AgendaCentral Committee Meeting #4 – Friday 15th September 2017

Time : 16 30Venue : PAR-Old Physics-G16 (Jim Potter Room)

1. Procedural Matters

1.1. Acknowledgement of Indigenous Owners

1.2. Official Welcome

1.3. Attendance

1.4. Apologies

1.5. Adoption of Agenda

2. Confirmation of Previous Minutes

3. Matters Arising from Previous Minutes

3.1. Amended Festival of Nations 2017 Proposal

4. Proposals

4.1. Outdoor Cinema Semester 2 2017 Proposal

4.2. Exam Pack Giveaway Semester 2 2017 Proposal

4.3. ISA Appreciation Night Semester 2 2017 Proposal

5. Reports

- No Reports

6. Other Business

7. Next Meeting

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Unconfirmed Minutes Central Committee Meeting #3 – Friday 1st September 2017

Date : 1st September 2017

Time : 16 30

Venue : PAR-Old Physics-G16 (Jim Potter Room)

1. Procedural Matters

1.1. Acknowledgement of Indigenous Owner

1.2. Official Welcome

1.3. Attendance and apologies

Absent with Apologies

Exco : -Directors : -Officers : -

Leaving Early with Apologies

Exco : Wei Lee ONGDirectors : Royston CHUAOfficers : Agatha Celia SANTOSA

Late without Apologies

Exco : -Directors : Ian CHUAHOfficers : -

Motion 1

Move that Standing Orders be adopted for CCM #3 at 16 36.

Mover : June LIU

Seconder : Krystal NGOOI

CARRIED without contention.

1.4. Adoption of Agenda

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Motion 2

Move that the Agenda for CCM #3 be adopted.

Mover : Jonas LARSEN

Seconder : Nicholas TAN

CARRIED without contention.

2. Matters Arising from Previous Minutes

3. Confirmation of Previous Minutes

Motion 3

Move that the minutes of CCM #2 be accepted and confirmed as a true and accurate record.

Mover : Royston CHUA

Seconder : Lisa Li Yuan HUANG

1 Abstention, CARRIED.

Motion 4

Move that representatives from ICSS (University of Melbourne International Commerce Student Society) be granted observer status and speaking rights.

Mover : Melia Permata Sari WIJAYA

Seconder : Wei Jen LAU

CARRIED without contention.

Motion 5

Move that standing orders be suspended to discuss the ICSS Grants Application at 16 41.

Mover : Wei Lee ONG

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Seconder : Ren Jie PHANG

CARRIED without contention.

Motion 6

Move that ICSS be awarded a grant of AUD $288.00 for “ICSS Welcome Night” event.

Mover : Steven ZHANG

Seconder : Karen LI

2 abstentions, CARRIED.

Motion 7

Move that standing orders be resumed at 16 59.

Mover : Joshua TSENG

Seconder : Surviantoro ilham YUDANARDI

CARRIED without contention.

Motion 8

Move that President, John Zhi Xuan HEE, be given a vote of confidence by the UMSU Internaitonal Central Committee 2017/2018.

Mover : Kevin KALIP

Seconder : Owen Hubert JOHANNES

1 Abstention, Carried.

4. Proposals

4.1 Festival of Nations 2017 Proposal

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Motion 9

Move that the Festival of Nations 2017 Proposal be accepted.

Mover : Abhishek KANSAKAR

Seconder : Evelyne Febriani TANTONO

1 Abstention, amendment needed to be made, CARRIED.

Motion 10

Move that the ASEAN Games Australia Grant Proposal be accepted.

Mover : Michelle TAN

Seconder : Zi Shan (Angel) WEE

8 Abstention, CARRIED.

6. Other matters

Motion 11

Move that CCM #3 be adjourned at 18 27.

Mover : Wanquzi ZHAO

Seconder : Mia WANG

Motion CARRIED.

