To Be Completed by Office Staff:

Received: / /
By:
Added to Calendar: /

SCHOOL EVENT REGISTRATION FORM

Event Name: ________________________ Is this a School-Wide Event?

Date (dd/mm/yy): ______/______/______ ☐ Yes ☐ No

Starting & Ending Time: Event for: ☐ All staff ☐ Students (Year___)

from _________ to _________ Event Leadership (Person in Charge)

If recurring, list multiple dates/times: Contact Person Name: ___________________

_____________________________________ Contact Person Phone: __________________
Description / Purpose: Staff Involved: _________________________
_____________________________________
_____________________________________
_____________________________________
_____________________________________
_____________________________________

Event Location
☐ Off-Campus Event – Location: _____________________________________________________
Transportation Needed: ☐ School Car ☐ Rental Bus ☐ No need (Students will go individually)
** For Rental, please attach the Company, Contact number, Vehicle Detail, & Driver ID**

☐ On-Campus Event

Specific Room Needed: Specific Room Setup:

_____________________________________ _____________________________________
**Rooms should be left in the arrangement they were found unless otherwise
communicated**

Food / Drinks
☐Yes ☐No If Yes, provided or prepared by:
____________________________________

Please Describe:
____________________________________________________________________

Audio/Visual Equipment
☐ Yes ☐ No If Yes, please describe:
___________________________________________
 Who will be operating the equipment? (If from external company, please attach the quotation):
___________________________________________________________________________
_______

Childcare (Medication)
☐ Yes ☐ No If Yes, please list children who need medical support (Please Attach Medical
Info):

___________________________________________________________________________
___________

______________________________________________________________________________
________

______________________________________________________________________________
________

Event Expenses
Cost for Event: _____________________ Payment due by: __________________________

(Please attach the Purchase Request Form)

** Please list the vendors and quotation within the Purchase Request, needs to be as specific as
possible **

Promotion / Communication
All Approved events will be listed in the School Calendar / Key Dates
☐ If the Event is a whole school event, we will send notifications to the whole community.
☐ If the Event is a specific class / staff event, we will send notification to the said parents / staff.

Please list any additional promotional request: ____________________________________

Registration required? ☐ Yes ☐ No If Yes, indicate the preferred method

below:

☐ Written Consent Form / Sign up Sheet. ☐ Google Form. ☐ Confirmation by

Email.
**the Consent Form, Google From, and Email Confirmation will be coming from PIC and Team**

Additional Information:
___________________________________________________________________________
_______
 ___________________________________________________________________________
_______

___________________________________________________________________________
_______

**PLEASE SUBMIT THIS FORM TO ADMIN AT LEAST 2 WEEKS BEFORE THE EVENT**

Requested by Acknowledged by Approved by

Originator (PIC) Principal CFO

( ) ( ) ( )

Date: Date: Date:

SCHOOL EVENT REQUEST FORM WORK FLOW

THE PROCESS AND HOW IT WORKS

1 PIC fill out the form

a. It needs to be as detail as possible, including

any of the attachments needed.

b. PIC will need to prepare (Check with vendors,

asking quotations, checking medical info, etc.)

2 PIC give to Principal

a. PIC will need to send this form to Pincipal at

least 1 month before the event.

b. The form will be discussed in the weekly

leadership meeting every Tuesday / Thursday.

c. PIC might need to be present to explain the

event.

3 Leadership

a. The Leadership team will discuss and if

approved the event form will be send to admin

b. If not approved, the Principal will return the

form back to the PIC if there are any revision or
changes).

4 Admin Team

Admin will scan the form and all of the

attachments, input in the google drive folder,
and will share with the : PIC, Principal,
Operational Manager, and Finance.

5 PIC share to their team

a. PIC will share the shared folder to their team.

b. PIC team will start to proceed the approved

attachments.