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CONTACT BOOK & EVENT GUIDELINES
LPA 2017
2 | LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK 2017 | 2
At Lauriston, we value the partnership we have with our parents and believe that this greatly enhances the educational experience of your children.
Our parents play an active role in the School, through Class Representatives,
and the organisation of many social and fundraising activities
which are planned by the Lauriston Parents’ Association and
support groups.
These support groups play an integral role in ensuring
successful outcomes and wonderful achievements for
those students who participate in rowing, snow sports,
musical groups and ensembles and drama productions.
The Lauriston Parents’ Association and sub-
committees also provide many opportunities for
our parents to feel part of the Lauriston School
community. Our parents feel a strong connection with
Lauriston and establish lifelong friendships which
sustain them through the educational journey of their
daughters and life after school.
Throughout the years, the Lauriston Parents’
Association has also provided the School with myriad
resources which benefit our students and staff in
achieving sustained high academic and co-curricular
standards.
On behalf of the Lauriston staff I would like to thank our
parents for their involvement in the education journey of your
daughters and encourage you to continue to be actively
involved as a volunteer.
Susan Just
Principal
From the Principal
LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017 | 3
Contents
3 From the Principal
4 Key Dates
4 Term 1
5 Term 2
5 Term 3
6 Term 4
7 School Contacts
8 Committees
8 LPA Executive
10 Sub-committees
11 Event Committees
12 Class Representatives
12 Kindergarten
13 Junior School
15 Senior School
4 | LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017
Key Dates
TERM 1Tuesday 31 January Montrose Welcome Morning Tea Tiger Turf 8.20am
Tuesday 31 January Prep–Year 2 Welcome Morning Tea Prep–Year 2 Campus 8.30am
Wednesday 1 February Year 7 Welcome Morning Tea Wednesday Girls Statue 8.20am
Tuesday 7 February Whole School Class Representatives Meeting Irving Hall 8.30am
Friday 10 February LAA Meeting Conference Room 8.30am
Monday 20 February LPA Executive Meeting Conference Room 8.00am
Tuesday 21 February LPA Kinder Representatives Meeting Conference Room 9.00am
Thursday 23 February New Parents Welcome Cocktail Party Irvine Courtyard 7.30pm
Friday 10 March LAA Meeting Conference Room 8.30am
Thursday 23 March Fathers of Lauriston Dinner Kooyong Tennis Club 6.30pm
Tuesday 28 March Years 3 - 6 Grandparents & Special Friends Day Montrose 10.30am
Thursday 30 March Tennis Day Kooyong Tennis Club 9.00am
Please note dates and times may change throughout the year, please refer to the online School Calendar via Parent Central
(https://www.lauriston.vic.edu.au/sign-in) for the most up to date information.
LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017 | 5
TERM 2Wednesday 3 May Senior School Class Representatives Meeting Conference Room 8.00am
Wednesday 3 May Junior School Class Representatives Meeting Montrose Science Rooms 8.45am
Thursday 4 May LPA Kinder Representatives Meeting Conference Room 9.00am
Thursday 11 May Mother’s Day Stall Irving House Room 9.00am
Friday 12 May Junior School Mother’s Day Breakfast Irving Hall 7.15am
Wednesday 17 May LPA Executive Meeting Conference Room 8.00am
Friday 19 May LAA Meeting Conference Room 8.30am
Saturday 3 June LPA Gala Ball The Peninsula 7.00pm
TERM 3Wednesday 26 July Senior School Class Representatives Meeting Conference Room 8.00am
Wednesday 26 July Junior School Class Representatives Meeting Montrose Science Rooms 8.45am
Friday 28 July LAA Meeting Conference Room 8.30am
Monday 31 July Howqua Second Hand Gear Drop Off Mountain Room 8.00am
Tuesday 1 August Howqua Second Hand Gear Sale Mountain Room 8.00am
Wednesday 2 August Howqua Second Hand Gear Sale Mountain Room 8.00am
Thursday 3 August LPA Kinder Representatives Meeting Conference Room 9.00am
Friday 4 August LPA Executive Meeting Conference Room 8.00am
Friday 18 August Huntingtower Lunch Carousel 11.30am
