2013 Head of the River after party

Dear Student,
Hugo Langsford, Will Jones, and Artem Chebotenko are pleased to announce you have been invited to the 2013 Head of the River After Party. This form is to be given to the parents, or caregivers, of the invitees for information regarding the evening.

Introduction The Head of the River After Party Saturday 6th April 2013 This information bulletin has been prepared to advise you about the arrangements that have been put in place for a private gathering to enable the senior members of the Rowing Club and their guests to enjoy an end of season party on the night of the Head of the River. Please note that this is not a schoolsanctioned event. The night of the event travels into the morning of the 7th of April. At 3am (daylight savings time) the party ends, at this time also clocks are wound back to 2am. So please note the parties duration is from 11pm (daylight savings time) to 2am (standard time) i.e. the party has a duration of 4 hours. We would like all parents of the attendees who will be involved in the After Party to know about the arrangements that have been put in place for the event, and to be aware of the need for all senior rowers, guests and their parents to share in the responsibility of providing a secure, supervised and enjoyable evening for the rowers and their guests. It is a condition of entry that all parents of those wishing to attend the After Party know about and consent to the arrangements that have been put in place for the event. Entry Fee There is a $50 per person entry fee for the event to be enclosed with the signed consent form, This is to be returned by the 29th of March Venue & Transport

2013 Head of the River after party

The venue will remain anonymous until the week before the event, in order to ensure privacy It is the responsibility of parents to organise drop off and pick up of attendees at the venue. Attendees driving themselves to the venue will not be allowed entry unless prior permission is granted from parents. Those in attendance will not be permitted to leave the venue at any time during the night, except with a parent/guardian or other authorised person. Health, Safety & Security The safety and security of your sons and their invited guests is of paramount concern. There will be a large parental presence throughout the event and professional employees of a recognised security firm have been engaged to assist parents with the care and control of all those attending. Invitations Attendance at the event is by invitation only. Invitations will shortly be issued to all the senior rowers and to the guests who have been nominated and identified by them. Photo ID will need to be presented to the supervising parents and security stationed at the venue entrance. Each attendee must have his/her name checked off the official invitation list, and they will then each receive a wristband identifying them with the event. Bags and belongings will be able to be stored securely within the cloakroom with tags to identify the owner. Organisers of the after party do not take responsibility for any belongings or possessions that may be lost, damaged, or stolen.

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Food & Beverages The organising committee has arranged food to be served to attendees throughout the night. There will also be water and soft drinks supplied at the event. Alcohol Alcohol will not be supplied

It is important that parents understand that any Alcohol bought into the event is strictly up to the individual. The event has nothing to do with the involvement of Alcohol and is NOT responsible for any serving or distribution of alcohol.
As the function is being held on private premises, invitees are permitted to bring their OWN alcohol to the event. It is imperative that all drinks brought are in CANS ONLY. Any glass bottles will be confiscated. No straight spirits allowed and the offending guest may be refused entry. The organising parents expressly reserve the right to ask security personnel to conduct reasonable enquiry and searches in relation to alcohol. With this information in mind you may each consider your son/daughters involvement in the event, and also help them to make informed choices. Fitness to Enter & Removal of Attendees Important note: any rower or guest may be refused entry to the party if in the opinion of the supervising parents see they are incapable of self carriage or unable to conduct themselves in an appropriate manner due to the suspected ingestion of drugs and/or alcohol. This right of refusal has been exercised in past years. In the event that the conduct of a rower or guest is deemed

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unacceptable, whether due to their condition, behaviour, or sudden ill health, a supervising parent will telephone the contact number provided for that person and make arrangements with their parent/guardian for their safe retrieval by the parent/guardian. Taxis will not be an option in these situations, and it is important that all parents take seriously the responsibility of nominating themselves or another appropriate adult safe driver to assist organisers to convey their son or guest home safely if the need arises. Co-operation In the interests of promoting a safe and harmonious environment for the event it is recommended that you make your children aware of the contents of this bulletin. Please encourage them to help the organising parents to make a success of the event by looking after their guests and acting responsibly. Responsibility All reasonable steps will be taken by the organising parents to ensure that all the participants in this event enjoy themselves within a safe and secure venue. Without the goodwill and generosity of the venue hosts, and the organising parents, this event would not be possible. Your support and your commitment to encouraging your children to act responsibly is an essential part of this endeavor. Experience suggests that excessive consumption of alcohol prior to the commencement of the function causes most problems for organisers of such functions. It is the responsibility of parents/guardians to ensure that attendees arrive to the event in an appropriate state. If the professional security personnel believe that they are already intoxicated by alcohol or drugs entry will be refused. Thank you for taking the time to read this bulletin.

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Conclusion Please do use this bulletin as the basis of providing an open and adequate explanation of arrangements to the parents of the guests. In order to help avoid unwanted attention (gatecrashers) or notoriety about the event, please dont publicise these arrangements more widely than a need to know basis. Posting the event on Facebook or other social media is expressly forbidden. Attendees that are suspected of supplying gatecrashers with information about the night may be removed from the event with no refund given. By taking a firm and sensible approach to the facilitation of this event, the organizing parents hope that all participants will be able to relax and enjoy themselves, free from intrusion by a minority of party goers who seem to thrive on upsetting those around them, and spoiling the fun for others.

If any invitee requires any additional information please do not hesitate to contact one of the involved hosts of the event

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CONSENT FORM
Head of the River after party 2013

Please complete the following form and return with payment of $50 per person to either Hugo Langsford, Artem Chebotenko or Tom Vickery by Friday the 29th of March. Other students may be nominated to collect forms from the various schools so see the event on Facebook for details With the information listed above in mind, we request that in allowing your child to attend this party you accept responsibility for the risks associated with the party having regard to all of the information provided in this letter.

I have read and agreed to the terms of entry provided in the Information bulletin regarding the event to be held on the night of the 6th of April 2013 I enclose payment of $50 for attendee listed below Parent/Legal Guardians name: Contact Person on the night: Contact Phone number on the night: Attendees name:

Signature ....................................................Date: