contact book & event guidelines · sara zahedi 0413020 840 [email protected] melissa...

CONTACT BOOK & EVENT

GUIDELINESLAURISTON PARENTS’ ASSOCIATION 2019

2 | LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK AND EVENT GUIDELINES

A school for life.

Contents

3 From the Principal

4 Key Dates

9 School Contacts

10 Committees

14 Class Representatives

20 Event Checklist

22 LPA Budget Approval Process

26 Communications & Promotion

28 School Branding

30 Frequently Asked Questions

LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK AND EVENT GUIDELINES | 3

A school for life.

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


A school for life.

Key Dates

TERM 1Date Event Location Time

Thur 14 MarEarly Learning Centre

Welcome to 2019 Cocktail

event

Irvine Courtyard 6.00pm

Wed 20 MarJunior School Welcome to

2019 Cocktail event Irvine Courtyard 6.00pm

Thurs 21 MarSenior School Welcome to

2019 Cocktail event Irvine Courtyard 6.00pm

Fri 22 Mar LAA Art WalkHeide Museum of

Modern Art10.45am

Fri 22 Mar Jazz Cabaret Irving Hall 6.00pm

Tue 26 MarYears 3 - 6 Grandparents &

Special Friends Day

Irving Hall &

Classrooms10.30am

Tue 2 AprPrep - 2 Grandparents and

Special Friends Day

Irving Hall &

Classrooms10.30am


A school for life.


Mon 29 Apr LPA Executive Meeting Conference Room 8.00am

Wed 1 May 3-8 Autumn Concert Irving Hall 5.30pm

Mon 6 May

Senior School Class

Representatives MeetingConference Room 8.00am

Junior School Class

Representatives MeetingMountain Room 8.45am

Thurs 9 May

Junior School Mother’s Day

BreakfastIrving Hall 7.15am

Mother’s Day Stall Irving House Room 9.00am

Wed 22 May Year 12 Mother

Daughter DinnerTBC 7.00pm

Fri 24 May LAA Meeting Conference Room 8.30am


A school for life.

Mon 27 May

Principal’s Forum

Morning Session Mountain Room 9.00am

Principal’s Forum

Evening Session Mountain Room 6.30pm

Thurs 30 May Father’s of Lauriston Dinner Kooyong 7.00pm

Thur 13 Jun

Principal’s Forum


Principal’s Forum


Fri 21 Jun LAA Meeting Conference Room 8.30am

TERM 2


A school for life.


Mon 22 Jul LPA Executive Meeting Conference Room 8.00am

Wed 31 Jul

Principal’s Forum


Principal’s Forum


Fri 2 Aug LAA Meeting Conference Room 8.30am

Thurs 6 Aug

Junior School Class

Representatives MeetingMountain Room 6.00pm

Senior School Class

Representatives MeetingConference Room 7.00pm

Fri 23 Aug Chamber Music Lunch Mountain Room 11.30am

Wed 28 AugLPA Senior School

Father-Daughter BreakfastKooyong 7.15am

Fri 30 Aug

Junior School Father’s Day

BreakfastIrving Hall 7.15am

Father’s Day Stall Irving House 9.00am

Tue 3 Sept

Principal’s Forum


Principal’s Forum


Fri 6 Sept Huntingtower Lunch TBC 11.30am

Wed 11 Sept Year 12 Fairwell DinnerLeonda by the

Yarra6.30pm


A school for life.

TERM 4

Date Event Location Time

Fri 11 Oct LAA Meeting Conference Room 8.30am

Mon 14 Oct LPA Executive Meeting Conference Room 8.00am

Mon 22 Oct

Senior School Class

Representatives MeetingConference Room 8.00am

Junior School Class

Representatives MeetingMountain Room 8.45am

Thurs 24 Oct LAA AGM Dinner TBC 6.00pm

Mon 28 Oct OLA & LPA Golf Day Kew Golf Club 7.30am

Thurs 31 Oct Middle School (5-8) Musical Irving Hall 6.30pm

Fri 1 Nov Middle School (5-8) Musical Irving Hall 5.30pm

Fri 8 Nov LAA Meeting Conference Room 8.30am

Thurs 14 Nov LPA Executive AGM Meeting Mountain Room 7.30pm

Fri 22 Nov

Senior School Class

Representatives AGM MeetingMountain Room 7.00pm

Junior School Class

Representatives AGM MeetingMountain Room 7.00pm

Please note dates and times may change throughout the year, please refer to the online

School Calendar via the Learning Communications Portal.


