aMp Project Head Manual
How to use this Project Head Manual: The first part is the timeline, for first-timers. If you are already a “veteran� in the project-heading scheme and just need references, then this will be a fangled, mangled mess. Which is why, the second part is for you! A more organized index with checklists and pertinent information! Yay!
YAY/CRAP!
you’re a project head
You are in charge of: •
Conceptualizing and concretizing the specifics of the event
•
The point person for all concerns regarding the project
•
Coordinates with all the Project representatives, sets meetings and delegates the work
•
Must be constantly updated by the representatives, which is why there should be regular meetings or updates
•
Constantly updates the IVP/EVP or department head of all developments once a week
•
Makes sure that there is an Official Receipt for every expense
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PHASE ONE: administrative
Make sure you get these done before anything!
1. Fill up the Project Proposal Form WHO TO CONSULT?
Major Internal Projects
YES
Mare (Internals VP) NO?
Major External Projects
YES
Vicky (Externals VP) NO?
Departmental Workshops and Events Departmental Heads
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YES
Have David Lina (President) and Yagi Olaguera (Moderator) sign the proposal.
Next
Submit to OSA for approval and have Jen Orlina (MCA Formator) sign it. It can be left in the IN TRAY and picked up in the next two days.
Next
Once it is approved, you can now reserve a venue.
PHASE ONE: administrative
Make sure you get these done before anything!
2. Reserve a venue through OAS
Check online if the venue you prefer is free: www.ateneo.edu/OAS
Next
Fill up a reservation slip, have Jen Orlina sign it and submit it to OAS for approval.
Next
Keep the form: No slip, no venue.
3. Make a project team
Consisting of at least two (2) representatives from each department
Have a meeting with them to explain the goals of the project.
YES
Give them their responsibilities so they can delegate to their respective teams
Next
Decide on the when the updates will be given / when you will check back on them.
Next
Check back on them regularly. Surprise check-ups aren’t such a bad idea either. |3
Department Responsibilities MKTG
AM
PROD
• Coordinates with the performers about event specifics • Makes sure that the bands are confirmed
• In charge of promot- • In charge of contacting the event through ing and signing spontext blasts and online sors for the project accounts, they can also help find creative ways of promoting
• Needs of the artists are met equipment-wise
• Reservation of lamp posts and other promotional venues
• Following up on the artists and making sure that they have a) they have an established timeline at that b) they meet regularly to practice
• Fixes logistics, stage management and technical equipment
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// BEFORE THE EVENT
DD
DP
• In charge of the artistic & design paraphernalia (promo posters, CD covers, tickets, stage design)
• In charge of covering the event – Writers, Photographers, Videographers
Department Responsibilities AM • Supervise set-up • Make sure that artists are taken care of
PROD
MKTG
// BEFORE THE EVENT
DD
• Supervises set-up of • Makes sure that • Nothing. venue and equipment MKTG representative from company is taken care of. • Sells tickets and mans merchandise booth
DP • Makes sure that all aspects of event are documented (taking note of marketing needs)
• Supervise DP in photography of pertinent aspects of event (postdoc for sponsors)
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Department Responsibilities
// BEFORE THE EVENT
AM
PROD
MKTG
DD
• Nothing.
• Clean-up of venue.
• Take charge of postdoc for sponsors.
• Collect design para- • Publish photos + arphernalia and archive. ticle in Facebook after (how many days?)
DP
• Archive video + events
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PHASE TWO:
get the project up and running!
4. Create a timeline and submit to your department head or EVP/IVP.
Have a meeting with them to explain the goals of the project.
YES
Give them their responsibilities so they can delegate to their respective teams
Next
Decide on the when the updates will be given / when you will check back on them.
Next
Check back on them regularly. Surprise check-ups aren’t such a bad idea either.
5. Fill up the Job Order Forms for the Creatives Department (For both DD and DP)
a.http://bit.ly/creativesjof
and
b. http://bit.ly/PromoReq
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PHASE TWO:
get the project up and running!
6. GET MONEY! Marketing Guidelines
• Have marketing packages approved by OSA • Make a MOA, have it approved by OSA before signing
SPONSORSHIP BLACKLIST • Sexually related • Alcoholic Beverages
• Cigarettes • Products/Companies that promote violence and gambling
• Spa services and venues • Car displays and shows
• Tutorials/Review Center • Sponsors are not allowed to sell
PROCESS • Indicate the sponsor coming in when reserving by using the OAS long reservation form • For additional details not mentioned, write a letter that is endorsed by OSA to OAS at least two days before the event. 8|
PHASE TWO:
get the project up and running!
