Friends of Asia Pacific World Association of Girl Guides and Girl Scouts

MANUAL Chapters

1. Welcome to Friends of Asia Pacific, WAGGGS

2. History of Friends of Asia Pacific, WAGGGS

3. Membership 3.1 Membership Categories 3.2 Insignia 3.3 Replacement Pins 3.4 Membership Donations 3.5 Accumulation of Contributions to WAGGGS Funds 3.6 FAPW Awards

4. Membership Incentive 4.1 Policy 4.2 Explanation 4.3 Guidelines

5. Terms of Reference – Friends of Asia Pacific, WAGGGS 5.1 Purpose 5.2 Membership 5.3 Membership of the Olave Baden-Powell Society 5.4 Organization of FAPW 5.5 Structure 5.6 Financial Management 5.7 Promotion 5.8 Uniform 5.9 Amendment and Authorization

6. FAPW Working Group Operation 6.1 Events 6.2 Membership 6.3 Communication

7. FAPW Country Groups 7.1 Country Coordinator 7.2 Appointment of Country Coordinator

8. FAPW Events 8.1 General Assemblies 8.2 Other Invitations for FAPW Members 8.3 Guidelines for Organizers of FAPW Events 8.4 Guidelines for FAPW Working Group for Membership Ceremonies

9. FAPW Working Group 2014 – 2017

10. Photo Gallery 10.1 Membership Pins 10.2 FAPW Award Pins

Reviewed March 2011, June 2012, March 2013, July 2015 Amended July 2015

1. Welcome to Friends of Asia Pacific, WAGGGS

It is with joy that I introduce to you to the Friends of Asia Pacific WAGGGS (FAPW), a special group that provides meaningful support to the world’s largest international organization for girls and young women.

Since its foundation in 1999 by Dr. Juseon Byun, FAPW has gathered women leaders from around the globe who share the vision of WAGGGS and believe in its mission of transforming the lives of Girl Guides and Girl Scouts.

You, too, have the opportunity to be part of this awesome group, as it offers a variety of membership categories. As a Friend of the Asia Pacific Region, you will be a vital partner of WAGGGS in supporting programmes to benefit girls in many ways, especially on self-confidence, character development, practical life-skills and leadership. You will be able to attend local gatherings where your ideas can inspire and influence development projects in communities. Moreover, as a Friend you can meet and network with fellow Friends at various prestigious international events held throughout the Asia Pacific Region.

As you go through this Manual, I urge you to belong and to be a Friend. Your presence in this amazing ensemble will add to the many Guiding lights that each Friend has become. Our collective efforts will safeguard our dream and vision for responsible women citizens of the world.

Susan Locsin Chair, Working Group 2014-2017 FAPW

2 Amended July 2015

3 Amended July 2015

2. History of Friends of Asia Pacific, WAGGGS

In 1999, during her term as Chairman of Asia Pacific Region, Dr Juseon Byun founded Friends of Asia Pacific WAGGGS (FAPW) to support the development of Girl Guiding and Girl Scouting and the promotion of WAGGGS’ Vision and Mission in the Asia Pacific Region.

The first Chapter Meeting of FAPW was held in 2000 in the Republic of Korea.

The first Working Group of FAPW was established in June 2004 as a sub-committee of the Asia Pacific Committee with Leticia Aranilla (Philippines) as Chairman. The other members were Shin Ja Kim (Korea), Yocko Odaira (), Anna Chui (Hong Kong), Marian Langdon () and Siromi Rodrigo (Sri Lanka). Dr Juseon Byun (Korea) and Dr Amelita Dayrit-Go (Philippines) were Advisers to the sub-committee.

At the General Assembly, held once every three years, the Working Group is elected to administer FAPW for the ensuing three years. General Assemblies have been held in in 2005, Taiwan in 2008, South Korea in 2011 and in 2014.

Her Royal Highness, Princess Azizah of Pahang, Malaysia is the appointed Patron of FAPW. She accepted this appointment in 2004. Wherever possible Princess Azizah presents the membership pins to new and upgrading members and takes every opportunity to promote and support FAPW.

There are almost 3.5 million Girl Guides and Girl Scouts in the 26 WAGGGS Member Organizations in the Asia Pacific Region. In June 2015, membership of FAPW reached 2060 members.

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3. Membership

FAPW is an essential partner in WAGGGS, the world’s largest international organization for girls and young women, which includes ten million Girl Guides and Girl Scouts worldwide and 146 Member Organizations.

Membership of FAPW is open to any individual, corporation, foundation or other organization which supports the Vision and the Mission of WAGGGS.

FAPW funds help support Girl Guides and Girl Scouts in the Asia Pacific Region to:  Enable girls and young women to become competent and confident leaders.  Provide opportunities for young women to attend essential life skills training.  Give young women the opportunity to attend international United Nations events.  Develop the fullest potential of young women throughout the Asia Pacific Region.  Assist countries which are working towards membership of WAGGGS.  Fund essential projects and programmes of the Member Organizations that benefit young women and of the Asia Pacific Region that contributes to meet the objectives of the Asia Pacific Operational Plan.

