Carlisle PTO Publicity Guidelines
What is an event or happening without publicity? There are several publicity opportunities already in place for PTO projects. Here are your publicity options, we encourage you to use as many as possible to let everyone know about your event!
Publicity Objectives
Approved Publicity Channels
There are several options in place for publicizing events. The PTO Publicity Coordinator will work with event Chairs to establish the most effective method(s) of publicizing an event.
Carlisle PTO Website – The PTO website is intended to act as the major vehicle for communicating pertinent information to the parent and school community. It is important that the website be up-to-date before we publicize an event anywhere else. Supporting publicity should include appropriate web links and drive traffic back to the website. The website provides support tools including a calendar option and online payment processing.
PTO on Facebook – The Carlisle PTO has a Facebook group. This closed group and its membership can be found via searches by anyone online, however you must be an approved member to see any posts. The intent of the Facebook group is to provide another online opportunity to connect with the parent and school community. Members do have the ability to post to the Facebook page, allowing for PTO-related discussions. Please note:
Carlisle PTO News – A direct email to all parent and school community members via MailChimp. The news is published on a schedule and has specific submission deadlines. The Publicity Coordinator communicates the due dates for each issue. In an effort to keep the publication brief and useful for subscribers, please note the following:
The Buzz – The CPS newsletter is published on the school website at the beginning of each month. The PTO submits an article every month. PTO Chairs must go through the PTO Publicity Coordinator to submit items to The Buzz; the coordinator communicates deadlines for each issue.
Carlisle Mosquito – The town paper is the best way to reach the community at large. They will publish information about PTO events that apply to the wider community (not only to the school community), e.g., the Book Fair. The Mosquito does not guarantee publication, but will print information in two editions of the paper if space allows. It is best to get submissions in at least two weeks in advance of the desired publication date.
In addition, Chairs may also request a reporter from The Mosquito to cover an event. Again, at least two weeks notice will yield the best result—giving them enough time to plan.
PTO Chairs must go through the PTO Publicity Coordinator to submit items to The Mosquito.
Room Parents – When appropriate, you can reach the parents of CPS through the room parents. This is a more personal way to invite volunteers and pass on information (particularly time-sensitive and class-specific material). Chairs must work with the Publicity Coordinator and Room Parent Coordinator to manage this channel. The following are deemed appropriate communications to send through Room Parents:
Sandwich Boards – The boards can be set out at key locations in town to publicize events. Chairs must insure that there is no conflict with anyone else in the group who wants to use the boards for their event—the Publicity Coordinator will help manage the schedule. The PTO currently has 5 sandwich boards – 4 36x24 inch and 1 24x24 inch. It is best to keep information on the sandwich boards as simple as possible – what, when, and where is all that is necessary. Too many words and pictures make it difficult to read for passing motorists. A nice way to jazz up a sign is to use colored or patterned Duck tape. The Publicity Coordinator has a list of typical locations to place the boards—we must get permission from property owners before placing signage.
Note that space in the rotary is limited and we must contact the Town Executive Administrative Assistant, who serves as the Secretary for the Board of Selectmen, 30 days before you want to put out signage. There is no guarantee that we will get the space.
PTO Bulletin Board – The PTO bulletin board is located outside the CPS Main Office. Please post fliers or information on the PTO bulletin board as necessary. Try not to cover or remove other current fliers or information. However, if you see an outdated posting on the board, please take it down.
Flyers in Backpacks – To send flyers home in children’s backpacks, we must get approval from the CPS Principals. Once the flyer is designed, give the original and desired paper to Office Personnel in Central Supply. They will make copies in bundles of 25 and deliver them to the Main Office for distribution. You can confirm the number of bundles needed with the Assistant to Superintendent. This should be a limited-use option—paper is costly and wasteful, and we do not want to take advantage of the Office Personnel.
Content for Publicity
Please send the following information, as applicable, to: [email protected].
- Promote the PTO mission through various media
- Provide accurate, relevant, and timely information about PTO (and CPS) events to the parent and school community
- Drive the parent and school community to the PTO website for more information
- Reach parents in the community that might not otherwise know about the PTO and its services
- Encourage parent and student participation in PTO-related initiatives and events
Approved Publicity Channels
There are several options in place for publicizing events. The PTO Publicity Coordinator will work with event Chairs to establish the most effective method(s) of publicizing an event.
Carlisle PTO Website – The PTO website is intended to act as the major vehicle for communicating pertinent information to the parent and school community. It is important that the website be up-to-date before we publicize an event anywhere else. Supporting publicity should include appropriate web links and drive traffic back to the website. The website provides support tools including a calendar option and online payment processing.
