Running PTCs in 2026: Tips for Success in a Digital Age

In-person PTCs are making a strong comeback, with more than 33% of schools now holding face-to-face meetings. However, according to recent school surveys, the most popular format heading into 2026 is the hybrid approach - combining online and in-person meetings. In fact, 90% of schools consider the ability to offer both options as important or critical.

The demand for hybrid PTCs is driven by the need for flexibility and convenience for busy families. These meetings allow parents to participate in their children's conferences from anywhere in the world if they are unable to attend in person.

As the hybrid PTC format becomes more common in 2026, it is important for schools to be prepared to make the experience a success for all stakeholders. Here are some tips to consider:

• Involve all stakeholders in the decision to adopt a hybrid format, and survey parents to gauge their preferences.
• Communicate the chosen setup to parents well in advance, and be available to address any concerns or questions they may have.
• Provide internal stakeholders and teachers with the necessary support, especially if a mixed hybrid format is being used.
• Consider using online systems to streamline the setup and organisation process, which can take anywhere from a few hours to one week for manual processes.
• Keep communication clear and consistent to help increase parent engagement and reduce confusion.

To ensure a successful and stress-free PTC, it is important to have accurate data and effective communication with parents. Here are some key recommendations:

• Use an automated system linked to your school’s management information system (MIS) to set up PTCs - this helps avoid errors and ensures parents only see the correct meetings to sign up for.
• Invite parents through their preferred communication channel to increase the chances that they will see and respond to the invitation.
• Provide clear instructions on how and when to book PTCs, offering as many options as possible. Consider providing sign-up links and letting parents know what to expect, especially if a hybrid format is offered.
• Make sure there is a clear way to confirm appointments and avoid double-bookings or missed appointments on the day.
• Let parents know who to contact on the day if they have any issues, and have a back-up plan in place to handle problems with in-person or online appointments.

Two thirds of international schools now use online systems for their PTCs. Even if your conference is being held in person, the sign-up and communication process will likely be digital. To ensure a simple and stress-free experience for both parents and staff, consider the following:

• Prepare contingency plans for all eventualities.
• Offer training for both parents and staff before the PTC season begins.
• Consider using single sign-on for digital systems to avoid lost login requests and encourage parents to check their credentials before their allotted PTC.
• Leave extra slots available for no-shows and cancellations to keep the schedule flexible.
• Use embedded video for online meetings, if possible, to avoid the need for additional third-party apps like Zoom or Google Meet.

Many international schools hold two PTCs per year, but this can lead to low engagement between sessions. One way to increase engagement and streamline the PTC process is to integrate them into your school’s everyday community activities. This can have several benefits, including:

• Improved engagement from parents who are already familiar with the system.
• Reduced need for additional staff or parent training.
• Fewer issues with logins and missed communications.

To achieve these benefits, consider integrating PTCs into your community portal, ideally using an online system that connects to your school’s MIS to pull in accurate data. This can help you run a smooth and efficient PTC season with high parent engagement.