What should a PTO board do in October?

These checklists assume the most common setup — a July 1 – June 30 fiscal year and federal 501(c)(3) status. If your group runs a different year, shift the compliance dates to match.

President — October

• Fill the festival volunteer schedule early. Short shifts (45–60 min) fill; four-hour shifts don't. Personal asks fill the last gaps, not another mass email.
• Check in with every committee chair. Fifteen minutes each, mid-month. You're listening for quiet drowning — chairs rarely volunteer that they're behind.
• Thank sponsors publicly. Banner at the festival, names in the newsletter. October delivery is what makes next September's ask easy.

Treasurer — October

• File the Form 990 now. Due November 15 for a June 30 fiscal year end. The 990-N e-postcard takes ten minutes — and three missed years means automatic loss of tax-exempt status. File in October, save the confirmation.
• Reconcile the fundraiser within two weeks. Report the real number to members while they still remember the event. "We'll total it up eventually" erodes trust.
• Enforce two-person cash counts at events. Festival cash boxes, counted by two unrelated people, signed the same night, deposited within days.

Secretary — October

• Send sponsor thank-you letters with the EIN. Businesses need a receipt letter with your EIN and 501(c)(3) status for their books. Template it once, use it for years.
• Check photo permissions before posting. The school tracks which students can't appear in photos — check before festival pictures go on social media.

Events & volunteers — October

• Run the fall festival / trunk-or-treat. Day-of command sheet: who opens, who holds cash, who handles the bounce-house company, who closes. Print it.
• Feed staff during conference week. Meal train or catered dinner on the long nights — check allergies against the favorites collection first.
• Close the fall fundraiser on schedule. Announced end dates that quietly slide teach families to ignore the next deadline too.

Deadlines in October

• IRS Form 990 — file this month. Due November 15 for June 30 fiscal years (15th day of the 5th month after year end). Filing in October leaves room to fix surprises.

Start in October, needed later

• Holiday shop volunteer schedule. December shop needs a full roster and inventory plan by Thanksgiving.
• Winter staff gratitude. Pie drop before Thanksgiving break or cocoa cart in December — order ahead.