Prepared by,

Zi Shan (Angel) WEESecretary 2017/2018UMSU International

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3. Matters Arising from Previous Minutes

Amended Festival of Nations 2017 Proposal Central Committee Meeting #4 – Friday 15th September 2017

1. Introduction

Date: 4th October 2017 - 5th October 2017Time: 11am - 3pm Venues: North Court, Members Lounge, Student Bar, Sports Precinct and Concrete LawnTheme: Blast to the PastTarget Audience: 1500 International and Local Students per day

Objectives: To celebrate and promote the awareness of the diversity which exists within the student

body To provide a platform where the diverse student communities can interact, bond and

bridge their cultural differences To organise a large scale event intended to attract the attention of students within the

University and improve awareness of all students on the presence, roles and services provided by UMSU International

Create a platform for clubs and societies to raise funds and awareness Introduce the Game of Nations as a new event which seeks to promote interaction of

students from different cultures

Brief:

Festival of Nations in 2017 seeks to showcase the customs and traditions of various clubs and societies through the vintage theme of “Blast to the past”. The event will future various performances sourced both internally and externally which will hopefully convey the diverse community which exists in the University. In addition, each day will feature 12 food stalls, various activities and fun and interactive performances such as a flash mob and dance workshop.

In addition, the newly introduced “Game of Nations” is a Futsal and Badminton sports tournament which will complement Festival of Nations by building anticipation and creating a competitive platform for students of different cultures to interact.

The events serve to provide a promotion platform for UMSU International and participating clubs as well as to convey our presence as a large organization in the University.

2.  Timeline

Week 1 (24th July - 28th July) FONs Team Meeting

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Week 2 (31st July - 4th August) HOC Meeting Open Applications for Food, Performances and Sports

Week 3 (7th August - 11th August) Meeting with City Council Decoration meeting with AV Melbourne Hire external performances Send invitations to VIPs Finalize information for publicity material

Week 4 (14th August - 18th August) Meeting with AV Melbourne UniMelb Sport Meeting Open application for Emcees Open application for decoration team Hire Fire Safety Services

Week 5 (21st August - 25th August) FONs Team Meeting Deadline for Food Stalls Deposit Finalize Stall Allocation to Clubs and Societies Close Applications for Food, Performances and Sports Event Layout Meeting with UMSU event coordinator

Week 6 (28th August - 1st September) Emcee audition and selection Confirm all venues for sports Release Schedule for Sports Hire Videographer Finalise performance timeline Finalise equipment and materials

Week 7 (4th September - 8th September) Meeting with individual food stalls and collect deposit and charges for UMSU supplied

equipment Food stall self-supplied equipment test and tag Finalise event layout Performance meeting with AV Melbourne Create VIP FONs booklet

Week 8 (11th September - 15th September) Kitchen inspection by Chef Script preparation with emcees Sports briefing for OBs and ISAs

Week 9 (18th September - 22nd September)

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Preliminary round for sports commence Food stall vendor briefing by City Council Finalise task allocation for OBs and ISAs Finalise emcee script

Non-Teaching Week (25th September - 29th September)

Week 10 (2nd October - 6th October) Open kitchen for storage and preparation FONs briefing for OBs and ISAs FONs commence Semi-finals and finals for sports commence

3. Summary of Events

3.1 Food Stalls Coordinator(s): JunYi (Dennis) Qian & WeiJen (Dylan) Lau

Food stalls will be organised by participating clubs and societies within the University of Melbourne. There will be 12 food stalls per day, with some stalls participating for both days of the event. A chef has been hired to supervise participating clubs and societies in food storage, preparation and cleaning. Furthermore, Safe Food Handling (SFH) online course and certificates are required from all food stall vendors including a briefing by City Council concerning SFH on Week 9. Equipment test and tag will be done together with AV Melbourne

3.2 PerformancesCoordinator(s): XinYong (Michelle) Tan & HarnJy (June) Liu

Performance will be initiated during the UMSU International Executive Committee and participating VIPs during the opening ceremony on the 4th of October 2017 at the North Court stage. The UMSU International President John Hee and Cultural and Social Vice President Ivy Zhao will be giving opening speeches to commence the Festival of Nations. In addition, an elder from the Wurundjeri Tribe Land Council will be attending to perform a Smoking/ Welcome to Country ceremony.