PAPER TRAIL Check online if the venue you prefer is free: www.ateneo.edu/OAS
Next
Fill up a reservation slip, have Jen Orlina sign it and submit it to OAS for approval.
Next
Keep the form: No slip, no venue.
REMINDERS •
For activities within the campus: o Coordinate with OSA, OAS o If event is in MVP and extends after 5PM, coordinate with UPPO for security and OAS for maintenance overtime. o All promo posters must be taken out the day after the event
•
For activities outside the campus: o Activity must be stamped and approved by OSA
o Adult Supervisor (kailan nagkakaroon?) - Parent / Legal Guardian / AMP Alumni / ADMU Faculty - 1 Adult Supervisor = 30 People - Adult Supervisor Notification Form must be submitted with a valid ID o Waiver Forms - Template can be found in bit.ly/osaforms - Below 18, which is in need of parent’s or legal guardian’s signature - Above 18, simple list (with signature) |9
PHASE TWO POINT FIVE:
Design (DD)
Next
Prod (Promos AO)
Next
REMINDERS, TIPS & STUFF • Be mindful of the sponsor logos for the promos!
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OSA (Approval and reservation of lamp posts)
promote!
Next
VP for Finance (money for printing)
Next
Printing Place (UP/Intermatrix/ Freeform)
PHASE THREE: •
If the event is going to be held in the Ateneo, make sure you have the reservation slip on hand
PHASE FOUR: • • • • •
event proper!
post-event
Make sure the event is cleaned up Make sure that promo posters & tarpaulins are taken down day after event. (Money matters? Receipts?) Supervise compilation of documentation c/o creatives (DD for promo materials and DP for photos etc) and marketing Evaluate the project! (in coordination with VP for Admin, Isa Salazar)
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The Offices
// WHAT THEY OFFER
OSA
OAS
UPPD
Office of Student Activities
Office of Administrative Services
University Physical Plant
Location / Office Hours
MVP 1st Floor | Mon-Fri, 8AM-12NN and 1:30-5PM | Sat, 8AM-12NN
Gonzaga 2nd Floor | MonFri, 9AM-11AM and 1:30PM4PM | Sat, 9AM-11AM
Xavier/Blue Eagle Gym
Job Description
• Regulates the activities of all organized student groups • Facilitates formation of all organized groups • Coordinates transactions between administration and students • Manages the finances of COP, Sanggunian ng mga Mag-aaral and all accredited organizations
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Department Responsibilities
What
// WHAT THEY OFFER
OSA
OAS
UPPD
Office of Student Activities
Office of Administrative Services
University Physical Plant
• Project Proposals
• Venue Reservations (Endorsed by OSA)
• Entry of outsiders • Request for security and overtime • Constructions within school (stages, platforms, etc)
• Promo Design and Gimmicks • Venue Layout Approvals • OSA Professional Consultations and Project Consultations
• Borrowing of school equipment (boards, pro jector, tables etc.) • Request for Maintenance (in-school seminars)
• Venue Subsidy
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The Offices
Venues
// WHAT THEY OFFER
OSA
OAS
UPPD
Office of Student Activities
Office of Administrative Services
University Physical Plant
• MVP 310 or Music Room • MVP 217-218, Leadership Training Room • Colayco Pavilion To reserve these rooms, write a letter of intent addressed to Chris Castillo (OSA director) and have it signed by both Yagi Olaguera (our moderator) and David Lina (president)
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Department Responsibilities
People
Reminders
// WHAT THEY OFFER
OSA
OAS
UPPD
Office of Student Activities
Office of Administrative Services
University Physical Plant
• Chris Castillo, OSA Director
• Marie Joy Salita, OAS Director
• Jen Orlina, MCA Formator • Ate Julie and Kuya Ben, Secretaries o Be nice to them, they release our money!
• Geoffrey San Esteban, Reservations Coordinator o He’s not very nice, bring someone gwapo or maganda to help! IT WORKS.
• When in doubt, ASK o For major external projects, talk to Vicky!
• Make use of online view ing of room availability: www.ateneo.edu/oas.
o For major internal projects, talk to Mare!
