events and planning committee...

EVENTS AND PLANNING COMMITTEE REPORT

FOR GSTS ALUMNI ASSOCIATION

8/6 /2016

EVENTS AND PLANNING COMMITTEE

GT. TETTEH ABBEYQUAYE

GT. MICHAEL FORSON

GT. EBENEZER KOOMSON

GT. KAMEL

GT. ISHMAEL ABEIKU ACQUAH

GT. NANA KOFI ARTHUR

GT. OBED AMOASI

GT. PHANUEL MARKIN

GT. PHILIP APALOO

GT. RALPH MENDZ

GT. RANSFORD FIIFI GYAMPO

GT. WILLIAM BOITEY

THIS REPORT WAS PREPARED FOR THE GSTS ALUMNI ASSOCIATION STEERING

COMMITTTEE.

INTRODUCTION

Events play a central and critical role in the life of any organization. The GSTS Alumni

Association (GAA) is no exception; therefore, it is important to set some guidelines for

organizing our events. This report cannot and does not try to anticipate all the possible events to

be organized by the GAA or its Members. Rather, the report takes an open approach to allow

members innovate and come up with new ideas.

The objective of the GAA is to encourages its individuals/chapters/year groups/group members

to organize events that would ultimately strengthen the GSTS Alumni Family, and our alma

mater GSTS. To do that, we suggest events that foster camaraderie, networking, fundraising,

health awareness and any event ideas that would positively impact our membership, the GAA

and GSTS.

This report also highly encourages members to organize their events with prior notice to the

GAA. Prior approval from the GAA highly recommended if:

1. It is anticipated to involve more than 20 Giants

2. It is to be organized at GSTS

3. The GAA name, logo, Executive/BOT or any asset is to be associated with the event.

4. It involves fundraising in the name of GSTS or the GAA.

The GAA Event Approval process should be simple, open and fair. The aim should be to help

individual members and groups organize events for the benefit of its members, the GAA and

GSTS rather than impede their efforts. To facilitate this, we have proposed a procedure and

designed forms that can be used by all groups/Members to propose, plan and execute events. The

Forms are available on the Associations Website, can be obtained in hardcopy and digital format

from the GAA Secretariat via email and WhatsApp. This report also puts forward a tentative

schedule for year groups and chapters to follow in sponsoring and organizing certain events of

the Association.

PROPOSALS TO HOST A GAA EVENT

The GAA encourages GSTS Alumni Groups, Chapters, Year Groups and Affinity Groups to

sponsor or host alumni events either at GSTS or within a locality of their choice.

In order ensure that the Association can help alumni and alumni groups to the best of our

abilities, we request that a formal proposal be presented to the GAA. This has several benefits

for the Association and also helps avoid conflicting scheduling of alumni events.

Giants or Alumni group interested in hosting any event from a small barbeque to a big event like

a Convention should kindly submit a proposal addressed to the General Secretary of the GAA.

This would be sent through the Governance Process for approval. Receiving GAA approval in

the form of a written correspondence indicates that the GAA would make available its assets and

staff to help the group or alumni organize the said event.

APPROVAL PROCEDURE:

1. Complete to the best of your ability GAA EVENT PLANNING FORM A (All Event

Forms can be obtained from the GAA website, email or via WhatsApp)

2. Completed FORM A must be submitted by email or regular mail to the GSTS

Alumni Secretariat at least 4 weeks prior to the event under consideration. It may be

addressed to the General Secretary of the GAA/GAA Secretariat.

3. Late submission may delay or limit how much help the GAA can provide.

4. The GAA Secretary/Secretariat would notify you/group within 10 business days of

receipt of the event proposal and forward to appropriate Committee for action.

5. If further information is required the General Secretary/Secretariat Coordinator or

relevant Committee shall communicate any concerns to the group or individual

submitting the proposal.

6. The GAA shall communicate to group or individual(s) whether it approve or

disapproves the Event proposal.

7. If the GAA disapproves a proposal, it shall provide a written reason(s) for its

disapproval.