The entirety of the event will be treated to different performances, mostly emphasizing on cultural dances with some alignment to the “Blast to the past” theme.

3.3 Activities/GamesCoordinator(s): Steven Zhang

Activities for Festival of Nations will consist of Lucky Draw/Spin Wheel, Inflatable Bouncing Castle, Henna Tattoos and PPIA (Indonesian Student Association) activities stall.

3.3.1 Spinning Wheel

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Spinning Wheel will be conducted at the UMSU International information booth. The wheel will be divided into various prize sections. Participants who buy from stalls or complete a survey will be given a coupon which can be redeemed for a wheel spin.

3.3.2 Bouncing Castle

A bouncy castle called ‘The Wipeout’ hired from Bubble Soccer 2u, will be positioned on the grass area of Concrete Lawn. The time frame of the activity will be approximately from 11am - 3pm. Participants will have to line up and enter the castle one at a time.  

3.3.3 PPIA Activities Stall

Upon special request, the Indonesian Student Association will be setting up an activities/games stall during the 5th of October 2017 in the concrete lawn next to the bouncing castle. Their stall will host traditional Indonesian games such as a Sack Race, Marble Race and Pencil in bottle game.

3.3.4 Photobooth

The Photobooth in Festival of Nations 2017 will be located in the Members Lounge and will consist of a variety of different backdrops with varying props available for students to use. The photobooth will be internally operated by ISA or OB photographers and uploaded on the UMSU International or Festival of Nations Facebook page.

3.3.5 MUDS Dance Workshop

Melbourne University Dancesport Club will he hosting an interactive workshop, teaching participants dance moves. The workshops will consist of two to three different dance styles. Short performances will be initially used to introduce the styles. Workshops will end with some social dancing.

3.3.6 Henna Tattoos

Henna Tattoos will be available in collaboration between UMSU International volunteers and the Indian Graduate Student Society (IGSS). The Henna Tattoo booth will be located in the Members Lounge and will be available for both days of the Festival of Nations.

3.3.7 Silent Disco

Silent Disco will be conducted by Party Higher, where 30 headphones with three different channels and music will be provided. Additionally, there will be lasers, lights and smoke machines which will be used. The event will take place on the first day of Festival of Nations in the Member’s Lounge.

3.4 DecorationsCoordinator(s): KarMem (Krystal) Ngooi & Surviantoro Ilham Yudanardi

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Decoration team consists of 2 OBs and 12 ISAs recruited in week 5. The major deco items include the stage, photo booth backdrop(s) and signs to guide participants to activities. Deco team will also be in charge of stage set up and clean up.

3.4.1 Workload

The decoration team are in charge with decorating the stage background, and the venue. Rough drafts are provided for the flyers, as well signboards for navigation during the event and props for photo booth.

3.4.2 Preparations

Decoration team consists of 2 OBs (the coordinators) and 11 ISA who commence working on week 7 onwards.

3.5 VIP Reception and Opening CeremonyCoordinator(s): JiaYue (Ivy) Zhao and/or ZhiXuan (John) Hee

Over 50 university academic leaders, student leaders and external organisation representatives were invited as VIPs to the Festival of Nations, in hope to maintain their good relationship with UMSU intl. Around 20 VIPs are expected to attend the event from 11:00AM-12:30PM. The VIP schedule involves mingle session with light refreshment in the student bar, followed by opening ceremony and guided tour in North Court and Member’s lounge.

3.6 PublicityCoordinator(s): Evelyne Febriani

Publicity materials, Facebook events page and publicity strategy planned and executed in collaboration with Communications Department.

