contact book & event guidelines...4 | lauriston girls’ school lpa contact book & event...

CONTACT BOOK & EVENT GUIDELINES

LPA 2017

2 | LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK 2017 | 2

At Lauriston, we value the partnership we have with our parents and believe that this greatly enhances the educational experience of your children.

Our parents play an active role in the School, through Class Representatives,

and the organisation of many social and fundraising activities

which are planned by the Lauriston Parents’ Association and

support groups.

These support groups play an integral role in ensuring

successful outcomes and wonderful achievements for

those students who participate in rowing, snow sports,

musical groups and ensembles and drama productions.

The Lauriston Parents’ Association and sub-

committees also provide many opportunities for

our parents to feel part of the Lauriston School

community. Our parents feel a strong connection with

Lauriston and establish lifelong friendships which

sustain them through the educational journey of their

daughters and life after school.

Throughout the years, the Lauriston Parents’

Association has also provided the School with myriad

resources which benefit our students and staff in

achieving sustained high academic and co-curricular

standards.

On behalf of the Lauriston staff I would like to thank our

parents for their involvement in the education journey of your

daughters and encourage you to continue to be actively

involved as a volunteer.

Susan Just

Principal

From the Principal

LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017 | 3

Contents

3 From the Principal

4 Key Dates

4 Term 1

5 Term 2

5 Term 3

6 Term 4

7 School Contacts

8 Committees

8 LPA Executive

10 Sub-committees

11 Event Committees

12 Class Representatives

12 Kindergarten

13 Junior School

15 Senior School

4 | LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017

Key Dates

TERM 1Tuesday 31 January Montrose Welcome Morning Tea Tiger Turf 8.20am

Tuesday 31 January Prep–Year 2 Welcome Morning Tea Prep–Year 2 Campus 8.30am

Wednesday 1 February Year 7 Welcome Morning Tea Wednesday Girls Statue 8.20am

Tuesday 7 February Whole School Class Representatives Meeting Irving Hall 8.30am

Friday 10 February LAA Meeting Conference Room 8.30am

Monday 20 February LPA Executive Meeting Conference Room 8.00am

Tuesday 21 February LPA Kinder Representatives Meeting Conference Room 9.00am

Thursday 23 February New Parents Welcome Cocktail Party Irvine Courtyard 7.30pm

Friday 10 March LAA Meeting Conference Room 8.30am

Thursday 23 March Fathers of Lauriston Dinner Kooyong Tennis Club 6.30pm

Tuesday 28 March Years 3 - 6 Grandparents & Special Friends Day Montrose 10.30am

Thursday 30 March Tennis Day Kooyong Tennis Club 9.00am

Please note dates and times may change throughout the year, please refer to the online School Calendar via Parent Central

(https://www.lauriston.vic.edu.au/sign-in) for the most up to date information.

https://www.lauriston.vic.edu.au/sign-in


TERM 2Wednesday 3 May Senior School Class Representatives Meeting Conference Room 8.00am

Wednesday 3 May Junior School Class Representatives Meeting Montrose Science Rooms 8.45am

Thursday 4 May LPA Kinder Representatives Meeting Conference Room 9.00am

Thursday 11 May Mother’s Day Stall Irving House Room 9.00am

Friday 12 May Junior School Mother’s Day Breakfast Irving Hall 7.15am

Wednesday 17 May LPA Executive Meeting Conference Room 8.00am

Friday 19 May LAA Meeting Conference Room 8.30am

Saturday 3 June LPA Gala Ball The Peninsula 7.00pm

TERM 3Wednesday 26 July Senior School Class Representatives Meeting Conference Room 8.00am

Wednesday 26 July Junior School Class Representatives Meeting Montrose Science Rooms 8.45am