8. If approved, the GAA shall meet with the sponsors, organizers to see how best it can

the group/individual organize the event successfully. The meeting can be a virtual,

physical or e-meeting based on the location of the applicant.

9. The GAA is always open to help modify events if that would be acceptable to both

parties.

10. GAA assistance which shall be approved by the Association’s Governing Structures

and may involve any of the following: logistical support, publicity and in some cases

financial support.

11. FORM B is to be used in the actual planning of the Event

12. Complete FORM C (After-Event Report) and FORM D (Sign-in sheet for

Attendees) after the event

TYPES OF GAA EVENTS

We cannot anticipate all the types of events that may be organized by the GAA or its members,

however, we suggest that the Association encourages its members to sponsor and organize a few

specific events during each calendar year. The organizers of these events may include as many

elements/activities into these events to achieve their aims and support the objectives of the GAA.

This report recommends the following events to be held by all of its group members.

1. Regular General and Executive Meetings (if possible on monthly basis) – No Approval

required and each group should fashion out its own schedule. This is highly

recommended because Chapters/Year Groups that meet infrequently tend to become

defunct.

As an Association, we also encourage Members to sponsor and/or organize the following

programs in conjunction or on behalf of the GAA.

1. Annual General Meeting of the GAA - This is a business meeting of the GAA as

defined by relevant portions of the GAA Constitution. Although delegates of the General

Assembly, the Board of Trustees, Executive Committee and Standing Committees

members are required to attend, any Giant may attend even if they have no voting rights.

2. Annual Homecoming Celebration – This is an annual celebratory event during which

all alumni descend on the GSTS campus for various activities mostly for entertainment,

sports, fundraising, networking and interactions with alumni and students. It is

recommended that each year’s Annual Homecoming is sponsored by a specific year

group.

3. Sponsored-Talk/Seminar – This event should sponsor a speaker preferably an alumnus

to give a talk or seminar at the school which shall be opened to students, staff, alumni and

invited guests. If funding permits some light refreshments for the event would be

appreciated.

4. Speech and Prizing Giving Day – This is an annual school-organized event which shall

be supported by the GAA/Sponsoring Year Group(s)/ Chapters. Sponsorships may

include but not limited to providing prizes, as well as picking up some of the cost

associated event.

5. Sponsored Career Talk – This is an annual event where selected alumni go to the

school to educate students on career choices available to them.

6. Annual Fundraising Dinner – This is should be geared towards fundraising as well as

entertaining Giants. The event is opened to all Giants as well as well-wishers of GSTS,

parents and the general public. This event needs to be a paid event.

7. Teachers and Staff Awards Night – This event is dedicated to honoring teachers and

staff at GSTS in recognition of the contributions to the school, the GAA and the

sponsoring year group. Various prizes are given to teachers, staff and in some cases the

spouses of teachers who have passed on.

8. Annual Graduation Dinner (Graduating SSS3 class) – This is a special dinner to be

organized for graduating students at GSTS. During this dinner all students would be

inducted into Gianthood (the GAA)

9. Reunion(s) – These are events where various groups come together for celebration; to

have fun, catch up with each other after many years of separation. Reunions can take

various forms. They can be combined with fundraising, launching or commissioning

projects, sponsoring events. Reunions do not have to involve only year groups. There can

be reunions for Houses, and Clubs such as the Choir, Cadets etc.

10. Other Events (networking events, student fairs, barbecues, parties, sport/fitness/health

awareness etc)

To bring some level of order and certainty to this process, we have proposed a tentative schedule

with various year groups, chapters and the GAA itself assigned to some events that we hope

would become a permanent feature the GAA Event calendar.

