RecWeek 2014 First Pitch

RecWeek 2014 First Pitch

May 12, 2014 Leong Hall Auditorium

Opening Prayer

Opening Remarks

Today’s Program FlowI. RecWeek 101

II. RecWeek Study

III. Discussion Points

IV. Decision Points

V. Committee Presentations

VI. Open Forum

VII. Voting

IX. Closing Remarks

What is RecWeek?

Week-long event

COA’s first project

All organisations

Goals1. Introduce and involve Loyola Schools students into

the organization life

2. Provide a fair and systematic avenue for all organizations to invite members to their organizations

3. Creatively represent the beauty of being active in an organization in a weeklong recruitment event

4. Establish good relationships with all the organization representatives

RecWeek 2013 Study

Org Member Count

Foot Traffic

Value of the Study

• A quantifiable metric for the RecWeek team to evaluate the success of the event

• Help for organizations to strategize promotions for future RecWeeks

Org Member Count

Important Note

• The org member count reflected in the study only takes into consideration the students who registered for organizations during RecWeek.

• The count does not consider application processes that continue for the coming semester or year.

COA Org Member Count

6,000

6,750

7,500

8,250

9,000

7,3266,976

8,358 8,219

7,773

8,419

2012 2013

LS Student Population LS Students who attended RecWeek

LS Students who applied to at least one COA org

Key Figures

2012 2013LS Student

Population that attended RecWeek

92.33% 83.46%

LS Students that applied to a COA

org97.63% 87.65%

Number of students who visited RecWeek 2013 (by year level)

Day 1 Day 2 Day 3 Day 4 Day 5 Total

Freshmen 913 853 498 441 614 3,319

Sophomores 548 555 577 678 620 2,978

Juniors 508 516 701 668 700 3,093

Seniors/Superseniors 565 492 636 630 603 2,926

Total 2,534 2,416 2,412 2,417 2,537 12,316

Number of students who visited RecWeek 2013 (by school)

Day 1 Day 2 Day 3 Day 4 Day 5 Total

JGSOM 863 920 907 927 920 4,537

SOSE 705 562 639 669 642 3,217

SOSS 727 700 641 612 725 3,405

SOH 239 234 224 209 250 1,156

Total 2,534 2,416 2,411 2,417 2,537 12,316

Observations

• By year level, the ones that visit RecWeek the most are freshmen. The least are the seniors / superseniors.

• By school, JGSOM had the most RecWeek visitors. SOH had the least.

Number of Students in each Cluster

0

1250

2500

3750

5000

ADC BC FFC HEC ICR MCA PAC SBC STC

1,7681,585

8791,3561,259

868938

4,229

2,033

Foot TrafficFive Day Comparison

1,389

6,979

LS Students who attended RecWeekLS Students who did not attend RecWeek

83.46% of LS Students Attended RecWeek 2013

Total Influx for MWF

0

2,250

4,500

6,750

9,000

8:50-9:

00

9:00-9:

20

9:20-9:

30

9:30-10

:20

10:20

-10:30

10:30

-11:20

11:20

-11:30

11:30

-12:20

12:20

-12:30

12:30

-1:20

1:20-1:

30

1:30-2:

20

2:20-2:

30

2:30-3:

20

3:20-3:

30

3:30-4:

20

4:20-4:

30

Total Influx for TTh

0

1,750

3,500

5,250

7,000

8:50-9:00 9:00-10:20 10:20-10:30 10:30-11:50 11:50-12:00 12:00-1:20 1:20-1:30 1:30-2:50 2:50-3:00 3:00-4:20 4:20-4:3041551

758

1,648 1,726

2,6802,931

3,768 3,963

4,892 5,030

241

1,419 1,591

2,4462,655

3,8624,085

5,035 5,198

6,062 6,148

Total Influx for All Days

2400

2450

2500

2550

2600

Number of Daily Participants

2,537

2,4172,4112,416

2,534

Monday Tuesday Wednesday Thursday Friday

Observations

• Tuesdays, Wednesdays, and Thursdays have the lowest influx compared to Mondays and Fridays.

• Mondays and Fridays have the highest influx, being the first and last days of RecWeek.

