Friday, October 3, 2008


When ready, the 2009 Family Day banner will replace the banner pictured above.

Solicitations Committee





Acting Committee Head: Joseph Mabilog


Scope of Responsibilities:

1. Finalize the Circular for all SSCW parents announcing the need for solicitations for the Family Day. This can be done in coordination with the Grade School Solicitations Committee Heads, Grade School & Year 2 Family Day Overall Coordinators (Cristy Donaire & Rhea Rodrigo-Deveras, respectively), Grade School President (Lyza Rivera) & Year 2 President (Joseph Mabilog). If a meeting can be arranged, then at this meeting the particulars of the solicitations can be ironed out & finalized.

2. Once the contents & details of the circular are finalized, make appropriate adjustments on the Circular Letter Draft to be e-mailed to you by the Year 2 overall coordinator. Once this letter is approved by the concerned people (those who attended the meeting), you can type the official letter for Sister Bellarmine's approval.

3. In advance (during the meeting), request & acquire 5 specimen signatures (on bond paper) from each signatory of the Circular Letter & submit to Ms Gerg Santos, which she can paste on to the letter before printing & mimeographing. This will save time (Without the specimen signatures, you will have to find each signatory & have them sign in person on the finalized letter).

4. Finalize the Official Letter for interested sponsors using the same process mentioned above. This letter will be given only to companies & individuals who are certain to give donations in cash & kind. This letter details 4 sponsorship packages, listing what the sponsor will receive in return for their donation, in cash or kind.

5. Follow up with Ms Gerg that the Circular Letter is distributed asap. Leave copies of the Letter for Interested Sponsors with her, so when potential sponsors come to inquire re the details, she can just give out this letter.

6. Approach your own friends, colleagues & co-workers for possible sponsorships, in cash or in kind.

7. Keep a clear record of each donation: Name of person / company that donated & items / cash donated. Even small donations have to be clearly recorded. Ex. 2 umbrellas or 10 bars of soap. Do not give any donation, no matter how small, to parents or students because this is the school's property.

8. Coordinate with the Games & Prizes Committee Head regarding where to store the donations in kind (goods).

9. Cash donations can be received directly by the Business Office, SSCW, to be held in the Year II Family Day fund.

10. Coordinate with the Booths & Food Committee Head regarding the number of booths to be reserved for the major sponsors (P20T donation), who each will receive a free booth. Once a major sponsor signifies the intention to donate, inform the Booths & Food Committee Head for immediate reservation.

11. Coordinate with major & minor sponsors regarding their desired placement within the school premises of the company banner. Reserve this place for them. The school grounds map may show them an overall view of available places for banner placement. This school map can be e-mailed to you by the overall coordinator.

12. It would be best for the Sponsorship Committee Head to be present in the school premises on January 31 to help supervise the banner placement of major and minor sponsors. The company representatives will seek your presence since you are the Committee Head with whom they have negotiated.

13. Regularly check in with the Business Office, SSCW, regarding the major & minor sponsors who have given their cash donations. Keep yourself updated regarding potential & actual sponsors.

Booths and Food Committee




Committee Heads: Lynette Zotomayor and Lourdes Hermoso

Scope of Responsibilities:

1. Finalize the tents to be used for the Family Day. Follow up on Joseph Mabilog's connection with Pepsi for free tents. Pepsi may request, in exchange, for its drinks to be exclusively sold during the Family Day (including juices & water). In this case, each booth leaser will have to bring their own tables, table cloth & chairs.

2. If this doesn't work out, try to get free tents from another sponsor. La Salle Canlubang had a connection with Coke. If still not workable, ask the overall coordinator for the booth rental contact person used for Family Day 2 years ago. This rental will include tables, 1 per booth. There are 4 booths per tent. We need to pay a rental fee for each tent. In this case, there will be no need to arrange for additional rental of tables.

3. Determine / finalize the following information along with the overall coordinator & the concerned school personnel (usually Ms Gerg Santos):

a. How many booths will be allowed -- usually depends on the kind of tents available & how many will fit in the booth area
b. Number of Food Booths & Non-food Booths -- Booth Committee Head Lui Gonzalez (2 years ago) suggests alloting more booths for food than for non-food
c. Location on SSCW premises of booth tents (new locations may be allowed this schoolyear)
d. General area assigned for Food & Non-food Booths
e. Booth Rental Fee
f. Things / equipment allowed to be brought in per Booth (Ex. oven toaster, chairs, garbage bag, etc)
g. Whether the Family Day will extend up to evening (thus requiring extra electricity for lights -- originally, electricity supply will be sufficient only for 3 sockets per booth, for small appliances such as oven toaster, no lights)
h. How many booths per kind of food, ex. 2 booths for Italian food, 2 booths for bbq, 2 booths for desserts (Each booth leaser will sign a contract specifiying the kind of food they will sell exclusively).