GAA ALUMNI ASSOCIATION EVENT SCHEDULE

EVENTS

Annua

l

Gener

al

Meeti

ng

Reunion

Speech

and Prize

Giving

Day

Sponsors

hip and

Reunion

Annual

Homeco

ming

Celebrati

on and

Reunion

Teach

er and

Staff

Awar

ds

Night

and

Reuni

on

Sponsor

ed

Talk/Se

minar

for

Students

Spons

ored

Caree

r

Couns

elling

Event

/Talk

and

Reuni

on

Reunion

*Annu

al

Fundra

ising

Dinner

Dance

(Chapt

ers)

Annual

Graduation

Dinner

(Takoradi

and GAA)

#Other

Events/Reun

ions

Tentative

Date/Month

Current

Year

SPONSOR

ING YEAR

GROUP

OR

CHAPTER

GAA 50 YEAR 40

YEAR 30 YEAR

25

YEA

R

20

YEARS

15

YEA

R

10 YEAR CHAP

TERS

CHAPTE

RS/GAA

2016 GAA 1966 1976 1986 1991 1996 2001 2006

Takora

di

Takoradi

and GAA

2017 GAA 1967 1977 1987 1992 1997 2002 2007 Accra

Takoradi

and GAA

2018 GAA 1968 1978 1988 1993 1998 2003 2008

Kumas

i

Takoradi

and GAA

2019 GAA 1969 1979 1989 1994 1999 2004 2009

Takora

di

Takoradi

and GAA

2020 GAA 1970 1980 1990 1995 2000 2005 2010 Accra

Takoradi

and GAA

2021 GAA 1971 1981 1991 1996 2001 2006 2011

Kumas

i

Takoradi

and GAA

2022 GAA 1972 1982 1992 1997 2002 2007 2012

Takora

di

Takoradi

and GAA

2023 GAA 1973 1983 1993 1998 2003 2008 2013 Accra

Takoradi

and GAA

2024 GAA 1974 1984 1994 1999 2004 2009 2014

Kumas

i

Takoradi

and GAA

2025 GAA 1975 1985 1995 2000 2005 2010 2015

Takora

di

Takoradi

and GAA

2026 GAA 1976 1986 1996 2001 2006 2011 2016 Accra

Takoradi

and GAA

NB - * Sponsors and location of these events may change.

# - Any year group may apply to the GAA to organize a formal reunion at any time provided there is no scheduling

conflict with other year groups

USE OF GAA PARAPHENELIA, SIGNS AND SYMBOLS AT EVENTS

The GSTS Alumni Association (GAA) encourages its members to use the GAA crest, logos and

other symbols for events they organize. With a reputation to jealously guard, we request that

GAA-related symbols are used appropriately to project a positive image of the school. When in

doubt, kindly contact the GAA Alumni Secretariat for advice.

The Association also request that certain items not be associated with GAA symbols. Items may

be prohibited under certain circumstances to uphold the good image of the Association and to set

a good example to current students of GSTS.

Please note that the GAA has no jurisdiction over the use of GSTS Crests and symbols. Members

and groups may contact the school through the GAA Alumni Secretariat for rules governing the

use of the GSTS School Crest. The GAA Crest however is a copyrighted symbol of the GAA.

MODIFICATION OF GAA SYMBOLS

The GAA crest, logo and symbols may be used by GSTS, Alumni, Current Students,

chapters/year groups. Modifications may be made to reflect the identity of the specific

group using it. Any such modifications however should ensure that the core design and

color of the GAA crest remains unchanged. If significant modifications are envisaged or

made, a written permission must be sought from the GAA.

GSTS SCHOOL CREST GAA CREST GAA LOGO

The example, below is an acceptable use/modification of the GAA logo.

ACCEPTABLE USE OF GAA SYMBOLS

1. For Official (Alumni Group letterheads, stationery/business cards etc)

2. For clothing (Alumni t-shirts, traditional cloths, blazers etc)

3. Merchandise (cups, watches, mugs, t-shirts etc)

4. Websites and Social media sites of Alumni and Alumni Groups

5. Press Releases

6. Promotional items such as banners, posters, pens, bags etc

7. Official, marketing, fundraising publications of GSTS or GSTS Alumni Groups

8. Magazines, videos, online material (digital or printed) for GSTS or GSTS Alumni

Groups

PROHIBITED USE OF GAA SYMBOLS

The following items are prohibited from being used or displayed with GAA symbols at any GAA

or non-GAA event.

1. Tobacco products

2. Sexually explicit material

COPYRIGHT AND TRADEMARK NOTICES

1. GAA members/groups do not need special approval to use GAA symbols provided it is

for the benefit for GSTS, or its alumni and meets the requirements above.