3.1 Membership Categories There are seven categories of individual membership based on the donation level paid – Crystal, Silver, Gold, Diamond, Titanium, Platinum and Major Donor – and one category for organizations.

Category Donation (GBP) from 1. Crystal 40 2. Silver 80 3. Gold 200 4. Diamond 300 5. Titanium 500 6. Platinum 700 7. Major Donor 1,000 8. Corporate Plan 1,000 or more

Minimum entry level for adults is a donation of GBP 80. Major Donor applies to donations of GBP 1,000 or more.

The Crystal category is only for those below 18 years of age. Membership at Crystal level will lapse if the member does not upgrade upon turning 18 years of age.

Members may upgrade to another category by paying the difference already donated and that applying to the proposed category.

The Corporate Plan membership is available to any corporation, foundation or other organization which donates GBP 1,000 or more.

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3.2 Insignia Individual members each receive a Membership Certificate and Pin relevant to the donation category. For the Corporate Plan, a Plaque applies in addition to a Major Donor Pin for the head of the organization.

Category Pin Crystal Silver-plated Pin, pink wording and trefoil Silver Silver Pin, blue wording and trefoil Gold Gold Pin, blue wording and trefoil Diamond Platinum-plated Pin, blue wording and trefoil, and one stone Titanium Silver-plated Pin, black wording and trefoil Platinum Rose gold-plated Pin, black wording and trefoil Major Donor Pewter Pin Pewter Pin (Major Donor Pin) for Head of organization and a Corporate Plan Corporate Plan Plaque

Refer to Chapter 10 – Photo Gallery for photographs of the Membership Pins.

3.3 Replacement Pins Effective from the 2nd General Assembly in Taiwan in 2008, the Pin design was changed. Members who have Pins issued prior to this date, or who wish to replace a lost Pin, may obtain the current pin from their Country Co-ordinator at a cost equivalent to GBP 6, including postage.

3.4 Membership Donations Membership Donation levels are reviewed and approved at each General Assembly. The current membership donations are listed in Section 3.1 – Membership Categories.

New and upgrading members must complete the FAPW Membership Form, available for download at: https://www.wagggs.org/en/our-world/asia-pacific-region/Support-us/

Completed forms are to be forwarded to the Country Coordinator, who is responsible for forwarding the forms and payment to the Regional Director, Asia Pacific Region WAGGGS at the World Bureau as explained in the FAPW brochure, a copy of which can be obtained from the website as above. If there is no Country Coordinator, forms and payment with either credit or bank transfer details are to be forwarded directly to the Regional Director, as above.

Payments can be made by credit card (Visa or Mastercard) or bank transfer.

Membership donations are accepted in Great British Pounds (GBP) only.

Please use this email for all FAPW forms, correspondence and enquiries: [email protected]

3.5 Accumulation of Contributions to WAGGGS Funds Funds contributed to Friends of Asia Pacific WAGGGS (as well as other WAGGGS groups such as the World Centres) may be used as part payment towards membership of the Olave Baden-Powell Society (OB-PS).

Refer to Section 5.3 – Membership of Olave Baden-Powell Society for further information on membership of OB-PS.

3.6 FAPW Awards The FAPW Awards are given to honour individual Friends who have continued to donate to the FAPW Fund beyond the level of the Major Donor membership category.

Friends who donate a cumulative total of GBP 3,000 are recognized with the FAPW Silver Award.

Friends who donate a cumulative total of GBP 5,000 are recognized with the FAPW Gold Award.

The FAPW Awards are presented once every three years at the FAPW General Assembly. Should the awardee not be present at the General Assembly, the FAPW Award Certificate and FAPW Award Pin may

6 Amended July 2015 be presented to an appointed representative. A separate presentation may be held later if the awardee is present at a FAPW event where the FAPW Patron or the FAPW Founder is in attendance.

FAPW Gold Award Pins and FAPW Silver Award Pins are not membership pins and are worn in addition to the Major Donor Pin.

Refer to Chapter 10 – Photo Gallery for photographs of the FAPW Award Pins.

7 Amended July 2015

4. Membership Incentive

4.1 Policy For every GBP 6,000 raised by FAPW from a single country group, GBP 1,800 (30%) of the donations will be returned to the Member Organization of that country.

4.2 Explanation The Membership Incentive is to support only the Member Organizations in the Asia Pacific Region where the donation is collected. If the country does not have a registered Member Organization or is in another Region of WAGGGS, it will not qualify for this Membership Incentive.

4.3 Guidelines Member Organizations will submit an application to the Asia Pacific Regional Committee for the use of the Membership Incentive. Each submission will be considered and approved by the Asia Pacific Regional Committee. The FAPW Working Group will be notified of successful projects. Once the submission is approved by the Asia Pacific Regional Committee, the funds will be transferred to the Member Organization.