Influx per period for Day 1

0

275

550

825

1100

8:50-9:

00

9:00-9:

20

9:20-9:

30

9:30-10

:20

10:20

-10:30

10:30

-11:20

11:20

-11:30

11:30

-12:20

12:20

-12:30

12:30

-1:20

1:20-1:

30

1:30-2:

20

2:20-2:

30

2:30-3:

20

3:20-3:

30

3:30-4:

20

4:20-4:

30

94

628

318

666

257

728

321

773

247

906

62

1,031

323

574

267232

143

Monday


0

350

700

1050

1400

8:50-9:

00

9:00-10

:20

10:20

-10:30

10:30

-11:50

11:50

-12:0

0

12:0

0-1:20

1:20-1:

30

1:30-2:

50

2:50-3:

00

3:00-4:

20

4:20-4:

30

86

864

163

950

223

1,207

209

855

172

1,178

241

Tuesday


0

200

400

600

800

8:50-9:

00

9:00-9:

20

9:20-9:

30

9:30-10

:20

10:20

-10:30

10:30

-11:20

11:20

-11:30

11:30

-12:20

12:20

-12:30

12:30

-1:20

1:20-1:

30

1:30-2:

20

2:20-2:

30

2:30-3:

20

3:20-3:

30

3:30-4:

20

4:20-4:

30

114

529

112

571

187

716

157

659

275

650

190

499

167

501

70

214

78

Wednesday


0

250

500

750

1000

8:50-9:

00

9:00-10

:20

10:20

-10:30

10:30

-11:50

11:50

-12:0

0

12:0

0-1:20

1:20-1:

30

1:30-2:

50

2:50-3:

00

3:00-4:

20

4:20-4:

30

138

929

195

837

251

954

78

890

207

510

41

Thursday


0

350

700

1050

1400

8:50-9:

00

9:00-9:

20

9:20-9:

30

9:30-10

:20

10:20

-10:30

10:30

-11:20

11:20

-11:30

11:30

-12:20

12:20

-12:30

12:30

-1:20

1:20-1:

30

1:30-2:

20

2:20-2:

30

2:30-3:

20

3:20-3:

30

3:30-4:

20

4:20-4:

30

227

1,379

97

1,032

230

965

217

867

182

912

257

747

222

546

194142

35

Friday

Observations

Except for Friday, influx reaches a peak around noon (10:30 am – 1:30 pm). On Friday, influx peaks toward the end of RecWeek.

Friday’s peak is also higher than all the other peaks.

Observations

Percentages of those who visited RecWeek 2013, as well as those that joined organizations, are generally lower than those of RecWeek 2012.

Discussion Points

I. Recruitment Method

• Recruitment is the act of enlisting any student of the Loyola Schools to the different organizations and student groups of the Ateneo Loyola Schools during RecWeek. Any member of any organization, which recruits a student for a certain fee, or any promises, shall be deemed engaged in the process of recruitment.


• excessively charges a student • recruitment outside the booth • recruitment through other processes • recruiting by attempting any influence to

discourage • purposely misleading in giving false

information

Illegal Recruitment


1. Immediate disqualification of the organization from RecWeek, which shall mean that the organization may not participate throughout the whole span of RecWeek, upon the decision of the COA VP for SP.

2. Public reprimand through released memos to the COA COR.

3. Prohibition from doing any acts of recruitment in the duration of the RecWeek.

Penalties

II. Start of Recruitment on Monday

• Recruitment begin after the Opening Ceremonies that will begin at 10:30 AM

III. Area of Responsibility

• Table, space behind the table, one meter in front of the table

IV. Organization Merchandise

• Declaration of equipment, promotional materials, and merchandise

• Prohibited use and distribution of stickers

V. Manual Content

• Theme related question per cluster

Decision Points

I. Application Fees and Scholar’s Discount

• Retention of the P100 application fee cap which will be the basis of the minimum scholar’s discount

Context


A. Minimum of 20% scholarship discount

B. Minimum of 10% scholarship discount

Decision Point


A. Minimum of 20% scholarship discount (30.77% of the votes)

B. Minimum of 10% scholarship discount (69.23% of the votes)

Final Decision

II. Centralization of Sponsorships

• Marketing committee will be in charge of managing and processing all sponsorships

• Orgs focusing promotions on their own CC’s rather than the sponsors

Context


A. Centralization

B. Decentralization

Decision Point


A. Centralization (86.54% of the votes)

B. Decentralization (13.46% of the votes)

Final Decision

III. Collection and Submission of List of Applicants

• Submission of List of Applicants of every org for the RecWeek study

• Back-up files in case of file corruption or loss

Context


A. Collection of applicant lists daily

B. Collection of applicant lists at the end of the week

Decision Point


A. Collection of applicant lists daily (46.15% of total votes)

B. Collection of applicant lists at the end of the week (53.85% of total votes)

Decision Point

IV. Closing Time on Monday

• Due to the proposed late beginning of recruitment on monday, a recruitment tim extension is being suggested

Context

IV. Closing Time on Monday

A. 4:30 PM (32.69% of total votes)

B. 6:00 PM (67.31% of total votes)

Decision Point

V. Venue Layout

• We want to optimize the location of ever cluster and org so that each will be able to maximize its recruitment potential

