September 11, 2014
To: All Room Parents
Thank you for volunteering to assist in your child’s class room. As a room parent, you
will serve as the main point of contact for recruiting parents in your classroom for various
events throughout the year. One of the biggest events is coming up soon, Fall Festival.
This year we are featuring a silent basket auction. Each classroom is asked to participate
and create a themed basket for the auction. We are also looking for volunteers from each
classroom to work the various game booths the day of the festival.
This packet contains all of the information you need to get started and will hopefully
answer any questions you may have.
Attached please find:
 Silent Basket Auction Instruction Packet
 Sample Room Parent Flyer Template
 Sample Follow-up Email
 School Donation Letter
 PTO Request for Reimbursement
 Fall Festival Room Parent Instructions
Before you leave today, please sign up for a basket theme on the list.
Your class booth will be assigned 1 week before the event. If you did not
attend the meeting, contact Candy McCarty kemccarty@roadrunner.com , Estelle Juhasz
EVNCORP@ aol.com or Jenelle Siple jenellecady@yahoo.com for a list of open themes.
Sincerely,
Candy McCarty
Estelle Juhasz
Jenelle Siple
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Fall Festival
Silent Basket Auction
Instruction Packet
Thank you for volunteering to gather and assemble a basket for your child’s class. All
baskets will be sold via silent auction the afternoon of the fall festival. Proceeds from the
sales will help fund various school activities for the year including, but not limited to:
 School Wide Assembly feature Carolina Opera Company,
 Visit from a Famous Author during Read Across America Week,
 Teacher Seminars & training,
 Annual Field Day, and
 Funding for Smart Board Maintenance and Supplies.
Cash Collection & Spending Guidelines:
1. Spend only what you collect. You will not be reimbursed for any extra.

Example: Checks are collected totaling $100. If you spend $120, you will
only be reimbursed for $100. The extra $20 will count as a donation on
behalf of yourself to the basket.
2. You must have a cash receipt to receive reimbursement. We cannot reimburse
you without a receipt. Only items purchased for the basket can be included on the
receipt. If you wish to purchase additional items, please do so as a separate
transaction.

Example: I purchase a cooler for my basket and my child wants a pack of
gum. That gum must be purchased on a separate receipt or I will not be
able to get reimbursed for the cooler.
3. Have parents make checks payable to LNE PTO, not you. You will need to spend
your own money to purchase items, but can bring your receipt along with parent
checks collected to receive reimbursement.
4. Complete the enclosed PTO Request for Reimbursement Form and bring with
class checks and receipts along with basket to the school on Wednesday, October
21st from 10:00 – 11:00 am to receive reimbursement. If you cannot attend at this
time, contact Jennifer Lawrence at jenandshane@att.net to arrange an alternative
time.
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Below is a suggested timeline/instructions to make this task a little easier for you.
Step
#
Due Date
Description
1
9/11
Sign up for a theme (contact Candy McCarty or Estelle Junasz to
view a list of open themes if not present at the meeting) Choose
your booth for the Fall Festival
2
9/18
Email and/or send home a letter to class parents asking for
donations and explaining your basket theme (see sample
provided). You may also visit local businesses to ask for
donations. Businesses are usually very generous and happy to
support our school. (You may use the attached School Donation
Letter from the school principal that lists the Tax ID number
required for tax purposes).
3
10/5
Call or email any parents that you have not yet heard from to
remind them of the collection period (sample template provided)
4
10/12
Collection Period Ends
5
Go out and purchase your items. Spend only what you collected.
You will NOT be reimbursed for anything extra. Save all
receipts. Reimbursement cannot be paid without receipts. When
purchasing items, spend as close to the grand total as possible
without going over. Save all receipts. Receipts should only list
items purchased for the basket and cannot reflect any
personal expenses. We cannot reimburse you without a receipt!
6
Fill a basket (or other container) with the items you receive, plus
purchase additional items using any checks received. If you
receive many items, consider breaking them up into 2 or 3
different baskets. Make sure the baskets are wrapped up, but
items can be seen (clear cellophane works well). Make them as
attractive as possible using bows and creative packaging.
7
10/19
or earlier if you are
finished
Email Fara Maltsbarger at farasusan77@yahoo.com with a
list of each item in your basket along with the Actual Market
Value. Cards will be printed and attached to each basket
listing the theme, list of contents, and teacher’s name.
8
10/21
Wednesday
Drop by the school between 10:00 am – 11:00 am to receive a
check and drop off your basket. Please label the basket with your
teacher’s name. If you cannot attend at this time, contact
Jennifer Lawrence to make alternative arrangements. Jennifer can
be reached at jenandshane@att.net or 704-660-0123.
Room to be determined at a later date.
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Tips for Basket Collection:
 Send home your flyer as soon as possible. You can work through your
teacher and/or teacher assistant to have copies made.

