Start Here...
- Please read and understand your role early and often! The Chairperson/s are happy to answer any questions you have. We only ask that you read this page all the way through, and that you review this committee's report from last year, a PDF file at the bottom of this page, before proceeding.
- Your committee members will bring all sorts of creative ideas to your committee. So try to recruit volunteers before the end of the school year as it may be hard to wrangle volunteers once school begins. Stay in touch with your volunteers over the summer.
- We would like to store as many of the Spaghetti Supper documents on this website as possible, so please keep an accurate electronic record of your progress as you go.
- Once the Chairperson/s set the first Spaghetti Supper meeting in late August or September, schedule your own committee meeting in September.
- Please attend all Spaghetti Supper meetings, sending a representative only if you cannot attend. Your attendance helps you and the rest of the committees.
- If you make use of you committee binder, add a printed coy of you report and copies of any documents and be sure to return it to the Chairperson/s at the wrap-up meeting after the supper.
- Send an electronic copy of your report and any support documents including photographs, PDFs of documents and/or templates for future chairs to use, to the Spaghetti Supper Chairperson and Class Treasurer.
- Have a great time!
- Grazie!
- Questions, contact Amy Caggiano, Publicity Chair in 2016, at [email protected]
Publicity Committee Responsiblilities
- Write press releases for the Mosquito, the Buzz, and the weekly PTO email. All press releases go through the PTO publicity chair, who sends them out at the correct time.
- Design, print, and distribute newsletter to all sixth-grade students
- Design, print, and distribute flyers to all CPS students
- Design, print, and post full-color and black-and-white flyers at strategic places in Carlisle
- Design, print, laminate, and place large sandwich board posters at strategic locations in Carlisle
- Design, draft, and print program to be handed out at supper
- Design, print, and laminate large poster thanking all donors. This poster is displayed at the raffle table during the supper.
Detailed Description of How You Accomplished the Above:
We had two people working on publicity. We divided the tasks as such: one person did all design and layout: logo, flyers, posters, and program as well as handled printing coordination. One person reserved town rotary sandwich board placement, wrote and submitted the press releases, reserved/managed other sandwich boards, helped with printing, procured some supplies (paper for program if needed). We worked together as needed.
Publicity Committee Timeline
Late Spring
Late August/September
Two weeks prior to the event
Seven to Ten Days prior to the event
After the event
- Attend initial Spaghetti Supper Chair meeting.
- Reserve Rotary space for week prior to the supper. Call Town Hall at 978-369-6136.
- Submit “Save the Date” notice to the school year’s final Buzz and PTO's final weekly email.
- Contact the PTO and ask them to create an Event Listing on the CarlisleECommunity.com website.
Late August/September
- Submit notice for the Buzz’s first edition. Buzz Submission to Claire Wilcox, and all other school-related notices go through PTO publicity chair.
- Ask the PTO to include event teaser in their September PTO News and also on their PTO Facebook group.
- Have the press releases for the Mosquito ready in advance. First release in the beginning of September, then four more prior to the Supper, depending on the number of Fridays before the event.
- Contact Kerry Lyons ([email protected]) or current staff member in the CPS Copy Center. They print all the materials for the school and help out with printing (and laminating as needed) the newsletters, flyers, posters, and programs. Give them a basic timeline for what you will need. They are very helpful.
- Newsletter: It went out to all sixth grade students in mid-September. There is a template available from Amy Caggiano. This is an informational flyer for sixth-grade families, with key information about what kids need to wear, how much tickets cost, samples of raffle items, etc. It goes out in mid-September. You need to coordinate with various chairs to get information needed (in our case the co-chairs created and printed the newsletter without much help from Publicity – we only provided editing feedback). We sent out three (3) different flyers to parents.
- Flyers: This contains the bare bones basics about the supper and goes out to all CPS students. In 2015, the Publicity committee provided colored paper to the Copy Center, in 2016, we used white. The supper chairs decide when this flyer goes out.
- Sandwich Board posters: The school’s Copy Center can only print two colors. In the past, the Copy Center printed some of them and some were printed at Budget Printing in Concord for the four-color posters. Ricky Krug is the owner, and he was very generous and gave a discount price. We mentioned Mary-Lynne Bohn’s name, as she has a wonderful relationship with him.
- The Sandwich boards are stored in the PTO shed behind the school. Contact the PTO Publicity Chair for access to reserving the sandwich boards as well as access to the storage shed. Reserve the boards in advance, as we competed with other events for the use of the sandwich boards. We used 5-6 sandwich boards.
- Lawn signs: We did not do lawn signs.
- Submit the weekly press releases for the Mosquito directly to the Mosquito. Also submit the notice for the October Buzz and weekly PTO emails.
- Post a 'Save the Date' on the Carlisle Parents Facebook Group
Two weeks prior to the event
- Post 8 ½ by 11 flyers throughout the town at all the usual locations. Library, Ferns, Post Office, Transfer Station, Kimballs, Town Hall, Diment Park, Carlisle Public School.
- Place Sandwich Boards. We used 5-6 sandwich boards, and we placed them at the CPS entrances, in the Rotary, in front of a house on Rt. 225, and in front of a house on Concord Street. We asked permission of the homeowners before placing the sandwich boards. The Rotary sign usually goes up one week prior to the event. (See above about reserving this prime location, needs to be done well in advance.)
Seven to Ten Days prior to the event
- Programs: Coordinate with the Raffle committee and any other committees that receive donations. The Raffle committee works until the last minute, so this is a very intense process. The information changes daily, so be ready to put in a lot of time at the end.
- More on programs: Please see 2015 samples. We included all of the sixth-grade team, including aides and special educators, which is important. You can get the list of the sixth-grade team from Claire Wilcox, assistant to the superintendent. You can also get the class list from her (goes in the back of the book). We worked closely with Raffle Chair to determine Sponsor groupings and specific listings.
- In 2015, a 6th grade parent procured two paid advertisements for the program – inside front cover and back cover. The advertisers need to provide PDF files of their advertising artwork, as well as payment in advance of the event. In 2016, we did not secure any advertising for the program.
- The Copy Center printed, folded and stapled the programs. They were ready the Monday of the supper. In 2016, we printed on white paper (in year’s past, color paper has been donated). We printed 500 copies.
- Thank You poster. In 2015, the committee worked with Raffle Chair on Thank you Poster. It was displayed at the Raffle table at the event.
After the event
- Remove sandwich boards give them back to PTO.
- Submit thank you letter to the Mosquito.
PDF's of Past Publicity Committee Reports
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2013_SS_Pubicity_Committee_report.doc |
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2012_ss_publicity_report_&_documents.pdf |
2011_ss_publicity_report_&_documents.pdf |
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2010_ss_publicity_flier.jpeg |
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2008_ss_publicity_report_&_documents.pdf |