A school for life.

School Contacts

MARKETING AND EVENTS

Marketing and Communications Director

Liz Sannensannenel@

lauriston.vic.edu.au9864 7525

Creative Content Writer Katrina Lehmanlehmanka@


Event Manager Amelia Jacobsjacobsam@


Content Production Coordinator

Zoe Campbellcampbellzo@


BUSINESS OFFICE

Accounts Payable [email protected]

Please refer to page 22 for LPA budget approval process


A school for life.

Committees

LPA EXECUTIVEIf you need to get in touch with anyone from the LPA Executive, please contact

[email protected]. Your email will be passed along to the relevant member.

President Tracey Curro 0432 673 114 [email protected]

Treasurer Stephen Longley 0414 921 241 [email protected]

Vice President Senior School

Gab Cummins 0407 061 168 [email protected]

Prep - 2 Junior School

VACANT

Year 3 - 6 Junior School

VACANT

Secretary to the LPA Executive

Elissa McKendry 0418 257 041 [email protected]

Secretary Senior School

Kimberley Poynton 0417 262 845 kimberley.poynton@bigpond.

com

Secretary Junior School

Stefanie Poon 0412 881 231 [email protected]

Foundation Representative

Georgie Bruce 0419 199 361georgie@southernexchange.

com.au


A school for life.

LPA General Members

Brandon Batagol 0419 372 605 [email protected]

Caroline

Hunt-Smith0408 526 677 [email protected]

Andrew Herbert 0414 888 865andrew@herbertbrothers.

com.au

Communications

Junior School Senior School

Newsletter

[email protected]

Sara Zahedi 0413020 840 [email protected]

Melissa Hamilton 0433 113 644 [email protected]

Kindergarten Co-ordinator

Larissa Griffiths 0468 410 697 [email protected]

OLA Rep (Junior School)

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

OLA Rep (Senior School)

Juliette Tan 0413 355 662 [email protected]

Tuckerbox (Junior School)

Dawn Murphy 0423 488 476 [email protected].

Tuckerbox (Senior School)

Nicky Harle 0417 390 596 [email protected]


A school for life.

SUB-COMMITTEES

Lauriston Arts Association

Lauriston Arts Association Music

Rachel Irons 0417 257 035 [email protected]

Janet Fong 0414 907 127janet.mark@bigpond.

com

Lauriston Snow Sports Association

Lynda Kelly 0412 327 250 [email protected]

Jacqui LeDeux 0412 850 597 [email protected]

Chris Darby 0433 808 266chrisdarby@

lifetimedental.com.au

Georgie Giddy 0407 171 092georgie.h@

bigpond.com

Lauriston Rowing Association

Lisa LeDeux 0423 518 107ledeuxconheady@

gmail.com

New and International Parents Group Treasure

Livia Lu 0416 868 666admin@i-collection.

com.au

New and International Parents Group

Ida Huang 0476 236 466ida.levin9@

gmail.com

Sandy Shen 0401 927 006ssandy1018@

outlook.com

Wendy Zhang 0419 529 897zyunyin@

yahoo.com.au

Cathy Zhang 0452 578 389cathy_zdm@

hotmail.com


A school for life.

EVENT COMMITTEES

Golf Day Lisa Walker 0418 306 421lisa@

connectmedia.com.au

Huntingtower Lunch

Mother’s and Father’s Day Breakfasts

Belinda Nock 0419 311 821 [email protected]

Mother’s and Father’s Day Stalls

Lisa Blake 0417 616 873 [email protected]

Belinda Nock 0419 311 821 [email protected]

Second Hand Book Sale

Yvonne

Neerhut0478 831 858 [email protected]


A school for life.

Class Representatives

KINDERGARTEN

Three year old

Megan Pfab 0424 415 805 megpfab@gmail.

comPossums

VACANT Emus

VACANT Pelican

VACANT Koalas


A school for life.

Four year oldKim Lam 0413 059 419 [email protected] Dolphins

Cathy Knight 0434 689 533 [email protected] Dolphins

Kylie Hourigan 0419 832 300 [email protected] Dolphins

Sarah Foropoulos 040 8529 627 [email protected] Kookaburras

Larissa Griffiths 0468 410 697 [email protected] Kookaburras

Jessica Wakeford 0423 296 028 jessica.a.wakeford@gmail.

comLyrebirds

Emma Kimberley 0412 021 140 wombatclassreps@

hotmail.com

Wombats

Nicole Bartley 0409 132 898 Wombats


A school for life.