Context

V. Venue Layout

A. Layout Plan 1 (26.92% of votes)

B. Layout Plan 2 (40.38% of votes)

C. Layout Plan 3 (46.15% of votes)

D. Layout Plan 4 (38.46% of votes)

E. Layout Plan 5 (23.08% of votes)

Decision Point

VI. Themes

• The RecWeek theme sets the overall feel of RecWeek

• Contributes to the Atenean’s impression on the org culture and life in Ateneo

• Highlights what everyone envisions org life to be

Context

VI. Themes

• Risk, exploration, adventure

• Venture into the unknown, discovery of wonders

• Diverse wildlife exemplified by all orgs coming together

Theme 1: Safari

Safari Teaser Safari Main Promo

Safari Manuals Layout

VI. Themes

• Thrilling joy ride filled with many activities and experiences to look forward to

• Journey of persistence and perseverance

Theme 2: Race Car

Race Car Teaser Race Car Main Promo

Race Car Manuals Layout

VI. Themes

• It’s the journey rather than the destination that one savors

• Enriching one’s life with new experiences with new horizons to explore, and through the immersion of oneself in diverse cultures and subcultures within the Ateneo

Theme 3: Travel

Travel Teaser Travel Main Promo

Travel Manuals Layout

VI. Themes

A. Safari (50% of total votes)

B. Race Track (1.92% of total votes)

C. Travel (48.8% of total votes)

Decision Point

Committee Presentations

Programs

Logistics Promotions

Manuals

SecretariatFinance

MarketingOrganization Strategies and

Research

Programs

Donica Pile Nikki Calixto

Celina Gacias

Programs

• RecWeek Parade • Opening Ceremonies • Org/Cluster Segments • On-Campus Raids • RecWeek Mural • RecWeek Dance • RecWeek Video • Closing Ceremonies

RecWeek Parade

The RecWeek Parade is a promotional means which requires the participation of all accredited orgs, CHeSTs, the Sanggunian, and the Confederation of Publications to go around and key areas in the Loyola Schools.

Time: 10:20-10:30AM, Monday (June 30) Call Time: 10:00AM Minor Violation: Late (Arrive after 10 mins.) Major Violation: Absent

RecWeek Parade

Only accredited organizations, CHeSTs, the Sanggunian and the Confederation of Publications can participate in the parade with:

Max of 3 representatives per org Max of 1 mascot/roving prop per org Only approved materials

RecWeek Parade Route

MVPGonzaga

SEC Walk

Matteo Field

JSEC

RecWeek ChantsCluster Chants

RecWeek Chants

Org Chants

RecWeek Parade

All parade participants must follow the parade route and avoid any delays to the flow of the parade. They are requested to come on time so the parade may start on time as well. Clusters and organizations will be ordered alphabetically for the parade to the MVP Roof deck.

Opening Ceremonies

Program fl.ow:

Opening Video

OSA Representative Speech

COA President Speech

Ribbon Cutting Ceremony

*To be documented with photos.

Severe violation: Recruitment can only begin once the ribbon has been cut!

Org Segments10-minute segment (presentation, activity, performance, video accompanied by a spiel, etc.)

Proposal forms are included in the recweek kit.

Save as PDF

Subject: Org Segment Proposal – Organization name

File name: OSP_OrganizationName

Deadline: June 7, 2014, 11:59PM

Cluster Segments

10-minute segment (presentation, activity, performance, video accompanied by a spiel, etc.) organized by CHeSTs.

Proposal forms are included in the recweek kit.

Save as PDF

Subject: Cluster Segment Proposal – Cluster name

File name: CSP_ClusterName

Deadline for proposals: June 7, 2014, 11:59PM

Org and Cluster Segments

Sign-ups will be in three waves.

Wave 1: Only accredited orgs, Sanggunian and COP: May 23, 2014, 9AM to May 24, 2014, 10PM

Wave 2: Applying, and unaccredited orgs (LIOns): May 30, 9AM to May 31, 10PM

Wave 3: For those who wish to sign up for more than one 10-minute segment: June 6, 2014, 9AM to June 7, 2014, 10PM

Changes and switches concerning time slots will no longer be allowed after the third wave of sign-ups.

Org and Cluster Segments

• Confirmation of time slot and evaluations of proposals will be sent via e-mail to the CHeSTS

• For unapproved proposals: until June 11, 2014 to resubmit

Minor violations:

• Unable to present on segment slot OR

• Do not follow the approved proposal

On Campus Raids

• Orgs and clusters can promote themselves on campus a week before and during Recweek. Four key locations include: SEC Walk, Gonzaga Cafeteria, JSEC, Zen Garden

Raids must be done during 10-minute breaks

Severe violation: Recruitment during raids

• Sign-ups: June 16, 2014, 9AM to June 18, 2014, 10PM

RecWeek Mural

• Multiple avenues: on-site and online:

• Mural boards: near entrances of MVP Roofdeck

• Twitter wall: live Twitter feed on display

RecWeek Dance

To increase hype and encourage students to join orgs

To be finalized once theme and song are chosen

Possible collaboration with org presidents & mascots

Will be used for a viral video to be uploaded as a means of promotion the week before RecWeek

RecWeek Video

To increase hype and encourage students to join orgs

The team is looking to come up with two videos to release online:

Fun viral video: RecWeek Dance!