3.7 SponsorshipsCoordinator(s): YeeHean (Ian) Chuah

Proposed sponsors for the Festival of Nations and Game of Nations include Brunetti, Koko Black, Skydiving AU, Baking Workshop AU and Redbull. The products gained from the sponsorship will be allocated towards lucky draw, game of nations and purchase incentives throughout the festival.

3.8 VideographerCoordinator(s): Kevin Kalip

Grandeur Films will be hired again to produce a Festival of Nations 2017 video.

4. Game of Nations Coordinator(s): ShiHao (Nicholas) Tan & Abhishek Kansakar

Sports tournaments will be a new addition to Festival of Nations to encourage interaction and engagement between Culture and Societies Clubs in the University. Due to the introduction of

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this new aspect of the festival, only 2 sports tournaments will be organised, namely, Futsal and Badminton, expected to substantial support from the student community. In addition, the sports tournament will be hosted in cooperation with Melbourne University Sport to aid the events with their expertise in sporting events.

4.1 Futsal Tournament

The Futsal Tournament will consist of 8 teams from various clubs and societies played across 23 games in a round robin tournament format with 20 preliminary rounds on Week 9, 2 semi-finals and 1 finals round held on the first and second day of Festival of Nations. The preliminary rounds which will be held during week 9 will constitute two games at a time due to the half-court usage of the futsal tournament. 2 referees will be hired during the span of the Futsal Tournament to officiate the games.

4.2 Badminton Tournament

The Badminton Tournament will consist of a total of 42 participants, 32 Men’s singles and 10 Women’s singles. 46 games will be played over the course of the sports tournament with 40 preliminary knockout rounds, 4 semi-finals and 2 finals to be held on week 9, FONs day 1 and FONs day 2 respectively. 4 referees will be hired during the span of the Badminton Tournament to officiate the games.

4.3 Schedule

Week 9 (18th September - 21st September)

Date Time Sport Venue

18/09/17

19:00-22:00 Futsal Preliminary Rounds Hockey Pitch

19/09/17

19:00-22:00 Badminton Preliminary Rounds

Badminton Court at Nona Lee Sports Centre

20/09/17

19:00-22:00 Futsal Preliminary Rounds Hockey Pitch

21/09/17

19:00-22:00 Badminton Preliminary Rounds

Badminton Court at Nona Lee Sports Centre

Week 10 (2nd October - 6th October)

Date Time Sport Venue

3/10/2017 16:00-18:00 Badminton Semi-Finals Badminton Court at Nona Lee Sports Centre

3/10/2017 16:00-18:00 Futsal Semi-Finals Hockey Pitch

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4/10/2017 16:00-18:00 Badminton Finals Badminton Court at Nona Lee Sports Centre

4/10/2017 16:00-18:00 Futsal Finals Hockey Pitch

5. Stage Timeline

Day 1: Wednesday 4th October 2017

Time Performance

11:30 1920's Roving

11:40 1920's Performance

11:55 Set up

12:00 VIPs; Welcoming Ceremony

12:20 1920's Roving

12:25 Burgundy Blue / 1920's Roving

12:40 Set up

12:45 Latin

12:50 Set up

13:00 Joy Heng

13:10 Flashmob - IGSS

13:05 Set up

13:20 Suns of Mercury

14:35 Set up

14:38 Pulse Dance Crew

14:41 Set up

14:53 Tzeyi and Carine

15:03 Closing Ceremony

Day 2: Thursday 5th October 2017

Time Performance

11:30 Chinese Music Group

11:45 Set up

11:55 MUDC

12:05 Set up

12:10 Dare Dance Crew

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12:20 Set up

12:25 Sari/Turban Tying Competition

12:40 Set up

12:50 UMMTA

12:58 Set up

13:13 Ring of Choir

13:33 Set up

13:43 R&B

14:13 Set up

14:23 Cheerleading

14:25 Set up

14:28 Games of Nations Ceremony

14:48 Set up

14:51 Cheerleading

14:53 Closing ceremony

6. Budget

Item Price

Decorations Materials Photo Booth Backdrops

$650.00$150.00

VIPs $200.00

Performances External Performance Hire Internal Performance Hire Costumes Opening Ceremony by Indigenous

