Parents Council Positions

Timetables and responsibilities

EVENTS

Band, Bubbles and Beer - September

BBB is a fun outdoor social event for parents that kicks off the school year with food, casual beverages and a live band.

Chair responsibilities include developing event invitation (with the help of the communications department), booking the band, determining, and ordering food and beverages, securing rentals and securing any decorations. Chair(s) will help with setup and cleanup and must attend event.

Planning begins in late August.

The Agnes Irwin Cup - October

The Agnes Irwin Cup is our annual golf outing, held on a Wednesday in October. The event includes a buffet lunch and 18 holes of golf followed by a cocktail reception and buffet dinner.

The event is typically chaired by two couples. Chair responsibilities include outreach to sponsors, working with the golf club to determine menu, ordering prizes for various categories (closest to the pin, longest drive, etc.) and working with Cathy Ferguson to organize foursomes.

Some volunteer work occurs over the summer. This includes placing orders for prizes and gifts.

Event chairs are expected to attend the event (approximately 8am to 8 pm on event day)

Planning begins in May

Spirit Fair - November

Spirit Fair is the kickoff to Spirit Week leading up to AIS/EA Day. The event is a family fair that includes games, moonbounces, food, poster making and a silent auction.

The event is typically co-chaired by two parents. Chair responsibilities include choosing and securing activities (moonbounces, etc), determining food and rental needs and hiring any entertainment. With the help of a committee, chairs will also solicit items for the silent auction and class baskets. Event chairs are expected to coordinate setup of event space and silent auction and oversee the event including scheduling volunteers.

Planning begins in mid September

Spirit Gear Sales - November

Parents’ Council is responsible for selling spirit gear for AIS/EA Day.

Chair responsibilities include working with PC President and Event Coordinator to select, price, and order items and coordinating sales (with volunteers) at Spirit Fair, during Spirit Week and at AIS/EA Day. Due to printing and shipping lead-times, items should be ordered by mid-summer to insure timely delivery, so the work for this position involves researching items in early summer and several zoom/conference calls over the summer to finalize order, as well as working with Courtney Lubbe and the Athletics department to coordinate sales times and outreach to families.

Planning begins in April

Owlidays - November

Owlidays is our annual shopping event and cocktail reception at Eagle Village.

The event is typically co-chaired by two parents. Chair responsibilities include contacting Eagle Village stores to confirm participation, working with Valley Forge Flowers on details of the cocktail reception, hiring caterer, coordinating raffle items, ordering and stuffing event bags and creating a sign up genius for volunteers. Event chairs are expected to attend the event from 8:30am -8pm

Planning begins in late September

Staff Appreciation Lunches - February

Staff appreciation lunches are given by Parents’ Council to thank members of the administration, faculty and staff for all they do for our girls.

There is one event for Lower School and one for Middle and Upper School. Each event typically has two co-chairs. Chair responsibilities include working with PC President and Event Coordinator to determine menu, secure caterer and determine small thank you token for each teacher/staff member. Event chairs are expected to attend the event from approximately 10am-1pm.

Planning begins in December

RaisE - April

RaisE is our largest fundraiser of the year, including cocktail, food, a live auction and paddle raise and more.

The event is typically co-chaired by three parents supported by a committee. Chair responsibilities include assembling committee, choosing event theme, creating an invitation with the help of communications, hiring caterer and entertainment, securing rentals, determining and securing decorations, and assembling and coordinating items for the live auction.

Event chairs are expected to coordinate setup on the day of the event and attend event from 6pm-11pm

Planning begins in December

MayFair - May

MayFair is an annual Lower School celebration where each LS grade performs dances and the 4th grade braids the maypole, followed by a fair coordinated by Parents’ Council.

The event is typically co-chaired by 2-3 4th grade parents. Chair responsibilities include assembling a committee and coordinating chairs for each booth; hiring food vendors, moon bounce and DJ; determining rentals; developing an event layout and coordinating volunteers for the day of the event. Chairs are expected to coordinate setup and cleanup and attend the event (all day).

Planning begins in February

RenAISsance Store - Ongoing

The RenAISsance Store is our gently used uniform store, located at 672 Conestoga Rd.

The project is typically co-chaired by two parents. Chair responsibilities include sorting donations (on a monthly bass or more often as needed), organizing and maintaining the shop, and staffing the shop during shopping hours (several days prior to the start of the school year and the morning of each in-person PC meeting).

CLASS PARENTS

Class Parents: (One each for Pre-K through 3rd Grade, two to three for 4th Grade, two each for 5th through 12th grades.) 

Responsibilities include maintaining a class email list for correspondence, emailing announcements regarding grade specific and PC events, circulating minutes from monthly PC meetings, helping to organize class social(s) and working to create a sense of community for your class.

PARENTS' COUNCIL EXECUTIVE COMMITTEE POSITIONS

Parents' Council Executive committee members are expected to attend monthly PCEC meetings. 

President: PCEC President works with school Administration, Development Office and PCEC to advance the mission of the Parents’ Council. Responsible for overseeing monthly PCEC and PC meetings and working with Events Coordinator to oversee PC events and fundraisers throughout the year. Works with Administration and PCEC to distribute funds raised to various school projects at the end of each year.

Prerequisite - The President must have served on PCEC prior to the election of President.

Events Coordinator: Events’ Coordinator works with chairs for each event to determine needs, set budget and oversee all PC events throughout the year. The coordinator attends all event committee meetings as well as the events. 

Prerequisite - The Events Coordinator must have already chaired an event

Secretary: Secretary records minutes at each PCEC ad PC meeting throughout the year and publishes them to AIS-ON.

Treasurer: Treasurer manages all funds raised and expenses incurred, works with Event Coordinator and event chairs on budgets and coordinates distribution of funds raised at the end of the year.

New Parent Coordinator: New Parent Coordinator work with Admissions and Development Offices to help new parents’ transition to AIS.

Upper School Coordinator: The Upper School Coordinator is a liaison between Class Parents and PCEC. The US Coordinator meets monthly with the Director of the Upper School and Class Deans to identify activities and events for communication to US parents, and then works with Class Parents in each grade to ensure information is transmitted in a clear, timely manner. US Coordinator may also work with parent committees (I.e. Senior Spirit Committee) on special projects/events for their individual classes. 

Prerequisite- You must have been a class parent

Middle School Coordinator: The Middle School Coordinator is a liaison between Class Parents and PCEC. The MS Coordinator meets monthly with the Director of the Middle School to identify activities and events for communication to MS parents, and then works with Class Parents in each grade to ensure information is transmitted in a clear, timely manner. MS Coordinator may also work with parent committees on special projects/events for their individual classes.

Prerequisite- You must have been a class parent

Lower School Coordinator: The Lower School Coordinator is a liaison between Class Parents and PCEC. The LS Coordinator meets monthly with the Director of the Lower School to identify activities and events for communication to LS parents, and then works with Class Parents in each grade to ensure information is transmitted in a clear, timely manner. LS Coordinator may also work with parent committees on special projects/events for their individual classes.

Prerequisite- You must have been a class parent

Diversity, Equity, Inclusion and Belonging (DEIB) Coordinator: The DEIB Coordinator works with PCEC and the PC DEIB Committee expand the reach and inclusivity of our events and initiatives. Responsibilities include recruiting and overseeing parent DEIB Committee and working with Events Coordinator and event chairs to ensure events are varied and accessible.

Member-at-Large: The Member-at-Large supports the President and other PCEC members as needed.

Prerequisite: The person in this role must have previously served on PCEC.