Vanda Institution Celebrates Excellence VICE 2015 RitzCarlton Hotel

Vanda Institution Celebrates Excellence (VICE) 2015 Ritz-Carlton Hotel 19 December 2015 1900 - 2100

Planning Process Date Events June holidays Choir achieved Gold medals in Junior & Open Categories of Imperium Concentus X International Choral Festival 2 July ● Principal proposed a Gala Dinner to celebrate the achievement ● Set up Organizing Committee(chaired by Event OI/C Mr Jonathan Lau) ● Appointed Sub-Committee I/Cs: Programmes I/C (Mr Lau) Publicity. I/C (Mr Kwan Qi Xiang) Finance & Sponsorship I/C (Mr Daniel Pflug)

Planning Process Date Events 5 July Organizing Committee held 1 st meeting. Proposed: ● Dinner at Ritz-Carlton Hotel ● Guests: School Advisory Committee (SAC) members, Cluster Superintendent, coaches, teachers, parents, students ● Invitation of Stephanie San as Guest-of-Honour 7 July ● Chairperson Mr Lau briefed Principal about proposal ● Principal approved proposal July Organizing Committee carried out communication and November implementation plans

Planning: Communications Plan for Stakeholders Time Cluster Supt. and Go. H School Advisory Committee Parents Teachers Students July Mr Lau drafted email invite, vetted and sent by Principal Mr Lau drafted invitation cards, vetted and sent by Principal Mr Kwan drafted invitation letters to parents, vetted by Mr. Lau Mr Foo drafted briefing notes, vetted by Mr Lau Mr Pflug drafted briefing notes, vetted by Mr Lau

Time Cluster Supt. and Go. H School Advisory Committee Parents Teachers Students August Mr. Lau confirm attendance of GOH, look for alternative if necessary Mr. Lau confirm attendance of SAC Mr Kwan informed students to bring letters home; invite parents to donate prizes, come for dinner, and volunteer to help for reception Mr Foo briefed teachers during Contact Time (form teachers, CCA Teacher ic) Mr Pflug briefed students during school assembly, call for 3 reps per class. Contact student leaders if not enough sign-ups

Time Cluster Supt. and Go. H Septe mber Mr. Lau confirm RSVP of Cluster Supt School Advisory Committee Parents Teachers Students Mr. Kwan puts up Vodcast on school website, remind parents to sign up and donate prizes Manpower team to appoint event roles (reception, ushers) Mr. Foo collect Student Signups from form teachers

Time Cluster Supt. and Go. H October Examinations School Advisory Committee November Mr. Kwan sends reminder email December Parents Teachers Students Mr. Kwan thanks parents who have volunteered, reminder email/SMS for those who indicated that they are attending Mr. Lau confirms with Choir Teacher I/C that Choir is ready. Write up is collected for programme booklet Mr. Kwan reminds students who signed up for Dinner through announcem ent, SMS. Students will also be informed of the rehearsal dates. Mr. Lau confirms with Go. H on repertoire for the night 1 st rehearsal for the event: 23 rd October 2015 2 nd rehearsal for the event: 24 th November 2015

D-Day: 19 Dec, Ritz-Carlton Hotel Ballroom 1 Time Programme 1500 -1700 Organizing Committee to oversee choir rehearsals, ballroom decorations, arrangement of medals, and other admin/logistics 1830 Arrival of parents, coaches, off-duty teachers, student leaders 1845 Arrival of Cluster Superintendent and School Advisory Committee members (Hosts: P, VPs & MMs) 1900 Arrival of Guest-of-Honour (Hosts: P, Superintendent & SAC Chairperson) 1905 Principal gives Welcome Address

D-Day: 19 Dec, Ritz-Carlton Hotel Ballroom 1 Time Programme 1915 Guest-of-Honour: Opening Speech & Performance 1945 Dinner commences 2000 Choir performs “Home” 2030 Lucky Draw Contest 2100 2200 ● Dinner ends ● P & Organizing Committee send off GOH, Superintendent & SAC members Organizing Committee clears the ballroom

After Action Review (AAR) Date Events 23 Dec Organizing Committee holds AAR, based on feedback from guests / teachers / students Start of Term 1 Mr Lau submits AAR report to Principal

Communications Materials - Video to parents on school website - Letter to parents - GOH invitation - Email to colleagues for AAR - Email to Principal

Video to parents (on school website) https: //www. youtube. com/watch? v=31 OUPIF 3 f. Wo

Draft Parent Invitation Letter

DRAFT GOH INVITATION LETTER

DRAFT CONFIRMATION OF SPONSORSHIP OF VENUE

E-mail to colleagues for AAR feedback

E-MAIL TO PRINCIPAL: UPDATE ON COMMITTEE PLANNING

Group Reflection (1)

Group Reflection (2) ▸ A heightened awareness of considering purpose, audience, culture and context when communicating in speech or writing ▸ Learnt how to deliver oral and written communication in an effective, engaging way ▸ Enhances our awareness of tone, nonverbal communication, and persuasive techniques in a multicultural environment ▸ Learnt how language and nonverbal messages can work together to facilitate effective communication