IMMACULATA - When Boys Became Men - Part 1

The year is 2012, the month June, the place St. Mary’s High School (ICSE), Mazagaon, the occasion Immaculata - an interschool cultural competition.  An event of this type was hosted for the first time in the school’s 147 year history.  This is a story of how, in 10 months 14 and 15 year old boys were transformed into men.

August 2011

One day, a couple of 15 year old boys (captains) were bunking class.  They chanced upon pamphlets and brochures of several interschool competitions.  They wondered – “why does our school not hold such an event?”  This prompted them to call a student governing council (GC) meeting (Captains and Vice Captains).  The GC is unanimous in its decision – “we should hold such an event.....but how”.  They are vexed by two major questions.  How can we convince the school to hold such an event and what should the format be?

During the midterm break the GC embarks on a secret mission to answer these questions.  Secrecy was so high that none of their friends knew what the council is doing.  Many parents are in the dark – the boys give excuse of going out with friends, attend extra classes or tuitions – for they fear their parents might discourage them as it could impact them academically.

The GC took a two pronged approach.  They met older and recent alumni, talked to event managers to share experiences of similar events of other schools.  They learn about police and fire approvals, need for walkie talkies, importance of good organisation, how to work within their limitations, consider costs, etc.  However, all the efforts would be futile if they could not sell the concept to the school.  To this end the council would meet for hours discussing, debating, arguing and fighting over various points that would go into the concept dossier. 

Learnings: 

●     Reach out to people who know more then them

●     Find facts

●     Negotiate

●     Compromise

●     Build consensus

●     Work as a team

●     Secrecy – a quality many companies would vie for.

September 2011

It was over 6 weeks since the brain wave.  A time had come to present their idea to the Principal.  On the appointed day, things did not look good as there were several disciplinary issues in the school.  Father (Principal) was furious.  The council was convinced that their idea would be shot down.  With a heavy heart they presented and discussed the concept paper.  The council walked out of the office with a dazed expression but with quiet joy and satisfaction, for Father had, in-principle (no pun intended)  accepted their idea.  They had underestimated Father’s professionalism of keeping issues distinct.

What made the Principal buy in?  Apart from Father liking the idea to hold such an event he was impressed with the clear motives and objectives set out by the boys.

1. In a few years the school would celebrate its 150^th year.  They wanted to have a prestigious annual event in the Mumbai school calendar attributed to St. Mary’s.  To achieve that in the 150^th year they would have to start now.
2. In order to sustain the event (i.e. share knowledge, learnings, experience, mistakes etc.) they would have a 3 tier structure.  Outgoing Captains and 10^th would lead.  Current Captains and 10^th would assist (core Organising Committee – OC) and current vice captains and 9^th would help out.  It would provide the necessary continuity and backup.
3. Other similar interschool competitions are either organised by the school or the parents or the Alumni.  Here the boys wanted to organise it themselves albeit with the school’s support.
4. Unlike other schools, St. Mary’s would ONLY organise BUT NOT participate in the event.  Decision, after heated arguments, was unanimous.  Their rationale was clear.  From their collective experience of any such competition they had participated in, the host school would invariably be in top 3.  Host school would be mired by cheating allegations.  In order to avoid any muck being thrown on St. Mary’s they decided on this option. 

Learnings: 

●     Clear vision, focus and objective.

●     In a world which increasingly thinks in a transitory manner for immediate gratification these boys thought of a long term sustainable event.  What made them think this way?  One can find many reasons – but none as powerful as their Maturity. 

●     It was their idea for which they willing to take the ownership. 

●     They had a pulse of their age group (target audience).  They wanted an unsullied image of the school.  Marketing departments would die to have these insightful guys.

●     Visualise, conceptualise, innovate and sell your idea to the organisation.

One can only admire the mature thinking of these boys.

October/November 2011

Galvanised by the positive response, the boys started their transition to manhood.  They went about fleshing out the skeleton.  They ideated on the event sections.  Sections finalised were Performing Arts, Sports Centre, Fine Arts, Indian Village, Literary Arts and added a Surprise Section.  They agreed upon who should be section heads and their deputies.  Each section short listed the events and outlined the formats.  Clashes with other sections were resolved.  Doubts cleared.  Suggestions were given and accepted.  Organising committee took shape.

However, there was an agonising wait as Father deliberated on the idea and discussed it with his staff.  The GC was only convinced when Father made the formal announcement in the school assembly.  It was finally happening.  No more secrets to be kept from siblings, parents and friends.

As the 10^th standard boys broke off to prepare for prelims and boards the 9^th standard boys took over.  They added meat to the events, outlined requirements and rules.  When the 9^th standard boys went in for their final exams the 10^th standard boys marched on. 

Learnings: 

●     One needs patience for a new innovative idea to be accepted.

●     The structure was working well.

April/May 2012

During the final exams, boys were frantic.  The date for Immaculata was fluctuating.   Schools needed to be invited.  There was so much work and so little time.  As soon as the 9th exams were over the coordinators pushed them hard to prepare an outline brochure, list of sections and events.  The coordinators prepared invitation letters for schools.  The Captains and Vice Captains went in pairs to meet the principals of over 25 schools.  Dress code was suit not school uniform.  Why? To portray professionalism.  

A suburban school they visited, the Principal asked them if they had come with a teacher.  They answered no.  Parent – no.  Car and driver – no.  She was pleasantly surprised to learn that they had found their way to school by using taxi and rickshaw.  She fed them, gave gifts and stated that she would mention their maturity in her school assembly.

Support sections like creative team, logistics, security, hospitality and school coordination were added.  Their leaders and assistants identified.  Event heads were identified based on merit, ability, interest and suitability - not friendship.  The Organising Committee (OC) was ready.  Apart from inviting schools the boys had to work on the full brochure, event rules, timing, scheduling, posters, etc. 

Amidst all this they had to start thinking about funding the event.  They had to find sponsors, advertisers and rent stalls.  Suited and armed with a brochure they approached several companies – but success eluded them.  Come June, the school and PTA took over the funding responsibility. 

After the exams ended in April and upto middle of May the OC spent all its spare time in school.  The teacher coordinators stood shoulder to shoulder with them.  Matching times the boys kept.  Adopting the Jesuist education credo, the coordinators guided the OC, encouraged them, motivated them, allowed them to make mistakes, made them think, shared how adults would work and when required stepped in to close an issue or take over the responsibility.

Learnings: 

●     For an event of this scale lot of things need to be planned to the minutest detail. 

●     Time pressure motivated them to work quickly and efficiently.

●     Realisation that for a professional approach, dress code is important.
●     Money is not easy to come by.  Most of the OC boys never had to worry about their regular school, travel or food expenses as parents would take care of their needs.  This was the first exposure of harsh realities of accessing money.  A lesson learnt early in life.

●     They learnt about failure and had to deal with it.

●     Recognising the need of support services and setting them up.  Hospitality for judges and principals.  Logistics!! Wow what foresight.

●     Merit and ability based selection of event heads – not friendship.  Professionalism personified.

●     Great “managerial”, physical and moral support from the coordinators.

Continued in Part - 2

- By Janak Sheth (Parent of Marians & 150 Year Celebrations Committee Member)