JUNIOR SCHOOL

PrepBrigitte Reed 0432 085 662 [email protected]

Eva Dixon 0478 660 904 [email protected]

Kerry Callenbach 0425 854 017 [email protected]

Imogen Hone 0475 205 015 [email protected]

Year 1Na Chen 0430 083 260 [email protected]

Mandy Li 0431 299 190 [email protected]

Krystel Skilton 0404 160 002 [email protected]

Year 2Emily Wood 0421 042 121 [email protected]

Melissa Mead 0448 553 222 [email protected]

Jennifer Wang 0400 606 091 [email protected]

Amy Wotton 0412 686 289 [email protected]

Year 3Steph Pearson 0414 096 550 [email protected]

Year 4Nicole Dewani 0416 039 620 [email protected]

Di Hasker 0407 887 392 [email protected]


A school for life.

Year 5Rose Hearst 0409 135 263 [email protected]

Julia Tan 0411 605 533 [email protected]

Isabel Schuck 0414 940 004 [email protected]

Sarah Pihan 0403 138 887 [email protected]

Year 6Hugh Cattermole 0406 662 850 [email protected]

Emma Hurley 0407 220 115 [email protected]

Chrysi Karabatsas 0418 581 057 [email protected]

Faye Louey 0419 552 889 [email protected]


A school for life.

SENIOR SCHOOLYear 7Nadine Fitch 0488 211 910 [email protected]

Georgie Officer 0417 053 479 [email protected]

Kath Murray 0405 376 857 [email protected]

Caroline Hunt-Smith 0408 526 677 [email protected]

Year 8Annie Wang 0421 615 284 [email protected]

Brendan Pihan 0419 240 940 [email protected]

Lisa Hood 0425 859 506 [email protected]

Penny Maher 0419 357 945 [email protected]

Danielle Lumby 0402 302 020 [email protected]

Year 9Simone Zvara 0447 302 992 [email protected]

Peta Pathak 0405 504 626 [email protected]

Geraldine Corbett 0418 695 700 [email protected]

Nathalie Webb 0410 617 450 [email protected]

Yvonne Neerhut 0478 831 858 [email protected]

Linda Li (Zhanfang Li) 0433 286188 [email protected]


A school for life.

Year 10Gerry Maren 0412 567 599 [email protected]

Siobhan Miller 0412 951 033 [email protected]

Jo Dixon 0417 340 249 [email protected]

Year 11Yili Ma 0412 938 115 [email protected]

Lou Hackett 0411 252 336 [email protected]

Janine Fahey 0428 117 101 [email protected]

Sam Tassie 0412 555 485 [email protected]

Lisa Parker 0402 544 499 [email protected]

Year 12Juliette Tan 0413 355 662 [email protected]

Elli Walker 0411 402 560 [email protected]

Kate O’Brien 0434 505 956 [email protected]

Lisa Fletcher 0413 708 454 [email protected]


A school for life.

Event Checklist

FIRST STEPConfirm date with

Lauriston Events

4 WEEKS PRIOR TO INVITES

Prepare and submit budget and event details for approval

6 WEEKS PRIOR TO

THE EVENTCirculate invitations


A school for life.

2 WEEKS PRIOR TO

THE EVENTMonitor RSVPS

1 WEEK PRIOR TO

THE EVENT

Send a reminder email if necessary

Complete & submit reimbursement

form or invoices to [email protected]

Event Checklist

POST EVENT

Send your event photographers to [email protected] for inclusion in

the school newsletter


A school for life.

STEP 1 Event Organiser completes an Event budget

(using proforma template)

STEP 2

Event Organiser emails completed budget to LGS

Finance Office

STEP 3

Each Wednesday LGS Finance Office collates budget

and emails collated batch to Association Treasurer

Budget Approval & Payment Process

[email protected] [email protected]

Budgets must be received by Tuesday

4pm to be included in weekly batch.

Budgets received after this time will be batched in

the next weeks batch email.


A school for life.

STEP 4

Association Treasurer reviews budget and emails

approval (along with final copy ) to LGS Finance

Office and LGS Event Manager

[email protected]

[email protected]

STEP 5Lauriston Events sets up year level event in Plan it

Sync

STEP 6 Finance Office allocates G/L code for Event and

emails Event Organiser to advise

STEP 7Event Organiser emails all event invoices /

reimbursements to LGS Finance Office


[email protected]


A school for life.

