Teacher Appreciation Week, or Staff Appreciation Week, is the first full week of May (May 4-8 in 2026), and while parents and students often focus on individual teachers, PTOs have a bigger job of celebrating the entire staff.
That includes the cafeteria staff, parapros, custodians, office staff – everyone who plays a role in our kids’ daily lives. Our district is huge, with 250 staff members between two elementary schools, so it takes quite a bit of planning to make it happen. Staff appreciation for us is more of a logistics project, really.
Over the years, we’ve learned (the hard way) what works and what doesn’t. Now we have a repeatable system, so we’re not scrambling and burning out every May.
Whether you’re planning for a smaller school or a large district like ours, here’s how to make staff appreciation week meaningful and manageable.
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What Does Staff Appreciation Week Look Like for Large Schools?
Being on the PTO board for a large district is fun, but the first couple of years were incredibly stressful because we didn’t have routines in place. We were so stressed by the end, we knew we needed a new plan for the following year.
That’s when we came up with a system that works, and it helps make the process so much easier. Now, easy is never the case, but easier is feasible. We plan ahead, following a somewhat loose schedule to make sure we’re not scrambling at the last minute.
This is different from a student bringing their teacher a gift that week because it’s a full-scale plan with something happening each day. Planning a staff appreciation week for a large school requires a different approach than traditional teacher appreciation ideas.
How to Plan a Staff Appreciation Week Budget
Step one: Set your budget before anything else.
Your PTO budget should be set before the school year begins, and it’s important to include staff appreciation. Using that budget, you’ll determine what your PTO can afford to do for the teachers. Some may not have enough funds to cover a full week of events, and that’s okay. Even having one special day is meaningful.
In addition to those funds, we ask for donations from local businesses that want to help support our staff. In return for the donations, we share their logo and contact information on our PTO Facebook page and in the staff lounge at the school.
Staff Appreciation Week Themes That Make Planning Easier
Step 2: Choose a theme that helps guide every decision.
Your theme should be used as a decision filter, not just decor. There are so many ideas out there for teacher appreciation, it’s hard to narrow it down without some type of filter, and this is it. Keep in mind you’ll want to choose a theme that works across five days with simple decor options and messaging.
Some teacher appreciation theme ideas include:
- “You Make Our School Bloom” (flowers, spring, growth)
- “Fueling Our Staff” (coffee, snacks, energy)
- “Under the Sea” / “Tropical Week” (fun, flexible)
- “Farmers Market” (local goods, fresh foods, coffee, flowers)
- “TV Shows” (pick favorites that you have good ideas for)
- “Treat Yourself” (spa-lite, sweets, drinks)
- “Around the World” (different foods each day)
- “Color The Week” (each day is a different color)
- “Brighten Your Day” (yellow/sunshine theme)
- “Throwback Week” (90’s/2000s)
- “Fuel the Finish Line” (end-of-year energy, coffee, snacks)
- “Little Treat Culture” (snacks, drinks, small daily surprises)
- “Thank You for Sticking With Us” (sticky stuff, like bubble gum, stickers, etc.)
Staff Appreciation Week Ideas: How to Plan Each Day
Step 3: Plan each day around your theme and your budget.
As you’re planning around your staff appreciation theme, keep in mind that not every day has to be huge to make an impact. Variety and thoughtfulness matter more than the cost.
Monday: Big-impact kickoff
- Coffee cart/breakfast
- Something visible and energizing
- This year, we booked Travelin’ Tom’s Coffee Truck to come and serve each staff member
Tuesday–Thursday: Scalable experiences
- Flower bar
- Adult lunchables (individual grazing box) and honey straws
- Grab-and-go themed items
Friday: Wrap-up
- Raffle drawings for gift baskets
How to Budget Staff Appreciation Week Activities
Step 4: Price everything out, then adjust your plan as needed.
Choose what you want to do for your bigger days first. Those are the most important and often cost the most. If the remaining budget doesn’t cover the other things we had in mind, this is when we pivot. We don’t wait until we’ve already committed to everything.
- Get actual quotes and price the essentials (coffee carts, food, supplies)
- Subtract from the total budget
- Then adjust the remaining days to fit what’s left
How to Get Donations for Teacher Appreciation Week
Step 5: Use donations strategically, not randomly.
We create a flyer with our PTO logo and details of the event we’re looking for support with. Then, we personally reach out to companies we think would be a good fit. We also give them a shoutout on our Facebook page and display their logo and information in the staff lounge during the event.
We ask for product donations, gift cards, and bulk discounts on things on our planned list. So for instance, this year’s theme is “Farmer’s Market,” so we’ve asked florists, coffee shops, honey and candle vendors, and farm stands.