$2,500.00$1,000.00$100.00$200.00

Food Hygiene Equipment (gloves, garbage bags, detergents, hairnets etc.) Oil Funnels Chef Hire

$200.00

$20.00$2,000.00

Equipment Hire Marquees, Gas stoves, Bainmaries, BBQ pits, Gas tanks and cage, Hot

water urns Tables and chairs

$22,000.00

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Stage, PA Systems and Speakers Testing and Tagging

Publicity Posters and Flyers Meet and Greet

$350.00$100.00

Game of Nations Venue Hire Equipment Hire Referee Hire Awards/Prizes

$3,500.00

Miscellaneous FireTac Fire Safety Services Videographer Security

$1,000.00$1,400.00$1,000.00

Activities Henna Tattoo Spinning Wheel (Lucky Draw) Bouncing Castle Silent Disco

$240.00$100.00$675.00$770.00

Prizes $1,000.00

Total $39,205.00

7. Conclusion

This concludes my proposal, please feel free to approach myself or and of the Cultural and Social Department members for suggestions and concerns.

Prepared by,

Kevin KalipCultural and Social DirectorUMSU International 2017/18

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4. Proposals

Outdoor Cinema Semester 2 2017 Proposal Central Committee Meeting #4 – Friday 15th September 2017

1. Introduction

Outdoor cinema is a new event organized by C&S department on Week 11 Thursday. We attempt to screen Now You See Me 2 (decided by the poll from the committee) at North Court, and also to provide students with food and drinks while they enjoy the movie. The event will be held the day after Exam pack give away and Meat & Greet in week 11 (Wednesday) to align with the purpose of helping student release exam stress.

Coordinator : Kevin Kalip Date : 12 October 2017, ThursdayTime : 6:30-8:45pm Venue : North CourtNumber of participants: 100-150 students Manpower : 2 OBs + 2 ISAs

2. Objectives

a. To help students release exam stress b. To provide a platform for students with multicultural background to interact and socialize c. To promote UMSU Intl

3. Publicity

Since this is a small scale event, publicity will mainly rely on Facebook event page. A FB page will be put up in week 9.

4. Budget

Movie screening right $250

AV Projection Equipment $200

Food and drinks $200

Utensils $50

Total $700

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5. ConclusionThis concludes our proposal. Please feel welcome to approach us with any questions, concerns or suggestions.

Prepared By,

Ivy Jiayue Zhao

Cultural & Social Vice President 2017/2018

UMSU International

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Exam Pack Giveaway Semester 2 2017 Proposal Central Committee Meeting #4 – Friday 15th September 2017

1. Introduction

Exam Pack Giveaway is an exam boost event for students before the examination period. Events under Exam Pack Giveaway include giving out of exam support packs and a free BBQ for students. Students who intend to collect the exam support pack will be required to ‘follow’ us on Instagram or on other social media platforms before they are able to collect their exam support pack. Event details are as follows:

Coordinator : Education & Welfare and HR departmentsDate : 11th October 2017, WednesdayTime : 12 PM to 2 PMVenue : North Court, Union HouseNumber of participants: ~450 students

2. Objectives

a. To provide a platform for all students to know about UMSU Intl and the services UMSU Intl provides.

b. To motivate and lift the moods of students as SWOTVAC and examination period are nearing.

3.   Scope

At least 450 people would be expected to come to the event. The BBQ section will be managed by the HR department and other OBs available at that time. Exam Pack will be managed by the Education and Welfare Department along with other OBs available at that time.

