Main office: (703) 295-1100

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MARKETING YOUR

PTO EVENT

Flyers, Facebook, Newsletters, Website, etc.

HOW DO I MAKE AND DISTRIBUTE FLYERS FOR TUESDAY FOLDERS?

Flyers can be used to advertise for events, fundraisers, etc. The PTO is trying to limit our use of paper to be both environmentally and budget friendly. Flyers are typically distributed via the Tuesday folder.

Steps/Requirements to create successful flyers:

  • Include Important Details – Include date, times, location, your Sign Up Genius link, a Classy ticket/RSVP link and all other important details about the event. A brief description of what the event/program entails is also helpful.

  • Refer to the Style Guide – Use the Crossfield Style Guide to ensure your document or flyer reflects our style preferences.

  • Include Contact Information – Please include a PTO email address. 

  • Proofread – It is always a good idea to have someone proofread your flyer…another set of eyes is always helpful. 

  • Paper AND Virtual – Discuss your flyer needs with your PTO Board Support Member to determine whether your flyer will be sent in paper form as well as electronic and whether a Classy site for registration/RSVP/ticket sales is necessary.

  • Approval Requirements – Flyers should first be approved by your PTO Board Support Member.  Once PTO approved, submit flyers to jygeorge@fcps.edu for school approval.  Allow 3 days for school approval to take place. 

  • Copying Instructions – For approved flyers, please note, you will need to obtain BLUE paper from a PTO Board Member to make your copies. The PTO will need to supply our own paper for flyers. Make enough copies for each class.  We use the copy machines in the workrooms off the pods.

  • Delivering Flyers 

    • Separate your flyers into piles with the appropriate number of copies by teacher and provide Janet George no later than the Monday prior to your desired Tuesday Folder distribution date. (In addition, please follow Electronic copy instructions below so a copy can be included on the website and Facebook)​

    • For Electronic copies for the website and PTO mass e-mails, please submit your electronic copy to secretary@crossfieldpto.org. no later than the Friday prior to your desired Tuesday Folder distribution date.

HOW DO I GET THE WORD OUT? (NEWSLETTER, FACEBOOK, WEBSITE, ETC.)

Each committee is responsible for coming up with a Communication Plan for your event/project. The Communication Plan will typically include a mixture of the various communication methods over a set period of time.  Committee Chairs will work with their PTO Board Support Member to determine the communication needs and formalize the Communication Plan.   Depending on the event/program, we suggest promoting it for up to four weeks in various ways.

To promote you event on the website, Facebook or in a newsletter, please submit a short description of your event with all the pertinent information included (date, time, location, etc) to secretary@crossfieldpto.org.

Here are some of the various methods the PTO uses to promote Events/Programs:

Website

  • Updated 2 days after information is submitted

Newsletter

  • Newsletter will go out every Monday afternoon

  • All submissions must be in by COB Wednesday prior to the Monday Newsletter

  • Newsletter will be emailed weekly

Facebook

  • Updated 12 hours after information is submitted

REMINDERS, REMINDERS, REMINDERS! – Did we happen to mention reminders?! With everyone’s busy schedules, it is very important to post and send brief reminders for events, programs, etc. Depending on the event, these reminders might be sent weekly for a few weeks prior to the event, a few days before, the night before, or in another manner. Your PTO Board Support Member or a prior Committee Chair for your committee can help you determine the best timing for your reminders. These reminders should be part of your Committee Communication Plan.  Please be sure to draft up a reminder news item for your event where applicable and submit to secretary@crossfieldpto.org the Friday before your reminder is to go out to ensure this reminder is included in upcoming PTO e-mails and on the website in a timely manner.