6 | LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017
Friday 25 August LAA Meeting Conference Room 8.30am
Thursday 31 August Father’s Day Stall Mountain Room 8.50am
Friday 1 September Junior School Father’s Day Breakfast Irving Hall 7.15am
Tuesday 5 September LAA Chamber Music Lunch Mountain Room 11.30pm
TERM 4Thursday 5 October World Teacher’s Day
Friday 13 October LAA Meeting Conference Room 8.30am
Monday 16 October Senior School Class Representatives Meeting Conference Room 8.00am
Monday 16 October Junior School Class Representatives Meeting Montrose Science Rooms 8.45am
Friday 27 October LPA Executive Meeting Conference Room 8.00am
Tuesday 31 October LPA Golf Day Woodlands Golf Course 7.30am
Wednesday 1 November LPA Kinder Representatives Meeting Conference Room 9.00am
Wednesday 22 November LPA AGM Lecture Theatre 7.30pm
Saturday 2 December LPA Second Hand Book Sale Conference Room 8.00am
Thursday 7 December LPA Thank You Evening Mountain Room 7.00pm
LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017 | 7
School ContactsMARKETING AND EVENTSMarketing and Communications Director Imogen Wood [email protected] 9864 7525
Public Relations Manager Katrina Walter [email protected] 9864 7641
Event Coordinator Kathryn Clarke [email protected] 9864 7557
Event Assistant Imogen Barton [email protected] 9864 7657
Communications Officer Louise Torney [email protected] 9864 7601
BUSINESS OFFICEAccounts Payable* [email protected]
*To be contacted once your invoice has been approved by the LPA Treasurer, Steven Donegan
8 | LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017
Committees
LPA EXECUTIVEPresident Susie Roberts 0412 835 092 [email protected]
Treasurer Steven Donegan 0420 962 999 [email protected]
Vice President Senior School Tracey Curro 0432 673 114 [email protected]
Vice President Junior School Leanne Jeffs 0419 659 185 [email protected]
Secretary Executive Faye Louey 0419 552 889 [email protected]
Secretary Senior School Kimberley Poynton 0466 498 479 [email protected]
Secretary Junior School Kirsten MacLeod 0409 017 050 [email protected]
Past President Lynne Umbers 0404 204 208 [email protected]
Communications
Newsletter submissions [email protected]
Beverly Mallett (Chia) 0418 338 799 [email protected]
Geraldine Corbett 0418 695 700 [email protected]
Feng (Sophie) Wang 0406 213 402 [email protected]
Event Coordinator Senior School
Marie Kudnig 0401 515 555 [email protected]
Event Coordinator Junior School
Faye Louey 0419 552 889 [email protected]
General Committee Member (Tuckerbox)
Tiff Comb 0427 076 364 [email protected]
General Committee Member (Tuckerbox)
Nicky Harle 0417 390 596 [email protected]
LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017 | 9
General Committee Member (Gala Dinner)
Georgie Bruce 0419 199 361 [email protected]
General Committee Member Cathy Zhang 0452 578 389 [email protected]
Kindergarten Representative Penny Jaski 0417 985 294 [email protected]
OLA Representative Fiona (Fi) Finster 0403 072 746 [email protected]
Foundation Representative Tatty Happell 0409 509 530 [email protected]
10 | LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017
SUB-COMMITTEESLauriston Arts Association Susan Thacore 0412 186 343 [email protected]
Lauriston Snow Sports Association
Chris Schwarz
(Senior School)0411 627 095 [email protected]
Georgie Giddy
(Junior School)0407 171 092 [email protected]
Lauriston Rowing Association
Matthew Honan 0411 175 541 [email protected]
FOL President Andrew Herbert 0414 888 865 [email protected]
New and International Parents Group
Marissa Crouch 0417 438 731 [email protected]
Wendy Zhang 0419 529 897 [email protected]
Cathy Zhang 0452 578 389 [email protected]
Amy Zhou 0413 886 669 [email protected]
Tao Hsu 0473 366 932 [email protected]
May Sun 0401 884 863 [email protected]
Ida Huang 0476 236 466 [email protected]
LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017 | 11
EVENT COMMITTEES
Tennis DayAnnabelle Phillips 0411 494 787 [email protected]
Cathie Dunlop 0412 773 470 [email protected]
Golf Day
Lisa Walker 0418 306 421 [email protected]
Caz Krohn 0404 804 501 [email protected]
Mitch Waring 0418 555 514 [email protected]