The types of projects that would meet the Asia Pacific Regional Committee’s requirements are:  Projects contributing to the achievement of objectives in the Asia Pacific Operation Plan.  Projects which will benefit young women of the Member Organization.

The funds must be used within two years of the date of transfer of funds.

The Application Form for the Membership Incentive is available for download at: https://www.wagggs.org/en/our-world/asia-pacific-region/Support-us/friends-asia-pacific-wagggs-fapw- membership-incentive/

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5. Terms of Reference – Friends of Asia Pacific, WAGGGS

5.1 Purpose a. FAPW raises funds to support the development of Girl Guiding and Girl Scouting in the Asia Pacific Region. b. FAPW provides support for the promotion of WAGGGS’ Vision and Mission in the Asia Pacific Region.

5.2 Membership a. Membership of FAPW is open to any individual, corporation, foundation or other organization without distinction of nationality, culture, creed or religion. b. Categories of FAPW membership and donations are detailed in Chapter 3 – Membership. c. Donations are collected and paid to the Asia Pacific Region at the time of admission or upgrade.

5.3 Membership of the Olave Baden-Powell Society (OB-PS) a. An individual donor who has already donated GBP 6,000 or equivalent over a period of time to FAPW is eligible to become an OB-PS member. OR b. An individual donor who has donated GBP 1,000 or equivalent to FAPW and plans to make ongoing donations can commit to making five further donations of GBP 1,000 over the next five years (or less) to OB-PS and in doing so become an OB-PS member. In this case, the donor must provide evidence of these donations to OB-PS who will then update their records accordingly.

5.4 Organization of FAPW 5.4.1 FAPW Working Group a. The general administration and organization of FAPW is undertaken by a committee called the “FAPW Working Group”. Members of the Working Group are elected at a General Assembly and names submitted to the Asia Pacific Regional Committee for approval. b. Besides Working Group members, other appointments may be recommended by the Working Group for approval by the Asia Pacific Regional Committee. These appointments may include, but not be limited to, the position of Patron. c. There is no term for the Patron but a Patron may be invited to commence the role at the commencement of each triennium. A nomination for a new Patron shall be approved by the Asia Pacific Regional Committee. d. In each WAGGGS triennium, a General Assembly of FAPW is held in a country of the Asia Pacific Region where there is FAPW membership. The FAPW Country Group may offer to host an assembly. At each assembly the decision is announced where the next event will be held. e. FAPW is generally invited to hold a gathering of members in conjunction with the Asia Pacific Regional Conference called the FAPW Gathering. f. Services of WAGGGS staff support shall be available to FAPW at the discretion of the Chief Executive of World Bureau.

5.4.2 FAPW Country Groups a. FAPW is a self-administering group responsible to the Asia Pacific Regional Committee. b. FAPW members from each country of the Asia Pacific Region are encouraged to administer and promote FAPW in that country on an ongoing basis. FAPW members within the country may choose to appoint a Country Coordinator from amongst the FAPW members. If there is no one to take up this role, the Member Organization is to appoint a person to receive and disseminate information on behalf of FAPW. This person is called the Country Contact. She may be the International Commissioner (or equivalent) of the Member Organization or a member of the Working Group. c. FAPW members from countries not in the Asia Pacific Region will be administered by the Working Group. d. The Country Coordinator works closely with the Working Group, the Asia Pacific Regional Committee and the Member Organization. The Country Coordinator is responsible to report any Friends activities in the country to the Working Group Contact person. e. There should be only three official roles in a Friends country group: i. Country Coordinator ii. Secretary iii. Treasurer Ad-Hoc Committee members may be appointed only when there is an event and the extra help is needed. The Country Coordinator, Secretary and Treasurer will serve a maximum 9 Amended July 2015

of two terms of three years each.

5.4.3 Member Organizations of the Asia Pacific Region a. Member Organizations work closely with the Asia Pacific Regional Committee to support the FAPW Country Group. b. Member Organizations may appoint the International Commissioner (or equivalent) as the FAPW Country Contact if there is no Country Coordinator appointed by the FAPW Country Group. c. FAPW in each Country Group must open a bank account if donations collected are not transferred immediately to the Asia Pacific Region. Member Organizations will assist the FAPW Country Group to open a FAPW sub-account linked to the Member Organization’s account.

5.5 Structure 5.5.1 FAPW Working Group a. The FAPW Working Group consists of six members of FAPW – one of whom will be elected by the Working Group to be Chair for the triennium. b. All members of FAPW are eligible for appointment to the Working Group. c. All members of Working Group shall serve for a maximum of two terms of three years each. To provide continuity, at the end of the first term of three years, three current members will remain in the Working Group and three new members will be elected. A member of the Working Group may serve for a maximum of six years. d. In the event that a member resigns or leaves for any reason before the completion of the term of office, a replacement will be appointed by the Asia Pacific Regional Committee on the recommendation of the Working Group, to complete the term of office of the member being replaced. This appointed member shall be nominated for election as a Working Group member at the following General Assembly to enable her to continue to serve as a member of the Working Group. If elected as a member of the Working Group, her term of office shall begin from the date of the said General Assembly.