Main RecWeek Video: focuses on the perks of the org culture and life

To be uploaded online and played on loop in MVP Roof deck during non-program hours

Closing CeremoniesTo cap off and celebrate RecWeek:

• Recap video: footage of RecWeek events

• Game show*

• Photobooth

• Closing countdown

• Final performance

• Closing remarks (RecWeek representative) •

Dates to RememberMay 23-24: Sign-ups for org and cluster segments (Accredited organizations, SANGGU, COP, CHeSTs)

May 30-31: Sign-ups for org and cluster segments (Applying and unaccredited orgs, CHeSTs)

June 6-7: Sign-ups for org and cluster segments (Free for All)

June 7: Deadline for org and cluster segment proposals (Email to [email protected])

mailto:[email protected]

Dates to Remember

June 8-9: Org and cluster segment confirmation from Programs Committee

June 11: Deadline for revised org and cluster segment proposals

June 16-18: Sign-ups for pre-RecWeek campus raids

June 23-27: Pre-RecWeek campus raids

Logistics

Cedric Laohoo Jeremy Yap

Matthew Limlengco

Layout Plan - 1

Layout Plan - 1 Advantages

• The layout is similar to RecWeek 2013 (same placement of tables, different positions of clusters)

• There is less traffic (expected) among all the paths because positions were made based on cluster membership in 2013.

• Allotted space for Sponsors near the stage – can be thanked and referred to easily

• Entrance and Exit will surely be manned (by COP and STC) (compared to other plans with Sanggu and COA in the Entrance and Exit booths)

Layout Plan - 2


• This is also similar to the layout in RecWeek 2013, which looks less cluttered and more organized.

• There is more space in general, because there are less tables, less allotments (as compared to Layout Plan 4)

• There is less chance of foot traffic because we allotted a lot of walking space in front of the orgs.

• COA, Sanggu, and COP booths are near the Exit, so info dissemination to the students (if required) is easy to do.*

Layout Plan - 3


• This layout plan is also similar to last year’s layout

• There is less foot traffic (expected) because org positions are made based on org and cluster membership in RecWeek 2013

• There is more walk-able space (compared to Layout Plan 4)

• Entrance and Exit will surely be manned as well (by COA/Sponsors and ADC)

Layout Plan - 4


• There are more booths for Sponsors and other organizations/groups that want a table for RecWeek 2014 (total of 7)

• Booths near the Entrance and Exit will not be empty since orgs (and sponsors) are placed there.

• Space of MVP Roof Deck is maximized (less “blank” spaces)

• There is more flow in the walkways, because the layout looks like a maze where you have to follow the given path to go from Point A to Point B.

Layout Plan - 5

Guidelines

• RecWeek Hours:

• Monday – 11:00AM – 4:30PM*

• Tuesday to Thursday – 9:00AM – 4:30PM

• Friday 9:00AM – 6:00PM

*This is a decision point whether closing is at 4:30 or 6 PM

Guidelines• Booth Sign-in & Sign-out

• Signing-in (and out) will be done through the Registration booths found at the Roof Deck entrances

• Org Representatives must claim their IDs upon signing-in and return them upon signing-out

• Booths must be ready and manned by 9:00AM (Monday to Friday).*

• Failure to comply with these rules merits a minor violation!

Guidelines• Booth Sign-in & Sign-out:

Clean-up time:

Monday to Thursday (4:30PM-5:30PM*)

Friday (6:00PM to 7:00PM).

Booths should be manned from opening to closing, and orgs that reach their membership quota cannot discontinue accepting applicants (and leave RecWeek altogether) since it would be unfair for applicants who are only free, for example, during Fridays.

Unmanned booths (for at most 30 minutes) will merit a minor violation for the organization!

Guidelines• Booth Sign-in & Sign-out:

DO NOT LEAVE ANYTHING (you brought in) IN THE BOOTH AFTER SIGN-OUT! (and do not leave your things unattended at any particular time)

The RecWeek 2014 core team will not be responsible for any lost item for the entire duration of RecWeek 2014

Guidelines

• Org Representatives:

4 representatives per organization (max!):

2 are allowed behind the table, and 2 are to be callers/marketers of orgs.

