PTA Events Planning

Children's Film Night

Date of Event

• Agree date with Head Teacher.
• Check availability of staff to man the AV equipment.
• Check availability of Hall in Lettings Diary and enter date in diary to book hall and to inform caretaker.
• Ensure date does not clash with other local or national events.

Publicity

• Advertise event in Roundabout - deadline 3rd Monday of every month.
• Distribute advertising flyers to parents.
• Produce posters to display at school.

Ordering the film

• Approximately 14 days before the event, check availability of films from the Filmbank website (www.filmbank.co.uk)
• Choose an appropriately certified film and complete the booking form (copies available in PTA file in drawer at school).
• Send it to Filmbank Distributors Ltd, Warner House, 98 Theobalds Road, London, WC1X 8WB (Telephone: 0207 984 5951), or email: info@filmbank.co.uk.
• The film should arrive one or two days before the event, but it is advisable to contact Filmbank a few days before the event to check the order!

Cash Floats

• Set pricing and organise cash floats for the door and tuck shop.
• Money should be counted at the event and either kept in safe or distributed amongst members for safekeeping until banked.

Shopping

• Use knowledge of previous Film Night buying to make shopping list e.g. Drinks, crisps, chocolate bars, sweets, hot dogs and rolls, cups for drinking water, bin bags etc.
• One or more volunteers to undertake shopping.

Health & Safety/Risk Assessment

• Risk assessment should be minuted before the event to comply with our insurance policy terms so this should be part of the event planning meeting.
• The actions identified during this process should be put in place for the event - see Risk Assessment for children's events.

Preparation

• Check playing time of film and agree timetable with staff.
• Ensure seating and equipment is set up beforehand.
• If classrooms used, make a note of table layout before rearranging.
• Set up Tuck Shop tables & float.
• Set up entrance tables & float.
• Provide bins for litter.

Clearing up

• Return used classroom tables to original positions.
• Stack seating.
• Sweep floors.
• Check all appliances used are switched off before leaving.
• Use PTA black bin bags to dispose of rubbish.
• Ensure staff/caretaker are locking up before leaving.

Returning the film/Invoicing

• Return the film using the packaging provided (postage has to be paid).
• When the DVD has been returned we need to submit a Commercial Returns Form indicating how many children attended the showing and how much the entry fee was. This can be sent by post or attached to an email - addresses above.
• From this returns form, Filmbank calculate what to invoice us - currently £75.00 or 35% of box office takings, whichever is the greater.

© LMPS PTA 2008