Information kit - Anglican Parish of Northern Albury

Anglican Parish of
Northern Albury
Debutante Balls
Your
complete
guide to
ensure the
success of
your very
special
evening.
INFORMATION KIT
2016
Contents
Introduction ..................................................................................................................................................... 2
Essential Details ........................................................................................................................................... 3
Dates and Location .................................................................................................................................... 3
Training ......................................................................................................................................................... 3
Rehearsal ...................................................................................................................................................... 3
Registration .................................................................................................................................................. 4
General Information .................................................................................................................................. 5
Ball Attire ...................................................................................................................................................... 5
Dance Training ............................................................................................................................................ 6
Formal Proceedings .................................................................................................................................. 6
Guest Tickets ............................................................................................................................................... 7
Meals and Drinks ....................................................................................................................................... 8
Payments ....................................................................................................................................................... 9
Photographs ............................................................................................................................................... 11
Profiles ......................................................................................................................................................... 12
Security ........................................................................................................................................................ 13
Special Duties ............................................................................................................................................ 13
Tables............................................................................................................................................................ 14
Table Decorations .................................................................................................................................... 14
Table Decorations – Dos and Don’ts ................................................................................................. 15
Important Dates for Your Diary ......................................................................................................... 16
Appendix ........................................................................................................................................................ 17
Registration Form ................................................................................................................................. 18
Debutante and Partner Profiles .................................................................................................... 19
Guest Invitation List............................................................................................................................. 20
Confirmation of Guest Numbers.................................................................................................... 22
1
Introduction
The Anglican Parish of Northern Albury is pleased to be hosting their
annual debutante balls for 2016 on Friday 2nd and Saturday 3rd September.
A debutante ball has traditionally been held to introduce young women into
society. Debutante is actually a French word meaning ‘female beginner’.
The significance of the debutante ball however has changed over the years
and today represents a transition towards adulthood. The ball provides
debutantes, their partners, family and friends the opportunity to celebrate
this transition.
Participation in the ball requires debutantes and partners to be highly
organised, having to attend regular dance training sessions, organise their
formal attire, arrange for the attendance of guests and to ultimately present
themselves with dignity to our Guest of Honour in the presence of family
and friends.
Many volunteers are involved with the organisation of the balls. They work
tirelessly to ensure the success of your very special event and hope that it
will be a night that you will never forget with many happy memories.
We are delighted that you have chosen to make your debut with the
Anglican Parish of Northern Albury and thank you for your participation.
The balls are a major fund-raising event for the parish.
2
Essential Details
Dates and Location
Ball 1: Friday 2nd September
Generally designated for Trinity College students along with other
community members and also Albury High School students, depending on
numbers.
Ball 2: Saturday 3rd September
Generally designated for Albury High School students along with other
community members. Trinity College students may also participate on this
evening if the date is more appropriate for them.
Both balls are held at the Albury Entertainment Centre, Swift Street,
Albury.
Training
Training sessions are held every Sunday and these commence on Sunday
24th July. There are 6 training sessions, all held in the Albury High School
hall.
Ball 1: Training runs from 5.15 – 7.00pm
Ball 2: Training runs from 7.00 – 8.45pm
Schedule of Training Dates
July
14th August
31st July
21st August
7th August
28th August
24th
Rehearsal
One rehearsal session is held at the Albury Entertainment Centre prior to
the ball.
Date: Thursday 1st September 2016
Time:
7.00 – 8.00 pm – Ball 1
8.00 – 9.00 pm – Ball 2
3
Registration
To participate in the ball you will need to complete:
•
a registration form,
• a debutante and partner profile,
•
and pay a registration fee. Payment of this fee will secure your
place.
Registration forms must be submitted by 17th June 2016.
Please return:
Via email: [email protected]
or
Post to:
Anglican Parish of Northern Albury
PO Box 160, LAVINGTON NSW 2641
Payment can be made by cheque or EFT (preferred).