5.5.2 Duties of the Chair of FAPW Working Group a. Chair meetings of FAPW and the Working Group, and ensure decisions of the meetings are formalized and recorded. b. Coordinate the work of the members of the Working Group. c. Submit to Asia Pacific Regional Committee for appointment, the names of members and Chair elected to the Working Group by FAPW. d. Prepare and submit yearly reports to the Asia Pacific Regional Committee. e. Maintain cooperation and communication with the Asia Pacific Regional Committee FAPW Liaison Person and Regional Director, Asia Pacific. f. Invite the Asia Pacific Regional Committee to attend the General Assembly. g. Invite the FAPW Liaison Person on the Asia Pacific Regional Committee to attend Working Group meetings. h. The Chair or a designated member from Working Group may be invited to attend an Asia Pacific Regional Committee meeting. In such cases, expenses will be fully borne by the Asia Pacific Region.

5.5.3 Duties of FAPW Working Group a. Determine the membership fees for FAPW members. b. In consultation with the Asia Pacific Regional Committee, identify and pursue funding opportunities. c. Periodically review all promotional and other materials relevant to FAPW, including the publication of the half yearly FAPW newsletter. d. Meet at least once per triennium, preferably during FAPW General Assembly, a gathering or at other events when members may be in attendance. e. At times outside meetings and when meetings are not possible, work will be carried out by various means of communication. f. Organize and implement the triennial FAPW General Assembly. g. Coordinate with the FAPW Country Group and Asia Pacific Regional Committee to implement the FAPW Gathering. h. Plan and conduct elections for new Working Group members at each General Assembly. Submit names to Asia Pacific Regional Committee for appointment as Working Group members. i. Provide a report to the Asia Pacific Regional Committee annual meeting. j. Provide a report to the Asia Pacific Regional Committee for the Regional Conference. 10 Amended July 2015

k. Submit an annual statement of accounts, including event accounts, and budget to the Asia Pacific Regional Committee annual meeting.

5.6 Financial Management a. The Asia Pacific Regional Committee is the decision-making body for use of funds raised by FAPW. b. All membership donations collected are held in the Asia Pacific Region FAPW account at the World Bureau. c. FAPW events must be self-sufficient to cover the cost of the event. Surplus must be deposited into the Asia Pacific Region FAPW account at the World Bureau. d. The event fees for the Working Group to attend the General Assembly and FAPW Gathering at the Regional Conference will be covered by the event budget. e. The Asia Pacific Regional Committee allocates up to GBP 5,000 per triennium for use as operational expenses (includes production of membership certificates, pins, plaques, printing of promotional materials, etc.) of FAPW including transport expenses of the Chair, FAPW to attend the FAPW General Assembly. f. All operational costs must be advised to and authorized by the Asia Pacific Regional Committee.

5.6.1 FAPW Country Groups In the event that the Member Organization Financial Policy does not allow the FAPW Country Group bank account to be linked to the Member Organization bank account, the FAPW Country Group may open a bank account based on the following:  It must be opened in the FAPW Country Group’s name, with a minimum of two signatories, both to sign.  The Country Coordinator must inform the Working Group of this set-up, with a copy to the Member Organization as evidence that the FAPW Country Group members are aware of this arrangement. FAPW Country Groups must transfer all donations collected to the Asia Pacific Region as soon as possible but not later than six months after collection.  It is recommended that membership donations be paid by credit card as this avoids shortfall caused by deduction of bank fees from the sum transferred.  FAPW Country Groups may retain a balance equivalent to GBP 250 to cover the initial costs incurred when organizing an event. A temporary bank account may be opened for an FAPW event but must be closed when the event accounting has been finalized and all funds, including any profit, transmitted to WAGGGS.  An activity report and audited accounts or statement of account from their FAPW bank account must be submitted to the Working Group at the end of March each year. To minimise costs involved in auditing, the accounts could be checked by a Chartered Accountant in the Member Organization or Friends Group.

5.7 Promotion a. Materials produced by FAPW, including media materials, souvenirs, gifts, merchandise items which contain WAGGGS logo must be authorized by the Communications Team at the World Bureau. b. FAPW may submit interesting articles to the AP Link News. c. All FAPW circulars must be reviewed by the FAPW Liaison Person on the Asia Pacific Regional Committee and will be distributed through the World Bureau.

5.8 Uniform a. The Chair, FAPW is entitled to wear the World uniform for the term of her office. Unless explicitly stated by the World Board, no other Friends are entitled to wear the World uniform. b. The Working Group is entitled to design t-shirts or shirts or insignias for the group which may include the FAPW logo. All designs must be authorized by the Asia Pacific Regional Committee.

5.9 Amendment and Authorization a. The Asia Pacific Regional Committee is the decision-making body of Working Group and FAPW in matters pertaining to FAPW Terms of Reference. b. Whenever possible and practicable, proposed amendments will be referred to the Asia Pacific Regional Committee for comment before decision. The Asia Pacific Regional Committee may recommend amendments to the Terms of Reference.