Friday 28 July LAA Meeting Conference Room 8.30am

Monday 31 July Howqua Second Hand Gear Drop Off Mountain Room 8.00am

Tuesday 1 August Howqua Second Hand Gear Sale Mountain Room 8.00am

Wednesday 2 August Howqua Second Hand Gear Sale Mountain Room 8.00am

Thursday 3 August LPA Kinder Representatives Meeting Conference Room 9.00am

Friday 4 August LPA Executive Meeting Conference Room 8.00am

Friday 18 August Huntingtower Lunch Carousel 11.30am


Friday 25 August LAA Meeting Conference Room 8.30am

Thursday 31 August Father’s Day Stall Mountain Room 8.50am

Friday 1 September Junior School Father’s Day Breakfast Irving Hall 7.15am

Tuesday 5 September LAA Chamber Music Lunch Mountain Room 11.30pm

TERM 4Thursday 5 October World Teacher’s Day

Friday 13 October LAA Meeting Conference Room 8.30am

Monday 16 October Senior School Class Representatives Meeting Conference Room 8.00am

Monday 16 October Junior School Class Representatives Meeting Montrose Science Rooms 8.45am

Friday 27 October LPA Executive Meeting Conference Room 8.00am

Tuesday 31 October LPA Golf Day Woodlands Golf Course 7.30am

Wednesday 1 November LPA Kinder Representatives Meeting Conference Room 9.00am

Wednesday 22 November LPA AGM Lecture Theatre 7.30pm

Saturday 2 December LPA Second Hand Book Sale Conference Room 8.00am

Thursday 7 December LPA Thank You Evening Mountain Room 7.00pm


School ContactsMARKETING AND EVENTSMarketing and Communications Director Imogen Wood [email protected] 9864 7525

Public Relations Manager Katrina Walter [email protected] 9864 7641

Event Coordinator Kathryn Clarke [email protected] 9864 7557

Event Assistant Imogen Barton [email protected] 9864 7657

Communications Officer Louise Torney [email protected] 9864 7601

BUSINESS OFFICEAccounts Payable* [email protected]

*To be contacted once your invoice has been approved by the LPA Treasurer, Steven Donegan


Committees

LPA EXECUTIVEPresident Susie Roberts 0412 835 092 [email protected]

Treasurer Steven Donegan 0420 962 999 [email protected]

Vice President Senior School Tracey Curro 0432 673 114 [email protected]

Vice President Junior School Leanne Jeffs 0419 659 185 [email protected]

Secretary Executive Faye Louey 0419 552 889 [email protected]

Secretary Senior School Kimberley Poynton 0466 498 479 [email protected]

Secretary Junior School Kirsten MacLeod 0409 017 050 [email protected]

Past President Lynne Umbers 0404 204 208 [email protected]

Communications

Newsletter submissions [email protected]

Beverly Mallett (Chia) 0418 338 799 [email protected]

Geraldine Corbett 0418 695 700 [email protected]

Feng (Sophie) Wang 0406 213 402 [email protected]

Event Coordinator Senior School

Marie Kudnig 0401 515 555 [email protected]

Event Coordinator Junior School

Faye Louey 0419 552 889 [email protected]

General Committee Member (Tuckerbox)

Tiff Comb 0427 076 364 [email protected]

General Committee Member (Tuckerbox)

Nicky Harle 0417 390 596 [email protected]


General Committee Member (Gala Dinner)

Georgie Bruce 0419 199 361 [email protected]

General Committee Member Cathy Zhang 0452 578 389 [email protected]

Kindergarten Representative Penny Jaski 0417 985 294 [email protected]

OLA Representative Fiona (Fi) Finster 0403 072 746 [email protected]

Foundation Representative Tatty Happell 0409 509 530 [email protected]


SUB-COMMITTEESLauriston Arts Association Susan Thacore 0412 186 343 [email protected]

Lauriston Snow Sports Association

Chris Schwarz

(Senior School)0411 627 095 [email protected]

Georgie Giddy

(Junior School)0407 171 092 [email protected]

Lauriston Rowing Association

Matthew Honan 0411 175 541 [email protected]

FOL President Andrew Herbert 0414 888 865 [email protected]

New and International Parents Group

Marissa Crouch 0417 438 731 [email protected]

Wendy Zhang 0419 529 897 [email protected]

Cathy Zhang 0452 578 389 [email protected]

Amy Zhou 0413 886 669 [email protected]

Tao Hsu 0473 366 932 [email protected]

