Correct me if I am wrong, but planning ahead is generally seen as a good thing. In fact, the administration uses this argument to require teachers to have their lesson plans written down in the official PA Lesson Planning booklet two weeks in advance. Why, then, do teachers and staff find out about assemblies, Credit Recovery meetings, fire drills, etc the morning (or in some cases 5 minutes before) they occur? There seems to be a gap in communication here - one that needs to be filled ASAP in order for all staff to do their jobs correctly. I'm pretty sure when an organization is contacted to come in and do professional development, they are given fair notice - make sure to give the teachers that too.
If you need some help to coordinate, there are some great resources out there. http://www.when2meet.com/ is just one of them.
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