Having more than 2 representatives within the allotted space for the organization will merit a minor violation

Guidelines• Equipment Available for Use in the Booths:

• For equipment not provided by the RecWeek team:

Only approved (by the Logistics core team) equipment will be allowed for use. Declare all Logistics Equipment by sending the Logistics Equipment Declaration Form (attached) to [email protected]. Deadline of submission: May 30, 2014. MANDATORY

Equipment Declaration Form

Guidelines

• Equipment Available for Use in the Booths:

• For equipment not provided by the RecWeek team:

• Equipment brought by the org will be signed by the Logistics Core Team to ensure adherence to guidelines on equipment.

• Signing of equipment will be done starting June 16, 2014.

• Using unapproved equipment is a major violation!

• Tampering with the signatures on equipment is a severe violation!


• For equipment provided by the RecWeek team:

Orgs will be provided:

ONE (1) 4x2ft table

TWO (2) chairs

ONE (1) socket

This will be strictly monitored to avoid any mishaps within MVP Roof Deck.

Using more than one socket (or more than one slot in the extension cord) is a major violation!



Orgs are responsible for their own spaces, which includes:

The table itself;

The space behind the table;

The 1-meter space in front of the table (note: a masking tape will be posted on the fl.oor to mark the 1-meter space for the org)

Destroying/damaging the equipment provided to the organizations is a severe violation!

Guidelines

• Equipment Available for Use in the Booths:


Cleanliness must to be observed at all times.

Any trash/waste found within your space at the end of the day will merit your org a minor violation!

Guidelines• Promotional Materials:

• Promotional materials are not allowed to be posted on the walls, fl.oors, and pillars

• They can only be posted in two places within the MVP Roof Deck: the org’s table and the panel board at the back of the org’s table.

• Allowed: Masking Tape (table), nylon string (panel board)

• Not Allowed: Double-Sided Tape, Thumbtacks, etc

• Failure to use the correct adhesive will merit a minor violation!

• The organization is to be responsible for all of their promotional materials.

Guidelines

• Noise Level:

The use of speakers/sounds/etc is allowed, but please remember that there are people who do not want to be disturbed.

Try to limit the noise produced, because…

Sir Geoff says the noise level must be at most 75 decibel for the whole RecWeek.

Guidelines

• Lost and Found Items:

All Lost and Found items may be forwarded to any RecWeek core team member stationed at the entrance (and exit) tables at MVP Roof Deck.

Deadlines

May 30, 2014: First submission of Declaration Form

June 16, 2014: Second and final submission (Revisions and Additions to Declaration)

June 16, 2014 onwards: Signing of declared equipment for RecWeek 2014

Promotions

Ellan Estrologo Sam Balboa Sam Ganzon

Approval of Promotional Material

Approval will go through:

1. RecWeek Core

2. OSA

Step by Step Guide

1. Download the Kit

2. Fill up the form

3. Submit and wait for feedback

4. Revise

5. Promote!

Download the Kit

Contains:

• Promos guidelines

• Promos template

• OSA guidelines

• COA logo

• RecWeek 2014 logo

Fill Up the FormReminders:

• In full detail, list all the promotional materials, avenues, and strategies that your organization intends to use during the recruitment process

• This includes traditional (printed and online promotional material) and non-traditional (gimmicks) methods of promotions, roving promotions, application kits, extra materials intended to be used for promotional purposes

Fill Up the Form

Reminders: • Promotional materials that were not indicated

in the forms cannot be used as avenues for promotion during recruitment process

• Use or display of any promotional materials or means that have not been approved by the Promotions Committee will merit a major violation.

Submission• Orgs are required to submit a sketch that contains the

general theme of their promotional materials on or before May 17, 2014 10PM (Saturday)

• This is to avoid the duplication of themes among orgs

• Deliverable: rough sketch which will clearly show the theme and tagline of the promotional material (Can be hand drawn or rendered digitally)

• Late submissions will merit one minor violation, for every 24 hours delay.

Submission

• In case of theme duplication, the promos committee will be in charge of informing the concerned parties regarding the repetition. However, it will be at the discretion of the concerned parties as to whether or not they will change their theme.

Submission

• Orgs are not allowed to add promotional materials other than what is indicated in their proposal after May 30, 2014 (Friday)

• Submission of the first draft of designs that will be used as online and printed promotional material will be on or before May 30, 2014 10 PM (Friday)

• All promotional materials will be subjected to OSA approval

Submission

If orgs submit their proposals and

promotional materials late, their approval will be also delayed. Therefore, if an org

submits their proposal a day (24 hours) late, a day will also be deducted from

their allotted time to promote online. (Two

days late = two days deduction and so

on).

Revision

The week of June 7-13, 2014 will be for the organizations to revise the promotional materials they submitted last May 30.