3. Timeline

Period Tasks

Week 10, 6th October Purchase of items for exam support packs

Week 11, 9th to 10th October Packing of Exam Support Packs (Approx. 500)

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Week 11, 11th October Exam Pack Giveaway

4. Budget

Exam Pack Giveaway will have a total budget of $1000 for the Exam Pack Giveaway, the $446.25 for BBQ will be covered by the Human Resource department.

a. BBQ Breakdown

A total of $446.25 dollars have been allocated for this section. Below is a rough expenditure breakdown for the event.

Item Quantity Price Total costs

White bread (650g) 25 $0.85 $21.25

Beef Sausages (1.7kg) 30 $8.50 $255.00

Vegetarian patties 20 $5.40 $108.00

Chicken sausages 10 $6.20 $62

Final Total $446.25

b. Exam Pack Breakdown

A total of $1000 dollars have been allocated for this section. Below is a rough list of the items that will be included in the exam pack. The list with prices will be updated.

Item Quantity Total costs

Pens (In Bundles) 450 $150

Ziploc Bags 450 $53.98

Uncle Toby’s Muesli Bars 450 $214.02

Coffee and Tea Packets 450 $95.35

Inspirational Bookmark Quotes TBC TBC

UMSU International folder 450 $0

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Red Bull (sponsored &  liaise with P&S) 450 $30*

Highlighters (sponsored &  liaise with P&S)Sticky notes

A6 notebooksStudent VIP

450 $275

Yochi Vouchers 450 $0

Final Total $818.35

6.   Layout

7.   Logistics on event day

A.  ISAs and OBs will come one hour before the actual time of the event to ensure that equipment is set and food is prepared.

B.  The exam packs will be brought to North Court one hour before the event and be located in the western side of the North Court. A table and a physical barrier will be used to separate the packs from the crowd.

C.    Music will be set up 30 mins before the event by Radio Fodder or AV Melbourne.

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D.   Tables will be provided for the exam pack giveaway.

E.   Tables and chairs will be provided for attendees at the northern side of the North Court and will be set up one hour before the event starts.

F.     Crowd control will begin 30 minutes before the event starts.

8. Conclusion

This concludes our proposal. Please feel welcome to approach us with any questions, concerns or suggestions.

Prepared By,

Royston ChuaEducation and Welfare Director 2017/2018UMSU International

ISA Appreciation Night Semester 2 2017 Proposal Central Committee Meeting #4 – Friday 15th September 2017

1. Introduction

Date : Saturday 14th October 2017

Time : 6:00 pm - 10.00 pm

Venue : Queen Street Rescue

Participants : Office bearers 2017/18 and ISAs of 2017 Semester 1

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Appreciation Night is an event to appreciate the efforts of the International Student Ambassadors in all the events organized by UMSU International throughout the semester. There will be various activities and performances throughout the night. This activity is organized mainly by the Human Resources team.

2. Scope of Appreciation Night

In total, there will be around 73 possible attendees for Appreciation Night.

31 graduating ISAs and 33 OBs 5 ISAs for decoration and approximately 4 ISAs for performances.

3. Brief Budget

A total of $3350 is allocated for the event.

Below is a temporary breakdown of the budget.

Items CostsVenue Hire and Food $2500Prizes and Souvenirs $500

Decorations $350

4. Timeline

Period Task

Week 7 Confirm venue Confirm theme of the night

Week 8 Recruit ISAs for performance Discuss souvenirs, performances, games etc.

Week 9 Confirm Activities and Performances Confirm Souvenirs for ISAs Think about Decorations

Week 10 Start purchasing required items Venue inspection for activities

Week 11 Finalize Performances and Games

Prepared by,

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Karen LiHuman Resources Officer 2017/2018UMSU International

6. All Other Business

7. Next Meeting

Date : 29th September 2017, Friday, 4.30pm Venue : PAR-Old Physics-G16 (Jim Potter Room)

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