expected to contribute.

Families may choose whether and how they would like to help — by donating an item, volunteering, making an optional monetary contribution, or simply allowing others to contribute this time.

No family is expected or required to contribute money or supplies for their child to fully participate in a classroom celebration.

$50 Annual Room Parent Budget

Each classroom has a $50 Room Parent budget for the entire school year.

The budget is intended to fill reasonable gaps after classroom families have been given an opportunity to contribute. It is not intended to be the primary funding source for classroom parties.

Room Parents should use the budget thoughtfully throughout the school year rather than automatically spending a set amount on each celebration.

Particularly appropriate uses include:

• Allergy-specific snacks

• Needed supplies that were not claimed through the classroom sign-up

• Reasonable materials that are difficult to divide among family donations

Personal Spending

Room Parents and volunteers are not expected or encouraged to personally fund classroom celebrations.

To help maintain reasonably consistent experiences across classrooms, please avoid personally purchasing significant upgrades, elaborate decorations, favors, additional activities, or other extras beyond the established classroom party format.

A successful classroom celebration should not depend on how much an individual family is able or willing to spend.

Click here to access the funding form.

Teacher Gifts

As noted in the school handbook, teacher gifts are not encouraged or necessary.

Families who wish to show appreciation are encouraged to consider a heartfelt note or a donation to the classroom, such as books or supplies.

Participation in any teacher appreciation or gift effort must always be optional. Room Parents should not establish required contribution amounts or repeatedly solicit families for teacher gifts.

Room Parents are responsible for caring for their classroom's class shirts throughout the school year.

After shirts are used for a field trip, Fun Run, or other school event, the Room Parent should:

1. Collect the complete classroom set.

2. Take the shirts home.

3. Wash and dry them according to the garment instructions.

4. Fold the shirts.

5. Return the complete set to the teacher promptly.

This ensures shirts are clean and ready for the next classroom event.

Following Field Day, students may wear their shirts home and keep them.

Room Parents should contact the PTO Room Parent Liaisons with questions about classroom celebration standards, volunteers, budgets, supplies, or situations not covered by these guidelines.

2026–27 Room Parent Liaisons contact information can be accessed by emailing clawsonelementarypto@gmail.com

Thank you to our Room Parents and classroom volunteers for helping create fun, inclusive classroom experiences while supporting our teachers!