nd MAY 2013 2 edition 2013 PTG MANUAL
Page | 1 Acknowledgments
Thanks to all the parents, teachers and volunteers who generously give their time to help run PTG events. The PTG is unable to operate without you!
The PTG Committee of 2010/11 for their input and update of their job profiles: Jane Wise Sara Carr-Legg Tana Lyons Tania Peterson Bronwyn Page Lisa Andrews Cheryl Rego Claudia Aguilar Iliana Tamacas Sirinet Janvatanavit Ritu Parischa Carina Yousef Irene Grey
Steve Roberts, the departing Services Manager and his assistant, Khun Pa for their assistance, patience, flexibility and support.
The International and Fun Day Coordinator for 2010/11, Njah Khan and her team including much of the PTG Committee but also Vani Sharma, Heather Griffin.
Cheryl Rego for kindly editing the Manual and providing graphics along with Vani.
Emma Goligher for kindly editing the Manual and providing feedback from the School.
Table of Contents INTRODUCTION...... 7 Page | 2 SECTION 1: SCHOOL COMMITTEES...... 9 A. School Management Committees ...... 10 a.Foundation Board and Committee ...... 10 b.Steering Committee ...... 10 c.Buildings & Grounds Sub-Committee ...... 11 d.Finance Sub-Committee ...... 11 e.Human Resources Sub-Committee ...... 11 f.Marketing & Development Sub-Committee ...... 11 g.Information Technology Sub-Committee ...... 11 h.Internal Audit Sub-Committee ...... 11 B. Parent Teacher Group (‘PTG”) Committee…………………………………………………………………….12
SECTION 1: APPENDICIES…………………………………………………………………………………………………16 Appendix 1.1: PTG Constitution ...... 17 Appendix 1.2: General PTG Procedures...... 21 Appendix 1.3: PTG Executive and Committee Members Criteria ...... 24 Appendix 1.4: PTG Chairperson...... 25 Appendix 1.5: PTG Vice-Chairperson ...... 31 Appendix 1.6: PTG Secretary ...... 32 Appendix 1.7: Treasurer/Assistant Treasurer ...... 36 Appendix 1.7a: Expense Claim Form...... 38 Appendix 1. 7b: Expense Request Form ...... 39 Appendix 1.7c: Record of cash to Treasurer ...... 40 Appendix 1.8: Thai Parents’ Representative ...... 41 Appendix 1.9: Secondary Year Rep Coordinator...... 44 Appendix 1.10: Primary Year Group Representatives ...... 46 Appendix 1.11: Communications Coordinator ...... 48 Appendix 1.12: Newcomers’ Representative ...... 52 Appendix 1.14: Social Secretary ...... 53 Appendix 1.15: Tiger Shop Manager...... 54 Appendix 1.16: International Day Coordinator ...... 55 Appendix 1.17: Fun Day Coordinator...... 56
SECTION 2: PTG DAILY OPERATIONS ...... 57 A. Patana PTG in Action ...... 58 B. PTG Committee Meetings...... 58 C. PTG Tiger Spirit Shop...... 60 D. Bus Checks …………………………………………………………………………………………………………………..63
SECTION 2 APPENDICIES ...... 65 Appendix 2.1: PTG Get Involved Today ...... 66 Page | 3 Appendix 2.2: Welcome to BPS ...... 68 Appendix 2. 3: PTG Bangkok Guide...... 69 Appendix 2. 4: PTG Sample Agenda ...... 80 Appendix 2. 5:Sample PTG Minutes...... 81 Appendix 2. 6: PTG Endorsement for Tiger Shop...... 86 Appendix 2. 7: Sample Tiger Shop Rota...... 87 Appendix 2. 8: Tiger Shop Key Log ...... 88
SECTION 3: PTG ANNUAL EVENTS ...... 89 A. New Parents Induction Mornings ...... 90 B. Newcomers Coffee Morning – Primary and Secondary ...... 91 C. Secondary Year Group Coffee Mornings ...... 91 D. Class Reps Coffee mornings...... 92 E. Secondary Pizza lunches & Primary Ice Cream lunches...... 93 F. Staff Appreciation Day ...... 94 G. Quiz Night …………………………………………………………………………………………………………………..95 H. International Day ...... 97 I. Patana Ball ………………………………………………………………………………………………………………..104 J. Vendors Sales and Jumble Sales ...... 108 K. Christmas Concert...... 110 L. Christmas Santa's visit ...... 111 M. PTG Annual General Meeting ...... 113 N. Class Mums Appreciation Lunch...... 116
SECTION 3: APPENDICES ...... 117 Appendix 3.1: Pizza Lunch Invite ...... 118 Appendix 3.2: International Day Team List ...... 119 Appendix 3.3: Int’l Day Country Reps Meeting ...... 120 Appendix 3.4: International Day Ad for volunteers ...... 122 Appendix 3. 5: Food Hall Volunteers request...... 123 Appendix 3. 6: Int’l Day schedule ...... 124 Appendix 3. 7: Raffle Request Letter ...... 126 Appendix 3.8: Patana Ball invitation ...... 127 Appendix 3.9: Patana Ball Ticket ...... 128 Appendix 3:11: Patana Ball Programme………………………………………………………………………….129 Appendix 3:12: Mulled Wine Recipe……………………………………………………………………………….130 Appendix 3.13: Pimms Recipe ...... 131
SECTION 4: FUN DAY ...... 132 1. Elect a Fun Day Coordinator ...... 133 2. Select a Fun Day Committee ...... 133 3. Arrange a ‘kick off’ meeting between the whole Committee and the School ...... 134 Page | 4 4. Determine the main areas of responsibility ...... 134 5. Schedule the meeting dates leading up to Fun Day ...... 135 6. Costing and budget ...... 135 7. Fun Day Layout...... 136 8. Main stage performances ...... 136 9. Beer and Pimms tents ...... 137 10. Events and rides ...... 137 11. Sponsorship and Raffle ...... 138 12. Thai Parents Group Activities on Fun Day...... 141 13. Vendor/sponsor areas (not including events and rides) ...... 142 14. Tea Room ………………………………………………………………………………………………………………..143 15. Food Court...... 144 16. Shopping Street...... 144 17. Second hand books and toys ...... 144 18. Publicity and publications ...... 145 19. Manning Fun Day ...... 145 20. Miscellaneous...... 146 21. 5 days leading up to Fun Day ...... 146 22. Setup – The day before ...... 147 23. On the Day...... 148 24. After Fun Day ...... 148
SECTION 4: FUN DAY APPENDICES ...... 150 Appendix 4.1: School Map ...... 151 Appendix 4.2: Fun Day Layout...... 152 Appendix 4.3: Main Field Layout...... 153 Appendix 4:4: Sponsor Letter ...... 154 Appendix 4.5: Sponsor Confirmation Form ...... 155 Appendix 4.6: Activity Status Sheet ...... 156 Appendix 4.7: Sponsor Sheet...... 157 Appendix 4.8: Vendor call letter...... 158 Appendix 4.9: Vendor Sign Up Form...... 160 Appendix 4. 10: Request for Musicians ...... 161 Appendix 4.11: Tearoom Donation Request Letter ...... 162 Appendix 4.12: Fun Day Poster ...... 163 Appendix 4.13: Article for Newsletter ...... 164 Appendix 4.14: Staff Info ...... 165 Appendix 4.15: Parent Volunteer Request ...... 166 Appendix 4.16: Volunteer Info Sheet...... 167 Appendix 4.17: Fun Day Other Areas Rota ...... 168 Appendix 4.18: Staff Rota Sample...... 169 Appendix 4.19: Sponsor Thank You Letter ...... 170 Appendix 4.20: Activity Income Sheet ...... 171
Page | 5 Appendix 4.21: Feedback Form ...... 175 Appendix 4.22: Coordinator Report...... 175 Appendix 4.23: Food Coordinator Report ...... 1776 Appendix 4.24: Secondary Games Report ...... 179 Appendix 4.25: Activity Coordinator Report ...... 181 Appendix 4.26: Shopping street Coordinator Report ...... 183 Appendix 4.27: Thai Rep Report...... 1854 FINAL POINTS...... 1865
Page | 6 Introduction
Welcome to the first BANGKOK PATANA SCHOOL PARENT TEACHER GROUP Manual (otherwise known as ‘The Dummies Guide to being a PTG Committee Member at BPS!’).
Over the many years since the PTG was formed, it has evolved and grown alongside the school. As is expected from a PTG, we are involved in organising and running events to support Bangkok Patana School and to enhance our children’s experience here. We are motivated by a desire to help. We have made some mistakes along the way and we have learned many things, but mainly, we have enjoyed being involved in our school.
Each year as new parents join and other parents leave, lessons from previous years have to be passed along to a new Committee. The Committee of 2010/11 was largely new: Most of the members had never held a position on the PTG before and for those who had, the PTG had changed from their previous experience in many ways.
Earlier Committees have always kindly kept notes on how the PTG is organised and how it organises events, which has been very helpful for successive committees. However, we realised that it would be even better if we had a ‘PTG Manual’ with guidelines outlining all of our activities and events and providing an overview of how the PTG operates and interacts with the School. And so, here it is!
This Manual is intended to be a ‘one stop shop’ on almost every aspect of the BPS PTG. This Manual is divided into 4 sections: School committees: This section outlines the role of the different committees in our school including our PTG. Daily operations: This section outlines how the PTG operates on a daily basis. Annual Events: This section chronologically details the PTG-run or PTG-involved events during the school year. Fun Day: This is the biggest school event of the year in terms of organisation and parent involvement and so we think it deserves its own section!
Page | 7 This Manual is written in quite a formal style. We feel that it is easier to follow guidelines if they are set out point-by-point stating ideally what we might hope for from each Committee member, at each event and from the PTG generally. However, keep in mind, other than the PTG Constitution, the majority of what you read are only guidelines based on the experiences and advice of previous committees.
Each new PTG Committee will bring its own personal touch to the Patana PTG with the Chairperson setting the tone. Each new Committee will interpret this Manual in ways that works best for them, the School and our children. And, each new Committee member will invest as much time in supporting the PTG and Patana as their personal schedules allow.
We hope that future Committees will find the Manual helpful, will keep the Manual updated and amended with new sections as they tackle new projects or old projects in new ways, and will pass on the Manual to their successors.
If you are thinking of joining the PTG, we would like to thank you! It is a truly interesting and rewarding experience which is appreciated by the entire Bangkok Patana community. Best, Jay Abai Notes: The masculine forms ‘he/him’ are used throughout this document and include the feminine forms ‘she/her’. The Committee of the PTG represents all the parents and teachers of Bangkok Patana School. In this document, we generally use the term ‘PTG’ or ‘PTG Committee’ for ease of purpose.
Page | 8 SECTION 1: SCHOOL COMMITTEES
Page | 9 With about 2,200 students, over 230 academic staff and over 220 business staff, supported by numerous grounds staff and transportation providers, Bangkok Patana School has and needs a number of committees which provide, structure, governance and organisation throughout the School.
The PTG Committee, which represents all the parents and teachers in the School, may have direct or indirect contact with other School Committees through its assistance in various events throughout the year. Below is a brief outline of the various BPS committees and their respective areas of responsibility.
A. School Management Committees 1. The Bangkok Patana School Foundation (‘BPSF’) was established in 1991 as a charitable foundation with the principle purpose of supporting the School. The BPSF is responsible for oversight of the School as well as the provision of land, buildings and other assets required for the School to operate. The license to operate the School was granted by the Ministry of Education to TICA, which is a department of the Ministry of Foreign Affairs. Following an agreement between TICA and the BPSF, the authority to manage the School was transferred to the BPSF in 1991.
2. The governance of Patana is overseen by the Foundation Board. At present, the structure of the Board Governance in the School is as follows: a. Foundation Board and Committee - The Foundation Board comprises representatives of the Patana community as well as senior advisers from the greater community. The Foundation Board has the power and duty to conduct all activities of the Foundation according to the objectives of the Foundation under the Charter of the Foundation.
b. Steering Committee - The Steering Committee is responsible for the development of the School’s and Foundation’s strategic business plans and the long-term business forecasts.
Page | 10 c. Buildings & Grounds Sub-Committee - The Buildings & Grounds Sub- Committee oversees the development and updating of the master plan of the School’s buildings and grounds with the staff and outside consultants.
d. Finance Sub-Committee - The Finance Sub-Committee reviews the policies affecting the financial affairs of the School and Foundation.
e. Human Resources Sub-Committee - The Human Resources Sub- Committee, in cooperation with the Head of School and Business Director, develops broad personnel policies such as benefits offered, salary ranges, and the requirements for faculty and staff evaluation.
f. Marketing & Development Sub-Committee - The Marketing and Development Sub-Committee coordinates the fund-raising activities of the School, advises the Foundation Board on the financial goals of the annual campaign, through the budget process, and on any capital campaign, reviews the case statement for any fund appeal, facilitates the inclusion of all Board members and other volunteers in fund and friend-raising activities and raises funds.
g. Information Technology Sub-Committee
h. Internal Audit Sub-Committee
3. Information regarding the School’s operations - A considerable amount of information is available for parents including extracts from the Minutes of the Foundation Board Meetings for viewing in the Library. Information about the history of the School, the Board and its committees, selected letters from the Board and some newsletters will be gathered and added to the Library. The
Page | 11 School will also maintain copies for viewing at the Office of the Foundation Board.
B. Parent Teacher Group (‘PTG”) Committee 1. The PTG is made up of every parent and teacher in the school; all parents with a child attending the school and the academic staff are automatically members of the Parent Teacher Group.
2. The PTG Committee: a. This is elected at the PTG Annual General Meeting (‘AGM’) - usually held in May each year - which all parents and teachers are invited to attend. The PTG Committee represents the interests of all parents. Ideally, all elected Committee members will hold their posts for 2 years.
b. The actions of the PTG Committee are governed by its Constitution (Section 1, Appendix 1) and the ‘General PTG Procedures’ guidelines (Section 1, Appendix 2).
c. Elected PTG members should possess appropriate characteristics, skills, and temperaments. See ‘Criteria’ (Section 1, Appendix 3).
d. The following posts are usually filled at the PTG AGM: i. Chairperson (Section 1, Appendix 4); ii. Vice-chairperson (Section 1, Appendix 5); iii. Secretary (Section 1, Appendix 6); iv. Treasurer (Section 1, Appendix 7); v. Assistant Treasurer (Section 1, Appendix 7); vi. Thai Representative (elected by the School and Thai Parents Group) (Section 1, Appendix 8); vii. Secondary Rep (also known as ‘Secondary Liaisons Rep) (Section 1, Appendix 9); viii. Primary Group Reps (Section 1, Appendix 10),
Page | 12 1. Nursery/K1 & 2 Rep 2. Year 1-2 Primary Rep 3. Year 3-4 Primary Rep 4. Year 5-6 Primary Rep; ix. Communications Coordinator (also known as ‘Website & Newsletter Editor’) (Section 1, Appendix 11); x. Newcomers and Volunteers Coordinator (Section 1, Appendix 12).
e. Ideally, the following further posts should be filled at the AGM or in the course of the year: i. Social Secretary (Section 1, Appendix 13); ii. Tiger Shop/Merchandising Coordinator (Section 1, Appendix 14); iii. International Day Coordinator (see Section 3,Appendix 15); iv. Fun Day Coordinator (see Section 4, Appendix 16).
3. The aims of the PTG Committee - According to the Constitution, the aims are “to promote and assist the development of the school, to advance its interests and activities and to foster the goodwill of parents, teachers and friends towards the School.” Additionally, the PTG:
a. Represents the views of parents via: i. Annual and Extraordinary General Meetings - an opportunity for parents to meet and discuss their views; ii. Regular school or parent organised meetings at which parents’ views can be brought up. The members of the Committee should talk to other parents and bring any ideas, suggestions and opinions to Committee meetings; iii. Encouraging opportunities for people with an interest in the development of the school to meet each other socially.
b. Fosters co-operation between parents, teachers and school management via:
Page | 13 i. Monthly meetings during term time to foster two-way communication between the PTG and the School. These meetings are usually attended by the PTG Committee, the Headmaster, Primary and Secondary Heads, Business Manager, Services Manager, Director of Sport and Activities, and other Senior Teachers. The PTG Committee presents parents’ views and concerns, discusses forthcoming events, and discusses ways to support the School. The School reports on educational, management, community, sporting, and other relevant developments; ii. Informal meetings between the PTG Chairperson, the School Heads and the Board of Management.
c. Informs parents of appropriate educational, structural, and community based developments in the school via: i. Welcoming new families to the school and encouraging all nationalities to become involved in PTG activities; ii. The PTG publication, The Accord newsletter; iii. Minutes of monthly Meetings between PTG and the School; iv. Group Emails to the parent body, facilitated by the Services Manager.
d. Assists the school financially to achieve items on its ‘Wish List’ which would not be achievable otherwise. i. All funds generated by the PTG that are not used for PTG-related expenses are ‘deeded’ back to the school in order to assist the school to purchase new equipment or items for the students that have or may not have been budgeted for by the school; ii. Fund raising activities include Fun Day, Quiz Night, Vendors’ Day, etc.
e. Assists the school in other community based activities that the School considers helpful and appropriate e.g. International Day, Christmas Concert, Newcomers Meetings, FOBISSEA, etc.
Page | 14 C. Thai Parent Group (TPG)
1. The Thai Parent Group (TPG) was formed to represent the interests of Thai parents in the School and of parents with children of full or part Thai nationality.
2. The TPG is made up of every Thai parent in the School; all parents with a child of Thai nationality attending the school are automatically members of the TPG.
3. A TPG representative is elected jointly by the Thai parents and the Director of the Foundation Board each year.
4. The Thai Headmistress, currently Khun Kaanwarin Polanunt, and the Director of the Foundation Board Officer, currently Khun Dee, may offer assistance if appropriate.
5. The aims of the TPG: a. To support the PTG in all of its aims especially from a Thai perspective.
b. To represents the views of Thai parents via: i. Regular meetings with a view to socialising, sharing ideas, opinions, issues and problems that Thai parents may have or face in relation to the School and discussing any suggestions that they may have; ii. Welcoming new Thai families to the school and assisting them in settling in and encouraging them to become involved in PTG activities.
c. To assist the School to achieve its ‘Wish List’ and by other means that the School considers helpful and appropriate via: i. Fund raising activities, e.g. Fun Day Thai Food stalls and Lucky Draw tent, etc; ii. Community based activities, e.g. Loy Krathong, International Day, Newcomers Meetings, etc.
Page | 15 SECTION 1: APPENDICIES
Page | 16 Appendix 1.1: PTG Constitution
PTG CONSTITUTION
As adopted by the AGM of the Patana Parent Teacher Group 14th June 1994, Amended 27th May 2011.
Parent Teacher Group Bangkok Patana School Bangkok, Thailand
ARTICLE I – NAME
The name of this organisation shall be the Parent Teacher Group of Bangkok Patana School, Bangkok, Thailand, hereinafter referred to as the “PTG”.
ARTICLE II – OBJECTIVES
The purpose of the PTG is to promote and assist the development of the school, to advance its interests, and to foster the goodwill of parents, teachers and friends towards the School.
The PTG achieves these by: 1. Providing opportunities for parents, teachers and others with an interest in the development of the school to meet socially at the school and elsewhere. 2. Welcoming new families to the school and assisting parents of all nationalities to become involved in PTG activities. 3. Assisting the school both financially and by any other means that the Head of School and Board of Trustees consider helpful and appropriate.
Page | 17 ARTICLE III – MEMBERSHIP
The PTG is a non-fee paying organisation. Membership shall automatically be held by: 1. Any Parent or Guardian with a child/children attending Bangkok Patana School. 2. Any member of the Academic Staff.
ARTICLE IV – THE COMMITTEE
1. The Committee shall consist of ten (10) voting parents, the Principals of the Elementary and Secondary Schools (or their designated representatives), and a member of the business staff designated by the Head of School. 2. The parent representatives shall be elected by a majority vote of members present as the Annual General Meeting (AGM). If a position is or becomes vacant after the AGM it may be filled by a majority vote of the remaining Committee, even if the remaining Committee does not constitute a quorum. 3. There shall be a minimum of two (2) Committee Meetings each term. The attendance of a least seven (7) members shall constitute a quorum at a Committee Meeting. A quorum of Committee members must be present to vote on any resolution coming before the Committee. Without a quorum a second meeting will be held after due notice has been given to all Committee Members, and at the second meeting at least five (5) Committee members will constitute a quorum. 4. Copies of all minutes of meetings of the Committee shall be circulated to all members of the Committee, the Head of School and the Chair of the Board of Trustees. Copies of the minutes will be openly available to members of the PTG. 5. All Committee Meetings shall be open to all members to attend, but only Committee Members have the right to vote. 6. Before the end of its term, the Committee shall commence preparations for the AGM by inviting members to stand for the new Committee. At least seven (7) days before the AGM a list of nominees shall be sent to all members of the PTG. However, any member shall be eligible to stand for election at the AGM.
ARTICLE V – OFFICE BEARERS
1. The parent members of the Committee shall hold the following offices: a) Chairperson b) Vice Chairperson (who may also act as a Social Co-ordinator) c) Secretary
Page | 18 d) Treasurer e) Fundraising Coordinator f) Newsletter Editor g) Elementary School Representative h) Secondary School Representative 2. The Executive Committee shall consist of the Chairperson, Vice Chairperson, Secretary, Treasurer and Fundraising Co-ordinator, unless the composition of the Executive is changed by a majority vote of the Committee.
ARTICLE VI – REPSONSIBILITIES OF THE EXECUTIVE COMMITTEE
1. The Executive Committee (the “Executive”) shall represent the PTG in all matters concerning the overall policies and goals of the PTG. However, the full PTG Committee must approve such policies and goals by a majority vote. The relative duties and responsibilities of the Executive and the Full Committee may be determined by guidelines approved by a majority vote of the Full Committee. 2. Legal Documents shall require the signatures of two (2) members of the Executive, one of which shall be the Chairperson or Vice Chairperson. 3. Financial transactions shall require the signatures of up to three (3) members of the Executive. Eligible signatories are either the Chairperson or Vice Chairperson in conjunction with the Treasurer or Assistant Treasurer. 4. The Secretary shall be responsible for preparing the minutes of all meetings of the Executive and the Committee as well as the AGM and any Extraordinary Meeting of the PTG. 5. The Treasurer shall be responsible for the administration of the funds of the PTG and shall prepare an audited statement of accounts, which shall be presented at the AGM of the PTG.
ARTICLE VII – THE ANNUAL GENERAL MEETING
1. There shall be an Annual General Meeting (AGM) of the PTG held in May each year. 2. All members of the PTG shall be advised of the date and place of the meeting at least two (2) weeks in advance. Notice of such meeting shall be accompanied by the agenda for the meeting and a then- current nomination list for the election to the Committee. 3. The audited annual statement of accounts shall be prepared by the Treasurer and made available to members of the PTG at least seven (7) days prior to the AGM.
Page | 19 4. The financial year of the PTG shall be from 1st May to 30th April the following year. 5. The AGM shall require a quorum of 50 members and all resolutions shall be decided by a simple majority vote. 6. Without the required quorum no resolution is valid and the Committee shall call a second AGM within one (1) month. At this meeting a quorum shall be 20 members. 7. The last item on the agenda of the AGM shall be the election of the new Committee. The official handover to the new Committee shall take effect from the time of the election. 8. If no Committee is elected at the AGM (or if a Committee dissolves for any reason during its term), all PTG funds shall be held by the Financial Controller of the School in a separate account for the benefit of the PTG. In that event, the Financial Controller may sign cheques to pay for items previously approved by the previous Committee, but for no other purpose. The Financial Controller shall release all such PTG funds to the new Committee when it is formed.
ARTICLE VIII – EXTRAORDINARY GENERAL MEETING
1. The Committee shall, on the requisition of not less than 25 members, convene an Extraordinary General Meeting (EGM) of the PTG within two (2) months of the receipt of the requisition. 2. A requisition of members for an EGM shall: a) State the purpose of the meeting b) Be signed by the members making the requisition c) Be lodged with the Chairperson or Secretary 3. A quorum of an EGM shall comprise 50 members
ARTICLE IX – AMENDMENTS TO THE CONSTITUTION
1. Amendments to the Constitution can only be made as a result of resolutions passed at an AGM of the PTG or an EGM. 2. Proposals for amendments to the Constitution must be submitted to the Executive in writing at least one (1) month in advance of the AGM or EGM and such proposals received will be tabled for discussion and resolution at the AGM or EGM
Page | 20 Appendix 1.2: General PTG Procedures GENERAL PTG PROCEDURES
Why we’re here! We take our mission from the Constitution. We’re all here to enhance our children’s experience at school. In doing so, we can make friends and have fun!
Here are some general guideline procedures that can help us to do our job more effectively and make all our lives easier.
1. Money a. All money is to be given to the Treasurer or Assistant Treasurer. The ‘Depositing Money’ form should be completed when turning in funds as it is extremely difficult to track money without paperwork. The form is available from the Treasurer; b. The PTG has an approved budget. You may request reimbursement for expenses up to but not more than the amount approved for your gross expenses in the budget. If you anticipate larger expenses, seek approval in advance at the regular monthly PTG meeting. You must do this even if your activity makes a net profit as tracking gross expenses provides some accountability and future planning basis for the Committee; c. Include expense request forms, slips and invoices when requesting reimbursement for out of pocket expenses. Expense request forms can be obtained from the treasurer/assistant treasurer or secretary. Highlight the amount, and if the receipt/bill is not in English, please jot a note on it. Be sure to list the appropriate budget category. d. All expenses over 3000 THB will be paid by cheque. If you need an urgent cheque reimbursement or cash advance from the Treasurer, do give her sufficient advance notice.
2. Photocopying a. The PTG will be billed for all photocopying done on its behalf by the school. b. Please fill out request form in the Reproduction Office and clearly state the PTG event for which the copying is required. Please file a copy of the Page | 21 request form with the Treasurer (the Reproduction Office can scan and email it to Treasurer, if you ask them).
3. E-mail Etiquette a. Email is an efficient mode of doing business. Please remember to use it appropriately; b. Your sending an email is no guarantee that the recipient has read it; c. Urgent emails need to be followed-up with a phone call; d. Do not unnecessarily clog up mailboxes with notices that people do not need to read and do not ‘reply all’ when you should just reply to the sender. (Headmasters, for example, do not need to know whether or not you will be at the next Popcorn Sale.) Using ‘bcc’ is appropriate for bulk emails. e. Do not write anything you wouldn’t say face-to-face. Conflicts are best sorted out in person. Do not broadcast a disagreement to the entire membership via rapid-fire emails.
4. PTG Meetings a. We generally schedule items involving staff at the top of our agenda, because they often have other business they must attend to; b. We have only a limited amount of time. Discussions which become very involved or detailed will need to be referred to sub-committee; c. Remember to welcome new faces at the meetings, and if you do not have time to respond to questions in detail during the meeting, talk with them afterwards; d. Everyone’s opinion is welcome, but only the 10 members from the Committee may vote; job sharers get one vote between them.
5. The PTG Newsletter a. Please make a note of The Accord deadlines. If you miss the deadline the editor is under no obligation to ‘squeeze in’ your article. b. Remember that all PTG business should go in The Accord, which means you will have to plan in advance because it is only published monthly.
6. Confidentiality - As you work in the school, you will come across information or hear conversations of a private nature. Please remember that you should not discuss anything confidential, about students or parents!
7. Team Building
Page | 22 a. We are a team of staff and parent volunteers working together. We need to value our volunteers and follow-up when they indicate they are willing to help. When people are ignored or made to feel unwanted, ill will spreads; b. We can build effective teams, delegate work and avoid burnout. Do not “do it all” yourself! No one should be made to feel guilty if they are unable to help with an extra activity at a given moment; that is why we build our pool of volunteers; c. We would ideally like all committee members to spend some time in the Tiger Shop during each week on a rota basis and to attend all meetings where possible to ensure that the committee works as a team; d. Please be sensitive to the different personality styles and the differences in culture which exist at Patana; e. Take the time to thank people for their help; f. Be sensitive to the concerns of teachers and staff when you plan your activities. We are here to help them not create more work for them.
8. Parent Concerns - Sometimes parents have concerns which are not properly the business of the PTG. The PTG provides a suggestion box for parents to (anonymously, if they wish) present their suggestions or concerns. The PTG will note these concerns and raise them at the parent only Committee Meetings and the Committee will make a decision whether to raise them at the monthly PTG Committee Meetings.