May Sun 0401 884 863 [email protected]

Ida Huang 0476 236 466 [email protected]


EVENT COMMITTEES

Tennis DayAnnabelle Phillips 0411 494 787 [email protected]

Cathie Dunlop 0412 773 470 [email protected]

Golf Day

Lisa Walker 0418 306 421 [email protected]

Caz Krohn 0404 804 501 [email protected]

Mitch Waring 0418 555 514 [email protected]

Huntingtower Lunch

Carolyn Clement 0439 982 718 [email protected]

Penny Nicholls 0412 218 134 [email protected]

Lisa McCorkell 0400 133 399 [email protected]

Fathers of Lauriston Dinner

Andrew Herbert 0414 888 865 [email protected]

Andrew Boyce 0418 312 473 [email protected]

Michael Fetter 0412 331 191 [email protected]

Joe Dicks 0417 009 926 [email protected]

Chris Jacka 0418 124 312 [email protected]

Mother’s and Father’s Day Breakfasts

Leanne Jeffs 0419 659 185 [email protected]

Mother’s and Father’s Day Stalls

Lisa Blake 0417 616 873 [email protected]

Gala DinnerLynne Umbers (Chair) 0404 204 208 [email protected]

Georgie Bruce (Marketing & Communications) 0419 199 361 [email protected]

Howqua Second Hand Gear Sale

Janine Fahey 0428 117 101 [email protected]

Natalie Graham 0418 718 169 [email protected]

Second Hand Book Sale

Juliette Tan 0413 355 662 [email protected]


Class Representatives

KINDERGARTENDolphins

Penny Jaski 0417 985 294 [email protected]

Georgie Hunt 0402 236 703 [email protected]

Aimee Harcourt 0430 112 865 [email protected]

Wombat

Elisa Hindhaugh 0414 404 161 [email protected]

Vanessa Gray 0438 480 512 [email protected]

Koalas

Brigitte Reed 0432 085 662 [email protected]

Susanne Sutton 0400 701 803 [email protected]

Pelicans

Vanessa Swannie 0419 570 309 [email protected]

Tina Feely 0426 667 572 [email protected]

Lyrebirds

Larissa Griffiths 0468 410 697 [email protected]

Justine Stansen 0412 354 242 [email protected]


JUNIOR SCHOOLPrep

Jasmine Fountain 0419 579 601 [email protected] Prep C

Melissa Mead 0448 553 222 [email protected] Prep C

Caroline Sladen 0419 526 355 [email protected] Prep C

Kim Lawler 0421 719 844 [email protected] Prep W

Monique McCutchan 0404 097 476 [email protected] Prep W

Year 1

Shani McNeil 0415 147 671 [email protected]

Amira Elgazar 0426 667 572 [email protected]

Year 2

Sam Sun 0411 430 943 [email protected]

Susie Wilson 0438 388 164 [email protected]

Year 3

Caz Laughton 0409 560 822 [email protected]

Jo Wenzel 0409 301 055 [email protected]

Year 4

Bridget Sutherland 0403 436 474 [email protected]


Year 4

Toni Skaife 0413 446 444 [email protected]

Karen Herbert 0408 397 551 [email protected]

Year 5

Katie Peterson 0418 391 477 [email protected]

Laura Coleman 0428 787 872 [email protected]

Amanda Williams 0424 235 669 [email protected]

Fiona Hindmarsh 0410 646 155 [email protected]

Year 6

Annabelle Phillips 0411 494 787 [email protected]

Mitch Waring 0418 555 514 [email protected]

Kirsty Thomas 0437 610 406 [email protected]

Cathie Dunlop 0412 773 470 [email protected]


SENIOR SCHOOLYear 7

Serena Gleeson 0425 766 001 [email protected] 7G

Lisa McLellan 0417 058 228 [email protected] 7G

Sabine Dejey 0432 790 192 [email protected] 7G

Lisa McCorkell 0400 133 399 [email protected] 7K

Nicky Harle 0417 390 596 [email protected] 7R

Sue Chadwick 0408 178 209 [email protected] 7S

Year 8

Rachel Yu 0435 903 825 [email protected]