Final submission of revised promotional materials will be on or before June 13, 2014 10 PM (Friday)

Guidelines

1. Within the booth

2. Roving Promos

3. Outside the venue

4. Online

Within the Booth Guidelines

• 1 Tarp with the Org’s name and logo

• - Tarps will be provided. If your organization logo has been revised, please send your new logo to [email protected] on or before May 19, 2014

• Maximum of 3 posters (maximum size is A3)

• All promo materials are limited to the organization’s designated area of responsibility (includes the booth and the space between the panels and one meter in front and behind their booth)

• Unapproved materials present in the org booth during RecWeek will be taken down

Within the Booth Guidelines

• Only use masking tape for adhesive

• Standees are not allowed

• Flyers and brochures are not allowed

• Orgs are only allowed to give out their application forms and/or a handout that contains

pertinent information about their application process such as dates to remember and a list of deliverables. (Note: This must be declared in your promotions template)

• Stickers are not allowed

Roving Promos

Accredited Orgs:

-Maximum of 2 roving promos

Unaccredited Orgs:

-Maximum of 1 roving promo

-Mascot, Roving people with posters, props

Outside the Venue

• Orgs will be required to pass a hard copy of their poster (specifically A3) to be included in the promotions on the MVP landing during Recweek.

• Posters for the MVP landing should be submitted by June 20, 2014 (Monday) 4:30 PM at the COA room (MVP 205).

• Only promotional avenues and strategies listed in the proposal can be used outside the venue

Online Promos

• Online teasers should be released on June 16 (Monday)

• Main promotions will start on June 23 (Monday) and should tag the RecWeek2014 Facebook page and use the hashtag #RecWeek2014 (tentative)

• Captions of online promotions should include: Name of Org, Org’s tagline, RecWeek 2014, June 30-July 4 2014 at the MVP Roofdeck

• Release of promotional materials that have association with merit a minor violation.

Email

[email protected]

mailto:[email protected]

Dates to RememberMay 17 (Saturday) : Deadline of sketches

May 18 (Sunday) : Draft checking, giving of feedback

May 30 (Friday) : Deadline of Promos proposal and first pass of promotional materials

June 13 (Friday) : Final Submission of promotional materials

June 16 (Monday) : Release of Teasers

June 20 (Friday) – Hard copy submission of A3 poster (to be submitted to the COA Room MVP 205, 4:30PM)

June 23 (Monday) : Release of Main promotions

* All online submissions are expected to be sent on or before 10PM of the specified date

Manuals

Aldrin Pabello Camille Basa

Christine Chung

General Tasks

• Collection of write-ups, logos and other necessary files from the orgs

• Create the layout and design based on the theme

• Manual and online distribution of the manuals

Masterlist of Content

1. Table of Contents

2. Messages

3. COA Executive Board

4. RecWeek Core

5. 9 COA Clusters

• 52 COA Orgs

6. Confederation of Publications (CoP)

• The Guidon, Heights Ateneo, Matanglawin

7. Sanggunian

• ComElec, DSLD, DSWS, Ateneo SJC

Masterlist of Content

8. Applying Orgs

9. LIOns

10. Offices

11. Calendar of events

13. Acknowledgments

14. Sponsors

Manuals Distribution

• Target Release Date: June 23-25

• a week before recweek

• Distribution to EnLit classes

• Other means: Set up in MVP Lobby and other places publications use

Policies

a) Failure to meet the deadline/failure to follow the guidelines will merit one minor violation every 24 hours

b) Submission via dropbox, May 15, 11:59 PM

Invitations to the folder will be sent to org representatives/contacts

Submission (Accredited Organizations)

- entitled to one page in the RecWeek manual

DROPBOX:

RecWeek 2014 Manuals →

Subfolder [Accredited Orgs or COP] →

Subfolder [Different clusters] →

Subfolder [Different orgs]


• The following must be in one MS Word File

[File name for the MS Word File: RecWeekManual_<Org Abbreviation> (e.g. RecweekManual_ACTM)]:

• Complete org name:

• Proper Abbreviation:

• Website link:

• Name of president/org representative:

• Email address of president/org representative:

• Application fee (regular students):

• Application fee (scholars):


• Write up (800 to 1000 CWS)

• Top 3 projects for the year

• 1 sentence description (CWS limit: 200 CWS)

• Org tweet

• In 140 characters or less, what is your org all about?

