Solicitations Committee

Acting Committee Head: Joseph Mabilog


Scope of Responsibilities:

1. Finalize the Circular for all SSCW parents announcing the need for solicitations for the Family Day. This can be done in coordination with the Grade School Solicitations Committee Heads, Grade School & Year 2 Family Day Overall Coordinators (Cristy Donaire & Rhea Rodrigo-Deveras, respectively), Grade School President (Lyza Rivera) & Year 2 President (Joseph Mabilog). If a meeting can be arranged, then at this meeting the particulars of the solicitations can be ironed out & finalized.

2. Once the contents & details of the circular are finalized, make appropriate adjustments on the Circular Letter Draft to be e-mailed to you by the Year 2 overall coordinator. Once this letter is approved by the concerned people (those who attended the meeting), you can type the official letter for Sister Bellarmine's approval.

3. In advance (during the meeting), request & acquire 5 specimen signatures (on bond paper) from each signatory of the Circular Letter & submit to Ms Gerg Santos, which she can paste on to the letter before printing & mimeographing. This will save time (Without the specimen signatures, you will have to find each signatory & have them sign in person on the finalized letter).

4. Finalize the Official Letter for interested sponsors using the same process mentioned above. This letter will be given only to companies & individuals who are certain to give donations in cash & kind. This letter details 4 sponsorship packages, listing what the sponsor will receive in return for their donation, in cash or kind.

5. Follow up with Ms Gerg that the Circular Letter is distributed asap. Leave copies of the Letter for Interested Sponsors with her, so when potential sponsors come to inquire re the details, she can just give out this letter.

6. Approach your own friends, colleagues & co-workers for possible sponsorships, in cash or in kind.

7. Keep a clear record of each donation: Name of person / company that donated & items / cash donated. Even small donations have to be clearly recorded. Ex. 2 umbrellas or 10 bars of soap. Do not give any donation, no matter how small, to parents or students because this is the school's property.

8. Coordinate with the Games & Prizes Committee Head regarding where to store the donations in kind (goods).

9. Cash donations can be received directly by the Business Office, SSCW, to be held in the Year II Family Day fund.

10. Coordinate with the Booths & Food Committee Head regarding the number of booths to be reserved for the major sponsors (P20T donation), who each will receive a free booth. Once a major sponsor signifies the intention to donate, inform the Booths & Food Committee Head for immediate reservation.

11. Coordinate with major & minor sponsors regarding their desired placement within the school premises of the company banner. Reserve this place for them. The school grounds map may show them an overall view of available places for banner placement. This school map can be e-mailed to you by the overall coordinator.

12. It would be best for the Sponsorship Committee Head to be present in the school premises on January 31 to help supervise the banner placement of major and minor sponsors. The company representatives will seek your presence since you are the Committee Head with whom they have negotiated.

13. Regularly check in with the Business Office, SSCW, regarding the major & minor sponsors who have given their cash donations. Keep yourself updated regarding potential & actual sponsors.