Huntingtower Lunch
Carolyn Clement 0439 982 718 [email protected]
Penny Nicholls 0412 218 134 [email protected]
Lisa McCorkell 0400 133 399 [email protected]
Fathers of Lauriston Dinner
Andrew Herbert 0414 888 865 [email protected]
Andrew Boyce 0418 312 473 [email protected]
Michael Fetter 0412 331 191 [email protected]
Joe Dicks 0417 009 926 [email protected]
Chris Jacka 0418 124 312 [email protected]
Mother’s and Father’s Day Breakfasts
Leanne Jeffs 0419 659 185 [email protected]
Mother’s and Father’s Day Stalls
Lisa Blake 0417 616 873 [email protected]
Gala DinnerLynne Umbers (Chair) 0404 204 208 [email protected]
Georgie Bruce (Marketing & Communications) 0419 199 361 [email protected]
Howqua Second Hand Gear Sale
Janine Fahey 0428 117 101 [email protected]
Natalie Graham 0418 718 169 [email protected]
Second Hand Book Sale
Juliette Tan 0413 355 662 [email protected]
12 | LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017
Class Representatives
KINDERGARTENDolphins
Penny Jaski 0417 985 294 [email protected]
Georgie Hunt 0402 236 703 [email protected]
Aimee Harcourt 0430 112 865 [email protected]
Wombat
Elisa Hindhaugh 0414 404 161 [email protected]
Vanessa Gray 0438 480 512 [email protected]
Koalas
Brigitte Reed 0432 085 662 [email protected]
Susanne Sutton 0400 701 803 [email protected]
Pelicans
Vanessa Swannie 0419 570 309 [email protected]
Tina Feely 0426 667 572 [email protected]
Lyrebirds
Larissa Griffiths 0468 410 697 [email protected]
Justine Stansen 0412 354 242 [email protected]
LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017 | 13
JUNIOR SCHOOLPrep
Jasmine Fountain 0419 579 601 [email protected] Prep C
Melissa Mead 0448 553 222 [email protected] Prep C
Caroline Sladen 0419 526 355 [email protected] Prep C
Kim Lawler 0421 719 844 [email protected] Prep W
Monique McCutchan 0404 097 476 [email protected] Prep W
Year 1
Shani McNeil 0415 147 671 [email protected]
Amira Elgazar 0426 667 572 [email protected]
Year 2
Sam Sun 0411 430 943 [email protected]
Susie Wilson 0438 388 164 [email protected]
Year 3
Caz Laughton 0409 560 822 [email protected]
Jo Wenzel 0409 301 055 [email protected]
Year 4
Bridget Sutherland 0403 436 474 [email protected]
14 | LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017
Year 4
Toni Skaife 0413 446 444 [email protected]
Karen Herbert 0408 397 551 [email protected]
Year 5
Katie Peterson 0418 391 477 [email protected]
Laura Coleman 0428 787 872 [email protected]
Amanda Williams 0424 235 669 [email protected]
Fiona Hindmarsh 0410 646 155 [email protected]
Year 6
Annabelle Phillips 0411 494 787 [email protected]
Mitch Waring 0418 555 514 [email protected]
Kirsty Thomas 0437 610 406 [email protected]
Cathie Dunlop 0412 773 470 [email protected]
LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017 | 15
SENIOR SCHOOLYear 7
Serena Gleeson 0425 766 001 [email protected] 7G
Lisa McLellan 0417 058 228 [email protected] 7G
Sabine Dejey 0432 790 192 [email protected] 7G
Lisa McCorkell 0400 133 399 [email protected] 7K
Nicky Harle 0417 390 596 [email protected] 7R
Sue Chadwick 0408 178 209 [email protected] 7S
Year 8
Rachel Yu 0435 903 825 [email protected]
Year 9
Simone Zvara 0447 302 992 [email protected]
Zan Li 0413 840 765 [email protected]
Gabrielle Cummins 0407 061 168 [email protected]
Kimberley Poynton 0466 498 479 [email protected]
Jean McIndoe 0400 653 806 [email protected]
Kim Hayes 0474 528 058 [email protected]
16 | LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017
Year 10
Juliette Tan 0413 355 662 [email protected]
Wendy Zhang 0419 529 897 [email protected]
Elli Walker 0411 402 560 [email protected]
Kate O’Brien 0434 505 956 [email protected]
Year 11
Emma Walpole Walsh 0414 765 763 [email protected]
Kirby Roper 0417 313 335 [email protected]
Prue McLean 0407 046 925 [email protected]
Christine McKenzie-Ball 0419 318 675 [email protected]
Christine Honan 0412 185 320 [email protected]
Shan Kuo 0404 090 382 [email protected]
LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017 | 1717 | LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK 2017
Thank you for organising a Lauriston Parents’ Association event.