Page | 23 Appendix 1.3: PTG Executive and Committee Members Criteria
PTG EXECUTIVE AND COMMITTEE MEMBERS CRITERIA
Commitment Attends and actively participates in all required meetings. Actively supports the school and its community.
Integrity Exhibits honesty, trust, lack of prejudice and the ability to handle confidential information. Has an obligation to publicly support decisions made by the PTG executive and the school administration.
Teamwork Able to work with people in such a manner as to build high moral and group commitments to accomplish goals and objectives. Ability to maintain a mature and problem solving attitude while dealing with conflict.
Versatility and Willing to modify one’s own style and/or task to meet flexibility different situations and needs. Demonstrates cultural sensitivity.
Ability to deal Able to maintain an open, positive, attitude in the face of with change uncertainty. Supports the exploration of new ideas and directions.
Creativity and Able to initiate unique and novel solutions to problems and to energy create positive energy (motivation) in both individuals and groups.
Page | 24 Appendix 1.4: PTG Chairperson PTG Chairperson 1. This position can be held by any parent of the School. The PTG Chairperson sets the tone and characteristics of the PTG Committee while operating within the Constitution.
2. Ideally the Chairperson will possess the following characteristics - a. Friendly, outgoing and approachable. Go to meetings and tell parents what the PTG does and how important the parents are to the life of the School. If people know who the PTG members are, it makes dealing with any issues easier and also it is easier to get volunteers if they are not nervous about dealing with ‘strangers’.
b. Leadership skills - i. Delegate; trust the Committee’s ability to deliver and it will work better. ii. Listen to your Committee; organise opportunities for the members to discuss matters and air opinions. iii. Be ready to accept criticism; there is always someone who would like things done differently. iv. Be prepared to change; sometimes other people have ideas that are better or more appropriate than yours. v. Accept praise gratefully and make sure you spread the praise around; saying ‘thank you’ is very easy and makes people more willing to volunteer again. vi. Be objective and not bring personal issues to the table. The Chairperson needs to follow procedure just like everyone else!
c. Known and with knowledge of parents and teachers and workings of the school, or willing to acquire such knowledge. Introduce yourself to as many people as possible. It is important that people know who you are and that you are approachable.
d. Diplomatic and discrete. The Chairperson is the main and first point of contact for many parents and teachers wishing to contact the PTG and for Committee members with feedback on any aspect of the PTG workings. As such, you may be offered a great deal of personal and confidential Page | 25 information which may be damaging if disclosed inappropriately, or even, at all. Always seek permission (if needed) to pass on information given to you as Chairperson to a more appropriate person in the PTG or in the School.
e. Organised and structured. It is not necessary or practical for the Chairperson to do everything although it is important that he knows everything that is being done by the Committee and in the PTG’s name. Regular informal PTG meetings and a PTG bulletin board can keep you abreast of developments. Respond to enquiries in a timely manner. Try to set an agenda for PTG tasks at least 2 months in advance. Keep minutes/diary/schedules to maximise efficiency.
3. The role of the Chairperson - a. The Chairperson will be expected to be responsible or at least one PTG event during the year and to write an article for each edition of the Accord.
b. Overall responsibility for all actions and functions of the PTG i. To be responsible for the coordination of the work and overall planning of the PTG Committee. ii. To be the PTG spokesperson whenever necessary. iii. To develop relationships with senior staff members. This includes liaising with the Headmaster, Heads of School Business and Services Managers, and Board of Trustees to ensure that all areas of communication are open. ‘Popping in’ to see them on a regular basis even if it is just for a chat, will improve relationships, trust and communication. iv. To preside at all PTG meetings and to chair the monthly Committee meetings. Run PTG Meetings efficiently, allowing others to give their opinions but making sure that we stay ‘on point’ and do not unnecessarily expand on subjects that would be better addressed outside of main PTG Meetings. v. To attend as many PTG sponsored events as possible. Even if it means changing personal plans, especially events at the beginning of the School year i.e. Induction Days, Newcomers Coffee mornings, Class Mums Coffee Morning, Secondary Year Group Coffee mornings.
Page | 26 vi. To fulfil appropriate financial obligations - The Chairperson will be one of the four nominated signatories of the PTG Accounts and will countersign cheques with the , Vice Chairperson, Treasurer or Assistant Treasurer depending on the sequence of signatories held by the bank. vii. To ensure that the PTG is accountable - It is also important to be transparent in all that the PTG does. Parents and staff have the right to know what activities the PTG is engaged in and nothing is secret. However, caution should be exercised with regard to some of the information gained at Committee Meetings; approval may be required before it is disclosed to the general parent body. viii. To refer non-PTG related issues to the appropriate School body. Check PTG emails daily and respond and/or forward them to the appropriate staff member. Sometimes a phone call or personal visit to a staff member is better as it diminishes the chances of misunderstanding. Learn when to say NO and when to explain the limits of the PTG but be willing to offer a sympathetic ear.
4. Initial Meeting with New Committee a. Following the PTG AGM, it is ideal to hold an informal meeting with all the members of the PTG Committee in order to introduce all members to each other. b. The Chairperson should give a brief outline of the role of the PTG and the way in which it operates, what the PTG is able to do and what the school expects from the Committee, c. The Chairperson should use this opportunity to 'set out his store', and explain how the Chairperson see his role, what the Chairperson would like the Committee to achieve in the coming year, and give any other information regarding the direction of the PTG for the coming year. d. It is important that the new Committee members know what is expected of them. Every member should be given their Committee role profile and should be encouraged to ask questions on any areas on which they are unclear so that they fully understand their role. e. Each member who is new to their role should receive a written and verbal (if possible) handover from their predecessor. If their predecessor has already left, the Chairperson should try to put the new member in touch with any person who has filled the role previously and who can act as a source of advice if needed.
Page | 27 f. If there are any unfilled Committee roles remaining, it is advisable to ask the new Committee members if they have any friends or associates who may be interested in joining the Committee. g. Ensure that all Committee Members are aware of how to gain access to the PTG Office and to the PTG Computer; and that the Secretary, Vice Chair and Treasurer, have a copy of the key to the office.
5. Initial PTG/Staff Monthly Meeting a. Each member, both staff and parents, should introduce themselves to the rest of the group. b. An issue of the Accord should be published introducing the rest of the school to the Committee, with brief information about each member and photographs.
6. Diary entries for new School year a. Try to set these as soon as possible after the AGM. b. Dates for Induction Days and Coffee Mornings - Before the summer holidays, check with the Head of Primary, (currently David Knott) and the Assistant Principal for Student Welfare in Secondary (currently Helen Thew) to find the dates for Induction Days and Coffee Mornings for the new school year. These should then be given to the appropriate representatives on the Committee and updated on the PTG website. c. Dates for Committee Meetings for Term 1 - Once confirmed with the Head of Schools Office (HOSO), these should be put on the PTG Calendar. This can be done currently by contacting Khun Bhoom, [email protected]. d. Vendors Sales, Quiz Nights, Newcomers Pizza Lunches and Ice Cream Lunches - Check the dates with the Services Manager, Primary and Secondary Calendars, Sports Director and Arts/Music Dept. to ensure that there are no clashes with School events happening and to attract the highest numbers of attendees.
7. PTG Events a. Once the school year has begun and Class Parents are in place, the Committee can start planning PTG events in earnest. Term 1 is very busy so ensure that the Committee knows that they will be expected to do a lot of work and attend many events; b. If the PTG has had the good fortune to elect representatives to all the mandatory posts and also the preferred posts, planning for the PTG events
Page | 28 may start as early as the relevant coordinator desires. If not, the Chairperson will have to be adaptable with the Committee members and volunteers that are available. c. Below is a brief outline of the main remaining PTG events that the Chairperson will need to plan. Full details are given in Sections 3 and 4; i. International Day 1. Planning for International Day needs to start as early as possible in Term 1 following the Induction meetings; 2. Find a Coordinator if there is not one already. The Chairperson may need to send out initial correspondence and run the initial meetings; 3. If no Coordinator is found, the Chairperson should delegate jobs within the Committee and ensure the members are aware of what is needed. Each member of the Committee is expected to take a role in the organisation of the Day. 4. Hold a meeting with the Services Manager to brief the organisers and to assist in the coordination of the event. ii. Patana Fun Run - The PTG sponsors the cost of the participants’ breakfast currently in the amount of 20,000 baht. iii. Tiger Sharks Swimathon - If this event takes place then the PTG donates a sum of money for Pizzas for this event; around 4,000 baht. iv. Patana Ball - A biannual event at the discretion o the committee and in conjunction with BPS students as a fundraiser for an outside charity of their choice. v. Christmas Concert - The PTG provides, in conjunction with the school, refreshments including mince pies, Mulled Wine and other food. The organisation of this may be delegated to a particular Committee Member but make sure you know what is happening. vi. Visit of Santa Claus to the Primary Classes This task should be carried out by the Primary Reps. vii. Before the end of Term 1, plan dates for Term 2 including Committee Meetings. viii. Fun Day - A provisional Fun Day meeting for the Committee and with the Services Manager should take place before the Christmas holidays. Each Committee Member must be aware that they have to take a major role in the organisation of Fun Day. Sponsorship for the event should be started by the Fundraising Coordinator in conjunction with the Marketing Manager. Liaise with the marketing
Page | 29 manager to ensure no clashes with major sponsors or other school organized events. Posters advertising Fun Day should go into the School Newsletter at the beginning of Term 2 and letters sent to parents asking for any interested sponsors ix. Year Group Coffee Mornings - These dates are set by the school and present ideal opportunities to enlist volunteers for upcoming PTG events. x. FOBISSEA and SEASAC events - The PTG may be asked to assist with other events throughout the year such as FOBISSEA and SEASAC events. This may include ‘meeting and greeting’ at the airport or selling Tiger Spirit items during such events; xi. AGM 1. Planning for this must start towards the end of Term 2. It is important to establish which Committee members are likely to stay in their post for the next school year; 2. The Chairperson must write a report regarding the PTG’s achievements during the past year, how successful events have been both financially and socially, making recommendations for improvements in the PTG in the following year and thanking the past Committee and welcoming the new Committee. xii. Year 6 End of Year Party - The PTG also make a donation of money for the Y6 traditional end of year party.
xiii. PTG team building meetings - Try to have one or two social events for the Committee to boost morale and to help build better relationships to assist the functioning of the Committee.
Page | 30 Appendix 1.5: PTG Vice-Chairperson
PTG Vice-Chairperson 1. This position can be held by any parent of the School. The PTG Vice-Chair is the deputy of the PTG Chairperson and will fulfil the functions of the Chairperson if he is unable to do so. 2. The role of the Vice-Chair is as follows: a. To assist the Chairperson in any way appropriate and take over the Chairperson’s duties when he is not available; b. To attend all meetings, and if the Chairperson is not present, to then Chair those meetings; c. To assist in recruiting parent volunteers for the PTG and as Class Representatives; d. To assist other committee members and general members whenever necessary; e. To have cheque signing authority: To be one of the four nominated signatories of the PTG Accounts and to countersign cheques with the Chairperson, Treasurer or Assistant Treasurer depending on the sequence of signatories held by the bank; f. To head at least one major sub-committee, traditionally Social Secretary and to be involved in organizing and volunteering for PTG events in school i.e. the Patana Ball, International Day, Fun Day, Pizza Lunches for Primary and Secondary, Teacher Appreciation Day, Christmas Concert, Santa Visit to Primary, Vendor Sales, Tiger Shop, Quiz nights, etc; g. To hold a spare key to PTG office. h. To manage and keep the PTG storeroom.
Page | 31 Appendix 1.6: PTG Secretary
PTG Secretary
1. This position can be held by any parent of the School. The PTG Secretary is responsible for almost every area of documentation generated by and regarding the PTG (excluding The Accord newsletter). This is an integral and full role and ideally suited to someone with at least average computer skills.
2. The Secretary will be expected to head at least one sub-committee, participate in events, activities, and projects within the school including International Day, Fun Day and Newcomer's Events.
3. PTG Office Management a. The Secretary is in charge of keeping track of keys to the PTG Office/Tiger Shop. The Primary Office holds a spare PTG key which must be returned after use as it is used regularly. b. He should ensure that he knows where the keys to the Storage Room are kept. The door is not usually locked unless storing valuable supplies. c. Put the paper mail in appropriate mailboxes. Most of the community flyers which come to the PTG also come via e-mail. d. Check the PTG mail box and suggestions box. Ensure there is paper available at the suggestion box. Forward mail and suggestions to appropriate people. e. Forward relevant notices to the Communications Coordinator and put notices up on the appropriate bulletin board.
4. PTG Computer/Internet access a. The secretary should change PTG password after the AGM and every term. b. To check e-mail, go to the school website, click on webmail, and enter user name (PTG email address) and password. c. Forward messages to the appropriate person then drag the message to the relevant folder to keep the inbox from being cluttered. It is appropriate to delete messages that are no longer needed. d. Parent concerns - If it is not a PTG issue, reply nicely that you are forwarding it to the appropriate person, forward a note to the Chairperson and Vice-Chair so that they are kept in the loop.
Page | 32 e. The secretary should check emails every day and forward them to the appropriate committee member. f. All articles for the Accord should be forwarded to the Editor. Any other correspondence that cannot be dealt with by the Secretary should be forwarded to the Chairperson or Vice Chairperson or other relevant persons. g. Try to make sure that master copies of all contact lists, minutes, agenda, Constitution, procedures, etc are kept in ‘My Documents’. h. Monitor PTG documents on the Google Cloud
5. PTG Office Information Folders It is useful at the beginning of the year to distribute the manual to all Committee members and activities/events coordinators, as well as; a. Staff and Committee member contact list; b. All relevant information about the Accord (submission/publication dates, charges etc); c. PTG Procedures; d. Budget; e. School Year Calendar; primary and secondary calendar.
6. PTG Stationary and Calendars a. The PTG is not generally charged for general office supplies, for instance, copier paper. You can obtain supplies from the purchasing department through the School Supply Office. b. PTG letterheads and envelopes need to be ordered in plenty of time. c. Information folders, calendars and any small items can be purchased outside school and then cash claimed back (the Secretary has a budget for the year). d. Purchase 2 calendars in December. One for the PTG Office and one month by month calendar to display in the PTG Room. Display 2-3 months at a time, showing upcoming activities so that people may book the PTG Room if they wish. e. Ensure Committee Meeting Dates are written on the Calendar plus any major school events.
7. Monthly PTG meetings a. PTG Meetings are generally held once a month during term time. The Secretary must create a meeting agenda.
Page | 33 b. The Chairperson/Vice Chairperson generally decide the agenda items every month. c. The first item is always apologies followed by Chairperson/Vice Chairperson report. d. Always try to put the Primary, Secondary and Business Office Staff next as they may not be able to stay for the whole meeting; e. Try to state the name of the person who will be leading a discussion and set a time limit. f. Try to distribute a tentative agenda to Committee Members and key staff on the Wednesday/Thursday before the meeting by e-mail. g. Hand out a finalised agenda to everyone present at the start of the meeting, making any last changes as needed. h. File a copy in the ‘Agendas/Minutes’ file. i. Attend and take ‘Minutes’ of the Meeting. j. If you cannot attend a meeting for any reason always ensure you have a replacement to stand in for you. k. Always note the number of people present. If there is an item to be voted on ensure there is a quorum, otherwise the vote will be invalid. At least 7 voting members must be present to achieve a quorum. Eligible Voters are the 10 Parent Officers (Jobsharers have a single vote) and the 3 Staff representatives - Primary, Secondary and Business Office. l. Try to get the minutes typed up as soon as possible after each meeting. People seem to like 'bullet point presentation' for easy reading. Always try to make it clear if an item needs to be 'actioned' and, if so, by whom. m. It is a good idea to let the Chairperson and/or Vice-Chair and head of school scan over the minutes before distributing them in case anything has been missed or misinterpreted. n. Minutes should be distributed by email to all Committee Members and Key Staff. A copy should be posted on the notice board in the PTG Room, on the school website and a copy in the Minutes file in the PTG Office, including any Treasurer’s reports.
8. Article for The Accord Email minutes to the Accord Editor who will publish highlights in the magazine.
9. Contact Lists a. Committee Members contact list – ensure this is up to date and display in the PTG Office and on the PTG Notice Board;
Page | 34 b. Master Staff contact list – ensure this is up to date and display in the PTG Office; c. Class Parents contact list– ask the Primary office to send the class parents contact list to primary reps and newcomers volunteer list. Secondary Group Liaisons – ask the Secondary Representative to send you a list at the start of the year and display in the PTG Office. Should also go to the Newcomers Representative.
10.Student Lists a. The Registrar also e-mails list of new students every term to the newcomers rep who will then send it to the Elementary and Secondary Reps so the Class Parents/Year Group Liaisons can make them welcome. b. For international Day Country Reps can send out emails to parents from the same country by contacting the admissions office who will send out initial emails.
11.AGM a. Book the Room well in advance of the AGM which will be held in May. b. Arrange for food via the Food and Beverage Manager; hot and cold canapés plus drinks for approximately 50 people. c. Contact the Service Manager/ Grounds and Estates Department for tables and chairs as needed plus a whiteboard and microphones. d. Start asking Committee Members and all activities/events coordinators for their reports well ahead of time. There are always last minute ones! e. Save them all onto a Word Document. f. The School Print shop will print out copies for you once the document is complete. It needs 2-3 days’ notice.
12.Miscellaneous a. Try to keep PTG Room notice boards up to date. b. Private adverts are placed without charge but at the PTG’s discretion. It is a good idea to sign and date the Ads when they are put up and then they are left there at the Committee’s discretion normally for about one month.
13.PTG Manual a. Ensure the PTG Manual is updated. b. In Term 2, ask each PTG Committee member to review their profile details and to sign off if changes are not needed. Make any necessary changes to the Manual.
Page | 35 Appendix 1.7: Treasurer/Assistant Treasurer
Treasurer/Assistant Treasurer
1. This position can be held by any parent of the school. The PTG Treasurer, along with the assistant Treasurer, is responsible for and/or oversees every money transaction concerning the PTG. This is an integral and detail-orientated role and ideally suited to someone with basic computer skills and a little bookkeeping knowledge. Being a Thai speaker would be very useful.
2. The role of PTG Treasurer: a. The Treasurer will be expected to head at least one sub-committee traditionally Fundraising Coordinator, to participate in events, activities, and projects within the school including International Day, Fun Day and Newcomer's Events.
b. Regular updates in the Patana News and the PTG “Accord” magazine are expected.
c. Money Collection: The Treasurer is responsible for collecting, recording and banking money from the Tiger Shop and the coffee money box in the PTG room, once a week.
d. Bookkeeping i. To be responsible for all monies transferred in and out of the savings and current accounts held in the name of 'Bangkok Patana School Parent Teacher Group'. ii. To keep professional and accurate accounting procedures of all transactions and ensure that there is accompanying paperwork to back up all transactions. iii. To organize payments to outside parties where necessary; iv. To reimburse all expenses incurred on behalf of the Committee.
e. Ensure accountability i. To liaise on a regular basis with the School Accounts Department. Page | 36 ii. To work with the School to organize dealings with the bank, including signatories to the bank accounts, reconciliation of bank statements with the accounts, etc.
f. PTG Cheque Book i. To be one of the four nominated signatories of the PTG accounts and to countersign cheques with the Chairperson, Vice Chairperson Assistant Treasurer depending on the sequence of signatories held by the bank. ii. Although the Treasurer and Assistant Treasurer both have signing rights they cannot jointly sign any cheques. iii. To keep possession of the Committee Cheque Book, or arrange a safe, centrally accessible location for all signatories to find it should they wish/need to do so or else have 3-4 sets of cheque books and distribute to signatories.
g. Preparing accounts i. To report to the Committee on the state of the group’s finances at the PTG monthly meeting. ii. To issue a full financial statement every month, to coincide with the meetings of the PTG academic representatives. iii. To issue additional statements of accounts following the acquisition of large sums of money from such events as International Day, Fun Day and the Patana Ball. iv. To maintain the petty cash account in the PTG Room which is used for minor expenditure and receipts, i.e. purchasing tea and coffee for parents, photocopying, etc.
h. Paperwork i. The Treasurer may find it useful to introduce accounting forms in order to better track the movement of monies. ii. There are examples (Section 1, Appendices 7a, 7b, 7c) below but each Treasurer is responsible to introduce whatever methods work best for them.
Page | 37 Appendix 1.7a: Expense Claim Form Date ______PTG, BANGKOK PATANA SCHOOL Expense Claim Form Purpose ______Ref No.
Cheque No. Description No. Receipts/Baht 1 2 3 4 5
Please attach receipts for claims Total Funds Received by ______Paid by Agreed by ______
PTG, BANGKOK PATANA SCHOOL Date Expense Claim Form ______Purpose ______Ref No.
Cheque No. Description No. Receipts/Baht 1 2 3 4 5
Please attach receipts for claims Total Funds Received by ______Paid by Agreed by ______Page | 38 Appendix 1.7b: Expense Request Form
PTG, BANGKOK PATANA SCHOOL Expense Request Form Date ______
Purpose Ref No.
Cheque No. Description No. Receipts/Baht 1 2 3 4 5
Total
Requested by Paid by Agreed by ______
PTG, BANGKOK PATANA SCHOOL Expense Request Form Date ______Purpose Ref No.
Cheque No. Description No. Receipts/Baht 1 2 3 4 5
Total
Requested by Paid by Agreed by ______
Page | 39 Appendix 1.7c: Record of cash to Treasurer
PTG, BANGKOK PATANA SCHOOL Date______Record of cash/cheques given to Treasurer Purpose Ref No. ______
Cash Amount Baht
Cheque Amount Baht No. of Cheques
Presented By Received By
PTG, BANGKOK PATANA SCHOOL
Record of cash/cheques given to treasurer Date______Purpose Ref No. ______
Cash Amount Baht
Cheque Amount Baht No. of Cheques
Presented By Received By
Date______Ref No.
Page | 40 Appendix 1.8: Thai Parents’ Representative Thai Parents’ Representative
1. This position can be held by any Thai parent of the School who is fluent and able to read and write in English and Thai. Ideally, the Thai Representative should have been a parent at the School for at least one year before taking up the post.
2. The Thai Representative is also the spokesperson of Thai Parent Group (TPG).
3. The Role of the Thai Representative
a. To represent Thai Parents i. To attend all PTG meetings and liaise between the School, PTG, and Thai Parents. ii. To provide a link between Thai parents and school and to advise on the proper avenue of contact within the School. iii. Where necessary, to act as a representative to Thai parents from a language perspective when dealing with appropriate School related issues. iv. To attend the newcomers meetings, to introduce new parents to the School and to answer any questions that may arise. v. To inform parents and to seek volunteers to help with school major activities such as International Day and Fun Day. vi. To promote school activities, especially towards Thai Parents, by sending out letters (in Thai) via emails.
b. Start of school year -The Thai Rep will call an introduction meeting with all the Thai parents. The Thai Rep will request funds for Fun Day and International Day, usually 500 baht per family. The Thai Rep will also request sponsorship for Fun Day (goods & funds) and ask for volunteers to support the traditional TPG activities for Fun Day (Lucky Tree) and International Day (Thai food, display and parade organisation).
c. To support the PTG
Page | 41 i. To participate in PTG functions along with other members of the committee such as Newcomers events, Christmas Concert, Pizza Lunch, Patana Balls, Quiz Nights, Tiger Shop, Staff Appreciation Day, International Day, and Fun Day. ii. To assist other Committee members if required as a team member. iii. To represent the TPG in 3 school major activities which are International Day, Loy Krathong Day, and Fun Day. iv. To write occasional articles for the Accord as requested by the Accord Editor. v. To report the TPG Fun Day Activities to PTG. vi. To keep the PTG informed of activities of the TPG.
d. Signatory - The TPG bank book is kept in the Office of the Foundation Board. The Thai Rep is one of two signatories to the TPG accounts. The TPG produces a yearly financial statement.
e. Loy Krathong Day i. The TPG will assist the Thai Department in encouraging BPS parents and children to participate in this event. ii. The Thai Rep may contact a vendor to sell Thai Traditional Costume at the School on the day for convenience of students, parents and teachers. iii. The Thai Rep should liaise with the Services Manager regarding a suitable location for the sale of these costumes.
f. End of school year - The Thai Rep will i. send a summary, in Thai, of the TPGs financial statements to the Thai parents via the Thai Department who will post it on the Thai News Box; ii. produces a summary report on the TPG’s work and achievements in the past school year; iii. send out ‘thank you’ letters to the list of volunteers that helped in the year; iv. Prepare a handover to his successor of the role and signatory power.
Page | 42 Page | 43 Appendix 1.9: Secondary Year Rep Coordinator
Secondary Year Rep Coordinator (aka ‘Secondary Liaisons Rep’)
1. This position can be held by any parent of the school. The Secondary Year Rep Coordinator acts as the liaison between the Year Reps (who represent parents from the respective Secondary year groups) and the Heads of School. This role is ideally suited to someone with a child in the Secondary school.
2. The role of Secondary Year Rep Coordinator:
a. The Secondary Year Rep Coordinator will be expected to head at least one sub-committee, to participate in events, activities, and projects within the school including International Day, Fun Day and Newcomer's Events. b. Regular updates in the Patana News and the PTG “Accord” magazine are expected. c. Liaise with Secondary Reps i. To attend the Year Group Coffee Mornings hosted by the school. ii. Take minutes at Secondary Coffee Mornings and have them authorised by the Head of Year who will forward them to the parents, CC to Secondary Representative. In recent years a list of attending parents has been helpful. iii. To maintain communication and to gather feedback from the Secondary Year Reps over the course of year (and especially at the monthly meetings) and to present these issues to the Assistant Principal of Student Welfare (‘APSW’), currently Helen Thew, and/or the Secondary Head, currently Mick Smith, thus avoiding individual approaches by the Secondary Year Reps; iv. To ensure that there are at least 2 parents to represent each Secondary year group.
d. Liaise with School i. Most correspondence and meetings with the school are with the Assistant Principal of Student Welfare. ii. Most meetings are held monthly, where the APSW is updated on any concerns gathered from the Year Reps and where the APSW will advise and update on any concerns, issues or changes from the schools point of view for feedback to the Year Reps.
e. Visibility Page | 44 i. Make contact with new parents in the Year Group. The contact details of new students can be obtained from the Secondary Heads of Year. There is a standard Newcomers Letter which can be obtained from the Newcomers Representative (Section 2, Appendix 2). ii. Attend as many Secondary Coffee Mornings as possible in the first Term (1 each week). iii. Introduce yourself to the parents and in turn introduce the relevant year parent reps and outline their role.
f. Arrange functions for parents i. Arrange external guest speakers to talk to the Secondary parent community; ii. Ideally functions/talks are held twice a year; iii. Topics in the past have included “Raising teens”, “Drug awareness in Bangkok”, “Setting boundaries”, “Helping your teen to flourish”, “Identifying character strengths” and “Happiness”. Ideally talks are acceptable twice a year; iv. Location is often outside the school in a neutral environment with attendee’s paying for their own refreshments; v. There is no reimbursement of expenses or fee paid to any participating individuals/groups.
g. PTG “Fun Day” i. To purchase small prizes for the Secondary games. The games are manned by senior students and staff and they are “recruited” by Helen Thew. There are 9 games so it requires 9 boxes of assorted toys and prizes. In 2010 and 2011, about 2000 small toys were purchased and divided between the boxes.
Page | 45 Appendix 1.10: Primary Year Group Representatives
Primary Year Group Representatives
1. The PTG has four representatives coordinating with the Elementary School: a. Nursery/K1/K2 Rep; b. Y1 /Y2 Rep; c. Y3/Y4 Rep; d. Y5/Y6 Rep.
2. These positions can be held by any parent of the School. The Primary Representatives act as the liaison between Primary Class Parents (who represent classes from respective Primary year groups) and the Heads of School. This role is ideally suited to someone with a child in the Primary school and ideally within the year group that they are representing.