4. Finalize the Booth Contract to be signed by Booth Leasers for approval of Sisters Ida and Bellarmine. Prepare only enough for the available number of booths.

5. Finalize the circular regarding Booth Rentals to be distributed to all SSCW parents. Get the approval of Sisters Ida & Bellarmine before releasing. These final letters need to be signed by the HSPA & GSPA Presidents, Year 2 Parent President, Family Day overall coordinator, Booths & Foods Committee Heads & Sisters Ida & Bellarmine. Gathering of signatures will take weeks. An option would be to gather specimen signatures of all parties ahead of time (5 sample signatures on a piece of bond paper per person), to be pasted on by Ms. Gerg Santos just before the printing & mimeographing upon approval of Sisters Ida & Bellarmine of the text.

6. Arrange for the Booth rental fee payments with Ms Gerg's office. Provide her a receipt booklet. Regularly visit or call her to check in on who has signed up & paid. Booth Rental fee: P600 Individual / Parent, P1,200 Corporate. Final Booth leasers will be recognized only if they pay the rental fee in total. Reservations without payment of the rental fee will not be officially recognized. This matter will be made clear in the circular to parents.

8. Coordinate the time of delivery of booths, usually 6-8am on Family Day itself. Joseph Mabilog suggests officially announcing it to be at 6-7am, but we will still allow latecomers up to 8am.

9. Be present during ingress of booths & booth leasers with their equipment on Family Day to personally supervise the whole process. There may be several concerns & adjustments to be made despite careful planning beforehand. Have on hand your final map of booth placements (which booth is assigned where). Before the arrival of the Booth Leasers, paste on to each table the name of the booth assigned for that space to avoid confusion & friction between leasers.

10. Be responsible for collecting the total amount of booth rental fees paid to Ms Gerg Santos. When complete, turn this amount & the receipt booklet to the overall coordinator.

11. Make sure all electric outlets for the booths are in working condition on Saturday, January 31.

12. Before & on the Family Day, gently remind Booth Leasers that they may bring the type of food they declared / listed in their contracts. If they decide to bring other types of food at the last minute, this will conflict with the other booths assigned to that type of food. Ex. BBQ booths may complain if they discover that a Pasta Booth decided to add BBQ to its menu at the last minute, as it may detract from their sales.

13. From the total number of available booths, make the following early reservations:
a. For the Grade School Parent Association (GSPA) - free
b. For the High School Parent Association (HSPA) - free
c. For high school year levels who request
d. For grade school parent levels who request
e. For SSCW administrative personnel who request
f. For teachers who request
g. For Student batches (ex. Year IV, Grade 5) - free
Note: Parent leasers will have to pay the fee.
If there are, you will be informed, being the Committee Head.

Note: The overall coordinator will send the Committee Heads the drafts of both the Booth Contract & Booth Rental Circular to parents.

Thursday, October 2, 2008

Games and Prizes Committee





















Committee Head:

Scope of Responsibilities:

1. Decide, while taking suggestions from other parent organizers, on the number of games, & which games will be conducted on Family Day.

2. Strictly 30 minutes will be allotted for these games, including preparations. The games may be stopped midstream or the program may move on (even while a game is ongoing) once the 30 minute time allotment used up.

3. Suggested number of games: 3 to 5, depending on the length of each game. Games for 2007 Family Day: Pinoy Genio (charades), basketball shooting & Deal or No Deal.

4. Arrange who will provide the props for each game.

5. On January 30, Friday, or January 31, Saturday, assign & label all prizes for all the games based on available solicitations / donations from parents / companies. Include prizes for the following:

a. Raffle Prizes - major donations like oven toasters, umbrellas, vases, etc.
b. Games Prizes - for team winners, include a prize for each participating member
c. Overall Color Team Winner - based on total of points garnered by each Color Team
d. Consolation prizes for all participants (each member gets one minor prize each) in the intercolor cheering competition, field demonstration dances & games - this will depend on whether there are enough solicitations. Examples: bar soap, snacks, small pouches, ballpens, etc.
e. Special Awards - Most Attended Color (most number of attendees: results can be taken from Registration Committee Head after the Holy Mass) & others the organizing committee wishes to recognize.

6. From the time solicitations & donations begin up to January 31, Saturday, coordinate with the Solicitations Committee Head to have a constantly updated list of solicitations & donated goods that can be used for the prizes.

