Linda Valtman 



Job Description for Program Chairman

Download the Program Chairman Job Description

KEY ROLE – Program Chairman

  • Works with committee and other      chairmen to plan and organize programs for the school year
  • Collaborates with principal,      PTA president, other committee chairmen and campus student groups to      coordinate, plan and implement programs
  • Develops annual program      calendar and presents it at PTA association meeting for adoption
  • Publicizes approved program calendar      using newsletters, website, social networks and school handbook
  • Oversees and delegates      volunteer recruitment for implementing and running programs

Quick Tips – Program Calendar

Check dates and times for:

  • School      district and community events
  • Religious      or public holidays such as Hanukkah, Presidents’ Day
  • Traditional      PTA events – Founders Day, board elections, Reflections Program
  • Public      Awareness dates – National Child Safety Month, Red Ribbon Week
  • PTA      meeting schedule in bylaws
  • PTA      council and district schedules
  • Best      times/days for families to readily participate


  • Preparation – Review procedure book and materials supplied by      last year’s program chairman to get an overview of what programs worked      best for your campus.
  • Schedule Meeting – Meet early      with program committee, appointed by president-elect. Involve experienced      and new volunteers on the committee to share the decision-making and work.
         The committee may include members, students, teachers, principal and, as a      resource, chairmen for hospitality, publicity, parent education, health or      safety.


Programs provide opportunities to enhance a school campus by boosting student achievement, stimulating family engagement, promoting community and meeting student needs so they thrive.

PTA programs focus on parent education nights, student achievement, wellness and safety presentations, special events and student activities. Consider varying the type and format of programs – town hall, panel, video, student activity or family event – offered each year. Develop a program plan collaboratively to encourage inclusiveness and participation of the school community.

Defining Program Goals

  • Review prior years’ programs to      see what worked best
  • Survey school community on      preferences for programs
  • Prioritize community feedback      to determine program plans
  • Network with other PTAs for      possible collaboration
  • Brainstorm ideas on programs      with board and committee members
  • Check program information from      council, district, State and National PTA for resources and ideas

Implementing Programs

  • Community Engagement – Involve students, families, educators and      community partners in program preparation and activities.  Always      consider school and community factors for program plans including      ethnicity, transportation, site access for the disabled and meeting place      availability.
  • PTA Insurance – Ensure that every program meets PTA insurance      requirements for allowable activities.
  • Volunteers – Coordinate and delegate volunteer recruitment to      assist in running the program.
  • Presenters – Book presenters and send written confirmation      for their audio-visual equipment needs. Provide information on who to      contact if there are questions and a request for a brief biography to use      for introductions at the event.
  • Follow Up – Confirm program date, time and location plus      time allotted, topic and type of presentation (question and answer      opportunities or lecture) with presenter. Provide directions or map,      details on audience size and type and a cell phone number at the event      site.
  • Publicity – Prepare and send notices for PTA publications      and to council/district PTA and local media.  Work with room      representatives to use phone trees, backpack express, email blasts and      social networking to widely distribute notices to school’s families.
  • Review Materials – Order audio-visual materials and handouts in      advance for committee to vet before the event.

Did You Know …?

For PTA activity plans, you should:

  • Refer      to current Insurance and Loss      Prevention Guide, mailed      annually to unit presidents, for guidelines on approved activities.
  • Never sign a Hold Harmless Agreement on behalf of the PTA. If asked to sign a Hold Harmless Agreement, the PTA      should contact the California State PTA insurance broker.
  • When      directed by the insurance broker to sign the Facilities Use Permit Addendum for events      held on public school campuses, locate the form in the Toolkit, Forms section.
  • Obtain      a Hold Harmless Agreement and Evidence of Insurance from each vendor,      concessionaire or service provider used. Instead of providing Evidence of      Insurance to each individual unit, the vendor, concessionaire or service      provider may file an annual copy of coverage with the California State PTA      insurance broker.

Learn MoreToolkit, Finance section
Questions? – Contact the California State PTA insurance broker

Presenting Programs

  • Arrive early and check site for      requested equipment, room set-up and hospitality arrangements
  • Allow extra time to test all      sound and audio-visual equipment before program starts
  • Greet presenter, provide      nametag, agenda and briefly review presentation format and content
  • Introduce presenter and topic      and, after the presentation, extend the group’s appreciation
  • Act as host during social time
  • Send thank-you notes promptly,      along with authorized expense reimbursements, photos or press clippings

Evaluating Programs

  • Review completed programs as a      committee on what worked best, report to PTA board or association and make      recommendations for future planning groups
  • Pass on program flyers and      publicity to historian for PTA records
  • Maintain a procedure book, noting      successes and failures, ideas for future presentations, copies of      correspondence, program resources and references