Details for Electronic Funds Transfer
Account Name: Anglican Parish of Northern Albury
BSB: 032-775
Account Number: 69 0242
Reference: Debutante and/or Partner Name
When making payments by EFT please send an email to
[email protected] advising:
 amount of payment
 name for whom payment is being made
 confirmation that it is for registration
Payment by cheque:
Please make cheques payable to: 'Anglican Parish of Northern Albury'
If you can only pay by cash, please note this on your registration form and
pay on the first night of training (24th July).
4
General Information
Ball Attire
Debutantes:
• Long white dress
• High heeled shoes in either white, ivory or silver – suitable for
dancing
• Long white gloves (approximately elbow length)
Please ensure that your dress has sufficient clearance from the floor for
ease of dancing and walking etc.
Dresses with straps or sleeves are preferred (for comfort and ease of
dancing), but are not compulsory.
Please wear your shoes to practice.
Partners:
• Formal suit hired from Ferrari Formal Wear & Bridal
• Located at Shop 2/439 Dean Street, Albury (ph: 6021 1128)
• Cost of hire is approximately $85
• Hire of the suit includes shirt, tie, shoes and white gloves
• PLEASE SUPPLY YOUR OWN BLACK SOCKS
• Suits must be measured by no later than Wednesday 3rd August
• Please return suits to Ferrari after the ball by no later than
Wednesday 7th September.
Partners, please wear neat dress shoes/school shoes to practice
Colour Theme
Our colour theme this year is Pink and Silver.
The stage will be decorated by a church committee.
We invite you to decorate your own tables.
Wrist corsages will be provided for each debutante.
Button holes will be provided for each partner.
These will be available when you arrive for your photos.
5
Dance Training
Dance training is conducted by Bronwyn Robertson from the AlburyWodonga Dance Centre. Bronwyn is assisted by Eathan Gardiner.
Couples will learn 2 formal dances, the Charmaine and the Gypsy Tap.
There will also be 2 informal dances.
We request that you wear appropriate footwear for each training session.
NO THONGS, SLIP ONS or SNEEKERS ETC.
Debutantes, please purchase your shoes as soon as possible and wear them
to training. Until you have your actual shoes, wear other shoes that may be
similar.
Partners, please wear neat dress shoes/school shoes for each practice.
Please note: To ensure that you enjoy your training and are wellprepared for the ball, please be respectful to our trainers and pay
close attention. This will make it easier for the trainers to transform
you effortlessly into seasoned dancers. Next step..........Dancing with the
Stars!
Formal Proceedings
•
On the evening of the ball guests are requested to be seated by 7 pm.
•
Following the introduction of the official party debutantes and their
partners are formally presented to the Bishop of the Anglican Diocese
of Wangaratta. During the presentation a short profile of both the
Debutante and their Partner is read out by the MC. These profiles
must be prepared and returned with your registration form.
•
After the conclusion of the presentations the two formal dances are
completed. Dinner will then be served
•
After dinner the Debutantes and Partners return to the dance floor
for the cutting of the cake, speeches and presentation of gifts.
•
The informal dances will take place after the formal proceedings and
will be followed by dessert.
6
Guest Tickets
Ticket Type
Price
Adults
$80.00
Children under 12
$40.00
Children 3 and under
$20.00
Viewing Tickets*
$10.00
• The cost of the ticket includes entry, entertainment, a 2 course meal,
tea and coffee.
• Guests are requested to arrive from 6.30 pm and be seated by 7.00
pm. The presentation of debutantes and their partners will
commence shortly afterwards.
• Entertainment concludes at 11.45 pm.
• Tables seat 16 or 24 guests (remember to include the debutante and
partner in these numbers).
• A limited number of viewing tickets* are available for those people
who are unable to attend the whole evening (suitable for young
children, older guests etc). No food is provided
• Guests with viewing tickets assemble in the foyer by 6.55 pm and will
be escorted to the viewing area (in front of the bar) at 7 pm. At the
conclusion of the presentation and formal dances they will be
escorted out of the hall. Please note that seats are not provided for
those with viewing tickets.
• Guest numbers must be confirmed by Sunday 21st August.
•
Tickets are issued at the last training session on Sunday 28th August.
• Tickets can only be issued if payments have been received by the
APONA ball committee.
•
When inviting guests please complete the following forms (you will
find them in the appendix).