• Reserve rooms at least THREE WORKING DAYS BEFORE THE EVENT o Working days are
o For workshops and
• Know the number of over time hours for security • When asked about billing, know the DCB number of AMP o Ask Mic if you need it! | 15
The Offices
Reminders (cont.)
// WHAT THEY OFFER
OSA
OAS
UPPD
Office of Student Activities
Office of Administrative Services
University Physical Plant
departmental projects, talk to your department head! • Bit.ly/osaforms
Monday to Saturday, excluding holidays • Know your project and be ready for any and all questions • Make sure you have Jen Orlina’s signature in the reservation slip before submitting to OAS
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• Pickup and deliver billing statements after security hours are done
Reminders // TAKE NOTE
Official Activity Hour
Mondays and Fridays 4:30-6:00pm
Moratorium Period
Two weeks before Finals Week
Venue Reservation
Can be reserved at most a month before
Approval
Activity must be stamped and approved by OSA Equipment and facilities brought inside should have OSA endorsement and OAS clearance Any cancellations must be reported to OSA and OAS at least five days before the event | 17
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INDEX | 19
Office of Student Activities (OSA) MVP 1st Floor | Mon-Fri, 8AM-12NN and 1:30-5PM | Sat, 8AM-12NN JOB DESCRIPTION • Regulates the activities of all organized student groups • Facilitates formation of all organized groups • Coordinates transactions between administration and students • Manages the finances of COP, Sanggunian ng mga Mag-aaral and all accredited organizations WHAT THEY HANDLE • Project Proposals • Promo Design and Gimmicks • Venue Layout Approvals • OSA Professional Consultations and Project Consultations • Venue Subsidy PEOPLE YOU SHOULD KNOW • Chris Castillo, OSA Director • Jen Orlina, MCA Formator • Ate Julie and Kuya Ben, Secretaries o Be nice to them, they release our money! Forms can be downloaded at bit.ly/osaforms REMINDERS • Schedule a meeting with the AMP OSA Professional for your project 20 |
•
When in doubt, ASK o For major external projects, talk to Vicky! o For major internal projects, talk to Mare! o For workshops and departmental projects, talk to your department head!
SPECIAL VENUES THAT OSA HANDLES • MVP 310 or Music Room • MVP 217-218, Leadership Training Room • Colayco Pavilion To reserve these rooms, write a letter of intent addressed to Chris Castillo (OSA director) and have it signed by both Yagi Olaguera (our moderator) and David Lina (president)
Office of Administrative Services (OAS) Gonzaga 2nd Floor | Mon-Fri, 9AM-11AM and 1:30PM-4PM | Sat, 9AM-11AM WHAT THEY HANDLE • Venue Reservations (Endorsed by OSA) • Borrowing of school equipment (boards, projector, tables etc.) • Request for Maintenance (in-school seminars) REMINDERS • Make use of online viewing of room availability: • www.ateneo.edu/oas. • Reserve rooms at least THREE WORKING DAYS BEFORE THE EVENT o Working days are Monday to Saturday, excluding holidays • Know your project and be ready for any and all questions
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•
Make sure you have the Jen Orlina’s signature in the reservation slip before submitting to OAS
PEOPLE YOU SHOULD KNOW • Marie Joy Salita, OAS Director • Geoffrey San Esteban, Reservations Coordinator o He’s not very nice, bring someone gwapo or maganda to help! IT WORKS. University Physical Plant Office (UPPO) Xavier/Blue Eagle WHAT THEY HANDLE • Entry of outsiders • Request for security and overtime • Constructions within school (stages, platforms, etc) REMINDERS • Know the number of overtime hours for security • When asked about billing, know the DCB number of AMP o Ask Mic if you need it! • Pickup and deliver billing statements after security hours are done
List of Department Responsibilities ARTIST MANAGEMENT • Coordinates with the performers about event specifics • Makes sure that the bands are confirmed 22 |
• •
Needs of the artists are met equipment-wise Following up on the artists and making sure that they have an established timeline
DOCUMENTATION AND PUBLICATION • In charge of covering the event – Writers, Photographers, Videographers o They can also handle video promos, if needed DESIGN DEPARTMENT • In charge of creating the design for the posters and teasers that will promote the project o Any other design needs are under them as well (stage design, ticket designs, etc.) MARKETING • In charge of contacting and signing sponsors for the project • They will man the merchandise booth and sell tickets, if needed PRODUCTION DEPARTMENT • In charge of promoting the event through text blasts and online accounts, they can also help find creative ways of promoting • Reservation of lamp posts and other promotional venues • Fixes logistics, stage management and technical equipment
