♥ You can set as many meetings as you can until you come up with final ideas. Havea concrete end-result planned out to make preparing for the project easier andclearer.

♥ Be as specific as possible in writing down your Minutes of the Meeting.♥ Always remember that your VP and AVPs are available for consultation, we don’t

bite. :)♥ Make friends.♥ Make sure that the department representatives of your PB and AVP/VP are always

present during meetings! If one or many cannot attend, make sure to either havea proxy or to keep them posted.

♥ Always send everything to your AVPs and VP.♥ Make sure your department reps and the TF members in the respective

committees under them work hand-in-hand (CoCo Marketing Executives andMarketing TF members, Doc & Pub Managers and Promotions TF members, etc.).

To-doHold project Task Force (TF) sign ups forthe following committees: Program,Logistics, Promotions, Finance, Marketingand Human Resources.Set a meeting with the project TF and therepresentatives from each departmentfrom your Project Board (PB).Project board meetings for brainstormingmay be held frequently. VP/AVP must bepresent.Conceptualize project. Involve the othermembers of the PB in this by asking themfor creative input and informationregarding the budget, plausible sponsors,target market for your project, etc.Jot down your minutes and inform yourVP/AVPs, PB and TF about this. Refer tothe Minutes of the Meeting form for theformat.

Goals

Establish a general theme foryour project with relevant andsupporting details and points.Define your target market.Set up a calendar from Day 1until your post projectevaluation.Plan out the promotionalmaterials to be used, possiblesponsors, possible venues, adraft of the program flow,materials and equipmentneeded, visions and goals forthe projects, etc.Submit the Minutes of theMeeting form to your AVPs(cc VP).Exploit creativity for a cause.

tips

♥ You can set as many meetings as you can until you come up with final ideas.Have a concrete end-result planned out to make preparing for the projecteasier and clearer.

♥ Be organized and detailed.♥ Make sure to include the comments of Sir Mark Escaler and Ms. Jenny

Lou Orlina in your presentation.♥ Collect all feedback and make necessary improvements.♥ Come up with contingency plans or pitch several concepts if possible.♥ You may send your presentations to your AVPs/VP prior to the pitch for

consultation.

To-doCreate a presentation that covers allaspects of the project fromconceptualization down to post-processing. Be sure to includepromotions, budget, logistics,sponsors, and program flow in yourpresentation.Schedule a meeting with the ACOMMXI EB and all those concerned. 100%attendance from the EB and EB-Core isstrongly recommended.Goals

Set all prospective plans forall aspects of the project.

tips

♥ Submit all paperwork on time!♥ Be as detailed as possible. Include

all important details (programs,logistics, budget, etc.) in your PPF.

♥ Make sure that all documents andrevisions go through your AVPs andVP (CC Project Board).

♥ Be nice and respectful to everyoneyou encounter, especially those fromthe LS offices.

To-doDraft your PPF, which you can get from the Office of Student Activities (OSA).Draft your FQA form (if necessary) from OSA.Send your drafts to your AVP and/or VP.Once the forms have been approved by the VP, have them signed by ACOMM XIPresident Julienne Joven and Sir Mark Escaler, Chairman of theCommunication Department and Moderator of ACOMM.Submit your signed PPF to our OSA formator, Ms. Jenny Lou Orlina and thesigned FQA to OSA and then to the Infirmary.If your event will be held on-campus, go to the Office of Administrative Services(OAS) and check venue availability, submit a request form and accomplish:

Short Forms: For reserving venues for small events (classrooms and MVProoms)Long Forms: For reserving venues for big events (MVP Roofdeck, Leong Hall,Escaler Hall). You may refer to the Playbook for necessary procedures.

If your event will be held off-campus, accomplish the following forms from OSA:Waiver form: Above 18 and Below 18 (Participants below 18 y.o. should lettheir parents sign the waiver forms). Inform the participants that they need tosign these waiver forms in order to attend the eventWaiver form for alcoholic beverages in an eventAdult Supervisor form

Goals

Accomplish all necessarypaperwork and have themapproved AVPs and VP.Upon approval, have themsigned by the offices and allthe officials concerned.

tips

♥ You can set as many meetings as you can until you come up with final ideas. Havea concrete end-result planned out to make preparing for the project easier andclearer.

♥ For ticketing needs, you may reserve Kostka Extension (OSA), Sec Foyer,Doghouse (OAS).

♥ Always involve the TF members under the Logistics committee and ask them tohelp you out. Make sure you have enough manpower, especially for set-up/logistical needs.

♥ On the day of the event, have the venue ready at least 2 hours before the start.♥ Submit all necessary forms on time.♥ Get on Mr. Geoffrey’s good side by doing things ahead of time!

To-doWith the help of the project Task Forcemembers under the Logistics committee,map out possible venues for your eventand decide on possible equipmentneeded.Consult your AVPs/VP regarding thesevenues.Do an ocular inspection on the venuesagreed upon by you and your AVPs/VP.Decide based on budget, restrictions andlogistical needs.Upon approval of ACOMM XI EB (afterpitch) reserve the venue and theequipment needed. Fill out the necessaryforms (Refer to Paperwork).Submit the necessary forms to our OSAformator, Ms. Jenny Lou Orlina(incoming drawer), 3 or more days beforethe event.After submission to our OSA formator,Ms. Jenny Lou Orlina, hand it over tothe OAS head, Mr. Geoffrey SanEsteban for approval.

