Medellin National Science and Technology School FORM 2

STUDENT’S SUPREME GOVERNMENT

SSG EVENTS PREPARATION CHECKLIST

This form must be completed upon assigning key persons for each committee during the planning
conference for the activity. The club president must be responsible in complying all the necessary
actions for the completion of this checklist. Furthermore, this must be submitted to the SSG President
with the corresponding names of the persons responsible for each committee.

Fill up the complete name/s of the committee chairpersons

COMMITTEES

Stage Decoration: ________________________________________________

Design

Schedule of Making the Design: ______________________________________

Schedule of Installation: ______________________________________

Physical Arrangement: ________________________________________________

Floor Plan of Audience/ Booths

Stage Arrangement (where to put the Philippine Flag, School Flag, tables and chairs on stage)

Aftercare: ________________________________________________

Clearing operations of the things on stage

Returning of all materials borrowed

Sound System: ________________________________________________

Microphone

Sound Check of Sound box

Gathering of all the sounds for

Presentations

Intervals (House Music)

Awarding

Program: ________________________________________________

Layout: ______________________________________

Have the program proofread by the moderator or Program Coordinator

Distribution (Host, Sound-in-charge, Principal, Stage Manager, Documentation in charge)

Documentation: _______________________________________________

Narrative Report

Pictures and Videos

Budget Proposal: ________________________________________________

Fill-up the budget proposal template from the SSG Office

Itemized price per unit

Itemized contribution per member

Liquidation: ________________________________________________

Receipts of all the purchased materials or goods

Pictures of purchased materials

Games/ Logistics: ________________________________________________

(For this part Itemize everything on a separate sheet, with the corresponding name-in-charge for each
box)

Contest/Game Venues

Contest/Game Materials for each event

Schedule of Contest/Games

Game Mechanics (to be read on stage)

Materials/ Paraphernalia

Coordination with the class presidents/ team captains for the name of participants per

event/game

Stage Managers: ________________________________________________

Order of Presentation

Place for entrance and exit

Preparation of the sequence of presentations

Preparation of the next participants before actual presentation

Schedule of blocking of participants

Schedule of general rehearsal if the school is the host in the Municipal Level such as the:

MSAA, Municipal Level Contests and etc.

Awards & Prizes: ________________________________________________

Preparation of Sashes/ Crown/ Scepter/ Bouquet: ______________________________________

Purchasing of Prizes: ______________________________________

Giving of actual results to the head of certificates committee: ___________________________

Certificates: ________________________________________________

Template for Certificate of Recognition: ______________________________________

Checking of the spelling and award for the events: ______________________________________

Submission of certificates for signing to the coordinator and principal: ______________________

Hosts/Judges: ________________________________________________

Preparation of the script to be proofread by the copyeditor of the school publication

Schedule of actual practice with the sound system

Designate a place for all the judges and prepare snacks for them

Contest Materials & Venue: ________________________________________________

Preparation of contest venues: ______________________________________

Labeling of contest venues: ______________________________________

Preparation of contest materials such as: ______________________________________

Topic for essay

Theme for slogan/poster

Dissemination to the class presidents whether materials will be provided or the

participants will bring their own materials

Judging Sheets & Tabulation: ________________________________________________

Preparation of criteria for each event or contest: ______________________________________

 Selecting the judges for the event: ______________________________________

Preparation of the excel template for the computation of results: __________________________

Submission of printed final results to the certificates committee chair: _____________________

Submission of printed final results in order of announcement to the chairman of the board of

judges or the hosts for actual declaration: ______________________________________

THINGS TO BE SUBMITTED AFTER THE EVENT:

1. Narrative report prepared by the club Secretary to be submitted to the SSG Secretary with
pictures
2. Budget Proposal duly signed by the Club Moderator or the Class adviser (in the case of classroom
event) to be submitted to the SSG Treasurer.
3. Liquidation Report signed by the Club Moderator or Class Adviser (in the case of classroom event)
to be submitted to the SSG Auditor.
4. List of names with designation of tasks performed signed by the Club Moderator or Class Adviser
(in the case of classroom event) to be submitted to the SSG Vice-President.
Example: Juan A. Dela Cruz- Chairman- Certificates Committee

Important Details to be discussed during an actual planning conference of the events:

1. Date of the opening and closing

2. Schedule of feeding program if for the nutrition month
3. Schedule of games if for intramurals
4. Dates of the actual contest events
5. Order of the Program for both the launching and culminating of the activity
6. Important time and dates of practices for presentations
7. Schedule of each section/ grade level for blocking of presentations
8. Costumes or attires of the participants during presentation
9. Appointment of key persons as committee chairs with actual names in the program
10. Completion of the SSG preparations checklist

Standard Operating Procedures for all school events to be facilitated by all student organizations:

1. Request a letter of excuse signed by all the teachers if a meeting will be conducted for the planning
of a particular school event.
2. The president who usually presides the meeting must assign committee chairpersons for the
event. He/she must complete the SSG preparations checklist.
3. Key persons (with actual names) should be assigned as committee chairpersons that should reflect
in the program
4. All narrative reports made by the club secretary must be submitted to the SSG Secretary.
5. The club or class treasurer must submit a duly approved budget proposal before actually asking
for contributions from the class or club to be submitted to the SSG Treasurer.
6. The club or class auditor must submit a liquidation report immediately after the event has
occurred.