2. Individuals (GAA or non –GAA members) or non-GAA groups wishing to use GAA

symbols for profit or merchandising must receive a license by obtaining prior approval

from the GAA. This may or may not involve a profit sharing agreement with the GAA.

3. Irrespective of any provisions mentioned here or elsewhere the GAA reserves the right to

request any person or individual to stop using its symbols if:

a. Such individuals or groups are in breach of their licensing agreement.

b. They did not seek prior approval from the GAA.

c. They are using the symbols under any of the prohibited circumstances.

4. The GAA reserves the right to seek legal remedies under the Trademark and Copyright

laws of Ghana for unauthorized third party use of GAA symbols.

5. No person or group shall or is permitted to register or authorize the registration of any

GAA trade or service symbols in Ghana or abroad without a written prior authorization

from the GAA.

SAMPLE GAA EVENT REPORTING FORMS

The GAA kindly request GSTS Alumni Association chapters, year groups and affinity groups

to keep the GSTS Alumni Association informed of planned campus visits and major events

they plan to organize such as fundraisers and conventions. This reportage is not necessary

for routine events like general or executive meetings.

To aid our reporting, the following FORMS have been designed for your use. Information

may be submitted before and after each event.

1. Event Proposal FORM A (Submit at least 6 weeks prior to Event)

2. Event Checklist FORM B (Use to plan event and share with the GAA to help

facilitate planning)

3. Event Summary Report FORM C (After action report – Submit After Event)

4. Sign-in sheet of attendees FORM D (If possible submit after Event)

The benefits/reasons we ask for this information is:

To ensure that the Association can help with coordination, or assistance that might be

required for the event if necessary. To help the Association gather and information on alumni. To track alumni attending events To ensure that the GAA can help others with future events To keep a backup record

To ensure events and reunions are successful and run smoothly without a hitch

To link you up with other groups for advice

To advertise vent on the GAA Website and other GAA platforms

To organize school tours (if required) and help provide manpower if event is held at

GSTS.

To help with budgeting, selection of venues, logistics, ticket sales etc.

SAMPLE GSTS ALUMNI ASSOCIATION EVENT PROPOSAL FORM

(FORM A)

(Submit to the GAA Secretariat at least 4 weeks Prior to Event)

Group/Chapter Contact:

Name: Title:

Email: Phone:

Mobile: FAX:

Title:

Visit/Event

Date:

Time:

Event

Location:

Phone:

Location

Contact:

Phone:

Title: FAX:

Email:

Host Organizations:

Chapter/Group

:

Campus

Partners:

Corporate

Sponsor:

Purpose of

Event/Visit:

Event Type:

Projected

Attendance:

Reg. Fees

(if

applicable

)

Reservation

Method:

Webpage

:

Program Timeline:

Arrival

Departure

Budget (Important but not required): Description:

Gross

Expenses

Expected

Revenue

Partner

Contributions

Net Expenses

Planning Timeline: Responsible Party:

Communication/Publicity Plan:

Do you need Press

Coverage?

Do you need the

services of a

professional

photographer?

Do you want us to

announce your Event

of GAA website and

social media

platforms?

Who do you hope to

meet during your

visit?

Students/Staff/Headmaster/ Administration/Other Chapters

Please help us serve you better. Fill this form and return to the GAA Alumni Secretariat

CHECKLIST

We expect GSTS Alumni Events to be properly planned and organized. The Alumni Secretariat is there to help you

organize such events. Using this checklist would also help ensure that nothing is missed. Please print copies for your

Organizing Secretaries and Executives to use. We also encourage you to send copies to the Secretariat if possible.

This might another group down the line.

SAMPLE GSTS ALUMNI ASSOCIATION EVENT CHECKLIST (FORM B)

Name of Event – what

(building opening, sports day, art show, launch of new

program)

Date of event

Time of event

Location of event

Event Coordinator(s)/Contact person(s)

Target audience – who

Who is this promotion targeted at?

What does the audience need to know?

What will hold their interest?

