Hannah Nicole Vitug

03 March 2026 who to address? Re:​ Position paper on the Operational Concerns and Recommended Actions for the 2026 Graduation Banquet April 10, 2025, at Century Hotel, Balibago, Angeles City Dear Madam, This position paper is respectfully submitted to present the concerns of the incumbent Student Council regarding the forthcoming 2026 Graduation Ball, scheduled on April 10, 2026, at Century Hotel, Angeles City, and to propose necessary actions to ensure its successful implementation. I. Statement of Concerns 1.​ Financial Adjustments and Manpower Requirements. During prior deliberations, the incumbent Student Council was designated as the primary lead in organizing the said event. It was noted that the registration fee for the Graduation Ball during the previous year amounted to Php 4,000.00 due to the manpower specialists needed (i.e., Event Coordinator, Floor Manager, etc). However, in consideration of the financial burden on participating delegates, it was collectively agreed to reduce the fee to Php 2,650.00, with the condition that key stakeholders would extend manpower support to offset operational costs.​ At present, the limited manpower support poses a challenge in meeting the operational demands of the event. 2.​ Limited Participation of the Incoming Student Council. The incoming Student Council has expressed that their involvement in the event shall be limited solely to attendance during the turnover ceremony. This position deviates from the established institutional practice of promoting servant leadership, wherein both incumbent and incoming councils actively collaborate in major school events. Moreover, this is inconsistent with the level of participation observed during the previous Graduation Banquet. 3.​ Challenges in Communication and Coordination. There have been noted difficulties in communication and coordination among concerned stakeholders. These challenges have consequently affected the timely execution and alignment of program components, thereby compromising the attainment of targeted outputs and overall event readiness. II. Recommendations In view of the limited preparation time remaining, the following measures are respectfully recommended by the undersigned to expedite service delivery and ensure the success of the event: 1.​ Mobilization of the Incoming Student Council. The incoming Student Council should be mobilized to actively participate in the planning and implementation of the Graduation Ball. Given financial constraints, imposing additional fees to hire external manpower (e.g., event coordinators, planners, or managers) is not feasible; hence, internal collaboration is essential. 2.​ Clear Delineation of Roles and Responsibilities. A structured definition of roles and responsibilities between the incumbent and incoming Student Councils must be established. This will eliminate role ambiguity, strengthen coordination, and foster camaraderie. Furthermore, this serves as a practical platform for leadership training and a meaningful turnover process. 3.​ Provision of Emanating Authority. It is recommended that appropriate authority be vested in the President of the incumbent Student Council to oversee and execute event-related decisions. This will enable efficient leadership, ensure accountability, and facilitate the achievement of desired outcomes, objectives, and expected deliverables of the program. Committee reports from the assigned personnel shall be required to effectively monitor and track the progress of the program. The Graduation Banquet is a significant institutional event that reflects the values of leadership, collaboration, and service. Addressing the aforementioned concerns through strategic coordination, shared responsibility, and empowered leadership will contribute to the successful delivery of the program. In this regard, the foregoing recommendations are respectfully submitted for appropriate consideration and action. ​ ​ ​ ​ ​ ​ ​ ​ Very Truly Yours, ​ ​ NAME POSITION APPROVED: Annex A:​ Operational Structure and Roles and Responsibilities of Manpower for the 2026 Graduation Banquet of Don Bosco Academy of Pampanga, Inc. Committee Overall Program Management ●​ ●​ ●​ ●​ Food and Beverage Committee ●​ ●​ ●​ Logistic Committee ●​ ●​ ●​ ●​ Finance Committee ●​ Roles and Responsibilities Provides overall supervision and direction of the Graduation Ball; Ensures alignment of all committees with program objectives; Oversees planning, coordination, and evaluation of the event; Resolves issues that may arise across committees to ensure smooth execution. Oversees coordination with the venue and/or caterer regarding food selection, menu arrangements, and service delivery; Ensures that meals and refreshments are properly prepared, sufficient, and served in an orderly manner; Monitors overall food service quality throughout the event. Coordinates logistical requirements with concerned offices and personnel to ensure availability of requested materials, equipment, and venue arrangements; Prepares logistical support menu checklist for each part of the program as Committee report; Oversees the completeness and functionality of all logistical needs; Regularly coordinates with the Program Management Committee and other committees requiring logistical support; prepares liquidation report, if applicable. Plans and manages the overall budget for the Graduation Ball, including registration fees, food expenses, honoraria, and other operational costs; Chairperson/ In-charge Committee ●​ ●​ ●​ ●​ ●​ Technical Committee ●​ ●​ ●​ ●​ Floor Management Committee ●​ ●​ ●​ ●​ Public Relations Committee ●​ ●​ ●​ ●​ Roles and Responsibilities Monitors and tracks all financial transactions as Committee Report; Maintains records and receipts related to the use of the registration budget; Prepares and consolidates liquidation reports from all committees; Facilitates the presentation of the financial report on the designated schedule; Coordinates with other committees on finance-related matters. Prepares Technical Assistance Plan for the upcoming event as Committee Report; Manages documentation of the event through photo and video coverage; Oversees the production of an Audio-Visual Presentation (AVP) to be presented after the event; Ensures proper handling of technical equipment needed for documentation and presentation. Supervises the overall flow of the program during the event; manages entrance and exit protocols; Prepares committee reports such as Floor Management Plan Ensures smooth transitions between program segments; Maintains order and coordination on-site. Handles communication, invitations, and publicity materials; Maintains contact with stakeholders and participants; Manages announcements and social media promotion if applicable; Ensures proper dissemination of relevant event information. Chairperson/ In-charge Committee Secretariat Committee ●​ ●​ ●​ ●​ ●​ Roles and Responsibilities Prepares necessary secretariat forms e) such as attendance log and evaluation. Manages participant registration and attendance during the event; Ensures organized check-in procedures; Prepares and administers evaluation forms in coordination with all committees; Consolidates and submits evaluation results for post-event assessment. Chairperson/ In-charge