Each year Lauriston Girls’ School hosts more than 400 internal and external events.
Many of these events are organised by the School and feature parent involvement,
others are arranged by students and the OLA.
LPA events increase the sense of community within the school and are a great way
for parents to forge relationships with each other. Parents organise a wide variety
of events that range from small coffee gatherings off-campus to whole school
events held on campus.
We hope that the information contained in this pack helps you in the planning
process.
Please let me know if you require any further assistance.
Kathryn Clarke
Event Coordinator
Event Guidelines
18 | LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017
Event Checklist
FIRST STEPConfirm date with
LPA Event Coordinator
4 WEEKS
PRIOR TO INVITES
Email all event details to Lauriston Events
6 WEEKS PRIOR TO
THE EVENTCirculate invitations
2 WEEKS PRIOR TO
THE EVENTMonitor RSVPS
1 WEEK PRIOR TO
THE EVENTSend a reminder email if necessary
DAY AFTER THE EVENT
Complete & submit reimbursement
form or invoices to LPA Treasurer
LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017 | 19
Event Details
What details do I need to email Lauriston Events?The following information should be provided to Lauriston Events within the lead times noted;
1. Event name
2. A brief description of the event
3. Event date
4. Event location (including address if off campus)
5. Event start and finish time
6. RSVP date
7. Ticket pricing (including any concession, family or VIP pricing). Make sure your ticket price includes all processing fees and
covers your expenses. All LPA events must be cost neutral or run at a profit.
8. If any additional data collection is required (dietary requirements, table preference, child’s year level)
9. Do you need name labels?
10. Any images you would like used on the website.
Within this email, if you require collateral for the promotion of the event, please note it clearly. The events & communications
team at Lauriston will endeavour to support you where possible with collateral design.
20 | LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017
Communications & PromotionThe below support will be provided according to the event and its structure
MAJOR EVENTSMajor events are generally held offsite and involve more than 100 people. For example, LPA Gala Dinner, FOL Dinner, Arts
Festival, Gala Concert or Year 12 Farewell Dinner.
• 1 print or e-invite (concept can be reconfigured for A3 poster use if required)
• Distribution (bulk email via campaign monitor) to the school community 8 weeks out, 1 month out and the 1 week prior
to the RSVP date
• 2 posts on Facebook
• Regular mentions in the Newsletter
• Presence on the events section of the Lauriston website
• 2 billboards
• Program, menu, name labels, and/or place cards.
• Lauriston Life listing in key dates (fly sheet promotion is also available at the editor’s discretion).
LARGE EVENTSLarge events occur on campus and will generally happen multiple times a year. For example, Middle School Play, Chamber
Music Lunch or Experience Lauriston.
• 1 print or e-invite (concept can be reconfigured for A3 poster use if required)
• Distribution (bulk email via campaign monitor) to the school community 8 weeks out, 1 month out and the 1 week prior
to the RSVP date
• 1 posts on Facebook
• Regular mentions in the Newsletter
• Presence on the events section of the Lauriston website
• 1 billboard if required (this would generally only be done for events that are promoted to the wider community, eg.
Middle School Play).