STEP 8

Finance Office checks if budget is available to pay

invoice

If no budget is available, LGS Finance notifies

Treasurer. Treasurer to contact Event Organiser to

follow up budget.

STEP 9

Each Wednesday LGS Finance Office collates invoices

and emails collated batch to Treasurer for approval to

pay

Invoices must be received by Tuesday 4pm to be

included in weekly batch. Invoices received after this

time will be included in the next weeks batch.



A school for life.

STEP 10


Treasurer emails approval to pay invoices to LGS

Finance Office

[email protected]

* For invoices to be paid each Friday, Treasurer

approval must be received by 12 noon each Friday

STEP 11Finance Office checks if budget is available to pay

invoice

STEP 12Each month LGS Finance Office emails Treasurer the

Association Finance Reports. All event income and

costs (including budgets) are included in reports


A school for life.

Communications & Promotion

Major events are generally held off-site 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).

Can Lauriston print name tags for my

event?Sticky name badges can be provided with a

minimum of 5 business days notice. Plastic

conference name badges are not available.

Who do I contact if I have questions?If you need help with any part of your

role as a rep or throughout the planning

process for an event any member of the

LPA Executive team is more than happy to

MAJOR EVENTS


A school for life.

Communications & Promotion

Large 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,

e.g.. Middle School Play).

LARGE EVENTS


A school for life.

School Branding

LOGOThe LPA has its own logo that has been designed to complement the School’s branding.

To download this logo, visit the LPA section of Parent Central (https://parent.lauriston.vic.

edu.au/)

INVITATIONSThose organising the event will promote it among the relevant groups/year level. A Word

template has been created, featuring the Lauriston fonts and colours, for parents to create

any collateral they may like to accompany their event. This document can be found in the

LPA section of Parent Central (https://parent.lauriston.vic.edu.au/)

If you believe you need additional promotional support from the School please speak with

Lauriston Events about your requirements.

POWERPOINT PRESENTATIONSA PowerPoint template has been created for the LPA and the LAA, utilising each brand’s

colours and logos. These files can be found in the LPA section of Parent Central (https://

parent.lauriston.vic.edu.au/)


A school for life.

MERCHANDISEAny merchandise you produce that includes School branding must be approved by the

School’s marketing team (email [email protected]). More than just the logo, the

School’s branding includes:

• Fonts

• Colours

• The words ‘Lauriston Girls’ School’

• School imagery e.g. the Howqua owl

If you choose to use any of the School’s branding in your merchandise, the School has

final approval over your design and reserves the right to make changes to designs to

ensure brand compliance.

If you do not wish to be constrained to the brand guidelines, no element of the School’s

branding should be used in your design; the word ‘Lauriston’ may be used, but not the

full ‘Lauriston Girls’ School’. Likewise, the word ‘Howqua’ may be used on its own.

Please note: any item of merchandise that will be worn when students are representing

the School (e.g. at sport competitions, on camp) must be made in compliance with the

School’s branding.


A school for life.

Frequently Asked Questions

How do I get started with my event?Email Lauriston Events ([email protected]) the event details noted on the

previous page. You must also gain approval from the School if you wish to hold you event

on a date that is not already booked into the calendar for your year level.

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?Lauriston Events will create the Plan It Sync It link and will email to you.

Can I have my event promoted in the Lauriston newsletter and/or website?Yes, all LPA events are placed within Parent Central on the school website. For newsletter

submissions please speak with the LPA Communications team on lpanewsevents@gmail.

com

Can Lauriston print name tags for my event?Sticky name badges can be provided with a minimum of 5 business days notice. Plastic

conference name badges are not available.


A school for life.

Can I create a WhatsApp (or other third-party program) group for my year level?

It is the School’s position, in consultation with the Lauriston Parents’ Association, that

the main form of communication to parents should be the weekly Lauriston newsletter,

with emails where required. The use of third-party programs like WhatsApp create a split

in communications and may diminish the effectiveness of overall communications. In

addition, it’s a breach of the school’s privacy policy to share contact information with third

parties like WhatsApp, when that information is given by the school to the LPA. 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.

Who do I contact if I have questions?If you need help with any part of your role as a class rep throughout the planning process

for an event any member of the LPA Executive team is more than happy to help. Or email

[email protected]

Frequently Asked Questions

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 · sara zahedi 0413020 840 [email protected] melissa...

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