PTO on Facebook – The Carlisle PTO has a Facebook group. This closed group and its membership can be found via searches by anyone online, however you must be an approved member to see any posts. The intent of the Facebook group is to provide another online opportunity to connect with the parent and school community. Members do have the ability to post to the Facebook page, allowing for PTO-related discussions. Please note:
- No pictures will be posted of any school or community children to the Facebook group.
- All/any information posted the PTO website can be repurposed for inclusion on the Facebook group.
- Any information related to school/community events not sponsored by the PTO and not found on the PTO website must be approved by the PTO President before posting to the Facebook group.
- Related/relevant articles from outside news and community sources may be posted to the Facebook group.
Carlisle PTO News – A direct email to all parent and school community members via MailChimp. The news is published on a schedule and has specific submission deadlines. The Publicity Coordinator communicates the due dates for each issue. In an effort to keep the publication brief and useful for subscribers, please note the following:
- Submissions may be edited for clarity and length, and to adhere to the PTO brand and standards.
- Submissions will be posted based on priority, taking the date of the event (or deadline) into consideration.
- Single-subject news Flashes may go out occasionally to remind people of a pending event.
The Buzz – The CPS newsletter is published on the school website at the beginning of each month. The PTO submits an article every month. PTO Chairs must go through the PTO Publicity Coordinator to submit items to The Buzz; the coordinator communicates deadlines for each issue.
Carlisle Mosquito – The town paper is the best way to reach the community at large. They will publish information about PTO events that apply to the wider community (not only to the school community), e.g., the Book Fair. The Mosquito does not guarantee publication, but will print information in two editions of the paper if space allows. It is best to get submissions in at least two weeks in advance of the desired publication date.
In addition, Chairs may also request a reporter from The Mosquito to cover an event. Again, at least two weeks notice will yield the best result—giving them enough time to plan.
PTO Chairs must go through the PTO Publicity Coordinator to submit items to The Mosquito.
Room Parents – When appropriate, you can reach the parents of CPS through the room parents. This is a more personal way to invite volunteers and pass on information (particularly time-sensitive and class-specific material). Chairs must work with the Publicity Coordinator and Room Parent Coordinator to manage this channel. The following are deemed appropriate communications to send through Room Parents:
- Soliciting volunteers, including Room Parents for the following year
- Curriculum Enrichment announcements (grade-specific only)
- Grade-specific events (to that grade only)
- Event reminders that fall between major news cycles, or are not already planned as a PTO News Flash
- PTO Nominations
Sandwich Boards – The boards can be set out at key locations in town to publicize events. Chairs must insure that there is no conflict with anyone else in the group who wants to use the boards for their event—the Publicity Coordinator will help manage the schedule. The PTO currently has 5 sandwich boards – 4 36x24 inch and 1 24x24 inch. It is best to keep information on the sandwich boards as simple as possible – what, when, and where is all that is necessary. Too many words and pictures make it difficult to read for passing motorists. A nice way to jazz up a sign is to use colored or patterned Duck tape. The Publicity Coordinator has a list of typical locations to place the boards—we must get permission from property owners before placing signage.
Note that space in the rotary is limited and we must contact the Town Executive Administrative Assistant, who serves as the Secretary for the Board of Selectmen, 30 days before you want to put out signage. There is no guarantee that we will get the space.
PTO Bulletin Board – The PTO bulletin board is located outside the CPS Main Office. Please post fliers or information on the PTO bulletin board as necessary. Try not to cover or remove other current fliers or information. However, if you see an outdated posting on the board, please take it down.
Flyers in Backpacks – To send flyers home in children’s backpacks, we must get approval from the CPS Principals. Once the flyer is designed, give the original and desired paper to Office Personnel in Central Supply. They will make copies in bundles of 25 and deliver them to the Main Office for distribution. You can confirm the number of bundles needed with the Assistant to Superintendent. This should be a limited-use option—paper is costly and wasteful, and we do not want to take advantage of the Office Personnel.
Content for Publicity
Please send the following information, as applicable, to: [email protected].
- Event name
- Date & time (including any deadlines)
- Location
- Description, details, or summary – purpose, intended audience, etc.
- Contact person for additional information (name and PTO email – no personal emails or phone numbers)
- Necessary web links (full URL)
- Tickets or event fees
- Desired publicity channels (e.g., Website, Facebook, PTO News, etc.)