3. The role of Primary Representative: a. The Primary Representatives will be expected to head at least one sub- committee, to participate in events, activities, and projects within the school including International Day, Fun Day and Newcomer's Events. b. To provide regular updates in the Patana News and the PTG “Accord” magazine as requested.
c. Liaise with Primary Class Parents i. To attend the Year Group Coffee Mornings hosted by the school. ii. To maintain communication and to gather feedback from the Primary Class Parents over the course of year (and especially at the monthly meetings) and to present these issues to the Primary Senior Teacher/Primary Head thus avoiding individual approaches by Primary Class Parents.
d. Visibility i. Make contact with new parents in the Year Groups. The contact details of new students can be obtained from the Primary Heads of Year. There is a standard Newcomer’s Letter which can be obtained from the Newcomers Representative (Section 2, Appendix 2). ii. Attend as many Primary Coffee Mornings as possible in the first Term.
Page | 46 iii. Introduce yourself to the parents and in turn introduce the relevant year parent reps and outline their role.
e. PTG Monthly meetings i. The representatives meet with the Primary Heads and senior teachers as required to establish how the PTG can best support the Primary School. ii. To make reports at the monthly PTG meeting by giving updates of all current PTG events in the Primary School. iii. The representatives ascertain which events or activities the Primary School may require assistance with i.e. Class Parties, productions etc. The PTG is NOT responsible for organising these events but can provide back up and assistance if needed.
f. Liaise with School i. To assist class teachers with the recruitment of Class Parents throughout all classes in Primary school and support them as and when necessary; ii. To inform the Primary parents of events in the School by submitting articles to the PTG Newsletter if and when required.
Page | 47 Appendix 1.11: Communications Coordinator Communications Coordinator
1. This position can be held by any parent of the school. The Communications Coordinator is responsible for almost all communications and publications generated by the PTG. This role is ideally suited to someone with strong computer skills, knowledge of various computing programmes, graphics, and website creation/maintenance.
2. The role of Communications Coordinator:
a. The Communications Coordinator will be expected to head at least one sub-committee to participate in events, activities, and projects within the school including International Day, Fun Day and Newcomer's Events; b. The Communications Coordinator is responsible for editing the PTG Newsletter, The Accord, maintaining the PTG website, producing and distribute posters and marketing material as required by the PTG Committee.
3. The Accord - The Communications Coordinator is responsible for the sourcing, collection, typing and formatting of articles for the PTG newsletter, The Accord, in accordance with the guidelines set out below:
a. Objectives i. To provide a means by which the PTG can communicate with the parent body and teachers. ii. To inform parents of upcoming events for the school at which parental help is sought or to which the School community is invited. iii. To provide information of interest to parents and teachers. iv. To provide space for private advertisements from parents and teachers. v. To foster a community at the School.
b. Guidelines (Approved by PTG Committee and Deputy Headmaster, January 2002, amended May 2003 to reflect changed deadlines, amended 2011 to reflect changed procedures of online version): i. All articles for publication shall be sent to the Editor by the specified deadlines.
Page | 48 ii. If an article or any aspect of an article is, in the Editor’s opinion, inappropriate or unsuitable, the Editor shall discuss it with the author. iii. If no agreement is reached, the article shall be circulated to all parent office-bearing Committee members for their opinions. iv. The decision to publish the article or not shall be determined by the majority view of a minimum of three members, not including the Editor and the author. v. If a decision cannot be reached by the deadline for completion, the publication of the article shall be deferred until the next issue. The Editor shall keep a record of all relevant correspondence. vi. Articles covering matters arising from Committee meetings written by Committee members shall reflect the view of the Committee and not the individual member. vii. The Editor reserves the right to make minor changes without referral. If significant re-wording is made by the Editor, the amended article shall be referred back to the author for approval before publication. If the author is unavailable to approve the changes, the Editor reserves the right to publish the amended article as long as the content and/or views are maintained. viii. The completed newsletter shall be sent to the Head of School, PTG chair and Vice Chair. The PTG shall accept the school’s ultimate editorial control of all publications that are issued through it. While minor correction to articles or advertisements can be made freely, it is requested that major alterations be discussed with the Editor. In the event that the Editor cannot be contacted before the publication deadline, the school reserves the right to pull the article in question. ix. All committee members have the right to discuss any aspect of the newsletter with the editor prior to publication. In the event of a dispute the matter shall be discussed with all available parent office- bearing Committee members. The decision shall rest with a majority vote of a minimum of three members, not including the Editor, the Committee member raising the issue and the author. If a decision cannot be reached by the deadline for completion, the publication shall be deferred. x. Any proposed changes to the general content of The Accord shall be discussed and agreed on by the PTG Committee. Any such changes are subject to the school’s approval.
Page | 49 c. Advertising Policy as of January 2003 i. The policy was changed to not charge for personal ads partly as a community service, partly to make Editor’s job easier, partly as a way to save paper. ii. Classified ads are accepted from parents and staff only. iii. No Commercial ads are accepted; these are referred to School’s the Marketing Department. iv. Community announcements are accepted on a space available basis; they may be edited to be shorter, etc. v. Personal ads - maid wanted, etc. - are free of charge and will be limited to approximately 50 words; they may be edited. vi. Small home-based business and property-to-let ads cost 500 baht for business card size and 800 baht for ¼ page size. vii. E-mail submission is preferred.
d. Deadlines as of March 2011 i. The Accord is published monthly. The Editor sets out an Editorial Schedule in August to be presented at the first PTG meeting of the first school year. However, generally; ii. All items must be submitted by FRIDAY 4PM. Items submitted past the deadline may have to be deferred to the next issue. iii. The Accord shall be finished for review by Chair and Head of School by 9:00 on Monday morning. iv. The Accord shall receive any comments by 10am on Wednesday morning. v. The Accord shall be published online on Wednesday afternoon or Thursday morning. An email with a link to the uploaded newsletter should be sent to the Services Manager for distribution to all parents.
e. Website Coordination i. Objectives i. To provide an online presence for the PTG on the school website. ii. To provide a means by which parents and the Patana community can be instantly updated on PTG activities and events.
Page | 50 iii. To facilitate communication between the office-bearing PTG members and the general parent body. ii. Guidelines i. PTG minutes should be posted on the website within two weeks of the meeting. Posted minutes must be approved by Head of School and PTG chair before posting online. ii. PTG web pages should be kept up-to-date with events, PTG Committee members and contact information. iii. The Accord must be posted online. iv. The Website coordinator should keep the Chairperson apprised of all postings on the website.
Page | 51 Appendix 1.12: Newcomers’ Representative Newcomers’ & Volunteers’ Representative
1. To be responsible either solely or with a sub-committee of the Coordinator’s choice for arranging Newcomer’s coffee mornings, termly if applicable and to make contact with new parents to the school. 2. Contact Registration to introduce yourself and give contact details so that she can send you details of new students.
3. To attend orientation and coffee mornings for new parents (at least 2 per term).
4. To pass contact details of new parents (name of child/parent and e-mail) to year group liaison reps as they arrive.
5. To update the Newcomer’s welcome letter, (Section 2, Appendix 2).
6. To arrange new student/buddy Pizza lunches every Term, (Section 3).
7. To coordinate the ‘first day of school’ welcome.
8. To update the PTG Volunteer Sign Up form (Section 2, Appendix 1) and the PTG information pack about ‘Things to Do in Bangkok’ (Section 2, Appendix 3).
9. To gather community information to pass to new parents.
10.To act as Class Mum coordinator and to a. Keep an updated list of class parents; b. Liaise with primary office with class mums coffee mornings. Correspond with class mums when they are needed as contacts for PTG events, and recruit them to help. c. Class Mums should be encouraged to hold coffee mornings as they facilitate a sense of community amongst parents in the school. The PTG room can be booked for coffee mornings, or they may be held off-campus. Often class parents may combine classes and hold joint coffee mornings. These coffee mornings may be informal in nature.
11.To provide newcomer information to be published in the Accord newsletter. Page | 52 12.To organise volunteers for PTG Events, especially but not limited to, Fun Day, International Day & the Christmas Concert
Appendix 1.14: Social Secretary Social Secretary
1. To be responsible either solely or with a sub-committee of the Coordinator’s choice for all PTG activities that have a social aspect, e.g. to be responsible for a. Organising parent representatives to welcome and contacting newcomers, encouraging them to participate in PTG events; b. Arranging special projects such as Father Christmas’ gifts, special lunchtime events, Christmas concert food tables, Quiz Night, Year 6 party; c. Organising the Annual School Ball/dinner dance (see Section 3).
2. To actively search out general committee members and solicit their help with events. 3. Where possible, to organize coffee mornings, guest speakers, interesting trips, parties.
Page | 53 Appendix 1.15: Tiger Shop Manager
Tiger Shop Manager
1. To be responsible for daily operations of the Tiger shop, reporting to the Treasurer, specifically: a. Recruit and set up schedule for Volunteers in the shop b. Set and maintain shop opening hours c. Train volunteers on Tiger Shop procedures d. Produce a monthly report including sales, inventory levels and cash flow e. Maintain inventory levels: i. Complete a purchase order for approval by PTG committee ii. Suggest new items to the PTG committee iii. Maintain stock levels without overstocking f. Maintain a cash float and ensure volunteers are balancing cash every day g. Support treasurer to prepare Tiger Shop P/L as required. h. Provide marketing initiatives to sell Tiger Shop merchandise i. To request forms from school for expenses due and costs incurred by the PTG and Tiger Shop stock given to the School Shop.
Page | 54 Appendix 1.16: International Day Coordinator International Day Coordinator
The Coordinator will be in charge of overseeing the entire organisation of International Day and will act as a link between the School and the International Day Committee members and Country Representatives, (see Section 3). The Coordinator will NOT generally have responsibility for any other specific area of International Day. Ideally the Coordinator should be a calm, level headed, person with strong initiative, organisation and inter-personal skills.
1. To create a sub-committee of parent representatives and staff to plan and organise International Day alongside the School. 2. To actively encourage the involvement of all nationalities in this event. To be responsible for encouraging every country to have a Representative and to actively recruit a representative if needed. 3. To maintain an updated list of students/families by country (not necessarily by passport). 4. To liaise with the School in ensuring that each Country Rep is able to receive their exhibition/food/cultural show requirements in so far as appropriate.
Page | 55 Appendix 1.17: Fun Day Coordinator
Fun Day Coordinator
The Coordinator will be in charge of overseeing the entire organisation of Fun Day and act as a link between the School and the Fun Day Committee members, (see Section 4). The Coordinator will NOT generally have responsibility for any other specific area of Fun Day. Ideally the Coordinator should be calm, level headed, person with strong initiative, organisation and inter-personal skills.
1. To create a sub-committee of parent representatives and staff to plan and organise Fun Day alongside the School. 2. To liaise with the School in organising the layout, staffing, and planning of Fun Day. 3. To liaise with the Marketing Manager and Fundraising Coordinator in seeking sponsorship, raffle donations and other fund raising options. 4. To liaise with the PTG Treasurer in setting an appropriate budget for the Day and in controlling the flow of funds and finances on the Day. 5. To actively encourage the involvement of all parent and teacher volunteers in this event.
Page | 56 SECTION 2: PTG DAILY OPERATIONS
Page | 57 A. Patana PTG in Action
PTG members are around Bangkok Patana every day. We often get confused for School employees as we are so often present! Yes, we do have homes to go to and we do have other interests, but there is a lot of activity going on behind the scenes and the BPS PTG Committee and its additional parent volunteers act as a link and offer assistance, if required.
PTG members act as: Recruiters encouraging parents to get involved in the PTG and School activities (Section 2, Appendix 1); Points of contact fielding e-mails and calls from parents and teachers; Friendly faces offering assistance and advice to parents especially newcomers (Section 2, Appendix 2); Guides offering helpful information about Bangkok Patana School and Bangkok generally (Section 2, Appendix 3); Facilitators helping to organise, arrange, assist in activities each week; Links offering a connection and feedback between the school and parents; Promoters of Bangkok Patana Tiger Spirit merchandise.
B. PTG Committee Meetings
The PTG holds Committee meetings with the School’s academic, business and services bodies generally once a month during term times. In discussion with the members of the committee on the first meeting after the AGM, the Chairperson decides which days are best to meet and sets out the calendar for the year. Every member of the committee then knows the dates and is responsible for his own attendance.
1. Dates and organisation a. Meetings for the forthcoming term should be set at the last meeting in the previous term. b. It is important to check with the Head of School’s Office what dates they have meetings planned so we do not clash with them. There should be a minimum of two meetings per term, three is better especially if there are any big PTG Events i.e. International Day, Fun Day.
Page | 58 c. The Secretary should send out notice of meeting dates to all PTG Committee parent members and Staff members at least 1 week in advance and should ask for any items for the Agenda and then send out the Agenda. d. The Secretary should book the room and arrange refreshments in conjunction with Khun Pa (Services Manager PA) and Khun Wichit (Catering Manager). e. Minutes of the previous meeting should be resent in the week preceding the meeting. f. All members unable to attend should send their apologies to the Secretary and to the Chairperson.
2. Agendas a. It is helpful if the agenda for the upcoming meeting is circulated a few days before the meeting. (See an example in Section 2, Appendix 4). b. Alongside the usual reports of the Chairperson who leads the meetings, Treasurer, Heads of School and Business and Servicers Managers, issues to be discussed have included the extra-curricular programme, guest speakers, coffee mornings, concerns of parents, etc.
3. Timing a. Keeping meetings running to a reasonable timetable is perhaps the most difficult task of the Chairperson. Each member of the Committee should be able to put forward their point of view, but equally the meeting should not go on all night. b. Two things which have helped meetings to run more effectively are: i. Meetings start on time. No exceptions. ii. Pre circulation of Agendas to prevent surprises and manage time expectations.
4. Minutes - Minutes of all Committee meetings are taken by the Secretary. These are circulated by e-mail as soon as practicable after the meeting. (See an example in Section 2, Appendix 5).
Page | 59 C. PTG Tiger Spirit Shop
The Tiger Spirit Shop - not the School Shop which is next door - is a place where students, teachers and parents can purchase non-uniform ‘Tiger’ logo items at a reasonable price within the school’s setting.
The Tiger is Patana’s mascot animal and the various school teams are often named after it, for example, Tiger Sharks, Tumbling Tigers, Tiger Tennis Academy, etc. The Tiger colours are orange and black and the merchandise sold at the shop is only available in these colours. The Tiger shop stocks a selection of Patana T-shirts, towels, umbrellas, shorts, and other mascot items. It is especially useful to parents wishing to purchase items for Tiger Spirit Day and to team supporters who often attend sporting events dressed in mascot orange and black.
The Shop may only sale items endorsed by the PTG and approved by the School. It cannot be used as a premise for charitable group sales or to promote business interests outside the PTG constitution. Absolutely NO FOOD is allowed to be sold through the Tiger Spirit Shop at any time according School policy. It is run by parent volunteers largely drawn from the PTG Committee.
1. Staffing the Shop a. The Tiger Spirit Shop is maintained and operated by the PTG and its volunteers. b. Every member of the PTG Committee is expected to volunteer to periodically assist in the Tiger Shop if required. Each member should agree to this when accepting their position on the Committee (Section 2, Appendix 6). c. A weekly/monthly rota should be drawn up to prevent gaps in staffing by the Tiger Shop Manager. (Section 2, Appendix 7).
2. Opening times a. These should be published in the Accord newsletter with regular updates. b. Ideally, an opening times schedule should also be placed on the front door of the Tiger Shop.
Page | 60 3. Profits - The profits derived from the Tiger Spirit Shop go back to the students in the form of new equipment or items not within the budget of the school. Profits generated from the Tiger Spirit Shop are submitted weekly to the PTG’s financial accounts and allocated yearly to an agreed PTG charity or to funding BPS Wish Lists along with other funds raised.
4. Daily operation a. Electricity - The air conditioning and electricity is provided and paid for by Bangkok Patana School. Please keep the thermostat at 25 degrees while operating the shop. Please remember to shut off ALL electricity when the shop is closed.
b. Keys - A Key Log will be kept. A spare key to the Tiger Spirit Shop is given to the PTG Chairperson/Vice-Chair, Tiger Shop Manager, and Treasurer as well as to the BPS Service Manager at the beginning of each academic year. There is an additional key for volunteers that is kept at the front reception desk. Volunteers who are working in the shop will be required to sign a log for the key and return it at the end of the day. All keys shall be returned to the Chairperson/Vice-Chair at the end of each academic year at the AGM in May (Section 2, Appendix 8).
c. Tiger Spirit Shop Cart - The PTG owns a portable push cart to display Tiger Spirit items in such events as Fun Day, International Day, Tiger Spirit Day and Special Sales, etc. The cart is temporarily stored in the foyer of the Sports Hall and can be delivered to a specified location by contacting the BPS Service Manager.
d. The Tiger Spirit Shop Budget - Unless otherwise amended by vote by the PTG Committee, the annual budget for the Tiger Spirit Shop shall be no more than 500,000 THB.
e. Accounting i. All monies shall be collected by Treasurer or Assistant Treasurer and deposited into the PTG bank account on the same day once a week. Exceptions will be allowed ONLY if a school holiday falls on the designated day, in which case the deposit shall be made in advance.
Page | 61 ii. A copy of the deposit slip shall be kept by the Treasurer in The Tiger Spirit Shop folder. Daily Tally sheets shall be calculated EVERYDAY manually or electronically. The Daily Tally sheets will enable the committee to evaluate sales growth or sales decline effectively. iii. A report of Tiger Shop items sold in the School Shop and monies transferred as a result will be obtained, kept and verified.
f. Float - A weekly float of 2000THB shall be kept in the cash drawer.The cash register is a means of recording the daily transaction on tape. The money on the tape MUST equal the money in the drawer. g. Log – a log shall be kept in the Tiger Shop to record till balance at the start and end of each volunteers shift. If any discrepancies are found they should be recorded in the log and the Treasurer and Tiger Shop Manager informed.
5. Ordering stock a. New items - The purpose of this is to give the PTG an opportunity to introduce a new product into the Tiger Spirit Shop. As a Committee, you must complete the following: i. Determine the Product; ii. Description of the Item; iii. Evaluation of the Product and its characteristics: 1. Suitable for the Tiger Spirit Shop? 2. To what group does the product appeal/target market? 3. Does it stand up well/wear well? 4. Is it unique/easy to duplicate? 5. Is the retail price within the range of the target market? 6. Is it good value? 7. Will it provide a satisfactory profit? iv. Determine the Supplier; v. List the possible suppliers from which to choose; vi. List the prices for the product from each supplier.
b. Order approval i. In adherence with the PTG constitution, all purchases/orders must be approved by the Chairperson and Treasurer. Order
Page | 62 should be done by the Tiger Shop Manager. Order of new items must be approved by the PTG Committee. ii. In adherence with the PTG constitution, expense items over and above the agreed budget amount need to be voted and approved by the PTG Committee. iii. This policy is not intended to slow the ordering process, but to ensure that every member of the PTG committee is aware of the financial cost, type and number of items that are planned to be sold in the Shop.
6. Inventory and Stock reporting a. All new shipment arrivals must be properly checked off. Do not take the items directly from the box and place them on the shelves until the order is checked off and confirmed as correct. b. In fairness to the supplier, any mistakes regarding quantity or quality MUST be reported at once. Some suppliers do not allow claims after 7 days. c. Daily sales tally sheets should be kept by any person running the Shop. These sheets should be submitted to the Tiger Shop Coordinator after each shift. d. A monthly stock and Inventory Report (based on the daily Tally Sheets) should be updated and submitted to the PTG Committee during the monthly PTG Committee meeting. There a sample on the Shop’s computer desktop labelled ‘TIGER INVENTORY’. Do ensure that all entries are SAVED and backed-up.
D. Bus Checks
The School invites PTG Committee members and other parents to participate in the annual inspection of the School buses which are used for transporting students to and from Patana. This is normally conducted in June. The PTG needs to assemble 10 – 20 volunteers over a 3 – 4 day period to carry out the inspection. No experience is necessary and checklist is provided by the Services Manager who will also liaise with the volunteers regarding timings.
Page | 63 Page | 64 SECTION 2 APPENDICIES
Page | 65 Appendix 2.1: PTG Get Involved Today
The Parent Teacher Group (PTG): Get Involved Today! Updated June 2009
The purpose of the PTG is to “promote and assist the development of the School, to advance its interests and activities and to foster the goodwill of parents, teachers and friends towards the School.”
We welcome and appreciate all volunteers, whatever your interests or availability. We particularly encourage new parents to become involved. Volunteering with the PTG is a great way to meet people, have fun, and learn more about the school. Come on and join!
Send an email to [email protected]
International Day: One of the two biggest events in the school, this is a festival celebrating the wide range of cultures and nationalities which make up the school community and the spirit which brings everyone together. Students dress in their national attire, enjoy an international feast, and participate in other activities. Parents and children can participate in everything from bringing in special foods to showcasing their country’s music and dance. All Patana parents are encouraged to join in this wonderful day.
International Day is organized by the PTG in conjunction with staff. Many helping hands are needed for: Entertainment Food Hall Expo Booths Decorations And much, much more!
Country Representatives Country Reps and Helpers are needed for countries large and small. Country Representatives are parent volunteers who co-ordinate their country’s participation in International Day: the national dress (which may be as simple as a themed t-shirt or as elaborate as a kimono), cultural presentation, games and food of their country. Many countries job-share the Country Rep role. Reps might be asked to help the Newcomer’s Committee welcome new families who arrive at Patana. New families always welcome a phone call from a countryman.
If you cannot be an official Representative, you can still be a Helper, assisting your Country Rep with tasks like disseminating information to families in your group, putting together a roster of volunteers to man your food and expo booths or handling and disbursing funds. You may also be a Helper in doing non country-specific tasks such as being a parade marshal, or an usher at the food hall.
If you were a Rep or Helper last year and would like to continue with that role, please let us know.
Fun Day Together with International Day, this is one of the biggest events of the school year. It is often the largest fund- raiser with the raised funds being used to improve school facilities. The day is co-coordinated by the PTG with support from staff. This school-wide festival is fun for the entire family! There is a variety of attractions from ball pits for the youngest children to rock climbing for the older kids. Performances from students (and teachers!) liven up the field. The Tea Room and Beer Tent are cool-off spots. Parents are asked to volunteer for 30 minutes on the day at the various booths and activities. The organizing team plans Games, Activities, Food and Beverages, Entertainment, Raffles and more. We welcome your help!
Tiger Spirit and Fundraising
Page | 66 The PTG sells a wide range of items with the school’s logo, the Tiger Paw mascot. Volunteer a couple hours a month in the shop or help plan and manage new initiatives.
Popcorn Sales We need parents to help bag and sell popcorn. If we have a large pool of helpers to draw from, each sale will run smoothly.
Loy Krathong Loy Krathong is a wonderful Thai celebration and a special event at Patana. Helpers are needed beforehand and also on the big day.
Primary Production Assistance The Primary School always puts on a lively show and enthusiastically welcomes help at all levels. Whether you have a lot of or just a little time to donate, please let us know. If you can sew, paint or have other talents, please volunteer.
Quiz Night This evening is always loads of fun and a rare opportunity for staff and parents to socialize together. If you have wonderful new ideas for Quiz Night, we’d love to hear from you. But don’t be shy about signing up – if you’re a traditionalist, we’ll give you the organizing details from previous years.
Family Social and Carol Singing Event Assist in planning relaxing, special get-togethers for all of us at Patana.
Your Ideas Let us know if you have any particular enthusiasms or talents. We love hearing fresh ideas!
------Please let us know what your interests are. All help – large or small – is much appreciated. Let’s work together to make this a great year for our children!
Name : ______Phone : ______Email : ______Child (ren)’s names & year groups :______I am interested I helping with : ______I’d like more information about : ______Comments/Questions : ______
Return this slip to the PTG office, your Class Parents or Year Group Liaison Officer. PTG Newcomers and Volunteers Representative: Aleid Rijks [email protected]
Page | 67 Appendix 2.2: Welcome to BPS Welcome to BPS!
The Parent Teacher Group (PTG) would like to welcome you to Bangkok Patana School.
The first few weeks at a new school, in a new country, can often be daunting to say the least, and you may have a few questions or queries about the school, the PTG, upcoming school events or where to buy that one food item that you miss so badly from your home country!
Your Parent representative for this year is (NAME), [email protected].
Please do not hesitate to contact (NAME) or anyone on the PTG if we can be of assistance.
We look forward to speaking with you!
Bangkok Patana School PTG [email protected]
Page | 68 Appendix 2.3: PTG Bangkok Guide
Things To Do In And Around Bangkok: An A to Z of suggestions from Bangkok Patana School parents
This list of activities and places to visit with your children has been compiled from various parent recommendations. Emphasis is given to locations near Bangkok Patana School. While this is neither a definitive list nor an official endorsement, you will hopefully find a variety of activities that appeal to your family. For more details, additional suggestions and a useful map of Bangkok, please refer to the Bangkok Guide, available at bookstores. Trip Advisor (www.tripadvisor.com/) also provides useful reviews of things to do in Thailand. Also remember that word-of-mouth is a great way of discovering hidden gems, so talk with other parents and look for reviews in the PTG’s newsletter, The Accord.
Admission Fees Some attractions, including National Parks and museums for example, charge one rate for locals or Thais and a higher rate for foreigners. Some places will quote you the locals’ rate of you can provide evidence of your Thailand residency (eg. work permit, Thai drivers’ licence).
Amusement Parks Dream World is a large outdoor amusement park in Thanyaburi, Bangkok. Contact: 02-577-8666. Website: www.dreamworld.co.th/en/index.php.
Siam Ocean World is the biggest indoor aquarium in Southeast Asia at Siam Paragon Shopping Centre (L B1 & B2), Bangkok. Contact: 02-687-2000. Website: www.siamoceanworld.co.th/.
Baking Supplies and Equipment Avid bakers will be glad to know about the location of baking supply stores in Bangkok.
J & P Jasco Products is located on Srinakarin Road, Bangkok; just past Mooban Ladawan. Website: www.jnpjasco.com/jasco/.
UFM Food Centre is located at Sukhumvit Soi 33/1, Bangkok. Website: www.ufmfc.com.
Bicycling Bangkok provides some great locations for cycling including Lumpini Park, Rama IX Park and Jatujak Park.
Bike Tour Bangkok is a reputable bicycle tour company in Bangkok. Website: www.biketourbangkok.com/.
Co van Kessel Bangkok Tours is one of the first cycle tour companies established in Thailand and it comes highly recommended. Website: www.covankessel.com.
Spice Roads Cycling Tours is a very reputable company that has been operating in Bangkok for 10 years. It is located at 45 (Sub Soi Pannee), Soi Pridi Banomyong 26, Sukhumvit Soi 71, Klongteoy. Contact: 02-381-7490. Website: www.spiceroads.com
Page | 69 Bowling Blu-O Rhythm Bowl Mega Bang Na is located at Bang Na Trad Road, kilometre 8. Contact: 02- 511-5427.
Major Bowl Central Bang Na is at Central Bang Na, Bang Na Trad Road. Contact: 0867-765-540.
Major Bowl Paradise Park is at the Seri Centre (Paradise Park), Srinakarin Road. Contact: 02-325- 9101.
Major Bowl Thonglor is at 4th floor, J Avenue, Sukhumvit Soi 55/15, Thonglor. Contact: 02-391- 8567.
RCA Bowl at RCA Plaza, 3rd Floor, 31/10 Soi Soonvijai, New Petchburi Road, Bang Kapi. Contact: 02-641-5870.
Canopy Adventure Flight of the Gibbon offers three kilometres of zip-line adventuring (the highest in Thailand) through jungle ecosystems, only one hour away from Bangkok. Contact: 05-301-0660. Website: www.treetopasia.com/thailand-holiday/bangkok.
Children’s Indoor Play and Party Centres Children’s indoor plan and party centres are abundant in Bangkok, including (but not limited to) the following.
Funarium is located at 111/1 Sukhumvit 26. Contact: 02-665-6555. Website: www.funarium.co.th.
KidZania is located at Siam Paragon. Website: www.bangkok.kidzania.com/en/.
LeoLand is a children’s indoor play centre at Central Bang Na, Bangkok. Contact: 02-361-0888.
Molly Fantasy by Aeon is located at Mega Bang Na Shopping Centre. Website: www.aeonfantasy.co.th/index.php/mega-bangna.
PlayTime is located at Park Lane, 18 Sukhumvit Soi 63, Ekamai. Contact: 02-382-0077. Website: www.playtime.co.th.
YoYo Land is a children’s indoor play centre in the Seri Centre/Paradise Park, Bangkok. Contact: 02-721-8888.