Message – what (if the event intends to pass along a key

message)

What do you want to say to the target audience?

What do you want them to know/do?

Objectives – why

Be clear about what you hope to achieve with this event.

Description of event – what

‘

Risk assessment – what

Identify possible risks and develop strategies to minimise

risks.

Evaluation criteria established

What were our aims/objectives?

Did we achieve what we set out to do?

Did it come in on budget?

What were the intended/unintended outcomes?

How do we measure effectiveness?

What tools do we use to measure our success?

Checklist

Who will be involved in the event

Date/s of event determined

Location/venue for event booked

Target audience determined

Message determined

Objectives set

Risk assessment completed

Evaluation criteria established

Early event planning checklist

Person

responsible Action

Date to be

completed

Budget

Source identified

Sponsorship

Break-even point established

Have you accounted for the GSTS?

Protocol

Request to invite Special Guests in writing and timely (at

least six to eight weeks prior to event)

Protocol issues

Anything that needs to be approved by GSTS Administration

Anything that needs to be approved by the GSTS Executives/

Alumni Office Director

Special Guest(s) office notified

Press to be notified

Invitations

Mailing list generated/updated

Invitation composed

Invitation checked

Printer

Calligrapher

RSVPs (responsible person briefed)

Invitation list compiled

Names on list and titles/addresses checked for accuracy

Special guests/speakers alerted to make time in diaries

Invitations sent

Catering

Cost per head or upfront

Upmarket or casual

Beverages – orange juice, mineral water, tea and coffee

(instant or percolated)

Food – fruit platters, bagels, Danish, bagettes, sandwiches,

biscuits and cakes

Food – Ghanaian Dishes

Hot or cold

Self service or waiting staff

Internal or external catering

Power required

Equipment required

Tables, tablecloths, cups and saucers

Plates, napkins, knives and forks (disposable/non-disposable)

Can the theme of the event be followed through in catering?

Special dietary requirements of guests

Menu

Early event planning

Person

responsible Action

Date to be

completed

Advertising

Press, radio TV, school newsletter

Education News

Media release –

Talent

Book and brief

Rehearsals

Signage

Organize plaque if necessary

Check plaque wording

Signage booked or ordered

Other signage produced

Program/running sheet/speeches

Program finalized

Running sheet written

Program/running sheet sent to speakers

Speakers fully briefed

Speeches written

Let caterers know program - when to serve drinks/food

Value added for guests

Copy of publication, CD-ROM

Gifts

Programs

Catalogues

Special offers/discounts

Competitions

Prizes

Security

Security alerted

Occupational health, welfare and safety concerns addressed

Provision of first aid

Audio/visual requirements

PA system

CD or tape player

Lapel or handheld microphone

Lighting

Extra electrical requirements

Lectern

Staffing

Extra required

Staff to meet and greet guests

Ambience

Floral arrangements, pedestal – can the theme of the event be

followed in flowers?

Background music

Early event planning

Person

responsible Action

Date to be

completed

Guest comfort

Wheelchair access

Toilet facilities

Hospitality

Welcome signage at entrance

Ushers briefed

Cloak room

Red carpet

Housekeeping

Cleaning before and after

On standby during the event

On the day

Time for set up by whom

Time for dismantle by whom

Dais, stage

Tables, chairs layout

Chair covers

Floor plan

VIP seating

Book courier/transport

Name tags

Clear location directions

Registration desk

After the event

Person/Giant responsible

Debrief

Comments on all aspects (negative and positive)

Guest feedback

Guidelines for improvement next time

Evaluation against criteria

Celebration

Thankyou’s


SUMMARY FORM

SAMPLE GSTS ALUMNI ASSOCIATION EVENT SUMMARY DOCUMENT (FORM C)

Event Title

Date

About the Event

Attendance

Venue

Revenue/Expenses

Key Contacts

Special Guests

What went well?

What needed

improvement?

Notes


SIGN-IN SHEET

SAMPLE GSTS ALUMNI ASSOCIATION EVENT SIGN IN SHEET (FORM D)

NAME YEAR OF

COMPLETION

ADDRESS PHONE

NUMBER/EMAIL


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