PTA is a 501(c)(3) non-profit association and does not support candidates or parties. We are a nonpartisan, issue driven organization directed by our resolutions.
Non-profit organizations may involve themselves in issues of public policy such as holding educational meetings, preparing and distributing educational materials, or otherwise considering public policy issues in an educational manner without jeopardizing their tax-exempt status.
PTA can provide a valuable service by organizing Meet the Candidate Night programs for communities to give candidates a forum where they can publicize their views on the issues. It is best, when organizing these events, to combine with other schools and non-partisan organizations such as League of Women Voters, or your school district, and local chambers of commerce.
It is important to note during an election year, if one candidate is invited to a PTA event or meeting, then ALL candidates MUST be invited. This also includes a candidate asking to come to an event or meeting. If one comes then ALL candidates must be aware and invited.
When coordinating Meet the Candidate events, consider planning with more than one high school and include the elementary and junior high/middle schools which feed into them. The Legislative Vice Presidents from each local PTA could serve on the planning committee.
A region or council could initiate the plan and include their entire area. Regions should decide, with councils and local PTAs early in the school year, if they will initiate the activity or help PTAs to organize them on a smaller scale. Utah PTA encourages Meet the Candidates Night but leaves it to the discretion of each PTA. PTA Meet the Candidate events are PTA meetings and PTA members will establish guidelines and conduct the meeting.
Candidates are not to control the arrangements.
HOW TO ORGANIZE A MEET THE CANDIDATES NIGHT
- Decide on the group to be involved. It could be a region, the area encompassing several high schools, one high school, or a community.
- Invite the Legislative Vice Presidents from the area to serve on the planning committee.
- Determine the time, date, and location. October is the recommended month.
- Obtain information on candidates for each office through the county clerk. Be sure to include ALL candidates for each office. This is required by PTA’s tax-exempt status.
- Include local and state school board candidates. School boards play a vital role in the lives and education of our children.
- Plan an outline for the evening. The following is one suggestion:
1. Open House
- Begin 30 minutes prior to the general meeting
- Allow one-on-one conversation
- Give candidates a place to display and distribute information in a room or hallway near the general meeting location
2. General Meetings — Plan an agenda
- Welcome, greetings, introductions by PTA, flag ceremony, and reverence
- Moderator explains the rules and process to be followed
- Opening statements, questions and answers, and summary statements
a) Opening statements—two minutes for each candidate
b) Prepared questions—one minute response from each candidate
i) The committee prepares questions on issues impacting your community. Include some questions on education and children’s issues. Each candidate should be allowed to respond to all questions pertaining to their office.
c) Audience questions—one minute response from each candidate. It is wise to have these questions written on cards (passed out as the audience enters), collected, sorted, and then given to the moderator. This avoids duplication and inappropriate confrontations.
d) Summary statements—allow a two minute statement by each candidate.
- Prepare and send invitations to every candidate and request an RSVP
- Advertise the event through local newspapers, businesses, churches, and schools. Be sure to invite the entire community
- Follow-through with arrangements
1. Make arrangements for building use and room set up
2. Arrange for a moderator. A moderator must act professionally. Editorial comments are inappropriate and could violate the PTA tax-exempt status
3. Arrange for time keepers and time cards to help candidates judge their time
4. Arrange for people to assist in question card collection and sorting
5. Contact candidates who have not responded to the RSVP
- After the event follow up with a thank you to all candidates who participated
- Additional suggestions:
1. Have a youth chorus perform at the beginning and end to bring parents to the event. Be sure they are old enough to be respectful of speakers.
2. Provide a short introduction of candidates with breakout sessions to meet candidates in “your own geographical area.”
3. Choose locations that are not too large. Try school cafeterias, small auditoriums, or classrooms instead of high school auditoriums.
4. Meet before the school year begins to plan a basic outline of the activity.
5. Make reservations with the school (or other facility) in September and include principals (or their designated representative) in all planning meetings.
Contact Utah PTA office for further assistance: 801-261-3100