7. This Committee Head is responsible for:

a. Keeping current the master list of any and all goods donated for the prizes
b. Finding a safe place of storage to hold these donated goods from now until the Family Day, usually at the conference room behind the office of Sister Ida.

c. Being in the SSCW premises at anytime that a sponsor / company / parent wants to deliver a sizable donation, ex. 10 boxes of soap, to receive the donation & to make sure all good are safely brought up to the storage area for prizes. If not possible, keep communication with Gerg Santos so she can direct the solicitations / donations to the designated storage place. But it's better if soon after, you can go yourself to check on what was donated for proper documentation.

8. On the Family Day itself, make sure all needed props are in the gym on the morning of the Family Day, in advance of the schedule for the games.

9. If additional donations arrive, the Committee Head may find other opportunities to give prizes away. Usually, extra prizes are give as consolation prizes or for additional raffle prizes. When the Family Day is over, do not give extra prizes to parent organizers or students, but have them returned to the storage area & report them to the overall coordinator, because these prizes are the property of the school.

10. Determine the number of participants needed for each game, & enlist participants as they enter to register in the morning. The Games & Prizes Committee Head, along with the Color Team Captain, needs to be at the Registration Tables during registration time to invite & get the consent of parents to sign in to join the games. The list must be complete once the Holy Mass begins.

11. Coordinate with the Program Committee Head and make sure these participants are already at the gym (or in the field) for their assigned games even during assembly for the parade. Make sure the props are at hand in advance as well.

12. Coordinate with Ms Gerg Santos 2 weeks before Family Day to ask for Color Team Captain assignments. Once these team captains are assigned, you can approach each of them & ask for suggested names of games participants. These team captains are usually familiar with their members & usually can be contacted by text or can be seen in school during dismissal time in the afternoons. Some of them may wait with you during Registration on Family Day to invite their team members to sign up for the games. You can invite them in advance to do this with you. This will help them too because they will want to win the games & garner points.

13. Assign a points system for all competitions. In the past, points were awarded for 1st place, 2nd place, 3rd place, & the remaining teams may have an equal number of points. You may also allot decreasing numbers of points for the 4th, 5th & 6th placers. This will depend on the nature of the game. Assign the points system for the following:

a. Intercolor Cheering Competition
b. Each game
(Total # of points will be computed so the Color Team with the highest number of points will receive an award -- possibly a trophy)

14. Arrange for somebody to accurately record the points for each Color Team as the competitions proceed through the day, and when the grand total number of points is needed, the person-in-charge can provide it immediately.

Gym Backdrop Design Committee
















Above: Hale Welcome Tarpauline, Family Day Tarpauline & Design for Gym Stage Backdrop during Family Day 2007

Committee Head:

Scope of Responsibilities:

1. Come up with a design for the Gym stage backdrop. Design contains the Family Day theme & the schoolyear. The theme will be decided by the committee heads & approved by Sisters Ida & Bellarmine.

2. Coordinate with a computer graphic designer (someone you know or someone another parent organizer can refer to you) regarding the background design & font, colors & size.

3. Work with a budget.

4. Take suggestions from other organizers regarding materials used: tarpauline (no labor except when hanging) or paste-on styropor lettering and designs (labor intensive). For the latter, you'll need committee members to work on & complete the design by Saturday, January 31 for the latter. It will require buying of materials, cutting out, pasting & attachment to the corkboard at the gym stage.

5. Coordinate with the overall coordinator to get the approval of Sisters Ida & Bellarmine for the finalized design before placing the order for a tarpauline or beginning work on the design.

6. Be present on Saturday, January 31 for placing up of the backdrop design, whether tarpauline or otherwise.

7. This committee may be placed in charge of the additional following banners: Family Day banner & Welcome banner for the band (if needed). If so, finalize the designs with the overall coordinator & get the approval of Sisters Ida & Bellarmine before submitting them for printing.

Program Committee


Above: Short video clip of The Band Hale during their performance at the SSCW Family Day 2007

Committee Heads: Jun and Virna de Leoz

Scope of Responsibilities:

1. Finalize the Family Day schedule from beginning to end.

2. Give specific times for each of these events on Family Day, February 1, 2009:

Booth set-up
Registration
Holy Mass
Assembly for the Parade
Parade
Cheering Competition for Color Teams at the gym
Lunch
Games in the gym
Preparation for the Field Demonstration
Field Demonstration

Optional:
Assembly at the gym for the band performance
SSCW all-girl band performance
Band performance

3. Coordinate with Ms Jane (Year 2 Adviser) and / or Ms Leah (High School Special Events Coordinator) regarding the time allotment needed for the Field Demonstration.

4. Before the Family Day and as early as now, coordinate with the person-in-charge for each event listed above, with regards what time their event will begin & end.

5. Coordinate with Ms Gerg, Ms Leah, Ms Jane or other people concerned with regards additional performances so these can be scheduled into the program & given appropriate time. Ex. teachers' performance, basketball game of alumni students, performance by alumni students.