Year 9

Simone Zvara 0447 302 992 [email protected]

Zan Li 0413 840 765 [email protected]

Gabrielle Cummins 0407 061 168 [email protected]

Kimberley Poynton 0466 498 479 [email protected]

Jean McIndoe 0400 653 806 [email protected]

Kim Hayes 0474 528 058 [email protected]


Year 10

Juliette Tan 0413 355 662 [email protected]

Wendy Zhang 0419 529 897 [email protected]

Elli Walker 0411 402 560 [email protected]

Kate O’Brien 0434 505 956 [email protected]

Year 11

Emma Walpole Walsh 0414 765 763 [email protected]

Kirby Roper 0417 313 335 [email protected]

Prue McLean 0407 046 925 [email protected]

Christine McKenzie-Ball 0419 318 675 [email protected]

Christine Honan 0412 185 320 [email protected]

Shan Kuo 0404 090 382 [email protected]

LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017 | 1717 | LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK 2017

Thank you for organising a Lauriston Parents’ Association event.

Each year Lauriston Girls’ School hosts more than 400 internal and external events.

Many of these events are organised by the School and feature parent involvement,

others are arranged by students and the OLA.

LPA events increase the sense of community within the school and are a great way

for parents to forge relationships with each other. Parents organise a wide variety

of events that range from small coffee gatherings off-campus to whole school

events held on campus.

We hope that the information contained in this pack helps you in the planning

process.

Please let me know if you require any further assistance.

Kathryn Clarke

Event Coordinator

Event Guidelines


Event Checklist

FIRST STEPConfirm date with

LPA Event Coordinator

4 WEEKS

PRIOR TO INVITES

Email all event details to Lauriston Events

6 WEEKS PRIOR TO

THE EVENTCirculate invitations

2 WEEKS PRIOR TO

THE EVENTMonitor RSVPS

1 WEEK PRIOR TO

THE EVENTSend a reminder email if necessary

DAY AFTER THE EVENT

Complete & submit reimbursement

form or invoices to LPA Treasurer


Event Details

What details do I need to email Lauriston Events?The following information should be provided to Lauriston Events within the lead times noted;

1. Event name

2. A brief description of the event

3. Event date

4. Event location (including address if off campus)

5. Event start and finish time

6. RSVP date

7. Ticket pricing (including any concession, family or VIP pricing). Make sure your ticket price includes all processing fees and

covers your expenses. All LPA events must be cost neutral or run at a profit.

8. If any additional data collection is required (dietary requirements, table preference, child’s year level)

9. Do you need name labels?

10. Any images you would like used on the website.

Within this email, if you require collateral for the promotion of the event, please note it clearly. The events & communications

team at Lauriston will endeavour to support you where possible with collateral design.


Communications & PromotionThe below support will be provided according to the event and its structure

MAJOR EVENTSMajor events are generally held offsite and involve more than 100 people. For example, LPA Gala Dinner, FOL Dinner, Arts

Festival, Gala Concert or Year 12 Farewell Dinner.

• 1 print or e-invite (concept can be reconfigured for A3 poster use if required)

• Distribution (bulk email via campaign monitor) to the school community 8 weeks out, 1 month out and the 1 week prior

to the RSVP date

• 2 posts on Facebook

• Regular mentions in the Newsletter

• Presence on the events section of the Lauriston website

• 2 billboards

• Program, menu, name labels, and/or place cards.

• Lauriston Life listing in key dates (fly sheet promotion is also available at the editor’s discretion).

LARGE EVENTSLarge events occur on campus and will generally happen multiple times a year. For example, Middle School Play, Chamber

Music Lunch or Experience Lauriston.

• 1 print or e-invite (concept can be reconfigured for A3 poster use if required)

• Distribution (bulk email via campaign monitor) to the school community 8 weeks out, 1 month out and the 1 week prior

to the RSVP date

• 1 posts on Facebook

• Regular mentions in the Newsletter

• Presence on the events section of the Lauriston website

• 1 billboard if required (this would generally only be done for events that are promoted to the wider community, eg.

Middle School Play).

