RecWeek 2014 First Pitch
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Transcript of 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
Influx per period for Day 2
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
Influx per period for Day 3
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
Influx per period for Day 4
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
Influx per period for Day 5
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.
I. Recruitment Method
• 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
I. Recruitment Method
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
I. Application Fees and Scholar’s Discount
A. Minimum of 20% scholarship discount
B. Minimum of 10% scholarship discount
Decision Point
I. Application Fees and Scholar’s Discount
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
II. Centralization of Sponsorships
A. Centralization
B. Decentralization
Decision Point
II. Centralization of Sponsorships
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
III. Collection and Submission of List of Applicants
A. Collection of applicant lists daily
B. Collection of applicant lists at the end of the week
Decision Point
III. Collection and Submission of List of Applicants
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])
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
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
Layout Plan - 2
Layout Plan - 2 Advantages
• 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
Layout Plan - 3
Layout Plan - 3 Advantages
• 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
Layout Plan - 4
Layout Plan - 4 Advantages
• 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!
Guidelines• Equipment Available for Use in the Booths:
• 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!
Guidelines• Equipment Available for Use in the Booths:
• For equipment provided by the RecWeek team:
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:
• For equipment provided by the RecWeek team:
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.
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]
Submission (Accredited Organizations)
Submission (Accredited Organizations)
• 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):
Submission (Accredited Organizations)
• 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
Submission (Accredited Organizations)
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
Resolution: 300 ppi or higher
[file name: RecWeekManual_<org abbreviation>_<photo number>
Submission (Sanggu Departments)
DROPBOX:
RecWeek 2014 Manuals →
Subfolder [Sanggunian ] →
Subfolder [Sanggunian Department]
Submission (Sanggu Departments)
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
Resolution: 300 ppi or higher
File name: RecWeekManual_<org abbreviation>_logo
Submission (Sanggu Departments)
○ 1 picture related to the Sanggunian office/Applying Organizations
Resolution: 300 ppi or higher
File name: RecWeekManual_<org abbreviation>_picture
Submission (LIOns)DROPBOX
RecWeek 2014 Manuals →
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
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
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