7
Forms to be completed for tickets
Guest Invitation List
This provides you with a record of
your guest numbers, payments and
special dietary requirements.
Retain for your records
Complete this form when inviting
your guests.
Records which guests will be
attending and if they have special
dietary requirements.
Records if payment has been
received from your guest and when
you have paid this to APONA
Confirmation of Guest Numbers
Use this form to provide final ticket
numbers for adults, children,
viewing etc.
This form is used to confirm final
numbers, payments and special
dietary requirements to the APONA The numbers are for the combined
ball committee.
guests of both the debutante and the
partner.
This form must be returned to
APONA by NO LATER THAN
One form per couple please.
SUNDAY 21st August
Meals and Drinks
A two course meal is provided.
Drinks are available for purchase at the bar – beer, wine and soft drinks.
The bar will be open from 6.30, with service closing during the formal
presentation.
Sandwiches and water are provided for Debutantes and Partner whilst they
are waiting in the photography area.
Special Dietary Requirements
The Albury Entertainment Centre is able to cater for special dietary
requirements.
8
It is your responsibility to check if your guests require special meals.
You will need to note any special requirements (along with the guest's
name) on your 'Confirmation of Guest Numbers' form.
Examples include:
• Vegetarian
• Shellfish allergy
• Nut allergy
• Gluten Free
• Egg allergy etc, etc..........
Please note that catering cannot be changed on the evening and will be set
once you have handed in your 'Confirmation of Guest Numbers' form by
21st August.
Payments
Registration Fees
• Payments for registration fees can be paid by cheque or EFT
(preferred).
• See below for EFT details.
• Registration fees must be received along with your registration form
and debutante and partner profiles by no later than 17th June 2016.
• If you are only able to pay by cash, please note this on your
registration form and ensure payment is made at the first training
session on 24th July.
Guest Tickets
• Payments for guest tickets can be paid by cash, cheque of EFT
(preferred).
• Please make cheques payable to: 'Anglican Parish of Northern Albury'
• You can start inviting your guests and collecting the ticket money
when training starts. You are able to pay for the tickets as the money
is collected on a weekly basis.
9
• Following our 2nd training session we will provide you with payment
slips to use when making payments by cash or cheque. When you
arrive at training simply hand the payment slip with the
cash/cheques to our treasurer or ball co-ordinator. Receipts will be
provided to you at the end of training.
Guest tickets must be confirmed and paid for by August 21st
Details for Electronic Funds Transfer
Account Name: Anglican Parish of Northern Albury
BSB: 032-775
Account Number: 69 0242
Reference: Debutante and/or Partner Name
Important Note: Each time you make a payment via EFT please email
[email protected] confirming the following:
•
Amount paid
•
Debutante and Partner's name that it relates to
•
If it is for registration fee or guest tickets
•
For guest tickets, the number and type of tickets paid for:
Example:
4 x Adult tickets = $320
1 x child under 12 = $40
1 x viewing ticket = $10
Total paid = $370
10
Photographs
The parish engage the services of a professional photographer for both
formal photographs as well as photos of the presentation and dances.
Our photographer is Rob Lacey Photography.
Rob Lacey Photography offer various packages. Please note that
arrangements for purchase of photos are between yourselves and Rob
Lacey Photography and does not involve the parish.
Each debutante and partner is required to pay a deposit of $20 if they wish
to proceed with the formal photographs.
Deposits are collected by Jude or Rob at the last training session and also at
the rehearsal evening (from 7.45 – 8.15 pm).
Each couple will be allocated a time for their formal photography session
(names drawn from a hat). Photos are taken upstairs at the Albury
Entertainment Centre.
Please note that photography sessions can start as early as 4 pm depending
on the number of debutantes and partners involved.
Couples with earlier session times (up until 5.45 pm) are permitted to
leave the venue after their photos but must return NO LATER THAN
6.15 PM.
Please note that you and your parents are responsible for you if you
leave the venue after your photos have been taken and before you
return.
IMPORTANT NOTE: If you have consumed any alcohol prior to the
presentation you will be unable to participate in the evening and will
be asked to leave. Security will be doing regular checks.
A group photo will be taken at approximately 6.45 pm, just prior to the
presentation.