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Steps to Creating a Project 1. Project Proposal Form a. For major internal projects, under the guidance of Mare (Internals Vice President) b. For major external projects, under the guidance of Vicky (Externals Vice President) c. For departmental workshops and events, under the guidance of your respective department heads d. Have David Lina (President) and Yagi Olaguera (Moderator) sign the proposal e. Submit to OSA for approval and have Jen Orlina (MCA Formator) sign it i. It can be left in the IN TRAY and picked up in the next two days ii. Once it is approved, you can now reserve a venue 2. Reserve a venue through OAS a. Check online if the venue you prefer is free: www.ateneo.edu/oas. b. Fill up a reservation slip, have Jen Orlina sign it and submit it to OAS for approval c. Keep the form: No slip, no venue 3. Make a Project Team a. Consisting of at least two (2) representatives from each department b. Have a meeting with them to explain the goals of the project c. Give them their responsibilities so they can delegate to their respective teams 4. Create a Timeline and submit to your department head or EVP / IVP a. Meeting dates b. Design deadlines c. Promo Release d. When to contact bands or speakers 5. Fill up the Job Order Forms the Creatives Department and Prod Department a. http://bit.ly/creativesjof b. http://bit.ly/PromoReq 24 |
6. 7. 8.
If there is a speaker or bands that is in need of a talent fee, inform the Finance Vice President to consult about its feasibility For workshops, print out the standardized attendance sheet Hold an evaluation survey AT MOST a week after the event itself
What does a Project Head have to do? • • • • • •
Conceptualizes and concretizes the specifics of the event The point person for all concerns regarding the project Coordinates with all the Project representatives, sets meetings and delegates the work Must be constantly updated by the representatives, which is why there should be regular meetings or updates Constantly updates the IVP/EVP or department head of all developments once a week Makes sure that there is an Official Receipt for every expense
CHECKLIST FOR PROJECTS • Venue • Money • Proposal • Everything else will follow
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Things To Take Note Of OFFICIAL ACTIVITY HOUR: Mondays and Fridays 4:30-6:00pm MORATORIUM PERIOD: Two weeks before Finals Week VENUE RESERVATION: Can be reserved at most a month before APPROVAL • Activity must be stamped and approved by OSA • Equipment and facilities brought inside should have OSA endorsement and OAS clearance • Any cancellations must be reported to OSA and OAS at least five days before the event ACTIVITIES WITHIN CAMPUS • Coordinate with OSA, OAS • If event is in MVP and extends after 5PM, coordinate with UPPO for security and OAS for maintenance overtime. • All promo posters must be taken out the day after the event
ACTIVITIES OUTSIDE CAMPUS • Activity must be stamped and approved by OSA • Adult Supervisor o Parent / Legal Guardian / AMP Alumni / ADMU Faculty o 1 Adult Supervisor = 30 People o Adult Supervisor Notification Form must be submitted with a valid ID • Waiver Forms o Below 18, which is in need of parent’s or legal guardian’s signature o Above 18, simple list
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Venues OSA • OAS • • Cervini •
MVP 310 or Music Room, MVP 217-218 or Leadership Training Room, Colayco Pavilion o Letter of Intent addressed to Chris Castillo Classrooms o Reservation Slip Escaler, SEC Field, Bellarmine Field o Long Form Cervini Field o Long Form
Marketing Guidelines • Have marketing packages approved by OSA • Make a MOA, have it approved by OSA before signing SPONSORSHIP BLACKLIST • Sexually related • Alcoholic beverages • Cigarettes • Products/Companies that promote violence and gambling • Spa services and venues • Car displays and shows • Tutorials/Review Center • Sponsors are not allowed to sell. They can only display/promote | 27
PROCESS • Indicate the sponsor coming in when reserving by using the OAS long reservation form • For additional details not mentioned, write a letter that is endorsed by OSA to OAS at least two days before the event PAPER TRAIL • Go to OSA front desk, have your document stamped and slip it into INCOMING tray of your OSA formator • Within 3 days, check on the status of your document in the OUTGOING tray • For missing documents, courteously approach the office assistants
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