ADMINISTRATIVE ORDERS FOR FOUNDERS’ 2023 (7 – 9 NOVEMBER)

HEADMASTER’S OFFICE (MR. ABHIJIT BARUAH & MS. EVA PAKYNTEIN):

 Invitation Cards with Programme to be finalized by 16th October

 Invitations Cards with Programme & School Map to be sent online by 19th October:
 To all Parents by SLO
 To Sunnyside parents by AB
 To all Tea Gardens by AB
 To GB & FSC members, IPSC & RS Schools by AB
 Digital Invitations to all Dignitaries of Tezpur –AB
 VIP Escorts for Founders' Day (Student & Staff shadow) – HM &EM by 20th October
 Cocktails & Dinner at HM’s Bungalow: EM to give lists & HM to decide by 22nd October
 To ensure that appropriate background music is played at HM’s bungalow on Day 1 & 2 – SLO & EM
 VIPs who will give away awards on all days – List from EO to HM by 20th October
 Contingency plan – HM & EM
 Car Stickers for guests, Staff & VIPs to be handed over to Mr. Monjit Bora by 24th October – AB
 Dry Run programme & Founders’ programme – AB
 Notes to Pupils - AB
 Prize-List to be printed by 24th October - AB
 Teacher escort to pick up the Chief Guest from airport – HM
 Use of HM’s office by VIPs – HM’s Office
 Risk-Assessment - HM
 Exeat, Review & Leave – HM

MANAGER – ESTATE & ADMINISTRATION (MR. SOM DUTTA):

 To cordon off parking areas and have placards in place by 6th evening
 To deploy security to take care of parking and traffic on ALL days
 To position Chief Guest & VIP parking signage in WMH square and Swimming Pool Complex
 To instruct security at Main Gate to be attired in Ceremonial Uniform
 To position security at all venues and instruct them to be on high alert on ALL days
 To have security patrol all Boarding Houses
 To instruct security to be extra vigilant on student movement
 To have security check venues after the programme
 To distribute food court coupons to HSMs by 1st November
 To set up an Emergencies – POC (Point of Contact) and advertise name and number to all
 Ensure that there is no unauthorized movement on campus on ALL days
 SESSA residents to be instructed not to have guests from 1st to 9th November
 Hospital roundabout and Riding Area to be cordoned off on Day 2 & 3
 Main Gate receptionists to be formally attired at all times on all days
 All UTs to be smartly turned out on all days
 To ensure that the Dustbin Collectors wear clean clothes with shoes – NO SLIPPERS
 To eliminate the dog and monkey menace on campus
 To liaise with EM and have shamianas erected as required at various venues as required
 To ensure that the shamiana erected for Day 3 at the Circular Garden affords adequate shade for ALL
 To ensure that the estate is thoroughly (mowing of lawns, pruning hedges, sprucing up flower beds) cleaned
and all trees painted with a white band by 1st November
 Adequate number of Tuskers to be provided at the Food Court and Peacock Lawn with manpower to empty
periodically
 All potted plants for Pavilion, WMH, MSB, SCR and HM’s bungalow to be painted and in good care.
 To ensure ‘No Parking Zone’ signage as required
 To select and show to HM the colour scheme of cloth for shamianas (HM’s bungalow & Circular Garden) by
20th October
 To ensure adequate seating arrangements for parents outside WMH and Pavilion
 To ensure ALL toilets are regularly cleaned and have fresh towels, liquid soap, air freshener & bin
 To construct a temporary toilet for drivers and attendants by 1st November
 To have the grounds at venues watered (lightly) to keep the dust down by 6th November
 To have the entire WMH thoroughly cleaned & chairs wet wiped on 6th November
 To have shamianas, chairs, sofas, buffet & bar counters etc in place at HM’s bungalow by 6th November
 To have the Main Gate Reception Booth ready by 6th November
 To have floral arrangements in WMH, & HM’s bungalow as required in liaison with EM & Mrs. Rikhye