• Program
LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017 | 21
Event Payments & ProcessesHOW TO GET AN INVOICE PAIDIf you require an invoice to be paid before an event has actually occured, all you need to do is send a copy of the invoice to
Steven Donegan for approval before forwarding it to [email protected]
The same process applies for invoices that are recieved after an event. Please remember that Lauriston does not in any way
expect Class Reps to be out of pocket for any expenses. We are more than happy to pay invoices on your behalf as long as
you plan ahead.
• Get invoice.
• Forward to Steven Donegan (LPA Treasurer) on [email protected] for approval. Copy in Susie Roberts (LPA
President) on [email protected] also.
• Forward the invoice and approval in writing from Steven (an email approval is fine) to [email protected].
edu.au
• Accounts will then process the payment for your event.
• The weekly pay run is on a Tuesday so if you send an invoice through after it will be processed the following week.
22 | LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017
Plan It Sync It
Plan It Sync It is an online booking system that can be used to collect payment for any event run by the LPA.
How to Access Event Information
Step 1: Log On
https://www.planitsyncit.com/
Username: [email protected]
Password: LPA1901
Step 2: Ensure Access Level is correct
Make sure this drop down at the stop of the screen says Lauriston Girls’ School etc.
LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017 | 23
Step 3: Select Event
Click on the relevant even that you need information about, eg. If you were working on the Chamber Music Lunch you’d click
on the lime green box.
Step 4: Locate the report & access data
Click in the top right near the Lauriston logo then select ‘reports’. Event Summary will be the most useful as it gives you an
overview of the funds raiased and amount of tickets sold
24 | LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017
Step 6: Pull all event data
Click on the Manage Guests Button
Step 7: Export all event data
Click on the Attendee/Event Reports Tab. You can now either print the report or export it to view in Excel.
LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017 | 25
Frequently Asked QuestionsHow do I get started with my event?Speak with your LPA Event Coordinator and confirm your preferred date is available. Then you will need to email Lauriston
Events with all event details noted on the previous page.
If my event is only small (eg. morning coffee on High St) do I need to tell anyone?Yes, all events no matter how small need to have dates checked with the LPA Events Coordinator or Lauriston Events. Please
simply email through the basic event details (time, location, name, organisers & target audience). This is just to ensure we
avoid clashes and so that all information can be entered into the School calendar & into the LPA section of the Newsletter. The
School calendar can be access via Parent Central on the Lauriston website.
Can I borrow equipment/resources from the School for my event?Depending on what you are after you may be able to borrow from the School, although Lauriston student events take priority.
Any items borrowed from Lauriston must be returned by close of business the next day. It is up to those organising the event
to pick up and drop off all equipment.
Who does the marketing for my event?Those organising the event will promote it among the relevant groups/year level. If you believe you need additional
promotional support from the School please speak with Lauriston Events about your requirements.
How do I create a booking link for my event?Once you have compiled the details noted under ‘Event Details’, please send them through to Lauriston Events via email. The
Plan It Sync It link will then be created and emailed to you. Please submit your request at least 10 working days prior to the
date of ticket sales.
Who manages the RSVPs for my event?It is the responsibility of the event organiser to monitor RSVPs and pull reports. Please refer to the Plan It Sync It information
sheet for instructions on how to do this.
26 | LAURISTON GIRLS’ SCHOOL LPA CONTACT BOOK & EVENT GUIDELINES 2017
Can I have my event promoted in the Lauriston newsletter and/or website?Yes, all LPA events are placed on the school website. For newsletter submissions please speak with the LPA Communications
team on [email protected]
Can Lauriston print name tags for my event?Sticky name badges can be provided with a mininmum of 5 business days notice. Plastic conference name bagdes are not
available.
Can Lauriston provide me with a float?If there are to be additional sales at the event, Lauriston can provide you with a float and EFTPOS machine. Please advise
Lauriston Events of this requirement when submitting your intial event details to Kathryn. A record of sales must be kept and
returned with the float the same day (or if it is a night time event the following working day).
Lauriston Girls’ School
38 Huntingtower RoadArmadale VIC 3143 AustraliaCRICOS number 00152F ABN 15 004 264 402
t: +61 3 9864 7555 f: +61 3 9822 7950e: [email protected]