Note: The photographer requests that you do not use your phones in
the photography area. The signals are disruptive to the flash
mechanism and can ruin photos!
Sandwiches and water are available for Debutantes and their partners
while they are waiting in the photography area.
11
Please note that personal items cannot be secured in the photography area
during the formal presentation. Please arrange for personal items to be
handed to family or friends before the start of the ball.
For those of you with earlier photo sessions who choose to leave the venue
you may wish to go to other locations for informal photographs. Locations
such as the Railway Station, the Gardens or River are popular.
Please note that if it has been raining at any time during the week prior to
the ball, the ground could be very wet/muddy. Don't ruin your shoes, dress
or suit. Head for somewhere you know will be dry!
Guests are welcome to take photos of your presentation etc.
Family portraits are available upstairs in the photography area after
the formal presentation.
Profiles
As each Debutante and her partner is presented our MC will read out a
short profile. These profiles must be completed and returned with your
registration form.
The profile is to provide a short insight into your lives and we request that
you provide sensible information!
Profiles should include:
• Where you go to school or where you work and how old you are.
• Pastimes/hobbies/sports
• Aspirations for the future.
As an example:
Mary Smith
Mary is 17 years old and is in Year 11 at Albury High School.
Mary likes studying maths and science. On the weekends she enjoys
shopping and playing with her pug.
Mary hopes to go to Melbourne University to study Zoology.
Please note: The ball is a formal, elegant affair and the eyes of the
community will be upon you. Please provide a sensible profile that
shows the audience who you are. If necessary our MC will edit your
profile to ensure it is appropriate.
12
Security
Security guards are engaged to check guest tickets, monitor guest
behaviour and enforce rules in relation to the service of alcohol.
Young people over the age of 18 who wish to purchase alcohol will have
their identification checked by security and will be issued with wrist bands.
Under-age drinking is not condoned and rules in relation to service of
alcohol is strictly enforced by the AEC. Under-age drinkers will be removed
from the venue.
Anyone caught purchasing drinks for people under-age will also be
removed.
Please note that whilst you will have access to the hall from 12 pm to
decorate tables (and also after your photographs), the hall is cleared
and locked at 6 pm. Security then do a sweep of the hall checking for
alcohol and other food. This is a requirement of the Albury
Entertainment Centre.
Special Duties
Debutantes and their partners are invited to volunteer for some special
duties on the evening. These include:
• Thank you speech presented by a Debutante representative and their
partner (a helpful guideline will be provided).
• A Debutante and their partner to announce the presentation of gifts
(a guide will be provided).
• A number of Debutantes and their partners to present various gifts
• A Debutante representative and their partner to cut the Debutante
cake.
If you wish to volunteer for one of these duties please indicate this on the
registration form. Each duty will be allocated by drawing of names from a
hat.
13
Tables
Tables seat 16 or 24. When working out numbers please include the
debutante and partner. For example, a table of 16 will seat 14 guests, the
debutante and her partner.
When inviting guests you do not have to restrict yourselves to these
numbers.
For example, if you only invite 8 guests (giving a total of 10 on your table),
you will be able to share a table with a friend who has invited more than 16
guests and their overflow can go onto your table.
Alternatively, if you have 28 guests, you can have a table of 24, with your
overflow going on to another table.
To simplify the allocation of tables however, it is preferred if you have
either a full table of 16 or 24.
Table Decorations
You are invited to decorate your own tables.
Tables are rectangular.
Tables of 16 are made up of 2 trestles.
Tables of 24 are made up of 3 trestles.
Each trestle is 2.13m long and 0.76m wide.
Tables are dressed by the AEC with white table cloths, white napkins,
cutlery, plates and glasses.
You are able to access the hall from 12 pm on the day of the ball to decorate
your table. If you have an earlier photograph session you can also
decorate/check on your table after your photos. Note: The hall is cleared
and locked by security from 6 pm.
14
Table Decorations – Dos and Don’ts
Please note when decorating tables:
• DO NOT bring in any food however, you can scatter lollies,
chocolates etc on the table.
• DO NOT use any glitter or glitter type products. This involves an
extra cleaning fee which we will have to charge back to you.