F & B MANAGER & GUEST HOUSE (MR. NABIN K. JHA):

 To have Food Court agreements ready to discuss with HM by 16th October

 To have Food Court agreements finalized with vendors by 18th October.
 To have Food Court ready by 5th November.
 To have Food Court operational by 6th November – dinner.
 To have detailed menu for ALL meals ready for HM to finalise by 24th October.
 To have buffet dinners at HM’s bungalow as per numbers given by HM on Days 1 & 2
 To have the BAR at HM’s bungalow manned adequately with proper glass ware, bottle openers etc
 To cater to drinks & lunch on Day 3 (9th November) for invitees at the Circular Garden
 To cater to all meals (optional – staff & students) as required in the CDH. (HSMs to email student numbers to
Mr. Jha)
 To cater to optional lunch & dinner on 7th & 8th for parents, staff & students. HSMs to provide the footfall to
Mr. Jha
 To cater to snacks in MSB during exhibitions as requested separately
 To instruct vendors on litter, tobacco etc on campus
 To set up a separate Food Stall for drivers & attendants on cash payment
 To liaise and finalise with HM on food coupons for the UT workers
 To have (outsourced – Café Corner) a spot by the Sports Complex serving coffee, tea, juice, mineral water,
biscuits, chips etc. on cash payment for parents, alumni, others
 To liaise with teachers & Admn. personnel and have appropriate accommodation for Resource Persons /
others
 To ensure that the Guest House is clean at all times – especially the Guest Toilet
 To check that all meals are provided to guests staying in the Guest House
 To ensure that all Guest House personnel are smartly attired
 MANAGER EELECTRICAL (MR. NIKU SHARMA):

 To carry out first light and sound checks at all venues as required (MSB, WMH, CDH, HM’s bungalow, SCR)
by 1st November
 Final lights and sound check at all venues by 6th November
 To have Halogen Lights / Fairy lights in HMs Bungalow, HM’s Lawn & WMH
 Checking of mics and sound systems at ALL venues as the Founders Celebrations progresses
 Power backup for all productions
 Ceiling lights outside WMH on both sides to be checked

MANAGER CIVIL MNT. (MR PRAMOD KUMAR):

 To have placards ready for WMH ceremony by 26th October

 To have red carpet fixed in WMH by 6th November, 4:00 pm
 To have stage and podium polished / varnished by 1st November, 5:00 pm
 To have the masking velvet stage curtain in WMH changed by 20th October
 To have buildings, signage / posts etc., painted / touched up as required by 28th October

STORE ACCOUNTS OFFICER (MR. DIPJYOTI BORAH):

 To purchase items required for floral decorations as specified by 6th November

 To have all ties & awards delivered by 10 October
 To purchase any item required by various departments / production teams as may be urgently required

TRAVEL & DESPATCH (MR. MONJIT BORA):

 To email complete list of all local dignitaries (civil & AF & Army personnel) with designation to HM by 20th
October
 To liaise with EOHM and have ID Cards ready for Press by 28th October
 To meet Mrs. & Mr. D. Summerscale at Guwahati airport and escort them to AVS as per arrival dates
 To arrange a suitable date, time and venue for the Press to meet before Founders’ with a meal / snacks
 To release information to Press before Founders’ for Press coverage
 To ensure recording & press coverage during Founders
 To liaise with EOHM & EM for distribution of invitation cards as per list finalized by HM
 To ensure that the Main Gate Reception Booth is manned as per roster
 To ensure PR packets to CG & VIPs are distributed as ordered by HM
 To ensure all vehicles are checked (except VIPs)
 To ensure that PSOs dismount at Main Gate

SYSTEMS ADMINISTRATOR (MR. GOPAL C. SAMANTA):

 To have all certificates printed as required by 19th October & 1st November
 To facilitate videography & live-streaming with large screens for viewing in and outside WMH
 MANAGER ACCOUNTS (MR. KAMAL KAKOTY):

 To check and facilitate advance cash as required for costumes, awards, any other.
 To check all expenditure after Founders’ 2023 and prepare report for HM.