6. Include the following in your schedule: family day raffle, grade school raffle (if existing), playing of the national anthem, opening words & prayer by Sister Bellarmine, HSPA President, GSPA President, & Family Day overall coordinator (if needed). Please confirm what other details are needed from Ms Gerg Santos.

7. On the Family Day itself, prepare the event 15-20 minutes ahead of schedule. Example, during assembly for the Parade, begin to coordinate with the Games & Prizes Committee Head to call all games participants to the gym, so when the Parade ends there, the games participants are immediately available once the games begin. The Program Committee Head needs to spearhead each event this way for the whole program. The other Committee Heads & Overall Coordinator will assist you closely.

8. Changes in the program events & scheduled times will occur several times as the planning progresses, so be ready to adjust your schedule.

9. The final schedule of the program will have a clear list of the events to be held & the specific time they will be held. The Committee Head will ensure on the Family Day itself that this schedule will be followed, that there will be no delays as much as possible.

10. If there are delays, the Committee Head should approach other people concerned, learn the reason for the delay, & address it. Ex. During preparation for the Field Demonstration, you can ask Ms Leah if the Field Demo dances can begin at the time allotted. She will be able to tell you the status. For ex. "The girls have been informed & are on their way to their classrooms to change now." Another example, you need to be informed if the band to perform is on their way to the school (through the overall coordinator).

11. Find out from Ms. Leah the order of dance performances for the Field Demonstration, for the Emcees' benefit. There will be a dance performance per pre-school, grade school & high school level, but in the past years, the order was shuffled, not according to age.

12. Coordinate with the Games & Prizes Committee Head to make sure all prizes (raffle, winners of inter-color cheering competition, games winners & field demonstration winners) are ready at the nearby tables. Intercolor cheering competition & games winners - prizes in the gym (if sun is too hot for the games) on a table. But games may be held on the field as well -- in this case, the prizes will be at the field table. Field Demo & raffle winners - prizes on the table in the field. These prizes will have been labeled or clearly assigned by the Games & Prizes Committee Head on Saturday, January 31, 2009.

13. Assign a Scriptwriter who will prepare a clear script with text / dialogue of emcees. Copies of this script will be given to certain Committee Heads so coordination on that day will be easier. The overall coordinator will assist you with this.

Physical Arrangements Committee



Committee Head:

Scope of Responsibilities:

1. Arrange for the multi-colored banderitas to be hung from the trees on the field to the rear of the Administration building on Saturday, January 31, 2009. Ms Gerg Santos informed us that the banderitas from last schoolyear are damaged, so we need to purchase a new set. Better if the new set has all the colors of the Color Teams (orange, red, green, yellow & violet). If not, then most of the colors.

2. Arrange for multi-colored flags to be placed on the perimeter of the whole field. Check if the flags used last year are in good condition. If not, arrange for new ones to be made.

3. Coordinate with the Solicitations Committee Head regarding the hanging of the Major & Minor Sponsors' Banners. Be present on January 31, 2009 & early morning February 1, 2009 to supervise the school maintenance crew / sponsors' company representatives in hanging these banners.

4. Coordinate with the Food & Booths Committee Head regarding positioning of the food booths to be brought in. These booths will be brought in on Saturday, January 31 or very early morning Sunday, February 1. The Physical Arrangements Committee Head will have to be present for this.

5. Coordinate with the Sounds System personnel regarding where to place their speakers, microphones & equipment.

6. Assist the Registration Committee Head in bringing the Registration Tables to the pergola, supervising the school maintenance crew.

7. Request for tables (mid January 2009): 1 for the field, for raffle prizes, & 1 for the first aid table (& where to position it. Please coordinate this with Ms Gerg, who will refer you to Sister Bellarmine). Also: a tent for the field table, where the Emcee will be stationed.

8. All locations (tables, tents) need to be coordinated with & approved by Sister Bellarmine, sometimes care of Ms Gerg Santos, who by now is familiar with how things are done through the years.

9. Just in case a band will be invited to perform at the gym, the Head needs to coordinate & organize where the additional sound system (equipment, lights, speakers) will be placed, both on & off-stage. The Committee Head needs to coordinate between the band members & the sound system personnel so their musical instruments can be attached to appropriate equipment.

10. Be available for any urgent needs / changes / adjustments needed on the Family Day itself concerning any prop, table, banner, or equipment connected to the physical arrangements of the school venue.

11. Contact the Sound System Person who has been supplying it for rent through the years, & arrange all details for finalization of this rental. Coordinate with the Program Committee Head for this, in case an additional sound system will be needed for a band performance. Arrange for payment care of the overall coordinator.

12. Responsible for all decor & major equipment in the school premises on February 1, 2009, Family Day.