Event Planning for the PTSA

Here is Gunn’s Event Planning and Communications Guide .  Please read it before you start your event the information on it is not duplicated here.  It will provide you with the contacts and steps you need to complete to plan and communicate your event.

To book a facility space, first email Carole Main and ask if the room is available.  Please provide her with the room, the number of guests, date and time.  If it’s free, fill in the Gunn Facilities Request Form  and press submit.  Then email Martha Elderon in the office to put your event on Gunn’s schoolwide Google Calendar.  Events not on the calendar are not insured.  Then email your VP Community rep to say when your event is, and where so it can get on the PTSA calendar.

If you are serving food, here are the PAUSD nutrition guidelines, please follow them at all events.  If you have questions contact Alva Spence in the district office.

If you are purchasing items, please check with your PTSA sponsor and make sure the items are budgeted for.  Once you know they are,  fill in this Gunn PTSA reimbursement form – only original receipts allowed. Fill out the form and leave in PTSA drawer in Gunn’s admin main office.  You can ask the front desk to point it out.

If you need PTSA supplies: get the key from Martha Elderon at the front desk for supplies in the PTSA cabinet. These supplies are paid for by PTSA. If there is something special/extra/missing, please contact Paul Sakuma.

If you need coffee for your event, we recommend Starbucks on El Camino Way.  Say you are from Gunn’s PTSA for 20 percent off large orders only for school events. Brianna is store manager. Rachael is regional manager.  Pay a day or so in advance, then just pick up – no waiting in line. It’s quick and there is good parking at that site.

If you need tea: There are four hot water dispensers in the Staff Lounge. Tea and sugar are next to the cabinet on the left.

For Ice water: PTSA has four five-gallon jugs in the Staff Lounge. You can find ice in the freezer there or ask for from food services in Gunn’s kitchen.

Food: PTSA buys most of its food (chips, popsicles, soda drinks, cookies) from the district since it’s their sugar/salt guidelines. Melanie Gomez is the purchaser, cc Alva, and Claire McCole.  Contact the VP’s of Community Events to find out what is available and how to do this.

If you need volunteers, follow the link to Gunn’s Event Planning and Communications Guide.  How to get those volunteers is listed there.

If you want any student help or advertisement, contact Lisa Hall, with SAC and SEC or, the
Gunn Student Body President Pauline Her.

The PTSA has a very good and respectful relationship with everyone at the school, with vendors, and at the district level. Please request items/rooms/set up several weeks out.