HLS & HUS (MRS. JOYCE MACDONALD & DR. KULJEET SINGH):

 Overall in charge – Teachers & Presenters at Exhibitions

 Overall discipline in MSB
 To ensure quality of all productions at Founders

HOA (MS. PRIYANKA JOSHI):

 To have the Awards List ready with correct names by 17th October and 28th October
 To check each event for time and cut down if required
 To liaise with LRPs & check that all productions have quality & appropriate costumes
 To ensure smooth movement of props and proper stage management at various productions
 To ensure effective Light & Sound at all productions
 To carry out the Dry Run on 4th, 5th & 6th of November
 To set date in advance and carry out QCC for Exhibitions & Productions
 To have ready & publish the Exhibition route (CG & VIPs)
 To have all exhibition materials removed by LRPs before they proceed on leave (Exeat)

EVENT MANAGER (MR. LESLIE P. WATTS):

 To have accommodation ready for Chief Guest & all other guests by 1st November
 To liaise with Mr. Monjit Bora & have tickets & surface transport ready for ALL CG / guests by 25th October
 To liaise with EOHM & have all invitations sent – special guests, parents, staff, VIPs & alumni by 22nd
October
 To have detailed event programmes ready by 25th October
 To check & have student speeches (anchors included) & prayer ready by 25th October
 To have placards & seating tags for all programmes ready by 25th October
 To have all awards & mementos ready for all programmes by 25th October
 To liaise with Mr. Chauhan for student photography & videography at all venues
 To liaise with all departments and oversee readiness of all venues
 To liaise with HM & ensure student & staff escorts are in place for VIPs
 To liaise with Mr. Monjit Bora on press cover – seating arrangements
 To ensure Yearbook is in place for release by Chief Guest and for distribution
 To work with Sr. HSMs & have Staff supervision roster for all events ready and published by 25th October
 To liaise with EOHM & have Main Gate (Reception Booth) Staff supervision roster ready & published by 25th
October
 To have the seating plan for all events, protocol & dress code for all events – staff & students by 25th October
 To have the WMH Practice Schedule ready & published as required from time to time
 To liaise with HM & have student & staff ushers & escorts for all events ready by 25th October
 To have a separate meeting (with HM, SLO & EOHM) to instruct student & teacher ushers & escorts.
 To have all awards – Ties, cheques, certificates, Rolling Trophies ready by 25th October
 To liaise with Dr. Lipika Borah to ensure refreshments are in place for VIPs at exhibitions.
 To ensure that mineral water etc is at all venues for VIPs
 To prepare the youngest boy & girl for inauguration of exhibitions by 25th October
 To ensure that the silver tray & scissors with ribbon is in place before event (Exhibitions & Food Court)
 To ensure cleanliness and readiness of VIP Annex for VIPs as per VIP itinerary
 To liaise with HM & order special beverages for Founders & for VIP Annex
 To have our alumni, Ms. Pooja Borah & Ms. Rajlakshmi Sharma look after visiting alumni
 To ensure that the JBL Speaker is transported to HM’s bungalow on Days 1 & 2
 To liaise with HM & have ready gamocha & memento for staff who have completed 25 years’ service by 25th
October
 To liaise with HM & have ready gamocha & memento for Chief Guest & VIPs by 25th October
 To have soft music playing at HM’s bungalow during Cocktails & Dinner on Days 1 & 2

MAIN GATE:

 To receive all guests at the Main Gate against list provided by EM

 To ensure that guests are informed of parking area

STUDENT LEADERS:

 To work with EM & have venues ready as required

 To be smartly attired and be at positions to usher guests
 To have WMH ready for all events
 To have all photography & videography given in to the librarian the next day
 To assist in packing up after the programme (different groups for different venues)
 Readiness for inauguration – exhibitions, Food Court.

PREPARED BY EVENT MANAGER Thursday, October 19, 2023

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EVENT MANAGER