• DO NOT bring in any alcohol. A bar service is provided.
• You are able to use candles however ALL CANDLES MUST BE
ENCLOSED, ie in a vase etc.
Some ideas for decorations include potted flowers, vases of flowers,
enclosed candles, table runners, balloons, tinsel etc.
15
Important Dates for Your Diary
Registration forms
AND
Debutante and Partner profiles
to be returned
Friday 17th June
Registration fees
Training
Sunday evenings at Albury High
School Hall
Ball 1: 5.15 – 7.00 pm
Ball 2: 7.00 – 8.15 pm
24 July
31 July
7 August
14 August
21 August
28 August
Partners to be fitted for their
suits at Ferrari Formal Wear
By Wednesday 3rd August
Confirmation of Guest Numbers
AND
Final payment for guest tickets
No later than Sunday 21st August
Guest Tickets Issued
Sunday 28th August
Payment of $20 deposit for
photographs
Sunday 28th August at training
OR
Thursday 1st September at
rehearsal
Rehearsal at the Albury
Entertainment Centre
Thursday 1st September
Ball 1: 7.00 – 8.00 pm
Ball 2: 8.00 – 9.00 pm
Ball 1
Friday 2nd September
Ball 2
Partners suits to be returned to
Ferrari Formal Wear
Saturday 3rd September
No later than Wednesday 7th
September
16
Appendix
17
Anglican Parish of Northern Albury
Registration Form
To be returned by Friday 17th June 2016
Email to [email protected]
Or Post to: PO Box 160, LAVINGTON NSW 2641
Debutante
Name:
Email:
Phone:
Partner
Name:
Email:
Phone:
Debutante’s Name:
parent
Email:
contact
Phone:
details
Date of Ball
Registration ☐Paid by EFT (confirmation email sent)
Fees paid
for BOTH
☐Paid by Cheque
Debutante
& Partner
☐Paid by Cash
☐Only able to pay by cash at first training session on
July 24th
We would
like to
volunteer
for:
☐Speech
☐Presentation of Gifts
☐Cutting of Cake
(Tick one or more)
Debutante
& Partner
Profiles
☐Profile form completed and attached
18
Debutante and Partner Profiles
Debutante
Name
Age
School & Year /
Occupation
Hobbies / Pastimes
Future Aspirations
Partner
Name
Age
School & Year /
Occupation
Hobbies / Pastimes
Future Aspirations
Note: The profiles should be short and simple. They will be edited if
required to ensure they are appropriate.
19
APONA Debutante Ball
Guest Invitation List
 Guests arrive from 6.30 pm, seated by 7.00 pm
 Formal attire
 Entertainment finishes at 11.45 pm
Adults
Name
Paid
$80
Special Dietary
Needs
Date paid to
APONA
20
Children (Under 12)
Name
Paid $40
Special Dietary
Needs
Date paid to
APONA
Paid $20
Special Dietary
Needs
Date paid to
APONA
Paid $10
Special Dietary
Needs
Date paid to
APONA
Children (3 & under)
Name
Viewing Tickets
Name
Summary
Tickets
Number
Total
Amount
$
Cash paid
to APONA
$
EFT to APONA
$
$
Adults
@ $80each
Children under 12
@ $40 each
Children 3 &
under
Viewing tickets
@ $20 each
$
$
$
@ $10 each
$
$
$
$
$
$
Total Guests
$
Retain this summary for your own records
21
APONA Debutante Ball
Confirmation of Guest Numbers
To be emailed to [email protected] or
handed in at training by Sunday 21st August
Debutante and Partner Combined Totals
Debutante Name:
Partner Name:
Date of Ball:
Summary of combined guest numbers
Tickets
Number
EFT to
APONA
Cash/chq
paid to
APONA
Total Amount
Paid
Adults
@ $80 each $
$
$
Children under
12
@ $40 each $
$
$
Children 3 and
under
@ $20 each $
$
$
Viewing
@ $10 each $
$
$
$
$
$
Tickets
Total Guests
for both Deb
and Partner
Special Dietary Requirements
Name
Adult or Child
Special dietary requirements
22