Chinatown Bangkok Chinatown is a great place to explore for its market stalls, restaurants and gold shops. It is an experience not to be missed, especially around Chinese New Year. However, it can be very hot and crowded, so young children may find it overwhelming. It is a one kilometre strip located adjacent to Charoenkrung Road, Bangkok.
Page | 70 Cinema Most major shopping complexes have movie cinemas. Cinema locations and movie times for the Major Cineplex Cinema nearest to you are best searched online. Website: www.majorcineplex.com/en/cinemas/. Movie listings are also published in the Bangkok Post and The Nation English language newspapers. Foreign films are shown either in English with Thai subtitles. Sometimes they are dubbed in Thai, but they are usually marked with a “(T)” next to the title if this is the case.
There is also an IMAX Theatre at Siam Paragon on the 5th Floor. Contact: 02-129-4631. Website: www.imaxthai.com/index_en.html.
Coffee Shops and Cafés There are numerous coffee shops and cafes located close to Bangkok Patana School.
Au Bon Pain, Anna’s Café and Starbucks (and many others) is located at Central Bang Na.
Fai Cam or Greenfields on Bang Na Trad Road (just before the turnoff to Soi 105) serves Thai food. You may need to ask for “mai phet” (not spicy) or “phet nit noi” (a little bit spicy) if that is your preference.
True Café is located at the entrance to Bangkok Patana School.
Dance Dance Centre School of Performing Arts offers ballet, modern dance and Latin American dance lessons and kung fu, aikido, tai chi and yoga lessons at 53/3 Sukhumvit Soi 31. Contact: 02-259- 8861. Website: www.dance-centre.com/.
Dressmakers and Tailors An endless number of dressmakers and tailors in Bangkok offer a great and reasonably priced alternative to off-the-rack department store clothes, particularly for larger sizes. You may also find them useful for dress up clothes or school costumes for your children. Quality and prices vary considerably. Word of mouth is the best way to find a good dressmaker or tailor.
Fairs and Expos Three of the most anticipated fairs of the year in Bangkok are the Bangkok International Gift (BIG) and Bangkok International Houseware (BIH) Fairs, and the annual Jim Thompson Sale. All three events are held at BITEC. The BIG and BIH Fairs offers large discounts on export quality goods that you won’t see in local shops. The Jim Thompson Sale offers discounts of up to 90%-off. Websites: www.thaitradefair.com/ and www.jimthompson.com/event_calendar/.
Impact Arena at Muang Thong Thani, Nonthaburi is another venue for sales and fairs. Website: www.impact.co.th/.
See also Markets.
Page | 71 Fitness and Sports Clubs Fitness First is located at the Central Bang Na Office Towers, Mega Bang Na and Seacon Square and offers weight training and fitness classes. Website: www.fitnessfirst.co.th.
Novotel Hotel at 333 Srinakarin Road has a fitness centre on a membership or pay per use basis. Contact: 02-366-0505.
The Fitness Centre by Oakwood at Oakwood Residence Garden Towers is located in Bang Na on Bang Na Trad Road. Website: www.oakwoodasia.com/bangkok/oakwood-bangna.
Gaming and Internet Most shopping malls offer gaming and internet facilities. Popular places close to Bangkok Patana School include Seacon Square, Central Bang Na, Imperial Plaza and Fortune Towers.
Go-Karts Bangkok Racing Circuit (BRC) is located at 920 Srinakarin Road, behind Seacon Square. Contact: 02-721-8149.
PTT Speedway is located at 2nd Floor RCA Plaza, Soi Soonvijai, New Petchburi Road, Bang Kapi. Contact: 02-203-1205. Website: www.actionsportasia.com/land-sports/go-karting-thailand.html.
See also Paintball.
Golf Golf is cheap and golf courses are aplenty in Bangkok.
Bangplee Golf Course - A Par 3 golf course and driving range, both providing night lighting, located on the south side of Bang Na Trad Road at 12/4 Moo 7, Bang Na Trad Road. Contact: 02-316-1547;
Muang Kaew Golf Course – This course has newly renovated greens and maintains reasonable fees; it is located at 52 Moo 8, Bang Na, Trad Road, kilometre 7.7. Contact: 02-740-2693 (Ext. 700). Website: www.muangkaewgolf.com.
Thana City Golf and Country Club is located at Mooban Thana City, 100/2 Moo 4, Bang Na Trad Road, kilometre 14. Contact: 02-336-1968 (Ext. 72). Website: www.thanacitygolf.com/.
Gymnastics and Gym Programs Gymboree Bang Na is located at Central City Bang Na, in the Office Building, on the 7th Floor. Contact: 02-745-7026. Website: www.gymboree.co.th/en/map.html.
The Little Gym is located at Central Bang Na, on the 21st Floor, Central City Tower, 1093/74 Bang Na Trad, kilometre 3. Contact: 02-745-7190. Website: www.thelittlegymbangna.com/.
Tumble Tots is located at Central Bang Na, on the 14th Floor, Central City Tower, Bang Na, 1093/74 Bang Na Trad. Contact: 02-745-6452. Website: www.tumbletots.co.th.
Page | 72 Hair and Beauty Salons Hair and beauty salons in Bangkok vary in price, quality and the range of services offered. Find one that suits your needs and budget. Pay particular attention to hygiene and the staff’s ability to communicate and understand your needs. It can mean the difference between a great haircut and a total disaster.
Panipa Nichada La Salle is popular for manicures, pedicures and hairdressing (including for children) at Sukhumvit 105 (next to Bangkok Patana School). Contact: 02-744-5070 (Ext-1). Website: www.panipa.com/branchs.html.
TenTen Hair and Nail Spa is a popular option for manicures, pedicures and hair dressing (including for children) at 593/2 Sukhumvit Road (opposite Emporium). Contact: 02-259-3510 / 02-261-3832. Website: nailspa-bangkok.com/.
Horse Riding Bangkok Equestrian Centre (BEC) offers horse riding for all levels (since 1989) and is located at 20/1 Moo 2, Soi Chalermprakiet, Rama IX, Soi 48, Sukhumvit Soi 103. Contact: 02-328-0273. Website: www.bangkokequestriancenter.com/
Garden City Polo Club offers riding riding lessons, Pony Club and competitions (since 1993) at 37 Moo 5, Rattanakosin Road, Bangbor, Samut Prakarn. Contact: 02-707-1534.
Horse Lovers Club (HLC) is an equestrian stable dedicated to the disciplines of dressage and show jumping (since 2002). It is also open to those who want to be in close contact with horses. It is located at 555 Pra-Ongjaosai Road, Buangyeetho, Thanyaburi. Contact: 02-577-6801 (Ext. 6). Email: [email protected]. Website: www.horselover-club.com/
Ice Skating Imperial World Ice Skating offers ice skating and other sports on 5th Floor at 999 Moo 1, Sukhumvit Road, Samrong Nuea, Muang, Samut Prakan. Contact: 02-380-4230 (Ext: 31). Website: www.imperialplaza.co.th/?action=content&content=25.
See also Rollerblading, Scooting, Skateboarding and BMX and Shopping Centres.
Libraries The Bangkok Patana School Libraries or resource centres allow parents to borrow books and other resources, upon obtaining a library card. Bring a passport-sized photo.
The Neilson Hays Library is a 20,000-volume lending library for children and adults and is located at 195 Surawong Road, Silom (behind the British Club). Membership fees apply. Contact: 02-233- 1731. Website: www.neilsonhayslibrary.com.
Markets Chatuchak Weekend Market is the largest open-air market in Thailand, and possibly the largest weekend market the world. The MRT and BTS stop near the market. The market gets very hot and crowded. If you are going for the first time or going with young children, it’s best to arrive by 8:30am. Weekends are best but it is open through the week also for certain things. Website: www.chatuchak.org/.
Pahurat Cloth Market is located in Chinatown and offers an extensive variety of fabrics and materials for sewing projects, school costumes, etc. If you can think of a fabric, they probably have it. Page | 73 Suan Lum Night Bazaar in Ratchada is a cooler (temperature wise), albeit smaller and slightly more expensive, version of Chatuchak Market.
Massage and Health Spas There is an endless supply of massage and health spas in Bangkok. Masseuse training varies so do your research and promptly communicate your likes and dislikes before and during a massage. Bookings are essential.
Health Land has numerous spas throughout Bangkok offering excellent massage services using well trained staff. Website: www.healthlandspa.com/home.html.
Make Scents offers aromatherapy and other massages at 64 Soi Udomsuk 60, Soi Srinakarin 5 or Soi Bang Na, Srinakarin Road. Contact: 02-361-2781 (Ext. 3). Website: www.makescents.co.th.
Urban Retreat has spas at Phrom Phong and Asok, both of which are on the BTS line. Website: www.urbanretreatspa.net/.
Museums Bangkok Art and Culture Centre is located at 939 Rama 1 Road, Pathumwan. Contact: 02-214- 6630. Email: [email protected]. Website: www. bacc.or.th/.
Children’s Discovery Museum is a great interactive museum for children of all ages and is located at Queen Sirikit Park, near Chatuchak Market. Contact: 02-618-6509. Website: www.bkkchildrenmuseum.com.
Dialogue-in-the-dark is Bangkok’s most unusual museum. Visitors have the change to experience the unseen. The tour guides are blind people who guide visitors through the museum and share their experiences. This museum is strongly recommended for older children and parents. Website: www.dialogue-in-the-dark.com/.
Jim Thompson House offers a short and simple tour in multiple languages. Enjoy a light lunch or afternoon tea at the coffee shop afterwards. Contact: 02-216-7368. Website: www.jimthompsonhouse.com.
Museum of Siam or the National Discovery Museum Institute is located at 4 Sanam Chai Road, Phra Nakhon. Contact: 02-225-2777. Email: [email protected]. Website: www.museumofsiamproject.com/ or www.ndmi.or.th.
The National Museum has outstanding treasures but lacks explanations and is located next to Thamasat University. Free tours are available on Wednesday and Thursday mornings at 9am. If you are going on your own, buy the inexpensive Activity Kit for Children of All Ages available in the museum shop, or refer to the Guide to the National Museum prepared by National Museum Volunteers. Contact: 02-224-1370. Website: www.thailandmuseum.com.
The National Science Museum is a hands-on museum north of town, off the eastern side of the Outer Ring Road. Contact: 02-577-9999.
Rattanakosin Exhibition Hall is located at 100 Ratchadamnoen Road, Bowon Niwet, Phra Nakhon. Contact: 02-621-0044. Website: www.nitasrattanakosin.com/.
Page | 74 Vimanmek Teak Mansion was built by Kind Rama V and is now a museum open to the public. Please check the dress code before visiting. Website: www.vimanmek.com.
Organisations Alliance Franchise The British Club Bangkok www.alliance-franchise.or.th www.britishclubbangkok.org
American Women’s Club (AWC) www.awcthailand.org
Australian-New Zealand Women’s Group (ANZWG) www.anzwg-bangkok.org
Bangkok Mothers and Babies International (BAMBI) www.bambiweb.org
Belgian Club of Thailand www.belgianclub-th.com
British Women’s Group (BWG) www.bwgbangkok.com
Club Canada Thailand [email protected]
Dutch Society Thailand (NVT) www.nvtbkk.org
International Women’s Club of Thailand (IWC) www.iwcthailand.org
Japanese Association of Thailand www.jat.or.th
Malaysian Club www.myembassybkk.com
Samut Prakarn International Ladies Club (SILC) [email protected]
Scandanavian Society Siam www.sss.or.th
Singapore Club of Thailand [email protected]
South African Club in Thailand (Jubulani) www.satcc.net
Page | 75 Paintball Paintball is recommended for children ten years old and over. Protective clothing is provided but getting hit can still hurt. It is a popular birthday party or sleepover activity for older children.
Paint Ball Sports is located at Sukhumvit Soi 62 (adjacent to the expressway tollgates). Contact: 02-331-2863.
Paintball and Bungee Jumping Centre in Pattaya is also a go-kart speedway circuit. Contact: 03-842-6242.
Parks Ancient City (Muang Boran) is at kilometre 33 on Sukhumvit Highway near the Suvarnabhumi Airport. The park is in the same shape of a map of Thailand with reproductions of important monuments and buildings. You can rent bikes or get out and stroll from spot to spot. There are restaurants and snack bars offering local food, or you may wish to pack a picnic lunch. Contact: 02-224-1057. Website: www.ancientcity.com/en.
Benjasiri Park is next to the Emporium near Phrom Phong BTS station. It has a recently updated play area for children; it also has a skateboarding area, although it’s in need of repair.
Lumpini Park is in Silom and has entry points on Wittahayu (Wireless) Road, Rama IV, Rajdamri and Sarasin Roads. It’s a great place to ride bikes, scooters, skateboards and roller skates. Its also a popular place to exercise.
Rama IX Park is a large park situated not far from Bangkok Patana School at Sukhumvit Soi 103 (Udom Suk), south of Srinakarin. It offers boating in the lake, botanical gardens, flower gardens and a children’s playground. This park also houses the Royal Building, which also displays some of the King’s personal belongings including clothes, musical instruments and paintings.
Rot Fai (Railway) Park is near Chatuchak Weekend Market.
See also Rollerblading, Scootering, Skating and BMX.
River Trips You can hire a private long-tail boat which will take you on a tour of the Chao Phraya River, and some of the khlongs that feed into it, by negotiating the time and price from any of the public piers (Saphan Tasksin is a good pier to start and finish a tour which generally costs less than 1,000 baht per boat per trip). A much cheaper option is to take a ride on one of the public water taxis that travel up and down the river. Be warned that they can sometimes be very crowded. It is an interesting tour and a great way to see another side of Bangkok. Life jackets are not provided.
Rock Climbing Sports World at Imperial World Department Store, Ladprao, Bangkok, is a ten metre vertical and overhang climbing gym offering a climbing course and equipment.
The Rock is located at the Soi Klang Racquet Club, at 8 Sukhumvit 49-9, Sukhumvit Road. It features a three meter high climbing wall with bouldering, top rope and lead climbing zones, and
Page | 76 can accomodate ten simultaneous climbers. Contact: 0662-714-7200. Website: www.rqclub.com/indoor/rock/.
Rollerblading, Scootering, Skating and BMX Red Bull X Park is a new complex for rollerblading, scootering, skating and BMX at 111 South Sathorn (Tai) Road, opposite Evergreen Laurel Hotel. Contact: 02-670-8080 Website: www.redbullextra.com
See also Water Parks.
Scuba Diving Instruction is available at many places for children as young as ten, but the onus is on you to assess your child’s maturity level and decide whether you feel they are ready for lessons. Pool dives are usually conducted in Bangkok with open water dives held near Pattaya. Be sure to check the qualifications and PADI rating of any facility.
Check for Bangkok Patana School’s Scuba Diving Group announcements in the Patana News Newsletter.
Planet Scuba, at 666 Sukhumvit, on the corner of Soi 24, is recommended for children and parents. Website: www.planetscuba.net.
See also Water Parks.
Shopping Centres Central Bang Na at Bang Na is home to a department store, a multitude of shops and grocery stores, restaurants, cafes and salons, as well as a movie cinema and bowling alley.
Emporium at Klongtoey is home to a department store and a multitude of shops, restaurants, cafes and salons, as well as a movie cinema and grocery store.
Mega Bang Na at Bang Na is home to a multitude of shops, restaurants, cafes, bars, salons and spas, as well as IKEA, a Fitness First gym, a movie cinema, an ice skating rink and bowling alley.
Sports Leagues Bangkok Auskick and Junior AFL Bangkok Auskick is open to boys and girls from 5 to 14 years of age. The season runs between September and March (supplementary season from April to June, demand permitting). Morning and afternoon training sessions are offered. Contact Phil Stevens: 0892-271-365. Email: [email protected].
Bangkok Junior Basketball League (BJBL) The season runs between late January and June. Website: www.bjbl.org/.
Bangkok Junior Netball League (BJNL) Generally the season runs between October and March with Saturday morning training sessions however they have not been operational for a few years. Email: [email protected]. Website: www.netballbangkok.com/.
Page | 77 Bangkok Lions Rugby Union Email: [email protected]. Website: www.bkklionsrugby.org/.
Bangkok Soccer League (BSL) The season runs between September and April. Morning training sessions are offered. Website: www.bangkoksoccerleague.com/.
Swimming Lessons Swimming is offered as an extra-curricular activity (ECA) and a competitive sport (Tiger Sharks) at Bangkok Patana School.
Bangkok Dolphins offers swimming lessons at the Racquet Club, off Sukhumvit Soi 49, and travels to various neighbourhood apartments around town. They also do party activities and holiday camps for kids. Contact: 02-712-9297. Website: www.bangkokdolphins.com
Temples and Palaces Temples, or Wats, are often best visited early in the morning before heat and crowds wear the children out. Ensure you and your children are appropriately clothed prior to entering any temple in Thailand (i.e. no sleeveless tops or dresses, no shorts or short skirts, and shoes must have a heel strap).
Old Bangkok, or Koh Rattanakosin, is a must for those who want to see the oldest side of Bangkok, one that harks back to the Chakri Dynasty. Here you’ll sees temples, palaces and pavilions including Wat Phra Kaew and Wat Pho and The Grand Palace. Although its name “Koh” suggests it is an island, the name refers to the old Bangkok that was made up of a network of canals, which have now largely disappeared. Website: www.bangkoktourist.com/theme_6/recommendtrip_1day.asp?land+en
The Grand Palace adjoins Wat Phra Kaew and is in the same compound, despite being distinct in style from each other. The Grand Palace is used only for occasional ceremonial purposes these days and is no longer a royal residence. Website: www.grandpalacebangkok.com/.
The Temple of the Emerald Buddha (Wat Phra Kaew) at the Grand Palace near Sanam Luang Park is stunning. There is a Baskin Robbins ice cream shop across from the entrance, to revive tired children when you leave.
Wat Pho houses the enormous Reclining Buddha, another must see. Parents and teens might enjoy a massage at the traditional massage school on the grounds. Wat Po is located behind the Grand Palace, but the entryways are a long walk apart. The Deck restaurant is only a short walk away for a refreshing drink or meal after your visit. Wat Po is also accessible by River Boat. Take a water taxi or long tail boat from the Saphan Taksin pier (which is located at the BTS stop of the same name) to Tan Tien Pier; Wat Po is only a short walk from the pier.
Water Parks Time your visits for when Thai Schools are in session so that the parks are less crowded.
Club Taco is just off Bang Na Trad Road, and offers wakeboarding, waterskiing, knee-boarding, sailing, kayaking, cable skiing, wind surfing, kite surfing, scuba diving and snorkelling. It is located near Suvarnabhumi Airport, at 175/1, kilometre 13, Bang Na Trad Road, Moo 12,
Page | 78 Tambon, Bang Phli Yai. Contact: 02-316-7809. Website: www.actionsportasia.com/water- sports/wakeboarding-in-thailand/where-to-go/wakeboarding-at-lake-taco.
Flow House offers surfing and wakeboarding. It has a pool and skate park, as well as a restaurant and bar. It is located at A-Square, Sukhumvit Soi 26, Klongtoey. Contact: 02-108- 5210. Website: www.flowhousebangkok.com.
Leoland Water Park is on the rooftop of Central Bang Na, on Bang Na Trad Road.
Siam Water Park is located at 99 Serithai Road, Khannayao, just off Ram Intra. It has water slides and a wave pool. Contact: 02-919-7200-19.
Thai Wake Park is located at 18/4 Soi Sudsawas, Lieab Klong 6 Road, Lumlukka Pathum Thani, Bangkok. Contact: 02-904-7722. Website: www.thaiwakepark.com/.
Zoos and Safaris Dusit Zoo is located at Khao Din Park in Bangkok's Dusit District, next to the Parliament House and Dusit Palace. It is the oldest zoo in Thailand. Contact: Website: www.zoothailand.org/.
Khao Khieo Open Zoo is a great zoo on the way to Pattaya. You can drive through it, but you may want to park your car to explore different areas on foot. Contact: 03-829-8187-8. Website: www.zoothailand.org/.
Red Cross Snake Farm is on the corner of Rama IV and Henri Dunant Road, and is where the Thai Red Cross makes snake bite anti-venom. They offer daily venomous snake shows. Contact: 02-252-0161-4 (Ext 20).
Safari World is a drive-through safari park at kilometre 9 Ram Intra Road, Minburi. The park is quite big and offers a lot of shows at various venues at different times of the day. There is a separate, more expensive admission to the marine and amusement park. Contact: 02-518- 1000. Website: www.safariworld.com/.
Sri Racha Tiger Zoo is also on the way to Pattaya, and is where the baby tigers are nursed by pigs (really!). They also have many crocodiles. Contact: 03-829-6556-8. Website: www.tigerzoo.com.
The Crocodile Farm is kilometre 29 off Sukhumvit Highway and offers an amazing crocodile show, elephants and more. Contact: 02-703-4891. Website: www.worldcrocodile.com/.
More Information If you have information that you would like to contribute to this document, please email [email protected]. For more information about the listings, as well as activities and places not listed, refer to the Bangkok Guide, available at bookstores, and visit the Trip Advisor website at www.tripadvisor.com/.
Page | 79 Appendix 2.4: PTG Sample Agenda
Agenda for PTG Committee Meeting Friday 25th March 2011 Exam Hall Meeting Room, 9:30 a.m.
1) Apologies 2) Chairman's Report – Jane Wise 3) Treasurer’s report - Tana Lyons 4) Head of Schools Report – Matt Mills 5) Sports and Activities Report – Steve McArthur 6) Secondary Report – Mick Smith & Helen Thew 7) Primary Report – David Knott & Claire Sharp 8) Services Report – Steve Roberts 9) Business Report – Andrew Gordon 10) Fun Day 11) AGM 12) Any Other Business 13) Date of next Meeting
Page | 80 Appendix 2.5: Sample PTG Minutes
Minutes of PTG Meeting – Friday, 29th October 2010, 9.30am
Apologies – Matt Mills, Steve MacArthur, Clare Sharp, Carol Batram, Tana Lyons, Tania Pederson, Carina Yousef, Khun Jane, Irene Gray.
1. Chairman’s report – Jane Wise a. Tiger Shop i. Update regarding the Tiger Shop and proposals moving forward. Felt that the PTG now have the money and stock movement of the Tiger Shop in hand and that both are up to date; ii. Proposal that PTG will open separate bank account solely for Tiger Shop in an effort to increase transparency of movement of funds; iii. Proposal that PTG will undertake monthly stock take and Profit & Loss accounting; iv. Proposal of simplified system for recording daily sales; v. Proposal made to seek out more competitive suppliers of stock; vi. Proposal that a Tiger Shop trolley be on display on a weekly basis on a regular day in an effort to increase consistency of stock availability and clarity for parents; vii. Comment that there appears to be continuing issues regarding the sale of Tiger Shop shirts in the School Shop. Andrew Gordon confirmed that the issue would be resolved; viii.Query regarding timing of receipt of revenues from School Shop for funds generated from sale of Tiger Shop items and owed to PTG. Steve Roberts confirmed that the PTG will receive a monthly consignment report and funds owed thereafter. b. Secondary Coffee Mornings i. Relatively well attended except Year 12 meeting; ii. Felt that timing – just after half term – may be relevant to lower attendance; iii. Felt that message from Head of Year in advance results in greater attendance.
Page | 81 c. Primary ice cream – successful. d. Secondary Pizza lunches – successful. e. Patana Ball – Thanks and praise for organizers and students who were involved in the Raffle and screen presentation. 200,000 baht raised from Raffle. f. Staff Appreciation Day – successful. g. PTG Quiz Night – Date proposed Friday, 25th November 2010, 7pm. Plan to sell food and drinks in fund raising exercise. h. Additional school related costs i. Feedback from parents regarding some additional non-fee related costs for students. In particular, comments raised regarding the cost to parents of purchasing costumes for School productions and events e.g. Pirate Day. Comments made regarding occasional inadequacy of advance notice from School to parents in this regard; ii. Carol Batram in response – School has policy to hold on average only one event per year, per year group which requires the purchase of additional costumes, e.g. upcoming Year 4 Bollywood performance. School encourages the recycling of costumes; iii. David Knott in response – School encourages children to use homemade, low cost, costumes for events; iv. Steve Roberts in response – Suggestion made that encouraging the children to make their own costumes in class would be an effective way of dealing with the issue. i. International Day i. Carol Batram – i. Proposal that announcement be made to parents after Cultural Show stating that Food Hall is off limits to parents until 1pm, after the children have all been through. ii. Proposal that parents manning stalls in Food Hall wear badges to identify themselves; iii. Request that parents manning stalls do not invite children to visit the stalls outside of their timetabled class visit. ii. Steve Roberts – Note that Parade will start on the back field this year due to inadequacy of space on the back hard court. Advice that children wear hats/sun block as a consequence. j. New Secondary reporting system i. Feedback from some parents that format is disliked; ii. Felt that there is too much information to absorb in order to understand the system;
Page | 82 iii. Felt that communication between teachers and students regarding student ‘pegging’ in any particular subject is inadequate; iv. Felt that overall grading is at times inconsistent with breakdown of grades as stated in report; v. Felt that it would be very difficult for students to score highly in new system. vi. Mick Smith in response – i. There has been some positive feedback on the system. ii. Request patience as it is the first time that the School has used the system and there are, understandably, issues to resolve; iii. Felt that the new system will offer a more objective assessment of student performance and positioning in a subject than before; iv. Felt that the old system, at times, generated too high a result for students; v. Accept that communication with parents and students regarding the system could be improved and that there have not been sufficient efforts in this regard to date. School is working on this so as to eliminate as far as possible negative feedback on the system by the second reporting period in December. vi. Felt that some parents may be unaware of the working of the system and the way in which grades were weighted; vii. Wendy Turner in response - Confirmed that the rubrics of the system are available online and can assist in increasing parental understanding.
2. Treasurer’s Report – Tana Lyons (absent), Jane Wise on behalf a. Printed breakdown of fund movement for current period received; b. Finances under control; c. Quiz night is hopeful revenue generator; d. Tana will be sharing her role as PTG Treasurer in the event of her absences; e. Surplus of 75,000 baht generated from Raffle ticket sales at Patana Ball.
3. Head of School Report – Matt Mills (absent). David Knott on behalf a. Patana Ball - Congratulations and thanks to all involved in organization; b. Staff turnover – School is meeting with teachers whose employment contracts are due to expire and School has already completed half of the process which will be finished by the end of Term 1. Recruitment will take place in Term 2. A very low turnover of staff is expected this year. c. International Day – Staff and children are looking forward to International Day. Page | 83 d. Sun Dial – Funded by Annual Fund to commemorate School’s 20th year at La Salle site. Dial is up and running.
4. Secondary Report – Mick Smith/Helen Thew a. Freedom from Chemical Dependency – Positive and successful meeting. b. School Trips – Very busy period with focus on Residentials. First Team visit next week with children following in 3 weeks’ time. c. Parent consultations – First batch next week; Wednesday, 3rd November. Venue relocated to classrooms due to space deficiency in Black Box. d. Building noise – Having some effect on teaching with students in Maths block particularly affected. Working on improvement of the situation whilst concern that any stoppage of building works will lead to works schedule falling behind. Proposal to relocate exam groups for the following few weeks. e. Homework for exam students – There will be no further non-revision based homework for Y11 and Y13 students. f. Guys and Dolls – Tickets on sale now. New ticketing system allows for seat selection. g. Years 7-10 Swim Galas next week Tuesday and Wednesday.
5. Primary Report – David Knott a. Primary Swim Galas – successful. b. Primary Coffee Mornings – To be held over next 2 weeks. Will include ‘Introduction on E safety’. c. Upcoming events – Year 4 Bollywood performance and Residential Information evening. d. Residentials – Risk assessments completed. Year 4 residentials curtailed to 3 nights with new hotel selected. e. Settling in reports – To be sent out at end of month in same format. Desire to encourage more parents to attend consultations. f. Christmas concert – To be held in new theatre with refreshments in Year 1/2 playground.
6. Assistant Principal for Sports and Activities’ Report – Steve MacArthur (absent)
7. Services Manager’s Report – Steve Roberts a. Transport – Anticipate delays on La Salle due to continued road works and start of new Thai school term. School will review any significantly affected routes. b. School Trips – 29 trips remaining this Term with 49 scheduled for Term 2.