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6. FAPW Working Group Operation

The Working Group consists of six members, one of whom is Chair, and is also designated as Chair, Friends of Asia Pacific WAGGGS.

The majority of the work of the Working Group is carried out by email, although the opportunity is taken to hold face to face meetings whenever a group of members is together at an FAPW function or when the Asia Pacific Regional Committee conducts training for the Working Group.

To streamline the operation of the Group, responsibilities are divided into three categories and two members take responsibility for each of these categories, although all members may contribute to discussion and decisions on all items. Where possible, a member serving a second term should be responsible for a different category to that for which she had responsibility during her first term.

The categories are:  Events  Membership  Communications

6.1 Events The responsibilities of these members are:  Initiate arrangements with countries who are hosting FAPW regional events.  Ensure information regarding events is sent to Member Organizations on time.  Present proposed plans to the Working Group for approval.  Coordinate agenda items for the meeting session of any gathering.  Ensure there is an opportunity for a report from the Asia Pacific Region during the event.  Ensure someone is allocated the responsibility to introduce and chair agenda items.  Supervise gatherings, arranging thanks to speakers.  Ensure event report and statement of income and expenditure is provided.

6.2 Membership The responsibilities of these members are:  Maintain accurate records and ensure they agree with records held at the World Bureau.  Ensure records held by the Working Group agree with each Member Organization’s records of their members.  Receive copies of World Bureau records at least twice yearly.  Maintain an appropriate supply of pins at the World Bureau and ensure that countries understand the production of certificates, and letters of welcome and thank you to new members.  Prepare a report showing annual membership increases for the annual report.  Prepare a report showing annual membership increases over the triennium for the General Assembly.

6.3 Communications The responsibilities of these members are:  Periodically initiate a review of FAPW brochures and documents including – Membership Brochure, Ways of Work - Working Group, Ways of Work - Country Coordinator, Terms of Reference.  Initiate printing of Membership Brochure following each General Assembly.  Seek information for AP Link News article, write the article and submit to WAGGGS staff.  Send a letter at least annually to Country Coordinators to share information of FAPW news.  Assist the Chair with correspondence from time to time.  Produce the FAPW half yearly newsletter.

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7. FAPW Country Groups

7.1 Country Coordinator Each country in the Asia Pacific Region is encouraged to appoint an FAPW member as a Country Coordinator. The Country Coordinator is responsible for ensuring that members in that country are kept informed of FAPW activities; and for maintaining contact with Working Group. If a country has no Country Coordinator, a Country Contact may be appointed to be the liaison person. She may be the International Commissioner (or equivalent) of the Member Organization or a member of the Working Group.

7.2 Appointment of Country Coordinator FAPW members within the country may choose to elect or appoint a Country Coordinator from amongst the FAPW members. If there is no Country Coordinator, then the Member Organization may determine the appropriate length of term for their Country Contact.

FAPW members from countries not in the Asia Pacific Region will be administered by the Working Group.

The Country Coordinator works closely with the Working Group, the Asia Pacific Regional Committee and the Member Organization.

The Working Group must be advised of the name and contact details of the Country Coordinator/Contact appointed and pass this information on by email to the AP Regional Director at [email protected]

7.3 Coordinator’s Role and Responsibilities 7.3.1 Role Within Their Country The major role of the Country Coordinator is to encourage new members, to keep members informed of FAPW activities, and to maintain close contact with their National Executive/Chief Commissioner regarding FAPW matters within their country.

7.3.2 Responsibilities Within Their Country a. Develop methods to introduce FAPW to their society and encourage individual and corporate memberships. b. Encourage new members to attend events where they will be presented with their insignia. Alternatively, arrange occasions in their country at which Membership Certificates and Pins may be presented. Arrangements can be made with the World Bureau for a small supply of pins to be held. Certificates may be computer-printed on lightweight yellow card – sample provided by World Bureau. c. Maintain an up-to-date list of members who live in their country and ensure the World Bureau is advised immediately of new members and upgrading members. d. Hold correspondence relating to FAPW, including a small supply of membership brochures. e. Receive information from the Working Group. f. Circulate information to FAPW members and potential members within their country. g. Ensure their Chief Commissioner/National Executive is/are kept up to date with FAPW matters. h. Inform the Working Group of activities within their country.

7.3.3 Possible additional Responsibilities to be decided by the FAPW Working Group a. Arrange functions for FAPW members within their country to encourage social interaction and increased interest and support of FAPW activities. b. Invite members of FAPW throughout the Region to attend functions within their country, where applicable. c. Before the next General Assembly consider nomination to serve as a member of the Working Group.

7.3.4 Role and Responsibilities to FAPW a. Respond promptly to correspondence from the Working Group. b. Initiate correspondence to the Working Group when required.