• Twitter handle/org hashtag


Required Pictures

• The following must be submitted in one .zip folder

[folder name: RecWeekManual_<org abbreviation>_pictures

Updated logo of the organization

Resolution: 300 ppi or higher

[file name: RecWeekManual_<org abbreviation>_logo

Three pictures of org events


[file name: RecWeekManual_<org abbreviation>_<photo number>

Submission (Sanggu Departments)

DROPBOX:


Subfolder [Sanggunian ] →

Subfolder [Sanggunian Department]


Requirements must be saved in a MS Word file with the name “RecWeekManual_[org/group abbreviation]”:

○ Complete Dept/Org name

○ Proper Abbreviation

○ Description of offices [min. 700 CWS and max. 800 CWS (characters with spaces)]

Logo of Sanggunian department (if any)/applying org


File name: RecWeekManual_<org abbreviation>_logo


○ 1 picture related to the Sanggunian office/Applying Organizations


File name: RecWeekManual_<org abbreviation>_picture

Submission (LIOns)DROPBOX


Subfolder [LIOns] →

Subfolder [Orgs]

Requirements

Save as MS Word file with the name

“RecweekManual_[org/group abbreviation]”:

○ Complete org name

○ Proper Abbreviation

○ One-sentence description of org (300 CWS)

Dates to Remember

May 15, 11:59 PM-Deadline of write ups and other files

May 22, 11:59 PM-Deadline of submitting revisions

Secretariat

Vivien Milanes Gilana Roxas

Pre-Recweek

A. GoR Facebook Page

B. Inquiries Page

C. Email

GoR Facebook Page1. Directory

2. Weekly Scoop

• Monday Evenings

• Information from the weekly core meeting

• Announcements

3. Violation Record

• To be posted each day of RecWeek, 9PM

• Viewable through an online spreadsheet

Inquiries Pagehttp://tinyurl.com/Recweek2014Inquiry

Open everyday from 6:00PM-10:00PM

Inquiries made past 10:00PM will be answered the following day

Will be answered through text/email

For immediate concerns:

0922 845 4237 (Secretariat Head)

0925 512 1993 (Secretariat Deputy)

Indicate Name, Org, Committee of Concern

Email

[email protected]

Send:

1. Representatives’ proxy form for pitches

2. Org and cluster proposal forms for segment performances

3. List of Recruits each day*

RecWeek Proper

A. Log In and Log Out

B. COA Booth

Log In and Log OutLOG IN: 8:00 AM - 9:00 AM

Send a representative each day in charge of logging in and out (Doesn’t have to be the same person each day)

Representative to manually sign a log sheet, and will be given the org IDs after

Does not have to be the same person each day

LOG OUT:

Monday & Friday*: 6:00 PM - 7:00 PM

Tuesday - Thursday: 4:30 PM - 5:30 PM

Log out from the same sheet, and surrender the IDs after

COA Booth

• COA ExTeam recruitment booth

• Cluster recruitment booth

• Information Desk

• Complaint Form

Reminders

• Check GoR Facebook Group for announcements every Monday night

• Inquiries Page:http://tinyurl.com/Recweek2014Inquiry (6:00-10:00PM)

• May 16: Guideline revisions for Second Pitch

Organization Strategies and

Research

Astee Uy Joshua Uyheng

Committee Task

The RecWeek Study is to be conducted by the Organization Strategies and Research of the Council of Organizations of the Ateneo

RecWeek Study

An excel file with following students’ information: ID number, gender, school and date and time registered should be provided on the Monday after RecWeek

The excel file should have the file name cluster_org

Submission of Applicant Files

Decision Point!

It maybe daily or at the end of the whole RecWeek

Marketing

Junie Lerma Tiffany King Johann Lu

Committee Tasks

• external relations

• sponsorships for the event

• coordinate with other committees

• procurement of required documents from sponsors

Guidelines• Nature and values of sponsors must be in line

with Ateneo’s principles and policies (no liquor, cigarettes, luxury brands, and the like)

• Marketing packages and MOAs must be agreed upon and approved by the marketing core, the COA Finance Officer, and OSA

• Solicited sponsorships must be immediately reported to the RecWeek Marketing Team

GuidelinesCentralized Org Sponsorships:

The RecWeek marketing team will be providing all the sponsorships and will distribute it equally among all 52 accredited organizations.

De-centralized Org Sponsorships:

Each organization will be responsible with their sponsorships, however they will coordinate with the RecWeek team regarding their sponsors, incase of lock-outs, conflicting advocacies, etc.

Packages

Dates to Remember

May 8 onwards: Sending out of proposals to companies

June 8: Required docs such as logos to promos

June 15: List of logistical needs of sponsors

June 20: Finalizing of MOA before signing of confirmed sponsors

June 20: FQA requirements

June 27: Deadline for signed MOAs

Finance

Junie Lerma Camille Dee

Kimberley Hung

Responsibilities

• Bonds

• Monitoring Violations

Questions

• Why is there a bond system? And why does the bond cost Php1000?

Bond Collection

Bond collection and distribution for both accredited and unaccredited organizations

Accredited Organizations

• During the second pitch (May 26)

• Transfer of Php1000 via DCB accounts

• The transfer will be validated by signing both a Budget Transfer Letter and a Memorandum of Agreement with COA

• Presence of the President/Finance Officer is required.

Budget Transfer Letter

Bond Distribution

• 9-11 July 2013, a week after RecWeek

• Funds will be returned to the accredited organizations via DCB accounts.