Goals

Reserve venue andequipment.Have a contingencyvenue/plan in mind.Accomplish the necessaryforms. Take note of thedifference in forms for on-and off-campus events.

tips

♥ Refer to database.♥ If you have any

contacts/connections, address themto your CoCo Marketing Executivesto be added to the database.

♥ In contacting sponsors, use theofficial CoCo e-mail:acommcoco@gmail.com

♥ Meet with your sponsors ifnecessary.

♥ Don’t forget to ask for companylogos.

♥ Keep getting updates from yourCoCo Marketing Executives.

♥ Be prompt with the deadlines ofyour forms.

♥ Be professional in dealing withcompany representatives.

To-doAllot 5 to 6 months prior to event for contacting sponsors.Meet with your respective CoCo Marketing Executives regularly to discusspossible sponsors, etc. Estimate the necessary amount from sponsoringcompanies.Establish a target amount.Be ready with project information like the project description, targetaudience, and other things needed for the marketing letter.Have your CoCo Marketing Executives submit your marketing letter & MOAto the AVPs and VP, then have it approved by OSA.

Goals

Accomplish all necessarypaperwork and have themapproved AVPs and VP.Upon approval, have themsigned by the offices and allthe officials concerned.Make sure all provisions inMOA are properly followed.Focus on getting mediasponsors, we are a mediaorganization after all!

tips

♥ Always work ahead of time.♥ Improvise and be

resourceful.♥ Always ask for official

receipts.♥ Be prepared with an

acknowledgment receipt justin case an OR cannot beissued.

♥ Try not to shell out your ownmoney.

To-doCoordinate your budget with yourfinance officers.Work closely with your finance officersand the Task Force members under theFinance committee regardingbudgeting your money.Draft your BPF with you finance officer.Be as detailed as possible and avoidestimations. Download the form attinyurl.com/acomm11finance. Otherformats will not be accepted.Send a copy of the BPF to:acomm11finance@gmail.comKeep all receipts. Only official receipts(OR) addressed to “Ateneo de ManilaUniversity,” acknowledgment receipts,and tape-receipts from BIRestablishments will be honored.A liquidation report must be submittedafter the event. Attach necessarysupporting documents.Refer to the Code of FinancialProcedures for guidelines regardingprocesses, payments, and otherpertinent matters.

Goals

Be sure to work within yourbudget.

tips

To-doWork with your Doc & Pub Manager in conceptualizing the promotional materialsof the project.Work closely with your Doc & Pub team, VPs, AVPs, and Task Force membersunder the Promotions committee regarding the creation of actual promo matsand possible revisions.Coordinate with your CoCo Marketing Executives in your project board regardingthe inclusion of logos of your sponsors and their specifications for all promomats.Refer to the Playbook for guidelines regarding posters, tarps, etc.Have your final promo materials approved by the following LS Offices:

Printed design on bond paper approved by OSA: Secure Ms. Jenny Lou Orlina’s signaturePrinted material/s printed on tarps/posters signed and approved by DSWS

Submit a letter of request to DSWS for reservation and use of promotional materials. It should include the following:

Details of the activity for which the promotional material will be usedPromotional venueKind of material/s to be usedPosting period of said materialsDesign of promotional materialsNumber of materials to be used

If there is a need to put up posters on other organization’s board (eg. Along EDSA walk), submit a Poster Approval Form (PAF) to DSWS and include the signature/s of the org/s concerned.A Job Order must be filled out for projects* and clients requesting for promotional materials.

*Only new projects not included in the initial activities formIf there is a need to promote via e-boards, grilles, lamp posts and promotional boards, submit a Request for Facility form to DSWS. Such forms are also found in OSA.Make sure that you have a Commotion writer representative and a photographer present for the event itself. You may consult your Doc & Pub Manager regarding this.Coordinate with the HR VP, Sam Lichauco, and AVP, Francis Domingo, regarding contacting all PROs to help you disseminate your promo material/s.

♥ Refer to database.♥ Work closely with the Doc & Pub

Managers to produce promo matsfaster.

♥ Make sure to confirm all attendeesin your RSVP guest list (ifapplicable).

♥ Don’t rely on Facebook and othersocial media only (explore non-traditional promotions).

♥ Refer to the Playbook for guidelinesand policies regarding all kinds ofpromotional materials (includingonline, desktop, PA system, etc.)

♥ Stand out!

Goals

Request for promos at least amonth before the event.Put up the final on-campuspromos ahead of time tomaximize exposure.

tips

♥ It would be best if allconcerned members of the EBattend so they can give you aptfeedback regarding yourproject.

To-doSet a meeting and invite your AVPs, VP, and all other concerned membersof the EB Core. 100% attendance from all those concerned is stronglyrecommended.Prepare a short presentation containing a report on the event and howyou, individually and as a team, handled your process of projectmanagement.Submit all paperwork and requirements (Liquidation report and otherpost-project documents) in hard and soft copy format at most a daybefore the pitch.

Goals

Report to the concernedmembers of the EB Core ofimportant details and eventsthat occurred in the projectitself.

tips