Many local businesses want to help because they recognize the importance of our school staff. They also want to promote their business, and this is an amazing way to do so. It’s a nice mix of exposure and goodwill.
How to Save Money on Staff Appreciation Week Supplies and Ideas
Step 6: Shop smart and track spending as you go.
We always try to go local instead of buying in bulk online, but sometimes the budget doesn’t allow for that. When buying in bulk, keep in mind that shipping costs and quantity minimums may impact how much it costs. Make sure to track spending as you go so things don’t spiral, and you don’t break the budget.
Simple Staff Appreciation Week Decorations
Step 7: Keep decorations simple and tied to your theme.
Decorations don’t have to be over the top, unless you want them to be, of course. When keeping it simple, focus on decorating the staff lounge and wherever you’re setting up each day.
Stick to your theme for this and reuse items across days. Don’t overcomplicate it, or you’ll experience burnout in no time.
How to Organize Volunteers for Teacher Appreciation Week
Step 8: Plan volunteer roles like a schedule, not a wish.
In the month leading up to staff appreciation, decide what you could use volunteers for and get a sign-up sheet out. We use Signup Genius, but you can do it in other ways.
Volunteers can help with setup, refill, and cleanup. They can also pick up donations for you, too.
Staff Appreciation Week Planning Tips for a Smooth Week
Step 9: Execute the week and expect a few imperfections.
Once staff appreciation week is here, it’s time to execute. We usually do the decorating and as much set up as we can the Friday before. Then Monday, everything is already in place, and we just have to set up the exact details for that day.
It’s not going to be perfect, no matter how well you plan. Things might run out, items might be late, and you may have to shift your plans a tiny bit. That’s okay, it’s real life, and no one will really notice.
What Makes Staff Feel Appreciated During Teacher Appreciation Week
Being included in the planning and gift-giving makes all staff feel appreciated. Thoughtful touches are more important than expensive ones. The more you let the staff know you see them and all that they do, the better.
Staff Appreciation Week Ideas for Large Schools
If you’re searching for staff appreciation week ideas that work for large groups, these are simple, scalable options that don’t require a huge budget.
These ideas are designed to be scalable, meaning they work for large groups without requiring individual customization.
Not only do these ideas work for large schools, but they can work for small ones, too. However, some ideas that work for small schools won’t work for large schools, so those aren’t included in this list.
When planning staff appreciation week ideas for large schools, the key is choosing options that are easy to scale, quick to restock, and accessible for all staff, including those on different schedules.
- Succulent bar
- Dirty soda station
- Lemonade bar
- Coffee truck
- Flower bar
- Snack cart
- Hydration station
- Dessert day
- Raffle table
- Local product table (honey, candles, etc.)
- Grab-and-go breakfast bags
- Build-your-own trail mix station
- Bagel or donut bar
- Smoothie or lemonade station
- Popcorn bar
- Pre-packed lunch kits (like adult lunchables / individual charcuterie pack)
- Handwritten thank-you notes (from PTO or students)
Shop supplies here
- Bulk snacks
- Decor kits
- Grab-and-go packaging
- Raffle basket fillers
- Disposable coffee cups, lids, and sleeves
- Mini water bottles or canned drinks
- Napkins, plates, and serving trays
- Clear cups with lids (for parfaits, fruit, desserts)
Staff Appreciation Week Checklist for PTOs
To break it down, here is a simple, repeatable PTO system you can use every year for every event, especially teacher appreciation. Use it as a checklist as you begin your planning, and add subtasks beneath each to break it all down.
- Budget
- Theme
- Daily plan
- Price and adjust
- Donations
- Shop
- Schedule volunteers
- Decorate
- Execute
You don’t need to reinvent your process every year. Just swap the theme and activities and handle it all the same way.
Staff Appreciation Week Planning Timeline
- 2–3 months before: Set budget and theme
- 1–2 months before: Plan days and request donations
- 2–3 weeks before: Finalize purchases and volunteers
- Week before: Prep supplies and decorations
- Week of: Execute and adjust
FAQs
- How much should a PTO spend on staff appreciation week?
Use what your PTO can afford to budget for the week, and don’t feel bad if you don’t have as much as you’d like. - How do you include non-teaching staff?
After you set your staff appreciation budget, divide the total number by the number of staff members. That’s a good way to look at how much you can spend per person, so you can be sure to include everyone. - What if your PTO has a small budget?
That’s okay! The amount you spend doesn’t matter as much as the thoughtfulness behind your plans.
Recap: Staff Appreciation Week
Staff appreciation isn’t about perfection. It’s about being intentional and thoughtful while planning something that shows your gratitude.
You don’t have to do everything. You just have to make people feel like they matter.