Page | 84 c. Security – Continued difficulties with Non-Foundation stage parents parking in Foundation Stage Car Park despite signs and notices. d. Fun Run – A record 818 runners participated raising 150,000 baht profit which will be split evenly between the Smile Club, Interact, and Habitat for Humanity charities.
8. Report by Business Director – Andrew Gordon Building report a. Renovation of Exam Hall and 3rd core of DT block complete by end of January; b. Monitoring noise pollution but difficult to curb due to building schedule; c. Exam Hall, new Secondary Library and new Humanities block due to complete in April 2011; d. Have finalized plans for renovation of Primary Library and Primary Music block; e. On target to complete current works by start 2011; f. LPN Developments have purchased land adjacent to School and propose to build 1,200 unit condominium blocks from December 2010. Works due to last 1 year.
9. Other business Bronwyn Page – Talk by Australian Life Coach - decision made to change venue for meeting due to great demand. Venue changed to Sports Hall on 11 November 2010. Next meeting 3rd December 2010, 9.30am
Page | 85 Appendix 2.6: PTG Endorsement for Tiger Shop
PTG ENDORSEMENTS
Please read through the attached Tiger Spirit Shop Operation Policies and sign below. By your endorsement, you are acknowledging your participation in this academic year’s function of the PTG’s Tiger Spirit Shop.
Academic Year: ______
Chair: ______
Vice Chair: ______
Secretary: ______
Treasurer: ______
Assistant Treasurer ______
Primary Representatives
N1 – K2: ______
Y1 – Y2 ______
Y3 – Y4 ______
Y5 – Y6 ______
Secondary Representative: ______
TPG Representative: ______Fundraising Coordinator ______
Tiger Shop manager ______
Communications Coordinator ______
Page | 86 Appendix 2.7: Sample Tiger Shop Rota
TIGER TROLLEY ROTA
TUESDAY 22/3 TUESDAY 29/3 TUESDAY 5/4 TUESDAY 25/4
10.00 - SARA MARTIN JAY ABAI ILIANA TAMACAS CHERYL REGO 12.00 JANE WISE
12.00 - CLAUDIA SARA CARR HIMISHA MEHTA VANI SHARMA 14.00 AGUILAR
14.00 - SURANG BELA SARA CARR LISA ANDREWS 16.00 SHERWOOD WOODROW
Page | 87 Appendix 2.8: Tiger Shop Key Log TIGER SPIRIT SHOP - KEY LOG
Academic Year: ______
A total of 5 (five) keys will be issued to the following PTG members and Bangkok Patana Staff members.
Issued: Tiger shop Manager: ______Date: ______
Service Manager______Date: ______
PTG Vice Chair. ______Date:______
Volunteer: ______Date: ______
Returned: PTG Vice chair: ______Date: ______
Service Manager______Date: ______
PTG Tiger Shop Manager. ______Date:______
Vice Chair: ______Date: ______
I attest that I am in receipt of three keys from the above PTG representatives.
______Date: ______Services Manager
Page | 88 SECTION 3: PTG ANNUAL EVENTS
Page | 89 Each Year, the PTG runs, supports or assists in running or supporting a number of school based events. Here, in chronological order, is an outline of what those events are and what is required in order to run those events.
A. New Parents Induction Mornings
Bangkok Patana School (BPS) hosts the New Parents Induction Mornings for all new BPS families at the start of the School year. The Newcomers Rep is responsible for facilitating these initial PTG-involved meetings. All PTG Committee members are invited to assist.
The PTG’s role in this event is the following: 1. Once the new PTG Committee is appointed, before the end of the preceding school year, the Assistant principal for recruitment and staff development (Jackie Houghton) will assign the dates of the Newcomers’ Induction Days. This is normally held on the days just before the new school year starts.
2. Contact the Primary and Secondary Year Group Representatives and inform them of the date and ask them to attend and ask them to recruit helpers.
3. Existing secondary students may also be asked to help out on the day. They assist in looking after primary children and siblings therefore freeing up their parents to speak to School and PTG representatives.
4. Ideally 10 helpers for the Primary Division and around 6 for the Secondary Parents are needed.
5. The day normally starts at around 9am. Double check with the Primary Senior Teachers and the Secondary Head of Student Welfare.
6. Primary helpers are required to help look after young children as well as talk to new parents.
7. Secondary helpers are only required to talk to parents once the students have been engaged elsewhere by the teaching staff.
Page | 90 B. Newcomers Coffee Morning – Primary and Secondary
Bangkok Patana School (BPS) hosts the Newcomers Coffee Morning for all new BPS families. There is one coffee morning for each division held in Term one at the beginning of Term one, another coffee morning held in January and at the beginning of Term three.
The PTG’s role in this event is the following: 1. The PTG chairperson introduces all PTG members and provides the newcomers with a brief overview of PTG activities throughout the year.
2. PTG members attend this event and should bring signup sheets for newcomers to sign up to volunteer for major activities such as International day, Fun Day and Staff Appreciation day.
3. PTG year group representatives introduce themselves and mingle with their year group new parents.
4. PTG year group representatives provide new parents with the names of their respective class parents (if that information is available at the time).
5. PTG members are should assist new families with any questions regarding the School, living in Bangkok, ECA’s and other related questions.
C. Secondary Year Group Coffee Mornings
Once a term - usually each consecutive week at the beginning of each new term - the School will host one coffee morning per School Year Group. It is run by the Head of the particular Year Group and is attended by other Heads of Departments, Gavin Lazarro, Helen Thew, Mick Smith and or Matt Mills.
The PTG’s role in this event is the following: 1. The Agenda is usually set by the Head of Year and usually includes any information to pass on regarding upcoming events or situations. The Secondary Representative should advise the respective Head of Years in advance of any issue/concerns of which they are aware so that he can then
Page | 91 ensure that the person in charge of the department in question is present to answer any issues.
2. The Secondary Coordinator should remind the respective Year Reps of the dates of their respective Year Coffee Mornings is coming and check that there will be a Year Rep attending to take notes and respond to any issues, if needed.
3. The Secondary Coordinator should try to attend each Coffee morning even if it is not the Year group of their child. In this way, the PTG will be aware of the issues being raised across the Secondary years.
4. At the initial Coffee Morning of the new school year, introduce yourself to that Head of Year and ask to introduce yourself and, in turn, the relevant Year Reps to the parents attending.
5. Check with the Year Reps (who should check with the Head of Years) whether there are any recent admissions/new parents. Try to locate them and encourage the Year Reps to introduce themselves to and, in turn, introduce them to other parents.
6. Remind the parent body that any non-personal academic issues that arise during the year should be brought to the attention of their Year Rep who in turn will direct it through the right channels and then report back.
D. Class Reps Coffee mornings
These are events organized by the School. Primary Reps should attend with volunteer lists and PTG events information in order to try to sign up volunteers for upcoming PTG events.
Page | 92 E. Secondary Pizza lunches & Primary Ice Cream lunches
These PTG sponsored events take place at the start of each term. These events are organised to welcome new students to the School and to thank their ‘buddies’ for being BPS ambassadors. Primary and Secondary events run independently and will probably be on different dates.
The PTG’s role in this event is the following: 1. Preparation a. Primary Reps should liaise with the Senior Teacher in KS3, currently Carol Batram, to find a suitable date and to estimate the number of children involved, e.g. 24 new students means 48 children.
b. Secondary Reps should liaise with the Assistant Principal for Student Welfare, currently Helen Thew, for the same information.
c. The PTG provides Pizza (Secondary) and Ice Cream (Primary) for new students and their ‘buddies’.
d. The Services Manager personal assistant, currently Khun Pa, and the Catering manager, currently Khun Wichit will help with ordering the food after being advised of the number of children, allowing 2 ½ slices of Pizza per child and a few extra slices for the attending staff.
e. The Services Manager’s personal assistant (currently Khun Pa) also arranges soda drinks (60% Coke, 20% each of Sprite and Fanta works best) and ice-creams/icy pops via the school canteen. She will also ensure that there are paper plates, napkins and cups. The request form needs to be authorised by the PTG Chairperson and forwarded to the PA.
f. Primary and Secondary reps need to solicit other Year Reps or parent volunteers for these events. Normally 5 parents are sufficient.
g. The Treasurer needs to organise Cash from the PTG funds to pay for the Pizzas on the day. This needs to be given to Khun Pa beforehand.
Page | 93 h. The cost of ice creams will be billed to us by the school but double check this with the Services Manager personal assistant.
2. On the day a. The Pizza lunches are currently held next to the Reflection Pool in the Performing Arts block.
b. Food is ordered by the Service Manager’s PA and delivered before 12 noon for a 12.10pm lunchtime start. It is very swift and is all over within 20 minutes.
c. Ask 1-2 people to man the drinks station and 2 people to man the pizzas, and a person to man the ice creams.
d. The event is also manned by a few of the Heads of Departments and some Heads of Year.
e. Pre-prepare. Pour out some drinks and have the Pizza opened and cut up in advance.
f. Ensure that each child has enough to eat; keep an eye out for those wanting slice number 4!
F. Staff Appreciation Day
This is the occasion on which the parent body shows its appreciation for the teaching, business, administrative and grounds staff. The PTG organizes Staff Appreciation Day twice a year. Prior to the Day, the PTG solicits parents, via school newsletters, to send or bring in baked goods for BPS staff.
The PTG’s role in this event is the following: 1. Advertise the date for Staff Appreciation Day 3-4 weeks in advance.
Page | 94 2. Ask BPS parents to send baked items to school. Clearly indicate any prohibited items or ingredients, e.g. NO NUTS, and where these items need to be delivered (Section 3, Appendix 1).
3. Solicit, via class parents and newsletters, parent participation to help distribute baked items to BPS staff during staff appreciation day.
Get a list of BPS staff rooms and departments from the services managers PA 4. Trays should be requested from catering manager (Khun Wichit) the week before.
5. Arrive at school at 7:00 a.m. on the day of the event to help divide baked items into platters/trays to be delivered to each staff room or area.
6. Ask service Managers to organize trolleys to deliver items
7. Deliver cakes, cookies, and other baked goods to BPS staff.
G. Quiz Night
The PTG runs a Quiz Night once or twice a year as an easy money generator which is popular with both staff and parents. This is usually held in conjunction with Bangkok Soccer League (BSL) as a means of expanding the event to the Patana Community and therefore opening it up to parents from other schools.
The PTG’s role in this event is the following: 1. Liaise with the school regarding the date and the area for the event. Fridays are best as they clash with fewer other social events, Balls etc.
2. Set an entrance fee. 200 baht per person including food (as in the past) is on the low side. Payment can be taken on the night. This is simplest but runs the risk of people not turning up.
Page | 95 3. Advertise the date for the Quiz Night 3-4 weeks in advance. Use the School Newsletter and consider sending all parents and staff an email and using the BSL mailing list.
4. Book the Primary Hall through the Services Department or Khun Pom in the Primary Office. The Hall already has a PA system set up and a wall that can be used as a projection screen. Ten tables of 8 players in a team are optimal for the space available.
5. Organise a ‘Quiz Master’ to host the event. In the past, the Quiz Master was a BSL parent and therefore no fee was incurred. A new Quiz Master may be found by advertising in the School Newsletter or asking around for recommendations.
6. Order food for the Night from the School Catering manager, currently Khun Wichit. Fish and Chips and mixed Salad is popular and very cost effective option. Try to include a Vegetarian option. Confirm the Order by the Tuesday preceding the Quiz. Allow for a few extra mouths as extras/late bookers always turn up. On the day, food should arrive between 7.30pm to 8.30pm on the night so that it is not cold. The second trays should arrive as soon as the first trays are empty.
7. It is suggested that the Quiz starts at 8:30pm after everyone has arrived and eaten and finishes at about 11pm. Nine rounds of questions are sufficient.
Purchase sufficient drinks for the tables booked. Check whether the PTG has any stock left over from past events. Soft Drinks and Beer (Heineken is suggested) can be purchased using a Temporary Member Card from Makro on Srinakarin Road. One suggestion of reasonably priced wine would be Mari at Vinum Lectum, e-mail: [email protected].
8. Purchase other equipment. Plastic cups - beer size and wine size - can be ordered through school or Makro which has a wider selection. Ice boxes and Ice for drinks can be ordered from School catering. Two large size ice boxes are enough.
Page | 96 9. Prepare pencils and scrap paper which should be placed on the tables. Answer booklets before the event. This can be done in the school printing department if only black and white is required. If colour printing is needed, use either the PTG Printer, one of the print shops on Soi La Salle or ask a Committee member to print them.
10.Organise volunteers to take payment on the door and also to run the Bar. This can be done in shifts and it is possible for volunteers to take part in the Quiz.
11.Source prizes. Suggested are a winning, runner up and ‘booby’ prize for the team that finishes last. Wine is easy in case alternative prizes are difficult to arrange. If these prizes can be sponsored, even better.
H. International Day
International Day is a celebration of Bangkok Patana School’s multiculturalism and is an acknowledgement that BPS is a British curriculum school operating in a Thai environment. At last count, BPS had students of 52 nationalities. This two day event is an enjoyable way to learn about different cultures and countries for BPS students, their families and friends, through learning about food, music and craftwork from a range of countries. The first Day kicks off with a School-wide Parade with children, parents and teachers representing their country through dress, chants and music. The Parade moves through the School to the Sports Hall where a School-wide Assembly and Cultural show takes place. The children then return to class and over the course of the morning the children are invited to visit the Food Hall and Exhibition Hall. The Exhibition Hall remains open for the rest of the first day and for a second day up to 1 p.m. to allow all the students to view the exhibits. The huge amount of work undertaken by the staff, parents and children in the school is essential in making the day such a tremendous success and looked forward to by the Patana community. The date is set by the School when organising the calendar for the new academic year. The PTG has a very involved role in this event which is as follows:
Page | 97 3. Elect an International Day Coordinator (IDC) a. Ideally this should be done at the AGM or as early as possible after that. b. The Coordinator will be in charge of overseeing the entire organisation of International Day and will act as a link between the School and the International Day Committee members and Country Representatives. c. The Coordinator will NOT generally have responsibility for any other specific area of International Day. d. Ideally the Coordinator should be a calm, level headed, person with strong initiative, organisation and inter-personal skills. e. If no Coordinator is found, the Chairperson should elect a team of coordinators from the PTG Committee.
4. Select an International Day Committee a. The Committee should consist of: i. The International Day Coordinator; ii. PTG Chairperson/Vice Chairperson; iii. PTG Thai Rep for the Thai Parents Group (TPG); iv. Country Representatives; v. Various other volunteers to manage any remaining sections of International Day. b. The Committee members should expect to i. spend considerable time at school, liaising with the Coordinator ii. have their contact details published (Section 3, Appendix 2). iii. produce a close out report after International Day dealing with all issues of relevance/concern.
5. Arrange a ‘kick off’ meeting between the whole Committee and the School a. The main points of contact at Patana will be i. The Services Manager, currently Genevieve Ahl. Her role is to organise the setup of all areas on International Day, to provide ground staff, bus monitors, cleaning staff to facilitate the smooth running of the Day, to organise the clear up and dismantling of all areas at the end of the Day;
Page | 98 ii. His assistant, currently Khun Pa. b. Ideally, this meeting should take place as early as possible in Term 1 to solidify exactly what areas of responsibility will be managed by the PTG/School. c. The school will state exactly where the Parade, Exhibition and Food Halls will be located. d. It is advisable that minutes are taken of this meeting and that they are sent out to all participants in order to confirm that everyone is ‘on the same page’.
6. Determine the main areas of responsibility - There are 4 main sections to International Day. In theory, the PTG committee may influence the character of those sections in agreement with the School. Traditionally, the main sections of Fun Day are: a. The Parade b. The Cultural Show c. The Exhibition Hall d. The Food Hall.
7. Schedule the meeting dates leading up to International Day a. Traditionally there is approximately a 6 week period between the end of the Term 1 induction meetings and International Day. Ideally, meetings should be scheduled on a fortnightly basis between i. The Coordinator, Service Manager, Marketing manager and other key persons; ii. The ID Coordinator, the ID Committee and the Country Reps (Section 3, Appendix 3). b. Ideally, all other communication should be concluded by e-mail or through the Coordinator meeting with School personnel. c. Try to hold a round up meeting or send out a detailed schedule a few days before the event to ensure that everyone is aware of proceedings on the Day (Section 3, Appendix 6).
8. Gather Country Representatives a. Place a notice in The Accord newsletter inviting Country Representatives to come forward to represent their country’s participation in the Day (Section 3, Appendix 4).
Page | 99 b. Each Country Rep will be responsible for organising his country’s representation in the Parade, Exhibition and/or Food Hall and for arranging volunteers to man each area. c. Each Rep will act as a contact person. His telephone number will be circulated to all country parents and coordinators in the school in case they wish to volunteer to help with the display, loan artefacts, help with cooking or on the stall, etc. d. Each Country Rep will be given a list of families from their country. Remember to treat this information confidentially. The Reps should contact the families listed to ascertain: i. What country outfit is acceptable; ii. Whether they will join your country in the Parade. Dual nationality students may choose another country; iii. Whether they are willing to man the Exhibition Booth/Food Hall stall; iv. Whether they will contribute to any costs; v. Whether they will assist in any other ways.
e. In addition to phoning or sending emails some representatives of larger countries may place notices in the Patana newsletter and the PTG Accord inviting parents to attend meetings. f. The Communications Coordinator should prepare an advert for the Accord and Patana News listing all the Country Reps and the details of the ID Coordinator. g. The Country Reps should prepare guidelines for all their respective exhibit and food stalls volunteers and should ensure that queries are directed to them rather than directly to the IDC.
9. Country Representative Funds a. The Country Reps may fund their International Day activities by collecting funds from the parents in their group. b. The Country reps are responsible for all funds collected; however, the larger countries may decide to deposit those funds with the PTG Treasurer/Assistant Treasurer for safekeeping before or after the event.
Page | 100 c. The PTG Treasurer should give an account to those Country Reps of any remaining funds after International Day and should inform the subsequent Treasurers/Country Reps of any money held on account for the following year’s International Day.
10.The Parade - All students from Years 1-13 participate in the Parade. As it is sometimes overwhelming for the smaller children (Nursery to K2), they are able to watch the parade with their teachers. The venue and route are decided each year by the School. a. All countries are asked to co-ordinate a national outfit for their representatives, students and parents. Students can wear traditional costumes or t-shirts representing their country. Encourage the students to show their enthusiasm and pride but please keep in mind that the students will be wearing these outfits all day. b. Every country has a banner to carry in the parade that the Country Rep is responsible for updating if required. These banners are stored in the PTG storeroom. Parents are encouraged to participate and assist with the parade. c. Flags i. Request from the International Day Coordinator (IDC) a list of all the Countries that are participating in the Parade. ii. Ensure that the PTG has all the flags from the countries participating in the Parade. The flags are stored by the School. iii. Ask the Services Manager PA to send the required flags to the PTG room in order to make an inventory. The names of the country’s flag are on the mast. iv. If there are Country flags missing, ask the Service Manager to order them. v. All the flags must be ready at least one week before International Day. d. Banners i. As with flags, there should to be 1 banner per Country. Each Country is responsible to decorate their banners and have them ready for the Parade. To make this possible the PTG help them; ii. Ask the Services Manager PA to send the Banners that are already done to the PTG room;
Page | 101 iii. Ask the Country Representatives to check on the banners to see if they need to redecorate them; iv. In case of new countries ask the Services Manager PA to order new plain banners. Once they are done, ask the Country Representatives to decorate them. e. On the day, ask the parent volunteers to help distribute flags and banners and to support the organisation of the country line.
11.The Cultural Show - Once the parade has made its way into the Sports Hall. A whole school Assembly will take place to celebrate International Day. A 30 minute Cultural Show will be held in the assembly. The Cultural Show aims to display several 3-4 minute long acts (song, dance, etc.) that are fun and entertaining for the children to watch. a. A variety of acts from different regions of the world are needed. The PTG may not be able to accommodate everyone interested. b. The Country Reps should advise the IDC as soon as possible if their country would like to participate. c. The overall organisation of the Cultural Show is undertaken by the IDC but the Country Reps are responsible for organising their own performance, costumes and props. d. PTG and ID Committee members may be needed to man the entrances in order to usher the children and parents in and out of the Sports Hall.
12.The Food Hall - This Hall is where the Country Representatives may display appetising and delicious national dishes representative of their culture: a. Countries are allocated a maximum of two tables each on which to display the food. b. The school will provide plenty of support for the stalls by way of utensils, heating equipment, etc as they are supporting the school. c. No cooking is to take place in the Hall. The food should be supplied already prepared. d. These should be “finger foods” if possible so that students can try a variety of dishes that do not require cutlery. e. Country representatives can organise which foods they would like to bring in and how they are to display them. Please note that food is to be principally enjoyed by the children.
Page | 102 f. Nuts and Nut Oils are not to be used as the Primary School has a no- nut policy. Country Reps should highlight any allergy prone foods such as dairy, etc. g. The Food Hall is a busy area and help is usually much needed. Country Reps should organise plenty of parents to help hand out the food to students. h. The parents helping in the Hall will be required to wear name badges. The Country Rep should pass on a list of volunteers to the International Day coordinator to ensure that they can be admitted to the Hall before 1pm. i. Non-Food Hall volunteering parents are required to wait until after 1pm to visit the Food Hall. Staff, PTG and ID Committee members may be needed to man the entrances in order to prevent enthusiastic parents from trying to enter before the given time and to help hand out plates (Section 3, Appendix 5). j. Check with the Heads of Schools whether Academic or Business staff will be allowed to enter the Hall before 1pm to avoid embarrassment.
13.The Exhibition Hall – This Hall houses each participating country’s exhibition booth. Every year there are wonderful displays and activities from around the world. In this area, it is possible to perform a dance, game or demonstration. These activities are left entirely to the imaginations of the participating country reps but IDC and Service Manager must be advised due to safety issues. In past years, countries have organised Maypole dancing, decorating mini-didgeridoos, croquet, quizzes, penalty shoot outs and Fijian dancing, to name a few. a. Once the Country Reps have finalised and provided their Exhibition display, they may send their material and Equipment requests to the ID Coordinator who will pass all relevant requests to the School. b. The School will only provide recycled materials, if available. Any new materials are to be paid for by the Country Rep. c. Every effort is made by the School to fulfil requests. All requests should be reasonable and Country Reps should be prepared for their requests to be refused if the School cannot provide or make the requested items.
Page | 103 d. The School will set up booth areas according to the IDC’s layout plans in the Exhibition Hall. e. The School will provide electrical sockets, backdrops, tables, chairs and other reasonable items. f. The exhibits can be set up the day before the first day of International Day but do not leave any valuables in this area. g. Country representatives should prepare stalls with objects representative of their country; typical ornaments, music, artefacts, flags etc. h. Country representatives will need to organise volunteers to help the children with information and activities.
14.The Thai Parents Group a. The TPG usually organizes the Thai aspects of the Parade, Exhibition Hall, Food Hall, and Cultural Show (optional). b. The TPG will organise its own parent volunteers and donations (cash/goods) from its Thai parent body. c. The TPG, with assistance from the Thai Department, will request Thai Staff to perform traditional Thai Dance to lead the Thai element of the Parade and if there is a Thai performance in the Cultural Show . d. The Thai Rep will liaise with the IDC in setting up the Thai booth in the Exhibition Hall and will organize Expo activities such as displays, gifts, supplies. e. The TPG will liaise with the IDC or Food Hall Coordinator to set up the Thai Food booth and will organize the display, required equipment, will contact Food vendors and organise the deliveries of food and volunteers to man the booth.
I. Patana Ball An/annual biannual event, held at the discretion of the PTG Committee and in conjunction with BPS students as a fundraiser or an outside charity of their choice. On this occasion the Patana Community are invited to socialise at a Black Tie Fundraising Dinner which is designed to enhance community spirit, support a
Page | 104 worthy cause and encourage everyone to let their hair down! This event is usually organised by the Social Secretary/Vice-Chair. Organisation is briefly as follows:
1. Planning a. Budget and Charity i. Look at previous years’ budgets and profits to decide what seems reasonable. An idea of potential ticket sales (around 400) will assist in planning. ii. Determine which Charity to support. Ask the School which charity they wish to support.
b. The Venue i. This will need to be booked well in advance; at least 6 months. The last Ball was held at the Grand Hyatt Erawan. ii. Aim to find a centrally located, easily accessible venue with a reputation for holding such events. iii. Decide how many tickets you aim to sell. This will then determine what size Ballroom is needed. iv. The hotel will provide the decorations in the Ballroom. Let them know a specific theme or colour. The Hotel should also provide and print the custom made menu on the tables (Section 3, appendix 11).
c. Entertainment i. Such an event needs a live band and a DJ; the DJ used in 2010 was Russell Jay (081-829-5596. The band used was Earthquake (Janice Earthquake. ii. The DJ may double as a MC and introduced the Speakers and Entertainers and the National Anthem. iii. They should be booked 6 months in advance at least. iv. Approach teachers, parents or students to provide suitable performances. Richard Hopkins (secondary music) was able to accompany the singers on the piano.
d. Wine, Champagne and beer i. These can be purchased separately and, therefore, more cheaply than hotel prices.
Page | 105 ii. Estimate how many bottles are required per table. Allow for more bottles as a backup if needed. iii. Email and call various suppliers to get a better deal than the hotel can give. After receiving quotes pick out the best suited. iv. Try to agree with the Wine supplier the return of unopened bottles. v. Offering advertising of the Supplier’s company logo may secure a better package. For example, Sara Carr Legg, the Vice Chair, was able to include the company logos on the menu and also on the DVD-loop showing on the big screens. vi. Fix the type of beverages, cost, delivery date and time. vii. Recommended suppliers are i. Singha Beer, Khun Ching [email protected] supplied the beer at a discounted price in return for advertising during the Patana Ball in the big screen; ii. Bistro 33. Barry Osbourne [email protected] supplied the cheese in return for advertising during the evening as well; iii. Mari from Vinum Lector Wine [email protected] supplied the wine at a discounted price as well in return for advertising.
e. Menu i. Try to set an interesting an appetising menu, budget permitting (Section3; Appendix 11). ii. Be aware of dietary restrictions, the potential number of Vegetarians/Vegans/food allergies, and set alternative menus. iii. Organise Guest Cheese. Determine the type, cost, delivery date and time.
f. Tickets i. Set a ticket price based on the budget. ii. Design and get a quote from a couple of suppliers to print the tickets for the Ball (Section3; Appendix 9). iii. Tickets with a perforated corner/edge are best to use the stub when picking the door prize. iv. A recommended supplier is Khun Apichart at Apichart Printers [email protected]
Page | 106 g. Photographer i. Book a photographer well in advance. ii. The most popular photographer is RAJ, Khun Bobby [email protected] (Section3; Appendix 10).
h. Letter requesting Raffle Prizes i. Send these out to potential sponsors and parents at the start of Term 1 by post and email. However, if the Ball is to be held in Term 1, letter to sponsors and parents should go out in Term 3 when we have a date. Follow up after two weeks with phone call (Section3; Appendix 7). ii. The sponsoring families within Patana change regularly so Vivian in Admissions can provide an up to date list of potential sponsors. This list needs to be approved by Andrew Gordon/Emma Goligher.
i. Advertise the event i. Place invites, adverts posters in the Accord, Patana News, around the school, by e-mail, (Section3; Appendix 8).
j. Ticket sales i. Tickets are usually sold at the School reception via Katie Blair. ii. Monitor sales regularly to ensure that the minimum target has been achieved. iii. Devise sales drives if ticket sales are slow. iv. Payment must be made to the cashier and the receipt taken to reception for collection of tickets.
k. Publications i. Prepare a programme for the evening; times, music, band, speeches, etc. ii. Design and prepare the Signboard for the entrance and the backdrop for the ‘stage’ in the Ballroom. iii. Prepare ‘Thank you’ letters for Sponsors.
Page | 107 l. Daily update i. Keep an up to date spread sheet of sponsors and prizes donated. Contact Sponsors and ask them to e-mail their logo for the menu and continuous loop DVD presentation. ii. Keep an up to date spread sheet of tickets ordered/purchased. iii. Table seating and setting should be confirmed with the Hotel in the week before the Ball on the final date of ticket sales. iv. Prepare a seating plan with number/name plates at the Dining Table. v. Finalise any additional Ballroom decorations, for example, Patana Logo ice carving.