7.3.5 Role and Responsibilities to Asia Pacific Region, World Bureau a. Advise the names and details of new members or upgrading members as soon as they are received. b. Forward the forms and payment to the World Bureau as soon as possible but not later than six months. World Bureau Contact: [email protected]

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8. FAPW Events

8.1 General Assemblies The official meeting of Friends of Asia Pacific WAGGGS is a General Assembly. General Assemblies are held every three years. At each General Assembly the venue for the next General Assembly is chosen.

2005 1st General Assembly held Kuantan, Malaysia 2008 2nd General Assembly held Taipei, Taiwan 2011 3rd General Assembly held in South Korea 2014 4th General Assembly held in Thailand 2017 5th General Assembly to be held in Brunei

8.1.1 Choosing where to hold a General Assembly  Prior to a General Assembly, the Working Group identifies possible locations for the following General Assembly.  The Working Group will then seek proposals from Country Coordinators to hold the event in their country. Such proposals will show the month in which they are willing to host the event and will be countersigned by the Member Organization of the country.  At each General Assembly a decision and announcement is made on the location for the next General Assembly.

8.1.2 Format of a General Assembly  In general the format of an Assembly is spread over four days: Day 1 Registration in the afternoon Day 2 and 3 Meeting and Tour of local area Day 4 Tour or alternative, Closing Ceremony no later than during lunch  Normally, an appropriate hotel is chosen as the main venue for the event. Tours should reflect areas of interest and the culture of the country and may include activity with local Girl Guides or Girl Scouts.  Other items to include: - A Presentation Ceremony for new and upgrading members. Wherever possible, presentation of the Pins is made by the Patron. Presentation of the Certificates is arranged locally. - A special dinner event at which members are invited to wear their national costume. - A bazaar where goods to be sold are provided by participants. Funds raised are given to the AP Region.  The Working Group should work closely with FAPW in the host country as plans are formulated. The host FAPW group maintains close contact with its Member Organization. The Working Group will be responsible for meeting arrangements as well as details for the Presentation Ceremony and Closing Ceremony.

8.1.3 Budget for General Assembly Based on a list of needs provided by the Working Group in the host country must prepare a proposed budget for approval by the Working Group. Once the budget has been accepted, a fee for participants will be determined.

8.1.4 Advice to Prospective Participants  Preliminary information stating specific dates of events, location of event, general information, and number limitations (if any) should be sent by the Working Group to Country Coordinators/Member Organizations six to nine months prior to the event.  Four months before the event, a complete set of detailed information and forms must be sent by the Working Group to Country Coordinators/Member Organizations, and available for downloading from the website.  Notice of the forthcoming event and availability of Registration Forms should be printed in the AP Link News issued prior to the date of distribution of forms.  The host country may choose to provide information on possible pre- or post-assembly tour ideas.

8.1.5 Information required from Participants  At least the following information should be requested – name, address, telephone and email contact, special dietary requirements.  Accommodation requirements – single / twin / triple 14 Amended July 2015

 Name of person to share accommodation (or would like to share).  Arrival arrangements – day, date, flight no., ETA, airport.  Departure arrangements – day, date, flight no., ETD, airport.

8.1.6 Information required to be given to Participants At least the following information should be provided:  Cost, currency, where and how to send payment, and closing date.  What is covered in the cost and which items will be additional cost.  Transport arrangements from airport (whether it is own responsibility and whether the flight will be met). Approximate time involved getting to and from the airport and cost. Complete programme details including a finishing time on the last day.

As much as possible, credit card payment facilities should be available to avoid major bank transfer fees.

8.2 Other Invitations for FAPW Members 8.2.1 Asia Pacific Regional Conference Traditionally FAPW is invited to hold a Gathering in conjunction with the Asia Pacific Regional Conferences. FAPW members in the country where the conference is being held assist with FAPW programme requirements. If there are no FAPW members in the country, the host Member Organization will appoint a Liaison Person.

FAPW members are invited to join the Asia Pacific Regional Conference for the Opening Ceremony, Keynote Speaker, relevant sessions, special dinners, and bazaar. FAPW normally arranges a Presentation Ceremony which may be attended by the Asia Pacific Regional Committee or representatives and participants of the conference.

The overall agenda for FAPW attendees will be similar to a General Assembly. The Working Group in consultation with the Asia Pacific Regional Committee specifies the time required for meeting and for combined events with the Asia Pacific Regional Conference. A social programme for the remaining time is organized by the FAPW country hosting the FAPW Gathering and Asia Pacific Regional Conference.

A member of the Working Group will be appointed to work closely with the local organizing committee to ensure coordination of arrangements and availability of details to meet the Working Group timeline. In general, details will be similar to those listed under General Assemblies.

8.2.2 FAPW Functions Planned by a Country Countries may arrange functions for their own FAPW members, and may invite members from other countries to participate. The Member Organization must be kept fully informed of arrangements.

At least six months prior to the event, invitations should be forwarded to the Chair, FAPW for dissemination to other countries, in order for these events to be successfully publicized.