• Program


Event Payments & ProcessesHOW TO GET AN INVOICE PAIDIf you require an invoice to be paid before an event has actually occured, all you need to do is send a copy of the invoice to

Steven Donegan for approval before forwarding it to [email protected]

The same process applies for invoices that are recieved after an event. Please remember that Lauriston does not in any way

expect Class Reps to be out of pocket for any expenses. We are more than happy to pay invoices on your behalf as long as

you plan ahead.

• Get invoice.

• Forward to Steven Donegan (LPA Treasurer) on [email protected] for approval. Copy in Susie Roberts (LPA

President) on [email protected] also.

• Forward the invoice and approval in writing from Steven (an email approval is fine) to [email protected].

edu.au

• Accounts will then process the payment for your event.

• The weekly pay run is on a Tuesday so if you send an invoice through after it will be processed the following week.


Plan It Sync It

Plan It Sync It is an online booking system that can be used to collect payment for any event run by the LPA.

How to Access Event Information

Step 1: Log On

https://www.planitsyncit.com/

Username: [email protected]

Password: LPA1901

Step 2: Ensure Access Level is correct

Make sure this drop down at the stop of the screen says Lauriston Girls’ School etc.


Step 3: Select Event

Click on the relevant even that you need information about, eg. If you were working on the Chamber Music Lunch you’d click

on the lime green box.

Step 4: Locate the report & access data

Click in the top right near the Lauriston logo then select ‘reports’. Event Summary will be the most useful as it gives you an

overview of the funds raiased and amount of tickets sold


Step 6: Pull all event data

Click on the Manage Guests Button

Step 7: Export all event data

Click on the Attendee/Event Reports Tab. You can now either print the report or export it to view in Excel.


Frequently Asked QuestionsHow do I get started with my event?Speak with your LPA Event Coordinator and confirm your preferred date is available. Then you will need to email Lauriston

Events with all event details noted on the previous page.

If my event is only small (eg. morning coffee on High St) do I need to tell anyone?Yes, all events no matter how small need to have dates checked with the LPA Events Coordinator or Lauriston Events. Please

simply email through the basic event details (time, location, name, organisers & target audience). This is just to ensure we

avoid clashes and so that all information can be entered into the School calendar & into the LPA section of the Newsletter. The

School calendar can be access via Parent Central on the Lauriston website.

Can I borrow equipment/resources from the School for my event?Depending on what you are after you may be able to borrow from the School, although Lauriston student events take priority.

Any items borrowed from Lauriston must be returned by close of business the next day. It is up to those organising the event

to pick up and drop off all equipment.

Who does the marketing for my event?Those organising the event will promote it among the relevant groups/year level. If you believe you need additional

promotional support from the School please speak with Lauriston Events about your requirements.

How do I create a booking link for my event?Once you have compiled the details noted under ‘Event Details’, please send them through to Lauriston Events via email. The

Plan It Sync It link will then be created and emailed to you. Please submit your request at least 10 working days prior to the

date of ticket sales.

Who manages the RSVPs for my event?It is the responsibility of the event organiser to monitor RSVPs and pull reports. Please refer to the Plan It Sync It information

sheet for instructions on how to do this.


Can I have my event promoted in the Lauriston newsletter and/or website?Yes, all LPA events are placed on the school website. For newsletter submissions please speak with the LPA Communications

team on [email protected]

Can Lauriston print name tags for my event?Sticky name badges can be provided with a mininmum of 5 business days notice. Plastic conference name bagdes are not

available.

Can Lauriston provide me with a float?If there are to be additional sales at the event, Lauriston can provide you with a float and EFTPOS machine. Please advise

Lauriston Events of this requirement when submitting your intial event details to Kathryn. A record of sales must be kept and

returned with the float the same day (or if it is a night time event the following working day).

Lauriston Girls’ School

38 Huntingtower RoadArmadale VIC 3143 AustraliaCRICOS number 00152F ABN 15 004 264 402

t: +61 3 9864 7555 f: +61 3 9822 7950e: [email protected]

contact book & event guidelines...4 | lauriston girls’ school lpa contact book & event...

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