J. Vendors Sales and Jumble Sales As a community effort, the PTG invites Vendors (usually parents with small business operations) to attend Vendors’ Day, an opportunity for them to sell their product to the general Patana community and to socialise within School. Organised Jumble Sales give the Patana community an opportunity to donate unused goods and for other sections of the community to purchase them. The Grounds Staff, Bus Monitors, etc are high attendees and there have been concerns that some staff have encountered financial difficulties as a result of overspending. So, one jumble sale per year is advisable. At times, both events are held on the same day.
The PTG’s role in this event is as follows: 2. Date for these should be agreed with Services Manager. Normally twice a year in first term before Christmas and then either at the end of second or third term. Once a year this can be done in conjunction with an annual Jumble Sale. Timing can be decided by the organiser. Previous sales have run from 8am until 4pm and from 10am until 5pm. Attempt to hold the vendors sale when other events are going on at school to maximise the potential sales for vendors.
3. The sales can either take place in the Old Primary canteen area or (depending on availability) in the Primary Hall or in the Arts Centre.
4. The Sale organiser should email potential vendors 4-5 weeks in advance of the
Page | 108 sale asking if they wish to attend.
5. Vendors need to provide details of their goods and need to understand that we have the right to decline their wish to attend.
6. An advertisement should be placed on the PTG Website and in the PTG Accord when the letter goes out to Vendors and the in the school newsletter Community Notices in the weeks prior to the event.
7. Vendors need to pay their table fee into the PTG Account and then scan the receipt and send it to the [email protected]. Payment can be made by transferring funds to Kasikorn Bank Savings Account number 056-2-0043-9. Cash must not be given to Reception.
8. Tables will not be confirmed until payment is received. Confirmation is on a first come first served basis.
9. Layout for the table to be decided by the Co-ordinator. Vendors may request electricity points and/or fans although the school only has a limited number of these so they should be encouraged to bring their own fans.
10.Vendors need to provide their own tablecloths.
11.Vendors who are non-parents/staff need to provide car/van details for security and need to provide photo ID on arriving at the school.
12.All this information should be given to the Services Manager one week prior to the event (if possible) and also a table plan.
13.The support staff will set up the tables on the afternoon before the event. The organiser should label the tables with each vendor’s name. Vendors should be told they must not change tables without consulting with the organiser first. Vendors may set up after 4:30pm on the day before.
14.After the event the organiser should liaise with the Vendors for feedback.
Page | 109 K. Christmas Concert
At this time of the year, the Christmas spirit is firmly present at School. The school organises a concert at which the children perform accompanied by staff. The concert takes place in the main Theatre of the Performing Arts Building and then continues outside in the Year Y1/2 Playground area. Tables are placed around a mini-stage were the Patana Community may enjoy mulled wine and musical performances under the stars.
This is normally held in the last weeks of Term 1. It is organised by the School - managed by the Services Manager and Heads of School - but the PTG traditionally provides and serves refreshments. Its role is outlined below:
1. The PTG normally provides Mulled Wine, Pimms, Beer, Mince Pies, Sugar cookies, cinnamon rolls and sandwiches. The school provides soft drinks and Smoothies.
2. The contact for food organisation is the Catering Manager but all information and arrangements should be copied to the Services Manager.
3. Based on 2010’s order, the following quantities of food are needed: a. 200 Mince Pies b. 100 Small Cinnamon Rolls c. 200 Sugar Cookies d. 2 large hot water urns for preparing the mulled wine and electrical outlets to power them e. 300 Paper cups for the mulled wine f. 400 Paper plates g. 300 Napkins h. Plastic gloves and spatulas i. Garbage bin bags and table cloths.
4. The School will also selling food - hot dogs, pizza, sandwiches - so clarify exactly what they are selling to avoid duplication and waste. For example, approximately 300 ham and 200 cheese sandwiches were ordered from the Londoner but this proved to be far too many and many sandwiches were given away. The contact person from the Londoner was Laura Stamp but it
Page | 110 may be better to contact Khun Sakorn, the Manager, Tel 02 261 0238 or email [email protected].
5. Approximately 6- 8 volunteers are needed to organise and sell the food and drinks. It is possible for most of these to work in shifts and even to attend the Concert leaving 2 or 3 outside to man the stall. All volunteers will be needed when the Concert finishes as things are very busy.
6. Volunteers should be made aware that they should not be eating or drinking mulled wine/Pimms while serving behind the counter. As well, volunteers should not take advantage of freebies, and should allow maximum sales before availing themselves of free items.
7. A float of about 9,000 baht should be organised by the Treasurer and placed in 2-3 ‘bum bags’ which should be in the PTG store room. Ensure that there are plenty of small notes as people often come with 1,000 baht notes.
8. Allocate responsibility for making and buying the Pimms (Section3; Appendix 13) and Mulled Wine (Section3; Appendix 12) supplies to one or two people. Please make sure that people selling the Pimms know that it has alcohol in it.
L. Christmas Santa's visit
Each Christmas, the PTG will donate a small gift to the Foundation Stage children from Nursery up to Year 3. There is a visit from Santa after the Christmas Assembly. The School will invite someone to be Santa for the morning arriving for the Assembly and staying on afterwards to hand out gifts.
1. The PTG purchase the gifts and deliver them to the Primary office in school. The gifts have traditionally been bottles of bubbles, but any small items are okay. All children get the same gift just in various colours. These can be picked up in China Town very easily; the toy section is where Yaowarat Road crosses Ratchawong Road. (On the Nancy Chandler map there is a multi- story car park marked by the Shangri-La hotel - turn in this small entrance
Page | 111 way and park for 50 Baht and you are in the middle of China Town in the toy section).
2. A primary Senior Teacher, traditionally Jane Monks, will set up the time table for Santa's Visit and the Primary office staff sort out the bubbles roughly into year groups.
3. The Primary Staff will arrange a ‘Christmas Wagon’ to transport the bubbles around from the Foundation area to the Library and then on to the Year 3 area downstairs.
4. N/K1 and K2 go to the soft play area to meet Santa. The classes come in one at a time with their teachers. Santa asks some questions and the children sing a few Christmas songs. Many of the teachers take photos of the class and some parents will attend too. K2 had a few nervous children and the teachers have asked that Santa stays in the soft play area and does not stroll around the K2 area at all as this may upset some children.
5. Y1 and Y2 go to the library one class at a time. Two helpers are needed to help hand out the gifts as it is a tight schedule with many classes to get through before lunch. The children came in the front of the Library and exited through a different door in order to keep the classes flowing through.
6. Y3 and Y4 will be visited by Santa in the shared area of the Y3/Y4 building.
7. Presently, there are the following children in each Year group: Nursery / K1 – 73 children K2 – 105 children Year 1 – 124 children Year 2 – 152 children Year 3 – 152 children Year 4 - 175 children Total: 781 bottles costing approximately 6,550 baht. Please check with Primary office for exact numbers each year.
Page | 112 M. PTG Annual General Meeting
The AGM of the PTG is a formal meeting, held once a year, as is required by the PTG Constitution. It is held in order to allow the School’s parent and teacher body to review the PTG’s activity over the year and the PTG’s annual accounts, to elect a new Committee and to be informed of proposed future PTG activities. Article VII of the PTG Constitution gives guidance as to how the AGM should be run and what matters should be dealt with.
The PTG organizes this event as follows:
1. Pre-organisation a. Set a date in May as required by the Constitution. Traditionally, the AGM is held in the last week of May. Advertise the event early and often, by Newsletter, poster, e-mail, etc.
b. Ensure that the yearly (1st May - 30th April) financial accounts have been or are being prepared. These need to be distributed to the members of the PTG before the AGM, ideally 7 days before the AGM.
c. Send out notices requesting and advising of nominations for posts in the new Committee. The Committee should consider approaching possible new members in advance of the AGM to explain what the PTG does and to see if they might join. Any person interested in standing for the new Committee should read through the job descriptions of Committee positions thoroughly and fill in the nomination form attached to the newsletter, returning it to the PTG by the relevant date.
d. Prepare an Agenda of AGM items (see 11e below).
e. Send out a notice to the general parent/teacher body of the AGM along with scheduled Agenda items and a list of received nominations to the new Committee if any. At least 2 weeks’ notice is required but more is better.
f. Request any motion to be put at the AGM. These should usually be received a few days before the AGM and should be included with the
Page | 113 papers sent out to those attending. Motions raised on the day of the AGM may be raised at the AGM but may have to be deferred to the next committee meeting or at the next EGM
g. Arrange refreshments –through the services manager. Refreshments for 30 people are sufficient.
h. PTG Committee and Foundation Board members should be invited to attend, and normally staff and other volunteers are encouraged to attend.
i. Book an appropriate venue with a whiteboard and microphone. . In 2011, the venue was the Green Room behind the theater in the Performing Arts Block. Rooms in the Sports hall have also been used in the past. Any venue needs to be discussed with the Services Manager and well sign posted on the day of the AGM.
2. Voting Procedure - The Constitution state who is eligible to vote at the AGM (Article IV, section 5) but there are no clear guidance on what to do in the event of a tie. It is usual for the Chairperson to have a casting vote.
3. Running the AGM a. The AGM is normally conducted by the Chairperson. Minutes of the meeting should be taken by the Secretary.
b. Place copies of the minutes, the annual accounts and any other papers, on the seats of those attending, if it has not been possible to send them out beforehand.
c. Make sure that there is a quorum attending, 50 members, as required. If not, extra people will have to be invited to attend otherwise the business conducted at the AGM will be invalid.
d. If possible, keep the AGM short; no more than one hour, if possible.
e. A typical AGM agenda will cover the following items: i. Opening remarks/Welcome
Page | 114 ii. Apologies - Apologies from persons unable to attend are read out and recorded. iii. Minutes of previous AGM. iv. Matters arising from the Minutes - The Chair may ask that matters arising be dealt with during the course of the meeting. The minutes of the previous AGM should be formally adopted by a proposer and a seconder, whose names should be recorded. Presentation of Annual Report - The annual report is presented by the Chair. It should give an overview of the main achievements of the year. Each main member of the PTG committee will also give a report of his specific section. v. Adoption of Annual Report - If there are no challenges, this is fairly standard. vi. Presentation of Accounts - The accounts are presented by the Treasurer. The Treasurer will highlight some of the figures in the accounts, explaining any that need explanation, and give a general overview of the financial position of the organization. It is usual for them to thank the auditor/independent examiner, if appropriate. vii. Adoption of Accounts - If the PTG is happy with its audited accounts, it is usual to move for the adoption of them. viii. Election of New Committee - i. These will need to be proposed and seconded. The constitution provides guidance on the election of the committee members, including the length of time they should serve. ii. There is no set number of members for the PTG Committee, but you need a minimum of 7 in total and the executive committee posts are filled. If there is huge interest in membership, an election may be held. In practice, an election is not usually necessary – those who are willing to put their names forward for the Committee will be accepted onto it. iii. The Chairperson should thank Committee members who are standing down and name those who are prepared to stay on. ix. Motions to be put to the AGM - these include any motions received from the parent/teacher body and any proposed amendments to the Constitution. The present Committee and the Chairperson should explain why the Committee believes that the change(s) is needed. Amendments are often made to update the constitution in the light
Page | 115 of new rules or circumstances. When the motion or amendment has been presented a vote will take place. x. Any Other Competent Business - Do note, including this on the Agenda can double the length of the AGM and throw up many unexpected questions and comments. On the other hand, it can be a useful opportunity for those who are involved with, or interested in the PTG to have their say. xi. Closing remarks
N. Class Mums Appreciation Lunch
At the end of each school year, the Primary School holds a Lunch to thank all the Class Parents for their work over the course of the School year. It is a great opportunity for the new PTG Committee to “be seen” and also a great place to recruit volunteers for the next school year’s events and/or for any remaining vacant positions on the PTG Committee, especially Primary Year Group Reps. The School sends out the invitations. At this event, the PTG also presents a cheque to Patana’s 6-day staff for approx. 10-20,000THB. This is a donation to the staff towards education fees for their children.
Page | 116 SECTION 3: APPENDICES
Page | 117 Appendix 3.1: Pizza Lunch Invite
YOU AND YOUR BUDDY ARE INVITED TO A PIZZA LUNCH
ON Friday 11 September AT 12.10 p.m. IN THE Auditorium
COME AND MEET OTHER ‘NEWBYS’ ENJOY A CHAT, PIZZA AND ICE CREAM!
A ONCE ONLY OFFER MAKE THE MOST OF IT! FROM THE PTG
Page | 118 Appendix 3.2: International Day Team List
INTERNATIONAL DAY TEAM
International Day Coordinators / Exhibition Coordinators Shanna Brandt Kate Johnston 081 742 7354 081 985 7035 [email protected] [email protected]
Food Hall Coordinators Khun Jia Deborah Lancaster 081 620 3444 087 803 8343 [email protected] [email protected]
Parade Coordinators Denise Paul Irene Gray 085 217 1215 081 806 9240 [email protected] [email protected]
Cultural Show Coordinator Jane Wise 087 050 0950 [email protected]
Volunteer Coordinator Aleid Rijks 085 342 0432 [email protected]
Page | 119 Appendix 3.3: Int’l Day Country Reps Meeting INTERNATIONAL DAY 2009 Country Representatives Meeting
Introduction
International Day is a two-day celebration of Bangkok Patana’s diverse student body. It is an opportunity for students to celebrate their own and other’s unique cultures. International Day is aimed primarily at the children and is intended to provide all the children with a fun and interesting experience. The event is organised by the PTG and supported by parents, teachers, students and Bangkok Patana School. Overview
International Day will be held over two days - Wednesday 4th and Thursday 5th of March. The first day is split as follows:
Whole School Parade - A parade of all participants will be conducted from the Back Field/Back Hard Court to the Sports Hall. It lasts about 45 minutes. Please advise as soon as possible if your country will be joining the Parade.
Cultural Show – A 20-30minute cultural show will be held after the parade as part of the whole school assembly. The cultural show aims to display several 3-4 minute long acts (song, dance, etc.) that are fun and entertaining for the children to watch. Please advise us as soon as possible if you would like to participate. We need a variety of acts from different regions of the world and may not be able to accommodate everyone interested.
Food Hall - The food hall is where countries are allocated a maximum of two tables each on which to display (already prepared) appetising and delicious national dishes. We ask that these be “finger foods” if possible so that students can try a variety of dishes that do not require cutlery. Country representatives can organise which foods they would like to bring in and how they are to display them. Please note that food is to be principally enjoyed by the children; with parents being required to wait until after 1pm to visit the food hall. *Nuts and Nut Oils are not to be used as there are many children at the school with allergies.
Page | 120 *Please highlight any allergy prone foods such as dairy, etc. *No cooking is to take place in the hall. The food hall is a busy area and help is usually much needed. Please organise parents to help hand out the food to students. The parents helping in the food hall will be required to wear name badges so please pass on a list of volunteers to the International Day co-ordinators.
Exhibition Hall – The exhibition is a place provided to accommodate country displays. Every year we have wonderful displays and activities from around the world. It is possible in this area to perform a dance, game or demonstration. These activities are left entirely to your imagination but please advise the co-ordinators because of safety issues. In past years countries have organised Maypole dancing, decorating mini didgeridoos and croquet to name a few. These exhibits can be set up the day before but please do not leave any valuables in this area. Country representatives will need to organise volunteers to help the children with information and activities.
Getting in touch with your families – We are passing out the list of families from your country. Remember to treat this information confidentially. Not all of the students on your list will end up marching with you. Some will march with another country because they are dual nationalities. Please ask parents to confirm if they and their children are marching with your country or not. In addition to phoning or sending emails some countries will wish to put notices in the Patana newsletter and the PTG Accord. Brief announcements may be put in the Patana news. The submission deadline for the Patana Newsletter is 8am on Wednesday’s. Announcements must be emailed to [email protected] Brief announcements may also be put in The Accord. Please email Kate for submission dates. [email protected]
A bit of advice: Get some help! As a country representative don’t try to do it all on your own, especially if you have a country with a large number of students. Many parents are willing to help and you may just make some great friends along the way. Remember to sign up lots of volunteers for the Parade, Exhibition and Food Hall! We are here to help so please let us know if we can be of some assistance to you. Kate and Shanna, International Day Coordinators
Page | 121 Appendix 3.4: International Day Ad for volunteers
Page | 122 Appendix 3.5: Food Hall Volunteers request
Food Hall Volunteers’ request
We are looking for a few volunteers to help out in the Food Hall on Tuesday the 9th. If you are able to volunteer, please put your name down on the attached rota.
We hope to have 3 volunteers at a time. Teachers will help at the entrance and exit doors. Helpers would be required to hand out plates, assist students and also if needed help out at the doors. The first slot starts at approx. 9.45, which should be just after the Cultural show.
Look forward to hearing from you soon.
Best Regards.
Njah Khan
Page | 123 Appendix 3.6: Int’l Day schedule
Dear Country Reps,
As promised, I am providing you with a brief schedule for next week.
Monday, the 8th of Nov
Expo Hall Country reps and helpers can begin set up from 3pm. If required, you can drop off items in the foyer of the Sports Hall from 8am onwards. Please make sure you have your name or Country name on the items you leave. The items can stay there till you come for the set up in the afternoon. As you may already know, all the big props are ready to be inspected and decorated now. They are under a tent by the sports hall. They will stay there until Monday morning and then moved to court 3 of the sports hall which turns into the Expo Hall. Please remember to bring your own Stationary Box with scissors, blue tac etc that you may need. Also make sure you put your name or Country name on it. No cello tape on the walls.
Food Hall Food Hall set up starts at 5pm.
Tuesday, the 9th of Nov
Parade The Parade will start between 7.45 and 8am on the back Sports field(near the Basketball Courts). Tents will be set up there, but since they will only cover a limited area, we would like to remind parents to bring in hats and apply sunscreen for the children. There will be signs to show you where each country should congregate. Flags and Banners will be brought to the field so please don’t look for them in the PTG room. Those of you, who have taken your banners, please remember to bring them. Country reps are required to be there by 7.30. You will collect your flags/banners and start lining up. Please help guide the students from your countries. Staff and PTG members will be there for assistance. The Parade will start as soon as all the students are on the field, so please all participating parents to be there in time. You can ask them to be there at 7.30am as well. K1 and K2 children will join the parade from the Primary canteen area. However, they can march in the parade if they are accompanied by a parent but their teacher must be notified. Years 1, 2 and 3 will be accompanied in the parade by older students; “Buddies”. This is organized by the school. The Parade will end at the Sports Hall. All parents are welcome to take part in the Parade.
Page | 124 Cultural Show The Cultural show will end at approximately 9.45am. There will be 5 fabulous performances for you to see. All parents are welcome to watch the Cultural Show.
Food Hall 1) The Food Hall will be open from approx. 7.30am for the Helpers. 2) The first batch of students will arrive straight after the Cultural Show which should be around 9.55am. 3) Staff and parent volunteers will be helping out at the food hall as well. 4) Non helper parents will only be allowed in from 1pm. 5) Packing up and cleaning will start around 1.30pm.
Expo Hall The Exhibition Hall will open from 10.00am (after the Cultural Show), with the first batch of students going in at 10.10. The Expo will be open until 3.00pm. Students from Year 3-Yr 9 will attend the Exhibition on the first day. All parents are welcome to attend.
Wednesday, 10th of Nov
Expo Hall The Exhibition Hall will be open from 8.00am to 12.00pm. K2, Yr1 and Yr2 will attend the Exhibition hall on the second day. Parents are welcome to attend.
Please do share some of the necessary information with the families from your country. Let them know that non helper parents won’t be allowed into the food hall before 1.00pm. Also, the setting up process in the Food Hall and Expo can be relatively time consuming so please come prepared. Carina will have your Country Rep and Helper Badges, please remember to take these from her on Monday evening or Tuesday morning.
I hope that you are satisfied with all the information, however, if you still have any questions please don’t hesitate to ask.
The International Day committee would like to take this opportunity to thank you for all your contributions in helping to make this International Day an enjoyable and memorable event for all those involved.
Best Regards.
Njah Khan
Page | 125 Appendix 3.7: Raffle Request Letter
PATANA RAFFLE REQUEST LETTER
Dear ….
I am writing to you on behalf of Bangkok Patana School. The school PTG (Parents and Teachers Group) are currently planning a fundraising ball which will take place on Saturday 9th October at the Grand Hyatt Erawan Hotel.
This evening will consist of an evening of entertainment with dining and live music for Patana parents, teachers and friends. Previous events have always proved extremely popular with our large community.
Money raised at the event will be used by Saving Our Society (SOS), a school fundraising group, to support the Concordia Day Care Centre; a child day care centre in the Bang Na slum area near Patana, helping young children whose parents cannot afford proper care. The Day Care centre is in need of learning equipment such as textbooks, exercise books, small toys, basic furniture and small playground equipment to help develop the children socially, emotionally and physically. Please see the attached file for more information about the Saving Our Society (SOS) foundation and how the money raised at the event will help the young children at Concordia.
We were hoping that you might be willing to supply us with a suitable prize for our raffle. Any suitable product you could donate to us would be much appreciated. Your generous donation will be showcased at the ball and raffled off to the lucky winner. All donors will be recognized through the evening and your organization name/logo prominently displayed.
If you are able help us; please send your donation directly to the school at the address above. For any further information please do not hesitate to contact us.
Thank you in advance and best wishes from everyone at Patana.
Sincerely Yours,
Pannatorn Daochai - President, Saving Our Society (SOS)
Matthew G. Mills - Head of School
Page | 126 Appendix 3.8: Patana Ball information
INVITATION TO THE PATANA BALL
The Patana Ball is a Black Tie or National Dress affair at which guests will enjoy a fabulous dinner and live entertainment which is not to be missed!
Cocktails and canapés at 7.30 p.m. with some star guests performing.
Dinner will be served at 8.30 p.m. – a 5 course meal from top chefs
This Black Tie event will treat guests to an evening of fine dining, star entertainers from Patana, dancing to live entertainment and the opportunity to win some fantastic prizes.
Save the date, buy your tickets now and treat yourself to an evening of delicacies and great entertainment.
Tickets are ThB 2,500 and tables seat ten.
For further information contact Sara at [email protected] For ticket sales please contact Katie at Patana front reception.
Page | 127 Appendix 3.9: Patana Ball Ticket
Appendix 3.10: Patana Ball photo
Page | 128 Appendix 3.11: Patana Ball Programme
Page | 129 Appendix 3.12: Mulled Wine Recipe
Mulled Wine Recipe
1 bottle red wine 60ml (4 tablespoons) dark rum 125ml Earl Grey Tea 1 tablespoon dark muscovado sugar 1 orange, quartered, each quarter stuck with 1 clove 1 star anise 2 cinnamon sticks 1 tablespoon honey Put all the ingredients in a saucepan, bring almost to the boil, but before the aromatic wine actually boils, turn down to the lowest possible heat and keep it warm. You will need to make enough Mulled Wine to fill the two Water heaters so you need to work out how much wine needs to be bought first. Boxes of wine are quite a cost effective way to do this unless there is any red wine left over from any PTG functions then that should be used first.
Page | 130 Appendix 3.13: Pimms Recipe
Pimms Recipe
1XCinzano Red, 1X Triple Sec, 1X Gin 4 X large Sprite bottles - 1.5L size mint leaves oranges, sliced limes, sliced 4kg strawberries (sliced on the day, otherwise they go mushy!)
Pour 1 bottle of each spirit and 4 bottles of Sprite into the bucket provided. Add plenty of fruit (oranges, limes and mint) and let marinade for at least 1 hour prior to serving. Add a slice of strawberry and some mint to each cup and top up with the Pimms mixture.
Page | 131 SECTION 4: FUN DAY
Page | 132 On this most exciting and biggest fundraising day of the year, the PTG and BPS pull out all the stops to show the students a good time and to celebrate our community spirit. Fun Day is greatly anticipated by the student body and is a wonderful opportunity for the students, staff, parents and friends to enjoy a range of activities together.
It is held on a Saturday from approximately 9am to 3pm. The date of Fun Day is decided when the school determines its schedule for each school year. Traditionally, it takes place 1 or 2 weeks after half-term in Term 2. Every member of the PTG is involved in this event working closely with the Services Manager.
Planning, organization, enthusiasm, sponsors and plenty of volunteers are needed in order to make this a continuing successful event. The basic organization of the event by the PTG is as follows:
1. Elect a Fun Day Coordinator a. Ideally this should be done early in Term 1. b. The Coordinator will be in charge of overseeing the entire organisation of Fun Day and act as a link between the School and the Fun Day Committee members. c. The Coordinator will NOT generally have responsibility for any other specific area of Fun Day. d. Ideally the Coordinator should be calm, level headed, person with strong initiative, organisation and inter-personal skills.
2. Select a Fun Day Committee a. The Committee should consist of: i. The Coordinator ii. PTG Chairperson iii. PTG Treasurer iv. PTG Thai Rep for the Thai Parents Group (TPG) v. PTG Fundraiser (if there is one) vi. Various other volunteers to manage the different sections of Fun Day.
Page | 133 b. The Committee members should expect to spend considerable amount of time at school, to liaise with sponsors, vendors, staff, etc and produce a close out report after Fun Day dealing with all issues of relevance/concern. c. Any conflict of interest for Committee members or parent volunteers should be declared to ensure transparency and avoid potential challenges. For example, if a Committee member has stalls and outsiders have been refused due to lack of space or if a Committee member’s family is a provider of goods or services for which the PTG pays, there may be a potential challenge.
3. Arrange a ‘kick off’ meeting between the whole Committee and the School a. The main points of contact at Patana will be i. The Services Manager, currently Genevieve Ahl. Her role is to organise the setup of all areas on Fun Day, to provide ground staff, bus monitors, maids to facilitate the smooth running of the Day, to organise the clear up and dismantling of all areas at the end of the Day; ii. her assistant, currently Khun Pa, and; iii. The Marketing Manager, currently Emma Goligher. Her role is to manage the selection of sponsors and assist with Fun Day promotion. b. Ideally, this meeting should take place late in Term 1 to solidify exactly what areas of responsibility will be managed by the PTG/school. It is advisable that minutes are taken of this meeting and that they are sent out to all participants in order to confirm that everyone is ‘on the same page’.
4. Determine the main areas of responsibility a. There are many important sections to Fun Day. In theory, the PTG committee may decide on exactly what and where those sections will be, subject to authorisation by the School; (see School Layout, Section 4, Appendix 2). At present, the main sections of Fun Day are: i. Costing and budget. ii. Main stage performances; iii. Beer tent; iv. Events and rides;
Page | 134 i. Primary games ii. Secondary games v. Sponsorship and raffle; vi. Thai Parents Group activities; vii. Tea room; viii. Food Hall; ix. Shopping street; x. Second hand books and toys; xi. Publicity and publications.
5. Schedule the meeting dates leading up to Fun Day - Traditionally there is approximately a 6 week period between the start of Term 2 and Fun Day. a. Ideally, meetings should be scheduled on a fortnightly basis between the Coordinator, Service Manager, Marketing manager, and other key School representatives. Ideally, all other communication should be concluded by e-mail or through the Coordinator meeting with School personnel in order to avoid confusion and duplication of roles. b. The Coordinator and the rest of the Committee. Requests from the School should ideally be channelled through the Coordinator to avoid confusion and duplication.
6. Costing and budget a. The PTG Treasurer and the Fundraising Coordinator should take responsibility for producing a Fun Day budget in conjunction with the PTG Committee and Fun Day Committee. This should be created and presented at the Fun Day Committee meeting. b. The budget should be based on the analysis of preceding year(s)’ Fun Day financial report(s). c. The budget should set out the estimated costs of running and profit to be made from each area of Fun Day and potential sponsorship amounts. d. The FD Committee is responsible for paying for the cost of all rides and outside activities booked for Fun Day from the PTG account. Therefore, the FD Committee should try to obtain as much sponsorship as possible in order to defray these costs. a. Decide whether or not to charge an entrance fee. The disadvantages of not charging are: i. Potentially reduced profit take on the Day;
Page | 135 ii. People will enter the event from a variety of entrances making it more difficult to manage raffle ticket and coupon stations. Some concern that undesirables will enter iii. Some concerns about overcrowding The advantages are: iv. Reduced staff numbers required to man the entrance; v. Fairness as there are often exceptions’ made to Staff, Stage Performers, volunteers, etc; vi. A ‘feel good’ sentiment from attendees. vii. In other similar events in the UK, it was found that waiving the fee, meant that people spent the equivalent money inside the event b. The Treasurer will need to produce a financial report at end of Fun Day.