An invitation for the Patron to attend such an event should be sent through the Working Group.

8.3 Guidelines for Organizers of Friends of Asia Pacific WAGGGS Events All FAPW events should aim to raise funds for the AP Region.

There are three types of events. 1. General Assembly. Held every three years, this is the event at which members of FAPW elect members to the Working Group, which is responsible for administration of FAPW for the following three years. General Assemblies provide opportunities to network with members from other countries, to travel in and to enjoy the culture of the host country. General Assemblies are named in sequence e.g. Friends of Asia Pacific WAGGGS 4th General Assembly.

2. FAPW Regional Gathering. This is an FAPW Gathering that coincides with the Asia Pacific Regional Conference and is seen as a compulsory FAPW event, co-ordinated closely by the Working Group, with official business meetings involved. The maximum number of participants is 100 or as agreed by the Asia Pacific Regional Committee. These events are named in sequence e.g. 4th FAPW Regional Gathering in , 5th FAPW Regional Gathering in Japan.

15 Amended July 2015

3. A Country Group Function This may take place to coincide with a Region event or a special FAPW celebration or Member Organization (MO) celebration such as an anniversary/international camp etc..

A function which would coincide with an Asia Pacific Regional (APR) event takes place only if invited by the Asia Pacific Regional Committee, and in consultation with the host country Member Organization.

For a function that coincides with a Member Organization celebration in the host country, FAPW must first consult the Member Organization.

These functions may be named in sequence for functions held within that country e.g. 2nd Australian FAPW Gathering or may simply be named for the country e.g. FAPW Hong Kong Gathering.

8.3.1 Pre-Event Planning 1. Events to which international participants are invited will be limited to no more than two in any one year. FAPW Country Groups should notify the Working Group of their intention to hold an event 18 months ahead of the intended date. If there are already two events scheduled for that year, organizers of subsequent events will be asked to postpone until a date to be agreed with the Working Group. Country FAPW events, to which international participants are not invited, are not subject to this limitation but the organizers must notify the Working Group of their intention to hold an event.

2. When notifying the Working Group of intention to hold an event, the FAPW country group must submit a budget and proposed fees. Fees must cover the event fee for the Working Group members if the event is a General Assembly or an FAPW Regional Gathering.

3. The Member Organization must be kept fully informed of arrangements.

4. At least six months prior to the event, invitations should be forwarded to the Chair, FAPW for dissemination to other countries.

5. Invitations to the Patron and Founder to attend should be sent through the Working Group.

6. Country Groups being asked to do a presentation or activity of any kind (e.g. reflections) must be given plenty of notice and advised of equipment available for presentations, video or music.

7. Dress code for activities is to be listed on the programme and sent out to participants so that they know what clothing is required.

8. If a shirt or vest is to be provided for the event, the host country must supply sufficient information about sizes to ensure that applicants are able to complete the order form correctly. A long sleeved shirt option should be offered. Shirts must be of good quality.

9. The FAPW logo should be used on banners, bags and shirts.

10. Participants must be advised of prohibited imports.

11. The host country must provide a quiet space where the Working Group can meet for a couple of hours every day during the event. Ideally this would be a room but this may be costly and the Working Group would be happy with access to a secluded corner of a lounge or the organizing committee’s office/ meeting room.

8.3.2 Registration at the Event 1. A registration and information desk should be clearly visible in the hotel reception area.

2. It is strongly recommended that meal vouchers or admission tickets for activities be included in the welcome pack at registration and not handed out on a day to day basis.

3. An event evaluation form is to be included in the welcome pack.

8.3.3 Opening Ceremony 1. An opportunity is to be provided during the Opening Ceremony for the Working Group to give a presentation on FAPW. 16 Amended July 2015

2. A presentation of the previous event should also be included in the Opening Ceremony programme.

3. The Asia Pacific Song or the FAPW Song should be included in the Opening Ceremony programme.

4. A person with technical expertise must be available for each item using audio visual technology.

8.3.4 Membership Ceremony 1. The Working Group will be responsible for the Membership Ceremony and will meet with the host country Organizing Committee regarding the Membership Ceremony arrangements.

2. The Working Group will require the following from the host country:  The Membership Ceremony must be held in an assembly room or auditorium, not in a dining room prior to a meal, so that attention is focused on the ceremony and the new and upgrading members.  Names of last-minute sign-ups for new memberships or upgrades are to be given to the Working Group on their arrival. Working Group will prepare the list of names received from WAGGGS and names of last minute sign-ups, issue receipts and hold any money until the end of the event.  The host country to delegate one member to assist the Working Group with the preparation of the Membership Ceremony.  The host country to provide three trays for Pins for the Membership Ceremony.  New and upgrading members are to be seated, by Country Group, at the front of the room so that they may reach the stage/presentation area without delay when called.  One or more breaks will be required during the presentation of Pins. The host country should be prepared to supply one or more entertainment items during these short breaks.  There is to be no individual photography during the Membership Ceremony. There is to be one official photographer, appointed by the host country.

