5th June 2010

Special Thanks!NUS Students’ Arts and Social Sciences Club

Briefing Overview Payment of Booth Booth Allocation Logistics Matriculation Timing Decoration Day Matriculation Packages Marketing Guidelines Event Proper Clearing Up Security Procedures & Safety Discipline and Administration Summary of Important Dates Balloting (For societies & interest groups

only)

MF 2010 PB Briefing

Payment of Booth

All PBs are required to pay $50 with the Matriculation Fair Committee today.

Every cash payment would be recorded and issued a receipt

Original receipts to be retained for future collection of deposits,

Any fines resulting from breaching of Rules and Regulations would be deducted from the deposit.

Mode of Payment & Return of Deposit

MF 2010 PB Briefing

Booths No mutual exchanges of booths after

balloting, including exchanges within the same sector.

There will be no balloting for Faculty Clubs, Constituent Clubs and for any PBs participating at MF for 2 days or less. Booths will be allocated

Only societies & interest groups will undergo balloting

Each booth will be assigned a fixed number of tables and chairs

Booth SpaceTables Chairs

NUSSU Constituent Clubs

6 6

NUSSU Committees 3 3

Societies & Interest Groups

3 3

CFA 3 3

Sports Sub-Clubs / IVP 3 3

Staff Departments 3 3

Budget Booths 2 2

Floor Plan

Booths for NUSSU Constituent Clubs

Booth No. Name of PBA1 Goodie Bags Booth A2 Project XA6 NUS CACA4 Political associationA3 CSC

FACULTY BOOTHSA5 NUS Student's' Arts and Social science clubA5 Engineering clubA5 Law ClubA5 science clubA5 DE ClubA5 Business Students' Club

Booths for NUSSU Committees

Booth No. Name of PBB1 NUSSU Business CommB6 NUSSU PRUB3 NUSSU video & photographicB7 NUS Students' Fund

B10 NUSSU CBLCB8 NUSSU IRC

B11 NUSSU Travel ServiceB4 NUSSU VACB5 NUSSU hotline

B12 NUSSU SAVEB9 NUSSU welfareB2 NUSSU Ridge

Booths for Budget Booths

Booth No. Name of PB

G1 NUS Students' Communications and New Media Society

G1 Chemical Science SocietyG2 NUS Physics SocietyG2 NUS Psychology Society G3 Science CBLCG4 Pharmaceutical Society

G5 Chemical Engineering Student’s Society (CHESS)

MF 2010 PB Briefing

Logistics

All PBs must declare to the MFC all bulky, costly items, and logistics/decorations that they intend to bring into the hall on the Logistics Declaration Form (Form B) State clearly the type and quantity of the items

to be brought in. Based on Form B, the Logistics Officer will

advise accordingly on items deemed unsuitable to be brought into the MF or which might pose problems if brought in.

PBs need to indicate on Form B if electrical power will be required and the number of power points that are needed is subject to a cap of 2 power points.

Logistics

All equipment brought into the MF must be clearly labeled with the PBs’ name.

All PBs are to ensure that they have been issued the correct number of tables and chairs and to declare any existing damages or discrepancies immediately during the time of issue on Decoration Day. Failure to do so would indicate acceptance

of the issued items and the cost of the damage/loss will be borne by the PB concerned.

Logistics

All wiring and cables are to be securely taped down to prevent accidents from happening. PBs must ensure that no wiring/cables are left

exposed to the walking space  All decorations, exhibits, storage space, etc

are restricted to the area allocated to the PBs.

All partitions are not to be moved without prior permission.

No doors or windows, other than assigned entrances and exits, are to be unlocked or opened.

Logistics

All PBs which are participating in the MF are to surrender 1 extension cords each with at least 4 sockets, of which one must be of at least 5m in length.

Each PB will be provided with only two power sockets during MF.

Please be reminded to not overload any power sockets

Each PB is responsible for their own items. The MFC accepts no responsibility whatsoever for the items

MF 2010 PB Briefing

Matriculation Timings

Matriculation Timings

MF 2010 PB Briefing

Decoration Day 21st July (Wednesday)

Morning: 0900 – 1200, Afternoon: 1300-1600

PBs Time

Sector A NUSSU Constituent Clubs

Morning

Sector B NUSSU Committees Morning

Sector C Sports Club & Sub-Clubs

Morning

Sector D IVP Morning

Sector E CFA Afternoon

Sector F Societies & Interest Groups

Afternoon

Sector G Budget Booths Afternoon

Decoration Day (Faculty Booth)

For faculty clubs who will only participate in the morning, they can choose to come the day before (at 6pm) or on actual day (at 8am) to decorate their booth.

For faculty Clubs who will only be participating in the afternoon, they will be required to come 45 minutes before their faculty’s matriculation timing and report to their respective PRO, and decoration will only begin 30 minutes before their faculty’s matriculation timing.

Decoration Day (Budget Booths) All PBs who are not participating on the

first day will only decorate their stalls from 1800hrs onwards on the day before their participating day.

PBs participating only in the afternoon (comprising budget booths coming in for less than 4 days) may only decorate their booths on the day of participation an hour before the session.

Contact respective PROs for instructions just before decoration in these 2 cases.

Decoration Day

All PBs should keep to their allotted time periods for decorating their stalls. PBs are requested to report to their respective PROs before commencing decoration.

Tapes of all kinds (including masking and clear tapes) are strictly prohibited from any wall, floor, pillar, door, window or ceiling. Only Blue Tack is allowed for adhesive

purposes. Cloth tape is only meant for securing electrical wires on the floor.  