7. Fun Day Layout a. Once the FD Committee has decided upon the layout, areas, rides and activities that it wishes to include, the plans should be submitted to the Services Manager, preferably 4 weeks before Fun Day (Fun Day Layout, Section 4, Appendix 2), (see Main Field Layout, Section 4, Appendix 3). b. The Services Manager needs to take those plans and sit with the Buildings and Grounds staff at least 3 times, at least 3 weeks before Fun Day in order to properly prepare.
8. Main stage performances a. Once the location of the Stage is set, the Service Manager will order all equipment and arrange set up. Any specific requirements must be sent to the Services Manager as early as possible. b. There may be difficulty in signing up performers. The music staff are happy to help, but the PTG needs to source the bulk of the performers. c. Try to place posters and sign up forms around school as early as possible. d. An outside band may be possible if there is the budget or a sponsor. Approach one of the hotels and ask them to sponsor a band. Invite the teacher’s band to perform (The Farangutans).
Page | 136 e. Live music on the Stage is best. Generally, bands or a DJ playing pop music is preferable to piped ‘Techno’.
9. Beer and Pimms tents a. Traditionally, the Beer and Pimms tents are placed next to the main stage. b. Beer and Pimms are sold to attendees at profit whilst attendees enjoy the entertainment provided. c. The area should be covered and tables and chairs should be arranged d. The drinks coordinator (or FD coordinator) should liaise with beer/soft drink suppliers to get the best deal. Speak with Khun Dee (Office of the Foundation Board) because the School has special relationships with the beer suppliers. e. Ask the drink suppliers if they can supply extra tents and tables/chairs for seating and shading. f. Coordinate with Services Manager and rest of Fun Day Committee regarding the placement of drink tents, drinks areas and extra tents. g. A sign should be placed on the Beer Tent stating that it is off limits to persons under 21 - ‘No Access to Persons under 21’. h. A Thai speaking person, or access to one, is advisable to communicate with the drinks suppliers and deliveries personnel who require Thai speakers.
10. Events and rides a. BPS has for many years used a company called ‘Events Solution’ - details of contact info - to provide rides and games. The School is generally happy with the company’s standards and safety record. We have also used an e-parent Vicky Harms ([email protected]) who provides a bouncy castle and a Foam Pit. If a different provider is required, take time to investigate the company’s background especially from a safety perspective and make sure that the School is okay with the alternative. b. The FD Committee should create a “wish list” of rides and events it would like sponsored as far in advance as possible (Section 4, Appendix 6). It is suggested that there should be ‘packages’ - silver, gold, platinum. Potential sponsors should receive package information stating the sponsorship cost of each option and the return by way of
Page | 137 promotion/advertising. Graphics including pictures of the ride and an indication of advertising sites - ‘your banner goes here’ - would be helpful. c. A separate area for Primary games - on the Primary back fields - may be a good idea in terms of space and ease for smaller children. d. The Secondary games are events run by secondary students such as “splat the monkey”, and “electric wire”. They are organised by Helen Thew and the Secondary students. The Secondary Rep liaises with Helen regarding how these games will be run, where they will be set up, and what is needed from the PTG. The organisers are relatively self- sufficient; they get the games from storage and the secondary students man the games according to the rota set by Secondary staff. The PTG pays for the prizes that are handed out. e. A risk assessment of all rides is to be completed by the Services Manager.
11. Sponsorship and Raffle a. The PTG Fundraiser should take responsibility for this area. Sponsorship should be looked for well in advance of the event. b. The PTG sends out sponsorship/prize request letters. A sample appears below. (Section 4, Appendix 4). c. Sponsorship - The PTG approaches sponsors to fund the purchase of rides and activities in return for incentives, usually in exchange for advertising their brand on the shading tent next to the ride and in the Patana News/Accord. d. There is no complete delegation of this role to the PTG Fundraiser but rather a partnership between the Fundraiser and the Marketing Manager. The issue of sponsorship is at times ‘political’. The school regularly approaches parent sponsors and other sponsor contacts for various events throughout the year, e.g. Fun Run, Patana Ball, etc. As such, the school tries to balance out the number of approaches to sponsors equally. The Marketing Manager needs to approve all PTG approaches for sponsorship before they are made in an effort to maintain this balance.
Page | 138 e. The FD committee should try to balance the sponsorship funds requested with the level of advertising given so as not to place the School in an overly ‘commercial’ position. f. Sponsors are invited to visit the location of the event/ride that they have agreed to sponsor in advance so as to ensure that they are happy with the arrangements made by the School. g. The current Marketing Manager, Emma Goligher, has made the following suggestions: i. ‘...Prospective sponsors who are to be approached for the rides, food court and beverages must be agreed in advance between PTG, TPG and me (I will liaise with Khun Dee in regard to anyone extra she may recommend for me to approach). ii. Food court sponsors should then be approached by the relevant person from the PTG and final list of sponsors advised closer to the time. Any different sponsors to those agreed in advance should be discussed with me before confirming them. iii. Khun Dee should be advised by the PTG which beverage sponsor (Chang or Singha) they would like her to approach and what they require. Any other beverage sponsors should be approached directly by whoever is the best placed to do this and/or has a contact and a suitable sponsorship package brokered. Once the relevant beverage companies have agreed to sponsor Fun Day all logistical arrangements should be handled by the services team. iv. Once the list of rides, costs and sponsor packages have been confirmed by PTG, I will then approach all the agreed prospective sponsors offering them the opportunity to sponsor an activity and/or make a donation. The sponsor letters should be targeted, addressed to individuals and should include information on the rides and the packages available. v. I will issue any invoices for ride sponsors/donations and send them a set-up form (Section 4, Appendix 5), as required, so that their booth requirements can be recorded, checked and anything out of the ordinary agreed to or declined. Once the set up form has been received back from the sponsor and agreed, I would need to forward these onto the relevant person from the PTG who will liaise with them about the logistics of the day.
Page | 139 vi. I will issue thank you emails on behalf of school and any official thank you letters as requested by sponsors. vii. I will also arrange to collect their logo for use on the poster and half page advert as applicable viii. A cut off day for accepting sponsorship needs to be agreed with the PTG in advance. My suggestion would be the Tuesday before Fun Day. ix. I will put together a draft of the following documents to bring to the initial meeting about Fun Day 2012. Fig. 1 - List of 2011 activity sponsors/donors; Fig. 2 - Selection of raffle prizes. (Section 4, Appendices 6 & 7).
h. Raffle Prizes - i. The FD Raffle is a very popular activity. If well planned, it can generate plenty of revenue and interest. The first point of contact should be the preceding year’s donors. ii. When considering raffle prize, try to approach a diverse selection of sponsors. iii. It is easy to achieve diversity and sponsors by setting terms that each Shopping Street and Food Court Vendor must donate a raffle prize as a condition of booking a table. iv. Approaching airlines, hotels, spas, etc will ensure a good selection of major prize donors; (Section 4, Appendix 7). v. The FD Committee should arrange to send out raffle tickets to the parents via their children in order to maximise sales. vi. Received raffle prizes are generally stored at Reception, presently with Katie Blair, with valuable items and vouchers stored with the Marketing Manager, Emma Goligher. Items may be left with them even after Fun Day to ensure ease of collection by prize winners. vii. All received raffle prizes will need to be labelled in advance of Fun Day to ensure early collection and ease of location. viii. The Raffle Drum should be arranged to be collected from the Transport Department the day before Fun Day. ix. Try to prepare raffle prize signage to place at various locations alongside raffle sale points on the Day. If purchasers know what they might win, sales tend to increase.
Page | 140 x. On the Day, the MC or other appointed person should pull and announce the top 5-10 prizes on the stage. The remaining prize winners should be pulled as soon as possible - on the day if there is time - and a record kept of who has won what. xi. After Fun Day, a list of prize winners should be sent to the Marketing Manager and to the Publications Manager, currently Elise Melisea, for publication in Patana News. xii. The current Marketing Manager, Emma Goligher, has outlined the following additional guidelines: i. “...I will contact all previous donors to the Raffle plus any other prospective donors as identified and agreed by School and PTG. ii. The PTG members dealing with shopping street and the Food Vendors area should approach these in the course of their liaison and request a prize from each of the stall holders. iii. I should not contact anyone of behalf of the PTG that the TPG have also identified as a potential large donor to the lucky tree. The TPG should keep us updated on any large prize donors to the lucky tree. Any advertising for them will be agreed in advance within the sponsorship packages. iv. I can keep a list of all the prizes, liaise with donors in regard to delivery and arrange for secure storage at school. v. A member of the PTG would need to do as you did on Friday and Saturday: label all the prizes, update list with any new prizes and list in table where a winner can be added, take over top prizes for awarding on the day, list all the winners and then provide a final list the following week for us to put in Patana News. Reception will assist with receiving and distributing the prizes before and after Fun Day. You have the best sample of the list required so I have not attached a copy here...’
12. Thai Parents Group Activities on Fun Day a. The TPG runs its own activities at Fun Day; the Thai food stalls and the extremely popular Lucky Draw Tent. All proceeds from revenues are delivered to the PTG. b. Thai Food Stalls i. The TPG will collect cash donations from Thai parents and seek volunteers to man the stalls.
Page | 141 ii. The TPG will contact 3-4 Thai food vendors to sell food on the day. iii. The TPG Rep will liaise with the Food Hall/Court coordinators to organize the stalls location and required equipment. iv. At the end of the Day, the TPG volunteers will count the coupons collected and deliver to the revenue to the PTG. c. Lucky Draw Tent i. The Thai Rep will organise about 20 volunteers ii. The TPG will request and collect cash donations and lucky draw prizes from Thai Parents and outside sponsors (if any). iii. The Thai Rep will liaise with the Fun Day Coordinator to organize the necessary tents and required equipment. iv. At the end of the Day, the TPG volunteers will count the coupons collected and deliver to the revenue to the PTG.
13. Vendor/sponsor areas (not including events and rides) a. These include the Tea Room, Food Court and Shopping Street b. The FD committee should try to attract sponsors and vendors to these areas as soon as possible, (Section 4, Appendix 8). c. All organisations should be vetted. Organisations that offering the following products/services should be excluded: a. Academic institutes offering SAT Prep, English lessons, etc. Allowing these vendors looks like an endorsement from the School. b. No vanity related companies, slimming products, non-surgical beauty treatments, cosmetic surgery, herbal remedies etc (this list is not exhaustive and new vendors / suppliers should be checked if there is any concern about what they may be promoting and/or selling). c. No graffiti creating products including Silly String and paint sprays. d. It is advisable to have a sign-up form for the Food Court/Tea Rom/Shopping Street vendors/sponsors and for the Shopping Street. (Section 4, Appendix 9). e. The form should state that the FD Committee has absolute discretion over vendor acceptance and location. It should also state that vendors who falsely represent their activities may be refused attendance. f. The form should outline exactly a. the nature of the sponsor’s/vendor’s activity; b. the amount of space required/booked; c. any other requirements/requests of the vendor/sponsor;
Page | 142 d. cut of dates for acceptance and payment; e. clear guidelines on payment methods, set up on the day, equipment provided/NOT provided by the School, number of helpers, etc; f. Terms and conditions including the activities/items prohibited by the School, e.g. nuts, internet usage, and microphone announcements permitted, academic/vanity products.
14. Tea Room a. In this area, attendees are encouraged to purchase baked and savoury goods and to take a break from the excitement of the rest of the Day. b. Ideally, musical performances may be signed up and enlisted to perform to add to the relaxing atmosphere of the Hall. Try to liaise with the Music Department to sign up primary and secondary performers for the room which can be help to draw people to Tea Room. This is important so that the sponsors feel that they are ‘meeting an audience’. (Section 4, Appendix 10) c. The FD Committee should try to secure a few sponsors for the Tea Room. Large restaurants or hotels are best. Traditionally, Le Meridian hotel group has been a loyal sponsor. Details may be obtained from the Thai Parents Group. Food by Phone, Dunkin Donuts, Krispy Kreme, and Pizza Co have all been prior sponsors. d. Try to appoint a coordinator specifically for the Tea Room otherwise it may be too big a job. e. Select a location for the Tea Room. Traditionally, it has been held in the Primary Hall but the lobby of the Sports Hall has also been used. f. E-mails should be sent to the wider parent body group encouraging then to donate parent contribution of NUT FREE cakes, savouries, and other suitable items to the Tea Room. (Section 4, Appendix 11). g. These will be sold for profit. Traditionally, these are sent in on the day. However, because parents arrive at various times during the day, the contributions may arrive too late to maximise sales. If possible, arrange delivery and storage the day before with the School. There are 3 fridges in the Sports Hall which may be suitable.
Page | 143 15. Food Court a. Invite vendors to attend the event by sending out an e-mail and sign up form to the preceding years vendors and any new vendors that may be interested. b. Vendors pay per table and they are not allowed to add to their space by bringing their own tables. However, they can add their own tables within their allotted space. c. A variety of food vendors is ideal. d. Traditionally, this is set up in the Old Primary Canteen area. e. The food court vendors are not supported by the school in terms of equipment as they are private vendors there to make a profit. f. Once the area plan is given to the Services Manager, she will arrange for the required number of booths to be laid out with the required equipment, e.g. Tables, chairs, sockets, fans, etc. g. All food must be NUT FREE.
16. Shopping Street a. Invite vendors to attend the event by sending out an e-mail and sign up form to the preceding year’s vendors and any new vendors that may be interested. (Section 4, Appendix 8) b. A variety of vendors is ideal. c. Traditionally, this is set up in or near the Primary Hard Court area. d. Once the area plan is given to the Services Manager, she will arrange for the required number of booths to be laid out with the required equipment, e.g. Tables, chairs, sockets, fans, etc.
17. Second hand books and toys a. Again, parent contributions can help to raise significant revenue for the PTG. b. Advertise well in advance (at least 4 weeks ahead) in the Patana News/The Accord that parent donations of these items are welcomed; c. The FD Coordinator should liaise with the Services Department to arrange for collection to be placed around the school. d. These items are traditionally sold in or around the Primary Hall area. e. Organise volunteers to assist with sales on the Day.
Page | 144 18. Publicity and publications a. The PTG Website Editor should take responsibility for this area; b. The current Marketing Manager, Emma Goligher, has outlined the following guidelines: a. ‘...A poster would need to be designed by the PTG to which sponsor logos can be added. Once the poster has been designed, the source file would need to be sent to me so I can add any new sponsor logos each week, and include the poster in the Patana News on Fridays leading up to Fun Day. We will also print and distribute around school for display. A sample of this year’s poster is attached, (Section 4, Appendix 12); b. The PTG would need to provide a follow up article which will go in the Patana News after Fun Day. Email attached showing what will go into Patana News this and next Friday, (Section 4, Appendix 13); c. Alongside the article we will put together a Fun Day sponsors advertising supplement which will include the half page advert from the relevant sponsors and photographs of Fun Day; d. Programme text, images and any maps are required to be sent to me by the Monday morning before Fun Day; e. Extra sponsors and/or information can be added (space permitting) until 4pm on the Wednesday; f. We will send the programme to Reprographics, to be photocopied, by midday on the Thursday so PTG would need to give approval to print on the Thursday morning; g. If the PTG want to provide a specific colour of paper for this to be printed on, this should be sent to me by Thursday morning; h. PTG would need to collect from Reprographics on the Friday afternoon and store for their convenience...’
19. Manning Fun Day a. The Services Department will provide all the set up staff for all areas of Fun Day as required. b. All members of staff are required to volunteer an hour of their time on Fun Day staffing stalls, rides, and booths. Approach a Primary Senior Teacher, currently Carol Bartram, and the Secondary Head of Student Welfare, Helen Thew to arrange staff rotas. (Section 4, Appendix 14).
Page | 145 c. Parent volunteers are essential. The more the better but as a minimum, 40 parents excluding the PTG and Fun Day Committee members. The Newcomers Rep/Class Mum coordinator should take charge of this role. The Primary Class Mums are asked to recruit parent volunteers from their respective classes to volunteer an hour of their time on Fun Day staffing stalls, rides, and booths, (Section 4, Appendix 15). All Primary Class Parents are expected to volunteer on the Day. d. Set up a rota to ensure that all areas are adequately manned, (Section 4, Appendices 16 and 17). e. Secondary Games are run by the Secondary Students and organised by Secondary senior teachers, (Section 4, Appendix 18). f. The Tea Room is traditionally manned by Primary Class parents and volunteers.
20. Miscellaneous a. Make sure there are enough coupons available; they often run out. b. Khun Pa is happy to help with Thai Speaking vendors and sponsors but preferably someone should be found within or by the PTG/TPG. c. Try to ensure that there are a sufficient number of information tents and sufficiently large and plentiful signage. d. If there is only to be one entrance ensure that the Service Manager informs the security guards so that people are prevented from wandering in from other locations. Make signage for the front of school to point parents to the correct entrance. e. PTG Fun Day Committee Tee shirts can help greatly on the Day for easy identification by volunteers, staff and attendees. f. It is a good opportunity to sell Tiger Shop items via the shop/trolley.
21. 5 days leading up to Fun Day a. Organisation and communication with the Services Manager is essential. This will probably continue on a daily basis right up to Fun Day. b. Were possible, communication should be via the FD Coordinator. c. Set cut off dates for as many areas of Fun Day as possible to reduce stress leading up the event. This is especially important if there is a holiday preceding Fun Day.
Page | 146 d. Hold Committee, PTG, and volunteer meetings to ensure that everyone knows what they are doing. It is advisable to produce and distribute a floor plan and notes to participants. e. Touch base with Sponsors/Vendors that will attend on the day and remind them of set up times, identification requirements, contact persons, etc. f. Ensure that the Treasurer has organised sufficient staff (usually bus monitors) to count coupons on the day. g. The FD Coordinator should try to brainstorm with the Committee and anticipate any potential problems so as to avoid stress on the day. h. Send confirmation notices to all event providers, performers and ask for verification of receipt. i. Speak to the Services Manager to ensure there are adequate refreshments available early on the day of the event for vendors, sponsors and volunteers on a payment basis.
22. Setup – The day before a. The FD coordinator should ensure that as much work is done as is feasible on the day before the event. b. The various coordinators of the events should meet at 1pm on the main back field to ensure their areas are setup properly, to provide information and support to sponsors and vendors who are setting up the day before, and to troubleshoot with the services manager. c. Bring all props and instruments from other areas of the school to easily accessible areas around the field. d. The coordinators should be prepared to stay until about 6pm on the day before. e. Refreshments (light sandwiches, etc) should be ordered from Khun Wichit for the Fun Day team.
Page | 147 23. On the Day a. The FD Coordinator should have already assigned all duties, etc. The main task should be troubleshooting and giving information. He/she oversee the entire event and act as the event manager. b. The FD coordinator should hold a pre-event meeting with the Fun Day committee members to go over last minute items and make sure all jobs are covered c. The Volunteer Coordinator should be at the main information tent to sign in and send volunteers to their correct positions. d. Before the event starts the FD coordinator should get the committee to help distribute all props and instruments (that have not already been placed) are distributed to their proper places. e. All volunteers should arrive early and prepare themselves for a long but rewarding day. f. PTG Committee members should expect to stay on after Fun Day to count coupons, draw raffle tickets and perform any other necessary tasks. This might last until 8pm. g. The FD Coordinator should encourage feedback from h. As a goodwill gesture, the PTG Committee members and Fun Day volunteers end the day by going to a local restaurant for refreshment.
24. After Fun Day a. The Fundraising Coordinator should liaise with the school to advertise the list of Sponsors in the Patana newsletter. Main sponsors get a ½ page advert. It is easier if the Sponsors send the ads before Fun Day and if they are sent direct to the Publications Manager who is best placed to advise on specifications. There should also be a paragraph listing all main sponsors, (Section 4; Appendix 13). b. The Fundraising Coordinator should coordinate with the school marketing manager to ensure that Thank You letters should be sent to all sponsors and raffle donors and to staff coordinators, MC, DJ, etc; (Section 4; Appendix 19). c. The Treasurer should produce a financial report at the end of the event once all the figures have been obtained. This is especially useful so that future Committees have an idea of costing, popular events, money makers and areas of loss; (Section 4; Appendix 20).
Page | 148 d. The FD Coordinator should pass on and consider any feedback from staff or parents and incorporate such feedback into the report about Fun Day; (Section 4; Appendix 20). e. The FD Coordinator should encourage each member of the FD Committee to produce a report about his area of responsibility and give feedback so as to assist future Committees in organising the event; (Section 4; Appendices 21, 22, 23, 24, 25, 26, 27).
Page | 149 SECTION 4: FUN DAY APPENDICES
Page | 150 Appendix 4.1: School Map
Page | 151 Appendix 4.2: Fun Day Layout
Page | 152 Appendix 4.3: Main Field Layout
Main Field Layout
Page | 153 Appendix 4:4: Sponsor Letter
Bangkok Patana School Fun Day Saturday 26th February 2011
Each year at Bangkok Patana School the Parent Teacher Group organises a Fundraising event. The money raised that day is used to fund a range of Education related projects that fall outside the provision of the School Budget. This is an event that involves the whole school community both from an attendance perspective and participation in the actual running of the day. We expect the event to attract nearly 4000 people from within the Thai and Expatriate Communities. It is an excellent opportunity for your company to reach a wide audience of highly professional people in one day. We are currently looking for sponsors to ensure that the day is a success for all involved. There are a number of opportunities for sponsorship and marketing: 1. Sponsor a Fun Activity – Promote your company's profile, particular product or service by sponsoring a ride. These include Bouncy Castles, Climbing Wall, Euro Bungy and others. The cost ranges from 10,000THB to 40,000THB. You would be able to decorate the area around the ride with banners promoting your company/product and you would have the opportunity to use your own staff to distribute promotional material. 2. Cash Donation of 10,000THB and above. 3. Donate a prize for the Lucky Draw – this is a very popular part of Fun Day. Prizes we would hope to attract range from Air Tickets both Domestic and International, Televisions, Video and Audio equipment, Jewellery, Electrical Items -big and small, Household Goods, Sports Equipment, Handicrafts, Mobile Phones, Cars, Motorbikes, Toys, Hotel Accommodation, Spa and Beauty Treatments and Products, restaurant vouchers, Stationery Items...... just about anything you would like to donate! 4. Donate goods – We run a number of stalls which are collectively called the “Tea Room”. This is an area where Adults get a chance to rest and enjoy a cup of tea or coffee and indulge in some delicious cakes/savouries that are on sale. This area of sponsorship is particularly directed at Hotels, Restaurants and Bakeries. If your business is in one of these area please consider donating baked goods, cookies, sandwiches, coffee/tea for this room. ***Please note as a number of our children have severe NUT ALLERGIES we would ask that you refrain from using NUTS in your ingredients. Sponsors will be named in the Event Programme and depending on the level of sponsorship will be given a free half page Advertisement in the School Newsletter. If you would like any further information, or to register your interest, please contact either: Njah Khan, Fun Day Organiser: [email protected] Tel 080 264 7778 Emma Goligher, Development, Alumni & Marketing Manager: [email protected] Yours sincerely, Njah Khan and Jane Wise
Page | 154 Fun Day Organiser & PTG Chairman, Bangkok Patana School
Page | 155 Appendix 4.5: Sponsor Confirmation Form
643 Lasalle Road (Sukhumvit 105) Bangna, Bangkok 10260 Thailand Tel: +66 (0) 2398 0200 www.patana.ac.th
Bangkok Patana School Fun Day Sponsors’ Confirmation Form Ride / Area to be sponsored:
Sponsor Amount:
Name of Company:
Contact Person:
Invoice Address:
Telephone Number:
Email Address:
Electrical Outlet Required? Yes/No If Yes, what is this for:
* Any other requests / comments:
Don’t forget to send us the logo you would like to appear on the Fun Day poster! This should be sent to Khun Rooth: [email protected]
* Please note that we will provide the following for your stand: 2 x tables 2 x chairs 1 x tent for shade No other equipment will be available on the day unless requested in advance. We are unable to provide internet access and no PA systems are permitted to be used.
Page | 156 Appendix 4.6: Activity Status Sheet
Bangkok Patana Fun Day 2011
Activity Cost Location Sponsor Status
Foam Machine 30,000.00 Main Field Available
Wave Slide FOC Main Field Asian Tigers Sponsored
Space Ball 30,000.00 Main Field Available
Punching Power 10,000.00 Main Field Prayook Sports Sponsored Invoiced
Trampoline FOC Main Field Vinita Tanjasiri Sponsored
Mermaid Dive 10000 25m Pool Paid Scuba Diving donation Centre Sponsored
Euro-bungy 30,000.00 Main Field A-Life sponsored Invoiced
Primary Paid Euro-bungy 30,000.00 Field Sawasdeeshop Sponsored
Primary Invoiced King of the Mountain 20,000.00 Field Perfect Companion Sponsorship
Primary Bouncy Castle FOC Crown Relocation Field Sponsored Primary Bouncy Castle 10,000.00 TOPS Invoiced Field Sponsored
LaSalle suites: 10,000 cash donation (invoiced) - sent to Cheryl for liaison 20,000 baht donation received from parent Build A Bear - invoice sent for 3,000 baht donation Acer - 10,000 baht doantion Ek-Chai Distribution to be invoiced 10,000 baht post event
Page | 157 Appendix 4.7: Sponsor Sheet
Page | 158 Appendix 4.8: Vendor call letter
Be a Fun Day Vendor! FUN DAY 2011, Saturday 26th February 2011, Bangkok Patana School
Greetings and wishing you a very Happy New Year 2011!
The Bangkok Patana School Parent Teacher Group would like to invite you to participate as vendor in this upcoming annual event.
Bangkok Patana School (BPS) is one of Thailand’s premier International School’s with over 2,000 students of over 50 nationalities. Fun Day is the PTG’s most popular annual family fundraising event and is strongly supported by the BPS community to raise funds for special projects.
Fun Day offers you a day full of fantastic games, water sports, interesting activities, scrumptious food, entertaining music, teen zone, exciting prizes - to name a few - and, of course, the very popular Shopping Street. We expect Fun Day to be, as always, a huge success, attended by over 3,000 people! This is an excellent opportunity for you to promote your business to both the Thai and expatriate communities of Bangkok.
The booking fee remains only 2,000 baht per stall which includes the following: Two tables (size is 1.8m x 0.6m) Two chairs. Access to electricity - available upon request. Any other specific requirement will be considered - please let us know and we will try our best to assist.
Interested? So, let’s get started.
1. Send a stall request for this year’s Fun Day - Please complete the sign up form below and e-mail it back to me.
2. Payment - The deadline for payment is Friday, 11th of February. NO payments will be accepted after the deadline. Confirmation of your stall is
Page | 159 ONLY SECURED after your payment has been received. Please note that there is a NO REFUND policy if you cancel your stall.
Payment must be made directly to the Bangkok Patana School PTG bank account. The account details are as follows:
KASIKORN BANK Siyak Bangna Branch A/C N: 056 2 000439 A/C Name: Bangkok Patana School Parent Teacher
After payment has been made, please scan the pay-in slip/receipt and e- mail to me [email protected].
3. Exclusions - a. Organisations that offer the following products/services may be excluded: i. Academic institutes offering SAT Prep, English lessons, etc. ii. Vanity related companies, slimming products, non-surgical beauty treatments, cosmetic surgery, herbal remedies, etc. iii. Graffiti creating products including Silly String and paint sprays. b. No NUTS related products may be sold or distributed. c. No internet or microphone usage is available.
4. Miscellaneous a. We will confirm your booking by Tuesday, 15th February. If you have not received confirmation please contact us. b. Further details regarding set-up and layout will be sent one week before Fun Day. c. Please bring a cloth to cover your table, if required.
If you have any questions please do not hesitate to contact me. Thank you for your support and we look forward to hearing from you.
Kind Regards,
Ritu Pasricha [email protected]
Page | 160 Appendix 4.9: Vendor Sign Up Form FUN DAY 2011 VENDOR SIGN-UP FORM - SHOPPING STREET
Name:
E-mail address:
Contact telephone number:
Please indicate the purpose for which you want to book the stall. Give a brief description of the product/service you wish to display or sell with website information, if available. We will try to accommodate all interested participants but please understand that we have limited space available and may also refuse space if there are an excess of vendors selling the same product as we need to have variety of vendors. Number of stalls requested. 1 stall is 2 tables and 2 chairs. No other tables, racks, shelves, chairs may be used without permission:
Electrical outlet required?