Ask for items you really want for your theme on the flyer. Be specific, (i.e.,
rolling 44 oz cooler, 24 pack of Panthers napkins & plates, etc).

Be sure to follow-up with parents who do not respond. You may have to
make phone calls.

Be creative and have fun! You don’t necessarily need a basket to hold your
items. Try to think of a container related to your theme, (i.e., coolers, buckets,
mixing bowls, etc).

All baskets must be wrapped in clear cellophane so that people can view the
contents.

Please remember to keep your basket family friendly. NO adult themed tickets
or alcohol is allowed.

Email a detailed list of all items in your basket to Fara Maltsbarger at
farasusan77@yahoo.com. Gift tags will be created and placed on the baskets
to help shoppers bid.

When estimating the market value – take into account the regular price, even
if you purchased the item on sale. Check out discount stores for bargains.
They will often quote the discount price along with the market value price one
would pay at a department store.

Ideal market value is between $50 - $200. If your value is much higher you
may want to consider creating two baskets instead of one, or featuring the
high dollar item(s) as a stand-alone auction item, (i.e. race tickets, free night
in hotel, etc).

Don’t be afraid to ask for donations from local businesses for your basket. If
you receive free coupons, gift cards, include the full price in your market
value.
Additional Questions:
Please don’t hesitate to call us, Candy McCarty at kemccarty@roadrunner.com or 704450-0439, Estelle Juhasz EVNCORP@ aol.com or Jenelle Siple jenellecady@yahoo.com
Thank you so much for your support!
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Fall Festival Booth
Room Parent Instructions
It is my great pleasure to announce that we are again planning our Annual Fall Festival at
Lake Norman Elementary. Fall Festival continues to grow in popularity within our
community and we are expecting record crowds to attend this year’s event. It is a great
opportunity to come out and have some fun with friends, teachers, and family. The
festival will be held this year Saturday, October 24th, 2014 from 12:00 – 4:00 pm.
One of the biggest reasons for our success is the due to the numerous parents who help
staff the various booths throughout the day. We are again looking for your help to make
this year even better!
1. Each classroom will be assigned a booth to work the day of the festival. (See
Candy McCarty, Estelle Juhasz or Jenelle Siple for a list of open booths).
2. Room Parents should notify the parents in their classroom and seek volunteers to
work 1-2 hours shifts throughout the day. The first shift of the day will begin at
10:30 to allow for setup time, and the last shift will end at 5:00 to allow for cleanup. (See attached schedule template).
3. Be sure to tell parents not to leave the booth until their replacement arrives.
4. Each class will need to decorate a sign for their booth listing the booth/game
name. Sign posts will be delivered to each classroom 3 weeks prior to the
festival.
5. Game rules will be provided and a copy should be distributed to parents and kept
at the booth the day of the festival.
Below is a suggested timeline to help coordinate this task. Thank you so much for
your support!
Due Date
1 week before
Description
Find out your class Festival Booth
10/12
Reach out to parents in the class finding volunteers to fill each time slot
the day of the festival. (Note some booths require 2 volunteers per
shift) make a sign up genius
10/19
Complete your decorated sign for your game/booth and attach to the
sign post. Place a completed booth schedule w/volunteers name/#’s on
the back. This will ensure everyone is aware of their replacement the
day of the festival.
10/22
Send out the final schedule and remind each room parent of their
scheduled shift.
10/24
Come to the festival, play games, eat some food, and have fun!
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Fall Festival
Booth Schedule
October 24th 2014
12:00 – 4:00 PM
Ms. or Mr. ___________________ Class
Time
Volunteer Full Name
Cell Phone #
10:30 – 11:30 (setup)
11:50 – 1:00
1:00 – 3:00
3:00 – 4:00
4:00 – 5:00 (clean up)
Notes: Do not leave the booth until your replacement shows up.
You may choose to split your class into 30 minute timeslots instead of 1hr.
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