• COA RecWeek core will post a copy

Unaccredited and Applying Organizations

• During the second pitch (May 26)

• Bonds will be in the form of CASH.

• The transfer will be validated by signing a Memorandum of Agreement with COA (this will also serve as proof of payment).

Bond Distribution

9-11 July 2014

Meet with COA RecWeek Finance Team to collect bonds.

Violations

Tracking of daily violations and deducting corresponding amounts from existing bonds

Php 50 for minor violations

Php 100 for major violations

Php 200 for severe violations

*Should an organization reach/exceed Php1000 in violations, they will be suspended from RecWeek for the duration of the event

Minor ViolationsDelaying the fl.ow of the event.

• Late arrival for the RecWeek Opening Parade on June 30.

• Failure to come on time to the organization’s program segment/s during the timeslot/s which the org signed up for.

Booth representatives. Having more than 2 booth representatives at a time to man the org booth.

Booth unattended. Completely unmanned booths for at most 30 minutes.

Noise level. Organizations can ONLY make noise during the 10-minute interval between classes.

Dirty surroundings. Failure to maintain cleanliness in the booth area: table and 1-meter in front and at the back of the booth.

Minor ViolationsLogging in/out.

Failure to comply with given time allotment and other requirements for logging in and out.

Wrong Use for Promotional Materials.

Using adhesives other than masking tape for sticking promotional materials.

Placing promotional materials in areas other than those permitted.

Late or Significantly Incomplete Document Submissions.

There will be a decrease in bond per day of late submission.

For programs proposals, promotions proposals, manuals documents, financial documents for bonds and registration sheets and list of members

Major Violations

Failure to Attend Program Events.

RecWeek Opening Parade on June 30

Showing up during the organization’s program segment/s

On-campus Raids.

Organizing separate on-campus raids at areas other than SEC walk, JSEC, Gonzaga cafeteria or Zen Garden at any time. Conducting on-campus raids outside the official timeslot/s and venue/s signed up for.

Booth unattended.

Completely unmanned booths for more than 30 minutes

Major Violations

Socket Use.

Not following the allowable number of sockets per org (1 socket per org). Also, using extension cords to plug-in more than one device at a particular time.

Equipment declaration.

Bringing in undeclared equipment to the org booths.

Wrong Use for Promotional Materials.

Use or display of any promotional materials or means that have not been submitted and/or approved by the Promotions Committee.

Declaration of Org Merchandise.

Failure to declare org merchandise or freebies.

Severe ViolationsIndividual Org Sponsorships.

Having any forms of individual sponsorships for one’s org or any other similar affiliations with a company for sponsorships.

Tampering of Signature.

Tampering and forgery of the signature of the Logistics Head which will be placed on your declared equipment.

Destruction of Property.

Destroying any equipment provided to the organization by the RecWeek Core Team

Severe Violations

Illegal Forms of Recruitment.

Forms of illegal recruitment are acts which consist of, but are not restricted to, the following:

• Recruitment Before the Official Opening of Recruitment Week

• Excessive Charging – Non-compliance with the regulations on application fees and discounts as decided on by the GoR.

• Recruitment Outside the Booth of the Organization i.e. classrooms, organization rooms, open areas, food establishments and offices in and out of the Ateneo, online, etc.

Severe Violations

• Recruitment Through Other Processes i.e. the use of paper, through online programs, cellphones or laptops not registered through the Logistics Committee.

*If for any reason the registered equipment cannot continue the process of recruitment, immediately report this to the Logistics Committee.

Severe Violations• Any student and org member caught recruiting members

by attempting any amount of influence to discourage another student from joining another organization through propaganda, smear campaigns, and the like.

• Any student and org member reported to be purposely misleading in giving out false information about an organization or any of its members.

• Any other act of illegal recruitment which cannot be located in this topic shall also be held liable to the penalties imposed for illegal recruitment.

Additional Penalties for Illegal Recruitment• Immediate disqualification of the organization from

RecWeek, which means that the organization may not participate throughout the whole span of RecWeek, upon the decision of the COA VP for SP.

• Public reprimand through released memos to the COA COR.

• Prohibition from doing any acts of recruitment in the duration of the RecWeek.

• Additional Sanctions from OSA may apply.

Dates to Remember

• Second Pitch: Payment of Bonds

• July 9-11: Bond distribution to unaccredited and applying organizations

•

Open Forum

Voting

Voting Process

• One vote per accredited org

• Ballots will be collected per cluster

• Final Decision = 50% + 1 votes

Decision Points• Scholar’s Discount

• Centralization of Sponsorships

• Submission of Lists of Applicants

• Closing Time on Monday

• Venue Layout

• Themes

Closing Remarks

RecWeek 2014 First Pitch

Documents

Transcript of RecWeek 2014 First Pitch