Any other requests/comments:
Please make payment to the Bangkok Patana School PTG bank account and e-mail to receipt to [email protected]. The account details are as follows: KASIKORN BANK Siyak Bangna Branch A/C N: 056 2 000439 A/C Name: Bangkok Patana School Parent Teacher
Please note: Bangkok Patana School reserves the right to refuse a vendor if the activity or product is not appropriate for its students/parents. The PTG Committee has absolute discretion over vendor acceptance and location. Vendors who falsely represent their activities may be refused attendance.
Page | 161 Appendix 4.10: Request for Musicians
REQUEST FOR MUSICIANS
From: Daniela Lehmann [[email protected]] Sent: Saturday, May 07, 2005 11:27 PM To: PTG Cc: [email protected] Subject: Tea Room letter-Fun Day Bangkok.doc
PTG, Bangkok, 9th of May, 2005
Re: Musical performances by students during Fun Day
Dear Parents
As you all know, the PTG will be hosting a Fun Day on Saturday May 28th, 2005. Fun Day includes a Tea Room in the Elementary Hall, where bakery as well as coffee/tea will be sold. As in previous years, we would like to invite students to perform with their instruments or sing. It is a great opportunity for the young musicians to perform in a relaxed atmosphere. Students would be expected to give a short performance and otherwise enjoy Fun Day.
The performances will start at 10:00 am and finish around 1:30 pm. Students who perform will be rewarded with a voucher for a free piece of cake or bakery as well as a drink and will not be required to purchase an entrance ticket.
It would be great if you could support the Tea Room and encourage your child to play or sing. If you have any questions, please call the Fun Day Coordinator or e-mail the PTG. If your child would like to play, please return the slip to the Elementary Music Department by the 20th of May.
Thank you very much
Tea Room coordinators Jo O’Kane and Sarah Martin
------would like to perform at ------(time) Year------
Mobile number to reconfirm the time: ------(parent)
Or e-mail address------
Parent Signature------
Thank you; please return to Elementary Music Department
Page | 162 Appendix 4.11: Tearoom Donation Request Letter
TEAROOM DONATION REQUEST LETTER
Dear Parents/Guardians,
As you all know, the PTG will be hosting a Fun Day on Saturday, February 27th, 2010 from 9:30 am – 2:00 pm. This great day includes a Tea Room in the Primary Hall where bakery/savoury as well as Coffee and Tea are sold. All proceed will contribute towards our community.
It would be great if you could support the Tea Room. You can make a donation of Home-Made Cakes or Pies or any Savouries, anything that your kids will love.
On Fun Day morning, Saturday February 27th, please drop off your donation at the Primary Hall (opposite the Y1/2 block and behind the 25 m pool). Please label clearly “Tea Room” and please label food containers with your child’s name and class so that it can be returned.
The Primary School has a No Nut policy since some of the kids have severe Nut Allergy. Please ensure that all food does not contain any nut products.
If you have any queries, please don’t hesitate to contact any of us.
Many Thanks and Kind regards,
Thalindra Welikala, Primary Representative Mob: 081-7523724 E-Mail: [email protected]
Khun Jia, Suwanna Liptawat, Primary Representative Mob: 081-6203444 E-mail: [email protected]
Khun Noi, Napaporn Suradejvibul, Primary Representative Mob: 081-9158815 E-mail: [email protected]
Page | 163 Appendix 4.12: Fun Day Poster
Page | 164 Appendix 4.13: Article for Newsletter Article for Patana News Fun Day was a perfect example of Bangkok Patana’s Community Spirit. Parents and Staff worked together to organize a fun and enjoyable day for the whole community. Through the support of this community and our sponsors we were able to offer new activities like the Foam Pit alongside old favourites such as the Wave Slide. Fun Day is the PTG's most important fundraiser. The funds raised on the day support activities within the school as well as our external charities. We are still counting but everything points to find Fun Day 2011 being a real success. Thanks to the parents, staff and students who lent us their time and expertise. Thanks especially to our major sponsors without whom this day would never be the success. A-Life Acer Ann Teigen Asian Tigers Transpo Coca-Cola Crown Relocations DZ Wine Dunkin’ Donuts Food by Phone Kalavek Wellness Spa Khun Navee Khemkon Krispy Kreme Lasalle Suites Le Meridian Hotel Mermaid Dive Centre NokAir Perfect Companion Co Ltd Prayook Sports SawasdeeShop Tesco Lotus Thai Bev The Barbecue Store The Pizza Company Valvoline
Page | 165 Appendix 4.14: Staff Info Fun Day Rides
Two people needed for each ride – except for the Trampoline which only requires one person.
Please print your name clearly – we will update it each day with a typed version.
Couples with children – it can make things easier for your child care arrangements if you follow on from each other.
If you have already been bagged for something else on the day (music staff in the tea- room?), or if you have a prior school linked engagement, let me know and I will take you off the list.
Thank you. The PTG very much appreciate your help.
Page | 166 Appendix 4.15: Parent Volunteer Request
PARENT VOLUNTEER REQUEST LETTER
January 18, 2010
Dear Parent/Guardian,
It is that time of the year again when the Parent Teacher Group from our school is on the hunt for willing parents to help out with the famous Patana Fun Day. This day is the biggest fundraising event of the year for the entire family and will be held at school on Saturday, February 27 from 9:30 AM – 2 PM.
Volunteers will be asked to help to run the rides, activities and food stalls. There will be 1 hour slots and mostly two volunteers per area. As this day takes place outside, standing umbrellas and water will provided.
It would be great if you can spare 1 hour during this big event and help us out in making this a fabulous family day. We need about 80 volunteers.
If you can help, please send me an e-mail with your name, mobile number and what year your child is in.
Thanks so much for your time and looking forward to many helping hands.
Best regards,
Aleid Rijks PTG Volunteer Coordinator [email protected] 085-3420432
Page | 167 Appendix 4.16: Volunteer Info Sheet
Volunteers PTG Fun Day Name Telephone Email Address Children/Class Interested in: No.
Cheryl Rego 081 8895354 [email protected] K2, 6B 7D Fun Day Suzie Jhanji 087 9983745 [email protected] Y6B Fundraise Anna Klippstein 087-0896833 [email protected] Y2 11:30– 13:30 Martina McCallie 089 4994041 [email protected] Y5b Marina Slewka 086 0910118 [email protected] Y1, K1 Irfan Mahomed 2-686-4871 0878294742 Int Day Serena Elazzi +668255270 [email protected] 33 Iliana Tamacas [email protected] 12 pm 1 or 2 Geet Harris [email protected] Kathy Janssen [email protected] Kaede Uji [email protected] Alessandra [email protected] Weekdays Rudloff Kiran Oberoi 081 826 [email protected] Bookstall 8934 Lyn Hine 087 093 [email protected] 1 PM 7887 Laurens Ricca 089 206 [email protected] Not early 9496 Kahurangi 0859120911 [email protected] 6G Early Raksanugraha Vicky Nanda 0852 237 [email protected] Y 1 Y 3 898 Wendy Turner 089-783- [email protected] 4M Bookstall 1386 Henrietta Dolinska [email protected]. 4M Bookstall Justine Staub [email protected] 4M Book set up SASIBHA LOW 83.9955510 [email protected] Amrita Pant [email protected] Y1 11 AM Martina Koralek [email protected] Wietske Smit 085 256 [email protected] Not Pimms 0962 Mariska Abrahams [email protected] Sue Bailey 081733 2054 [email protected] Y5 Y 9
Page | 168 Appendix 4.17: Fun Day Other Areas Rota
Fun Day Additional Areas
Page | 169 Appendix 4.18: Staff Rota Sample FUN DAY SATURDAY 27th FEBRUARY 2010 Games organised and run by student year groups supervised by staff Please sign up in one (or more!) of the slots below
GAMES 9.15-10.15 10.15-11.15 11.15-12.15 12.15-1.15 1.15-2.15 Electric Wire VIVO/CHKM RISO NIDE ROBR Year 7 Splat the Rat FRMA SOON KAFR MIAY SURA Year 8 Hit the Can MAJO JOAI ADBA SAFL SUAL Year 9 Penalty Wall BAOA SUBU PAMO PAMU JSRC Water Guns BOBS PEGR ANDO KASL CHUL JSRC Hoopla JUHA KULA KEHO PAVI CALO Year 10 Jail Booth CAGR IVPO BEFR JEFO DEMA Year 11 Beat the Goalie* MATI RISM/KEWR JAMA ANKE DATA Year 12 Lucky Strike ARSR / NARI MIBO KAYO CATI JOTE Year 13 Dunk Tank ** ANHL GALA MISM SRC Basketball Shooting RIWA JOWO JOMC Machine Tea Room GRRO PEFO PELO/CALO DAOG CLBN Volunteer 1 Volunteer 2 JOBU BEGU MEDY BRTA JEBR Volunteer 3 LECH DAPA JODY GRHO AMCU
Entrance 9.15-10.15 10.15-11.15 11.15-12.15 12.15-1.15 1.15-2.15 Volunteer 1 HEBE YAWU JEPE ALDA PEHN Volunteer 2 SHGU DABR MASP LOMA Volunteer 3 MILY MIGE SUST PEJO N/A Volunteer 4 MAWI CRAN CHWH N/A N/A
Helping with the Music in the tea room – DALA / RIHO / JAWE Helping with the Green Team – HETH / LULI * Helpful if you are happy to be the goalie! ** Need to be happy to go into the dunk tank and get wet!
Any questions please see HETH.
Page | 170 Appendix 4.19: Sponsor Thank You Letter
Sponsor ‘Thank You’ letter 04 September 2013
Khun DDD 16 Building 11th floor, South Sathorn Rd., Yannawa, Sathorn, Bangkok 10120
Dear Khun DDD,
I would like to thank you most sincerely for your contribution of four return air tickets from Bangkok to Chang Mai with TTT Airways to be raffled at the Bangkok Patana School Fun Day on 26th February 2011. Your contribution will support the PTG in raising funds from Fun Day to support the school in achieving its annual wish list over the next 12 months
I know that everyone in our community shares a great desire to provide the very best educational experiences for our children and the PTG wish list is one way of helping provide extra opportunities over and above the strong curriculum. Your support is very much appreciated.
Thank you again for your support and commitment to school – we are most grateful.
Yours sincerely
Matthew G Mills Head of School
Page | 171 Appendix 4.20: Activity Income Sheet
FUN DAY 26-Feb-11
INCOME
Coupons Sales 652,650.00
Raffles Sales 95,750.00
Sponsorship 153,000.00
Street Vendors 65,000.00
Food Vendors 31,000.00
Second Hand Stall 29,300.00
Pimms Sales 1,780.00
German Beer profit share 6,030.00
1,034,510.00 EXPENDITURE
Foam Pit and Bouncy Castle 34,200.00
Clown 8,000.00
Balloonist 7,000.00
Sponsor staffs tip 1,400.00
Coke Staffs tip 1,000.00
Graffiti wall 3,222.50
Coke Beverages 25,697.00
Paddle Pool Assistants 3,000.00
Coupons Sale Assistants 7,800.00 Small Prizes
Page | 172 36,412.00
Pimms 6,145.25
Event Solution 93,090.00
MP Music, Sound System 12,500.00
Cotton Candy 3,500.00
T-shirts for fun day crews 3,210.00
Receipt Books and Inks 468.50
Rubbers Stamps 600.00
Coupons Printed 14,338.00
Raffles Printed 6,250.00
MDF sheets 780.00
Coupons donated to Mercy and Concordial 3,500.00
Payment to Vendors Sale 182,615.00
flowers for Tea Room 1,360.00
Foods for Tea Room 26,890.00
482,978.25
Money Makeable 551,531.75
Page | 173 Appendix 4.21: Feedback Form
FUN DAY FEEDBACK FORM How many times have you attended Fun Day? Did you attend with primary or secondary children? How long did you stay? Was the timing okay? Please comment on the rides? Ex: value for money? Quick turnover? Long waiting time?
Please comment on the shopping street? Ex: variety f vendors, atmosphere, organization?
Please comment on the stage events? Ex: variety of music, inclusion of students, sound quality, etc.
Please comment on the Tea Room? Ex: variety and value of items offered, atmosphere, location?
Please comment on the Raffle: variety of prizes, cost of ticket, timing of draw, ease of ticket purchase, etc.
Please comment on the general layout and signage. Ex: whether it was easy to find the activities you wanted,
Would you come again?
Page | 174 Appendix 4.22: Coordinator Report
FUN DAY REPORT Njah Khan, Fun Day Coordinator
Preparation: 1) Labels -- available from Vivian Billing Patana News – preferable to use this database 2) Envelopes – ordered from purchasing department 3) Volunteers – Year 9 new parents pitched in to help 4) Packing – stuff tickets/flyers together inside the envelope 5) Label all envelopes and ensure all addresses are local. 6) Mail – post at the school shop. PTG pays the stamps.
Collections—Pre paid tickets: Tickets were posted on the 30th of October (just following after the term break) allowing 2 weeks for parents to respond. Posting it early/during the holiday eliminate the chance of low response/interest from parents as most were away/busy for the holiday. Students returned the ticket (with proper info) and funds in the envelope and handed to their respective class teacher. The mail man collects and forwarded to Elizabeth to Elizabeth. Elizabeth Fieldus, reception desk receipts / recorded all incoming funds. She then deposit the funds to our cashier’s department
Raffles Prizes: Coordinate with the Sponsorship Committee prospective prices. Regularly check incoming merchandise and enter list to Inventory. Identify all major prizes and ensure sponsors request/specification been carried out Prior to Fun Day, check Inventory list to ensure what we have on hand and what is yet incoming. Photographed prizes for display.
Fun day: Good supply of volunteers. See my comments below
Drawing of prizes Schedule drawing was an hour prior to closing allowing a greater chance to maximize tickets sold and audience excitement. The 1st prize was drawn at the last and Sri Lankan Air sponsors were invited. Note: label stickers helpful to keep tab of winners.
Page | 175 Silent Drawing There were 5 volunteers drawing prices and recording winner’s info. Philip took a great help in entering data in the computer. Tickets were either attached to the prizes or pasted in a paper for file/future references
Announcement Winners are announced via PTG Accord or Patana News. Tigers Shop and Elizabeth supervises the release of the prizes.
Suggestion for next year: 1) Centralized the control to ensure everyone is at the same page and mistakes can be spotted. This maximizes volunteers’ effort – not wasted. An acting leader should be able to control, check labels, schedule, inventory and prices drawing. 2) Labels are very important element of the package. Ensure that new parents’ database included. 3) It is for the best interest to designate a Fun Day MC Coordinator to ensure that Raffles get an allotted time/attention in the stage and that ruffles sponsors are given exposure and create attention/excitement as the drawing time is nearer. The MC-Stage coordinator should read the script and ensure all details/specs from our sponsors are carried out including picture taking and drawing just excitement from the crowd. 4) Funds control/ticket accountability. On Fun Day, the Leader should allocate each volunteer a number of tickets for sale. This should be pre-pack in a (strip of 10x Baht 200). An envelope valued a total of Bath 5,000- Seller can only take 2 envelopes/time.
Page | 176 Appendix 4.23: Food Coordinator Report
Food vendors report for fun day Carina Yousef
The things to arrange the food vendors.
We took 1500/table for rent and everything the vendors made will go back to them.
This year we had: From the TPG who sponsor the PTG we had 4 Thai food vendors. They used 6 tables and the noodle cart from school. Contact is Khun Jane Thai rep.
PTG arrange BBQ and the school grill for us. They will use the primary counter and 2 extra table and Steve Roberts arrange the BBQ from the BBQ store. They school will help us sell smoothies. You need to order true Khun Wichit I have the order form so you can see how much we order.
Candy floss contact Khun Wichit
Popcorn contact Khun Wichit.
Ice for all water around and if the vendors needs it to Khun Wichit.
Olive had 2 tables.
Masala Art had 1 rented table and one off his own at the back.
English pie had 1 rented table and one off their own in the back.
The curry kitchen had 2 rented tables.
The Taco Sunrise had 2 rented tables and I off their own in the back.
Subway had 2 rented tables and large ice bucket with ice.
Tops had 2 tables but sponsor a ride so no rent.
Popcorn 1 table, no rent PTG.
Candy floss 1 table, no rent PTG.
So totally 22 tables and 1 noodle cart.
You need to decide how many vendors you would like to have and a variety of different kind off
Page | 177 food. So this year I had a good mix from the parents and teachers feedback.
The food vendors will contact you and also you need to contact them because it's up to you who you want to come in. But for sure I know that Masala Art, Subway and Taco sunrise will come and join for next year to.
Anything the vendors need you need to contact Khun Wichit
For arranging the security coming in to school like what kind of car, the colour, number plate and the name off the people helping contact Steve Roberts or Khun Pa.
The vendors need to pay in the rent to the PTG account and scan and sent back to you true email so you know who has paid. And set up a deadline for last payment. And cc it to the treasure off the PTG.
You need to make a layout to get proved off Steve Roberts.
The set up for the vendors is the Friday before after 4 pm.
Hope I get everything otherwise contact me [email protected]
Page | 178 Appendix 4.24: Secondary Games Report
Secondary Gamesth Report - Bronwyn Page Fun Day 10 November 2007
Helen Thew, Alec Bien, Simon and his staff did a great job to bring together the games, staff and students on the day. Each Year Group/JSRC/SRC ran the games on the day supervised by teachers. Two students per hour. (List attached) All games were 20tb coupons. Unfortunately Jail booth could not be used as it was assigned to the senior production. Water guns were very few and not found until the day by which time PTG parents had brought some in. Electric wire (placed late due to no Jail Booth) and Cup a Coin never appeared. There seemed to be some students that didn’t turn up for their time slot, perhaps Helen and Alec could clarify. Dunk Tank needs three people, this was very busy; it also got very slippery and muddy but the children had such fun. 1: collect balls, 2: help the child up on to stand or table (I was concerned that the younger children might slip, towel or non-slip surface for next year) 3: Take the coupon and hand out the prize. Prizes: 3000 needed from last year’s coupon takings. (Attached) Each child got a prize, throughout the day better prizes – hats, sports bags, cinema tickets, books were given out at random. We bought: 72 Pens on cord, 72 rulers, 120 phone/key chains, 144 sticker strips and 1296 smiley face badges from China town. Total 1704 True: Last year’s pens 350, key rings 315, radios 130. This year: hats, caps, notebooks, business folder, bags, key rings of good quality. 20 of each item. Total 915 Korea Group: 500 x three pen packs Major Cineplex: 50 tickets Allied Pickfords: 100(?) note packs with pen and sweets Total Prizes: 3269 Prizes Surplus: Two boxes in copy room with around 70 radios, 250 key rings & 80 pens along with 25 pen packs. A large True box containing mixed prizes Pageenough | 179 for 2-3 games next year and 1 sports bag. I had layered different prizes in boxes so children would get a mixture, students separated them and put them on display, which was a better idea but a few got coke spilt on them. Deborah Lancaster Most popular games 2006 Water Guns 5595 coupons Dunk Tank 4360 Lucky Strike 3230 Hit the Can 3220 Coconut Shy 2830 Cup a Coin 2630 Splat the Rat 1760 Jail Booth 1700 Penalty Wall 1250 Beat the Goalie 970
Recommendations WATER GUNS MUST BE BOUGHT AT SONGKRAN, a consideration would be to purchase 100’s if they are the syringe type, on ‘Splash Day’ 2004 the children got to take them home. I recommend at least 60. Something to attract the children over to the games, although signs were made on the day perhaps balloons around each game stand. As I had a few cinema tickets left over, Alec suggested they be given to the students who had done double time slots. Last year Helen arranged a pizza lunch for the game that took the most coupons/money, and the students counted the coupons too. But this year there was a mix up with coupons so at this time I am unsure what will happen. Last year the Jail booth had to be closed due to the ground becoming a mud bath and the supervising teacher decided it was unsafe.
Page | 180 Appendix 4.25: Activity Coordinator Report Fun Day 2011 Recap Activities Coordinators Vani Sharma Cheryl Rego
GENERAL PROCESS 1. Identify space/locations to be filled 2. Contact Event suppliers (see spread sheet on events/activities) and determine cost/availability Note: some events are linked to sponsors – Crown Relocations bouncy castle, Tiger Wave Slide, Kalavek Spa 3. Provide list of events to school marketing/fundraising so they can match events to sponsors 4. Provide draft layout of events to Service Department. Remember to allot spaces for info tents, coupon booths. Coordinate with shopping street and drinks 5. Confirm with all suppliers the day, timings, cost of the event. Gather from them the car numbers, and names of attendants for security. 6. Source A4 paper boxes that will go with each event, to be used for gathering coupons. Each box should have a lid with a slit. Print names of each event and stick onto each box. Boxes can be found in PTG store room or in the school reproduction room. After Fun Day each box of coupons must be counted. 7. Review signage 8. Be prepared to spend the Friday afternoon/early evening before Fun Day setting up
POSITIVE 1. Events spread over a larger area so not so crowded 2. More places for people to sit down 3. Activities for secondary students popular 4. Having new activities made it interesting – i.e. space ball, 2 euro bungy, foam pit, trampoline dedicated to primary and trampoline for secondary. 5. Games put on by secondary students always popular 6. Music stands with coupon/restriction info for each event 7. Using volunteer floaters who can fill in where necessary 8. Having K. Pa knowledgeable about previous year
NEEDS CHANGING/IMPROVEMENT 1. Need an active Thai speaker on the committee to help out in explaining details/booking and getting info from suppliers. This will lighten the dependency on Khun Pa and the service department
Page | 181 2. Prizes for secondary games too costly 3. Foam Pit very popular but very costly 4. If Foam Pit is chosen next year, suggest barricade around to stop students from jumping into the pit from the side without paying. 5. Volunteer shortage 6. Need replacement bus monitors for when it is time to exchange money upstairs 7. Need Thai speaking person to supervise bus monitors. At one point, half the coupon stations were closed and bus monitors were upstairs eating lunch – and this was at lunch time when everyone wanted coupons. 8. Need signage for Information tents, coupon counters, and raffle sold here. 9. Lack of communication between school and ourselves in terms of commitments to sponsors – Pepsi/coke issue, Thai bev 10. Dancin’ Dan the Clown should not be booked again. Instead use the same balloonists and just get two more. 11. Place program/maps at coupon counters 12. Euro bungy snapped and was shut down for half an hour at least 13. Power Punch broke – not by a parent but by a small but strong student.
GENERAL FUN DAY CHANGES 1. Security guards should only let parents through the main fun Day entrance – they were coming through the front entrance of school as well and then did not know where to proceed to. Add “no entry” signage to main entrance 2. Make sure Thai parent group is involved. 3. All Parent reps in Primary and secondary should be aware at the start of the year that they are obligated to volunteer on Fun Day. 4. All PTG committee members should be available for volunteering all day on fun day. 5. The School has preferences and the Fun Day coordinator should be made aware of these preferences at the first meeting and this will prevent much frustration from both parties. 6. Pimms volunteers should be asked to not drink the Pimms for free all day. This year we ran out of Pimms. Also a PTG visual issue. 7. Thai Parents Group does a fab job, but we have no idea what they are working on and this makes it difficult regarding sponsors. Suggest more integration between the TPG and general Fun Day committee
Page | 182 Appendix 4.26: Shopping street Coordinator Report
SHOPPING STREET REPORT FOR FUN DAY FEB 26TH 2011 The shopping street this year had 33 vendors in total of which 18 vendors were new. SIZE of the booth 4m x 2.5 m approx. Offered 2 tables, 2 chairs & electric connection on request. Extra table was charged 1000 baht per table. Cost of the booth - 2000 baht POSITIVE FEEDBACK 1- Good variety of products displayed - toys, bags, carpets, handicrafts, cards & paper products, quilts, runners, table mats, leather hand bags, party gifts & party bags, decor items, cutlery, costume and gold, silver plated jewelry, footwear, kid's stationary & clothes, home & kitchenware products, CD's, personalized kid's bracelets, hair accessories, Thai silk scarf, clay pots and clay jewelry, educational blocks and laptop bags etc. 2- The new location (basketball hard court) was appreciated as it provided shade from the heat and wider walking space. 3- Size of booth (4m x 2.5m approx) with 2 tables and 2 chairs and electric connection was sufficient. 4- All vendors were happy with the booth allotted to them (except for one who had personal issues with one of the co-vendor) Vendors supported the decision of allotting the booth space to them rather than First come first serve on the event day. 5- The cost of booth 2000 baht is appropriate keeping in mind that many local vendors participate. SUGGESTIONS 1- The product description given by the vendors (particularly new vendors) should be cross checked before it's allowed to participate in the event. This can be done by checking their website, brochures or requesting to look at their sample. If the description given fails to match the product displayed during the event, PTG should reserve the right to refuse the display of such products on the event day. 2- Vendors should be asked to get their original payment slip on the day in return of which they are given the receipt from PTG. (Although they have already scanned the same and emailed before but original is still required for PTG records) 3- The loud stage music was not appreciated which went on the whole day. 4- Sale of silly strings and colored spray (kid’s items) should not be allowed. This should be mentioned in the initial welcome letter. 5- An active Thai speaker who could interact with a few of the Thai vendors would have been appreciated. 6- Vendors should be requested to offer raffles for the event. The raffles should be preferably given to PTG prior to the event with proper labels. 7- Certain vendors who ask for a space preference should be checked if their product specification actually requires the same or not. E.g., carpets do need a corner space as they need to be displayed.
Page | 183 8- The company name should be verified before issuing the receipt. DATE WISE SCHEDULE OF LETTERS SENT TO SHOPPING STREET VENDORS PARTICULARS SENT ON DATE 1- Initial welcome letter to check their availability to participate 12/1/2011 (Based on the response, more invites were sent later) 2- Letter to confirm location of shopping street 25/1/2011 3- Verifying company name and contact person 20/2/2011 4- Directions & timings to set up the booth 22/2/2011 5- Layout plan of the shopping street, requesting for their 24/2/2011 vehicle details, contact person etc. Also enclosed is the list of the all the vendors (with their contact details and specifications), initial welcome letter and layout plan. In case of any further clarifications, please contact me. Ritu Pasricha [email protected]
Page | 184 Appendix 4.27: Thai Rep Report
Thai Representative Report
Fun Day Activities 2011
15 March 2011
The objective is to raise funds to sponsor many special activities and projects throughout the school. Moreover, we would like to promote awareness and goodwill by welcoming whole school community participation in the Fun Day activity.
Tasks Thai Parents Group has organized two activities which are Thai Food Stalls and Lucky Draw Tent. All proceeds from revenues are delivered to PTG. Thai Food Stalls Collect cash donations from Thai Parents and seek 2 volunteers Contact 3 -4 Thai food vendors Liaise with Food Coordinators to organize the stalls location and equipments Count coupons revenue and deliver to PTG Lucky Draw Tent Seek about 20 volunteers Collect cash donations and lucky draw prizes from Thai Parents and outside sponsors (if any) Sort out the prizes Liaise with Fun Day Organizer to organize the tents and equipments Organize the activities such as volunteers and supply tools. Count coupons revenue and deliver to PTG
Special thanks to all volunteers and Thai families for donating cash and a vast variety of lucky draw prizes. This year we have made approximately 130,765 Baht. A very successful day for everyone involved indeed!
Sirinet (Jane) Janvatanavit Thai Representative
Page | 185 Final points
We hope this Manual has given you some insight and made it easier for you to complete your role on the PTG. We reiterate that the procedures and guidelines included here are what ideally expect, but we realize that procedures may vary depending on the size of the Committee and the people on it.
The PTG committee is involved often at school and this Manual should have given you a good grasp of the vast scope of activities undertaken by the PTG. It takes a lot of work, dedication and countless hours at school by volunteers to make it all happen. Thank you.
If you have noticed any inaccuracies, please send a note with the change to the current PTG secretary or an email to [email protected]. In order that this Manual continues to be useful to successive PTG committees, we count on you to verify the accuracy of the information.
Finally, we cannot close this Manual without being grateful for the tremendous amount of work done by Jay Abai who first raised the idea of having a Manual and then put this Manual together. Although she received material and help from staff and PTG members, it was her dedication and commitment to this task that has delivered this completed manual to us. Thank you, Jay.
Jane Wise PTG Chairman 2010 – 2011 2011 - 2012
Page | 186