Decoration Day

Height of all objects must not exceed 3m, and the width should not exceed 150cm.

banner should not be greater than 1m by 3m  in size. Size of large banner must be declared in

Form B to seek the approval of MFC. All PBs are required to bring their own

structures for hanging their banners.

MF 2010 PB Briefing

Matriculation Packages

Sales and distribution of packages are only allowed within the booth area assigned to the PBs.  

PBs participating from morning onwards are allowed to bring their matriculation packages into the MF venue before 1900 hrs on the night before. PBs participating from the afternoon onwards are only allowed to bring their packages during their decoration period.  

Matriculation Packages

Storage of Matriculation Packages are at the risk of all PBs and the MFC will take no responsibility for the loss or damage of any packages.

All Matriculation packages must be stacked and kept in a neat and presentable manner. They must not obstruct any paths or affect safety in any way, especially the emergency exit points.

MF 2010 PB Briefing

Marketing guidelines Ensure there’s no conflict of interests between sponsors

from the Faculty Clubs, Non-Faculty Clubs and Societies The sponsors for Matriculation Fair 2010

SingTel , DBS, Standard Chartered , AIA ** Sponsors with clash of interests are:

Other Telecommunication companies e.g. Starhub, Singapore Cable Vision, M1

Other Banks e.g. UOB, OCBC, Citibank, OUB, Maybank, HSBC

Financial Institutions and Insurance companies Sponsors not approved by OSA:

Chatline Companies. Social Escort Companies Online Trading Companies

Marketing guidelines Booths

Marketing guidelines Goodie Bags / Matriculation Packages

T-Shirts

MF 2010 PB Briefing

Event Proper

Operating hours for matriculation fair: 0900 – 1700 hrs

All PBs are allowed to enter into the MF venue at 0830 hrs.

All booths have to be ready by 0845 hrs.

All PB personnel must leave MF venue within 30 mins after closing time

Event Proper

All representatives may only do recruitment and distribution of materials within the sector their PBs is under.

No food and drinks are allowed within MPSH2 at all times, other than bottled plain water. All meals must be taken outside.

Soliciting in any other area besides MPSH2 is strictly prohibited.

Event Proper

All loud hailers and public address system are not allowed in the hall.

All PBs and their representatives are reminded to keep a lookout for their personal belongings.

MF 2010 PB Briefing

Clearing Up

27th July 2010 from 1730 hrs PBs who are participating on the last

day of the MF are required to send a minimum of 2 representatives (preferably male) to help clear up on the last day of the MF.

All decorations are to be removed by respective stallholders by 27th July 2010 (Tuesday), 2000hrs.

Clearing up

All PBs not participating in MF for all 4 days can only remove their decorations from 1800hrs to 1900hrs on the day their participation ceases. Inform and seek approval from their

respective PROs before removing any decorations.

Clearing Up

PBs participating between 22th July to 27th July 2010 for MF are required to clear up their area after they have ended their participation.

All PBs involved in the clearing up on the final day, are to first clear up their own stall area before they are detailed by the Logistics Officer to help out in the general clearing up of MPSH2.

MF 2010 PB Briefing

Security Procedures

Entry into MF for PBs is strictly by security passes only.

Sharing/ exchange of passes is strictly forbidden.

All students are required to exchange their matriculation cards for the passes.

All participating representatives must at all times wear their security pass visibly around their neck when in the MF.

Security Procedures

No. of security passes allowed for each PB:

PBs No of Passes

Faculty Clubs 10

NUSSU Constituent Club 8

NUSSU Committees 4

Societies & Interest Groups 4

CFA, Sports Sub Clubs and IVP 4

Staff department 4

Budget Booths 4

Security Procedures

Each PBs is to submit a list of names of representatives in the following format to their PRO:

Column 1: NameColumn 2: Matriculation Number (with alphabet)for MF to their respective Public Relations Officers by 5th July 2010 (Monday) 2359hrs.

Safety

All doors, especially emergency exits and fire hoses are not to be blocked by any object.

No multi-way adapter and/or extra extension cords are allowed to prevent overloading of power points.  

All PB should familiarize their members who are participating in the MF with the safety regulations of MF.

MF 2010 PB Briefing

Discipline and Administration Minor Offences and Intermediate

offences: Given verbal warning once. Repeated offences would result in fines of $10

for each offence Examples: Overloading of power points,

Offensive decorations, Consumption of food and drinks inside MPSH2, failure to stay within one’s sector ( for purpose of recruitment and sales)

In the event the deposit is insufficient to cover all fines imposed due to penalties incurred by the PBs and its members, the MFC may evict the PBs from the fair.

Discipline and Administration Serious Offence:

Fine of $15 or immediate eviction from MF

Examples: Vandalizing or defacement of NUS property

MF 2010 PB Briefing

Important dates to remember:

Deadline

Payment of Booth 5th & 12th June

Sockets Collection 5th & 12th June

Submission of names to PRO 5th July

Submission of Forms A, B & C(Mailbox opposite of CAC room @ YIH Level 4)

9TH July

Decoration Day 21st July (allocated time)

Clearing Day 27th July

Collection of sockets & deposit 13th & 20th August

MF 2010 PB Briefing

Special Thanks!NUS Students’ Arts and Social Sciences Club

MF 2010 PB Briefing

Procedure for Balloting

All PBs who have representatives present during balloting day will have their lots (bearing the name of the PBs) placed in a box.

A MFC member will announce the stall position being balloted.

A MFC member will then randomly draw lots from the box.

After each lot is called, the PBs called will be allocated their balloted stall positions.

Floor Plan

MF 2010 PB Briefing

Special Thanks!