8.3.5 Programme activities 1. A person with technical expertise must be available for each programme activity using audio visual technology.

2. Members/participants may not gather in front of tables or seated participants to take photographs during any sessions, ceremonies, meals, entertainments etc.. Photographs may be taken from the sides of the room but photographers must not block the view of other participants nor impede access to the presentation area.

8.3.6 Bazaar 1. If a Bazaar is included in the programme, as is usual, the currency used is to be the currency of the host country.

2. Time allowed for the Bazaar should be two hours minimum.

3. Prices for items should not exceed USD 15. No cash should be exchanged during the Bazaar. Instead, coupons should be sold prior to and during the Bazaar. These coupons are usually called “WAGGGS dollars” and are prepared in denominations of $1 and $5 and sold in booklets of $10 each. Members may use local currency to purchase WAGGGS dollars. One WAGGGS dollar = USD 1.

4. The Bazaar should take place in a single location, not broken into separate rooms or areas.

5. It is recommended that non-members be invited to the Bazaar to help raise awareness of FAPW and its purpose.

8.3.7 Closing Ceremony

17 Amended July 2015

1. Handover of the quilt to the country hosting the next Gathering is to be included in the Closing Ceremony. The quilt will actually be kept in the care of the Chair, FAPW and taken by her or her nominee to the next Gathering.

2. Participants should be reminded of the evaluation form at the Closing Ceremony and a place for collection provided.

3. The practice of giving a gift to the host country will be discontinued. It is suggested that instead, funds that would have been used to purchase a gift be used for a new membership or directed to one of the projects on the Asia Pacific Wish List.

8.3.8 Post-Event 1. There will be a post-event meeting of the Working Group and members of the host country Organizing Committee, at which the Organizing Committee will report on the evaluations.

2. The host country is to provide a report on the event to the Working Group within 14 days of its closing. This report is to include the collated evaluations.

3. A financial report is to be provided as soon as possible after the event.

Funds raised at the Bazaar and any profit made on the event are to be remitted to the FAPW account in London.

8.4 Guidelines for FAPW Working Group for Membership Ceremonies 1. The Membership Ceremony is to be held in an auditorium or assembly room.

2. The Working Group will meet with the host country Organizing Committee regarding arrangements for the Membership Ceremony.

3. Names for last minute sign-ups for new memberships or up-grades must be given, on arrival at the Gathering, to the Working Group members responsible for Membership, who will prepare the list of names received from WAGGGS and names of last minute sign-ups, issue receipts and hold any money until the end of the event.

4. After the event, the money will be transferred to WAGGGS with a detailed accounting emailed to the AP Regional Director and [email protected] .

5. The Working Group members responsible for Membership may enlist the help of other Working Group members as required.

6. The host country will be asked to delegate a member to assist with the work involved in the Membership Ceremony.

7. Working Group members responsible for Membership should prepare the appropriate Pins, on three trays provided by the host country, for the list of new and upgrading members.

8. A Working Group member whose speaking voice and accent are easily understood should read the list of new and upgrading members. Correct pronunciation of names should be sought from the Country Coordinator or group leader before the Ceremony and if necessary, a representative of the country concerned may be asked to come to the microphone to read the names.

9. If the recipient of a plaque which has been ordered does not attend the event, he or she must delegate a member to receive it. The Working Group will not be responsible for storing plaques until the next event.

10. The Chair, FAPW or the Working Group member who will read names should announce, before the Ceremony begins, that there will be one official photographer and she/he will be the only photographer allowed in front of the audience. Individuals may take photographs from the sides of the room only so that they do not block other members’ view of the presentations.

11. New and upgrading members are to be seated in Country Groups at the front of the seating so that they may reach the stage without delay.

18 Amended July 2015

12. Working Group members not involved in preparing Pins or reading names should, with a copy of the list, ensure that Country Groups of new and upgrading members are ready to move to the stage in the order in which they are listed. These Working Group members should also be responsible for keeping individual photographers to the sides of the room.

13. The Chair, FAPW should receive the appropriate Pin from the Membership member and pass it to the Patron or Founder for presentation.

9. FAPW Working Group 2014 – 2017

Susan Locsin (Philippines) Chair Helen Hargreaves (Australia) Vice Chair Junko Sato (Japan) Peggy Lee Fook Tai (Hong Kong) Normala Baharudin (Malaysia) Sun Kyo Jung (Korea)

19 Amended July 2015

10. Photo Gallery

10.1 Membership Pins

Crystal Silver Gold

Diamond Titanium Platinum

Gold Major Donor Notes 1. When stock is exhausted, the Gold Membership Pin which currently shows “Girls Worldwide Say…” will be replaced with one of the same design with “Friends of Asia Pacific” above the trefoil and “World Association of Girl Guides and Girl Scouts” below the trefoil as on the other Pins. 2. The current Major Donor Pin is to be replaced with a pewter pin.

10.2 FAPW Award Pins

Silver Gold

20