Heathrow Pick-up: Tuesday 24 September Group 1: 05:00hrs – 13:00hrs - Team Karan There is one team departing for Heathrow at 05:00 from the Arts Centre/Rootes bus stop. Three members of the International Office Staff will accompany the 8 helpers. The drivers will coordinate the coaches and luggage vans at Heathrow. Make sure at least one helper comes back on each coach that leaves Heathrow. The 8 Helpers are to collect packed breakfasts on Monday night from Rootes Restaurant for themselves as well as the three staff members (if lunch is available collect that as well). This Group must also take attendees lists and all the signs with them. Ask George. Group 1 should be aware that we are expecting a ‘Karin Viitanen’ from Finland who will be arriving to Heathrow at approx. 09:10. Karin is partially sighted and will be travelling with a guide dog – so the team may need to be on the lookout for her as she may not be able to easily find you! Both teams and staff need to have departed Heathrow by 11:30, ensuring that Group 2, who are relieving them, have arrived, been briefed, and the team leaders have transferred the contact phone. The team leader should leave on the final coach their team is running. Group 2: 09:00hrs – 17:30hrs - Team Holly There is one team departing for Heathrow at 08:00hrs from the Arts Centre bus stop. Helpers must collect packed lunch for themselves and another 8 lunches for Group 1 (if Group 1 did not collect these - confirm with George.) Make sure at least one helper comes back on each coach that leaves Heathrow. Group 2 must depart Heathrow by 15:00, ensuring that Group 3 have arrived and have taken the reins of the operation – the team leader must leave on the final coach being manned by their team and ensure that the contact phone has been handed to Group 3’s team leader. Group 3: 12:00hrs – 21:00hrs – Team Miki There is one team departing for Heathrow at 12:00hrs from the Arts Centre bus stop. One member of the International Office Staff will accompany the 8 helpers. Group 3 must collect packed lunch for themselves and staff (9 lunches). The team leader must return on the last or the second-last coach, and one helper must remain with staff to return on the last coach. Make sure at least one helper comes back on each coach that leaves Heathrow. The service is advertised as operating until 17:00. Realistically, and in order to pick up stragglers, it is likely that the final coach will not leave until a time nearer 19:00. The final departure time is a decision for the staff member and team leader to make, based on their knowledge of how many students are still expected, and any contact that has been made with them,
by mobile phone, etc. Bear in mind that the coach driver may have a latest departure date they can do, based on their working hours, and so in this case the final decision on departure time will lie with the driver.
Meet and Greet Set-up Group 1 – Team Karan, Team Holly, Team Miki 1. On arrival at Heathrow (approximately 07:00hrs), identify the fire and emergency escape routes at Heathrow Terminal 3. Ensure all helpers are aware of these. 2. Ask driver to send the first coach and luggage van round when he gets to the coach park. It will take him 10-15 minutes to reach the coach park and another 15 minutes for the first coach to pull into the bay. 3. Set up the central meeting area. Some of the Helpers will need to help the staff register students, some of the Helpers will need to be near the coach/luggage van to help load luggage on to the coach/van and at least one of the Helpers should be near the main passenger arrival area so that they can be easily spotted by arriving students. i. This was opposite the Bureau De Change in the past, on the seats that are parallel to the ramp / escalators that connect to other terminals. This will give you easy access to the coach bay so that no other passengers become obstacles when you take students out to the coaches and luggage vans. 4. Contact airport staff. i. A member of staff and team leader should contact security officers who control the bay area. ii. They should be aware of our operations. Ask how many bays we can use – remember we need at least one for coaches and one for luggage vans. A third for a coach in the morning would be ideal but is not always possible. iii. It is also polite and professional to let airport staff and the information desks know that you have arrived, where you will set up and what you will be doing should any students go and ask them. 5. Meet and greet students. i. Helpers should make themselves visible via their t-shirts and signs. Be friendly towards the students - you will be the first people they see from the University of Warwick! ii. Expect a group of 20-30 students to be waiting already. Flights will have arrived from 05:00hrs and some students may even be waiting from the previous night. iii. Collect students from around terminal and take them to the central meeting point. iv. One helper should always be standing near the exit path of the baggage hall with a sign. 6. ‘Process’ students. i. Orientation participants to be ticked off the attendee list by staff/team leader. They should have an Orientation confirmation e-mail or some form of ID ii. Helpers to stick Tyvek luggage labels onto students’ luggage (Loop the labels around the handles of the cases, like airline tags). iii. Each label has a number on it which should remain clearly visible, and use a marker to write the student’s family name along the label. Write down the set of numbers
and family name that correspond to their luggage on a card and hand it over to the student. Ask them to keep it safe as they will need to present it to reclaim their luggage. This is for sorting purposes as well as security purposes when unloading into the Copper Rooms upon arrival to campus. 7. Coach pulls into bay. i. Staff to check if the coach has pulled into the bay. ii. When coach is ready to load, staff to call team leader and let them know how many seats there are on the coach. Normally 49+1 (+1 is where the guide would sit). 8. Helpers to coach bay for luggage loading. i. Team leader to wait for call before sending helpers to coach bay. ii. All luggage will be loaded onto lorries, with students and their guests taking only hand luggage onto the coaches. 9. Students to Coach Bay. i. Ask students to line up – a group of 10 is normally manageable. One helper to escort a group of 10 at a time. ii. Check luggage labels are stuck on and count the number of students. iii. Helper to lead them out to the coach bay. iv. Send students out in manageable groups, keeping a mental count of how many have been sent compared to the total seats available – don’t send too many!
10. Things to remember/remind students: * Encourage students to use the toilet facilities at the airport just before boarding the coach as it will not stop on route to the University. * Students must not get off the coach once they have boarded. * Seatbelts must be worn at all times whilst the vehicle is moving. * Coaches will not stop on route to the University unless in the event of an emergency (Journey time will be approximately 2 hours) * No suitcases are to be taken onto the coach. Hand luggage is acceptable although it may not occupy another seat. Please advise students to keep valuables in their hand luggage. * The drivers will not be able to leave the coaches unattended whilst loading at the terminal * All vehicles operate a strict no smoking policy * Hot drinks taken onto the coach must have a sealed lid to avoid spillage and potential burn injuries whilst travelling.
11. Coach departs Heathrow, with at least one helper also present to answer any student’s queries, and to guide students into the SU Atrium from the coach drop off.
12. i. When coach has loaded and pulled out, call George and tell him the following: which coach is leaving (there are 18 coaches in total) departure time number of students on coach number of helpers on coach estimated time of arrival (ETA). i. George will log this at the registration desk as teams on campus will be preparing according to the details provided. The more George and the teams on campus know, the better. 13. Please ensure that helpers take regular breaks, drink fluids and eat sufficiently. 14. Towards the end of the day (so particularly relevant for Team Miki) keep a good picture in your mind of how many more attendees you are expecting, and how many coaches you have remaining (of the 18 at the beginning). This will enable you to make decisions on how long to leave half full coaches waiting before they depart, and will mean you can leave promptly if you have ticked off all attendees who were expected!
Helpers on Coaches When the coach has departed from Heathrow, announce the following to the students: Journey time is approximately 2 hours. On reaching campus, they should remain seated. Registration for students arriving on coaches will be in the Atrium. Helpers on the coaches should lead the students on the coach towards the Atrium so that they can register. Please note that the registration desk will be moved into the Copper Rooms (Room 1) at 4pm. Luggage will arrive separately to attendees, on the luggage vans. It will be available to collect later in the day. Helpers returning on coaches should try to encourage conversation between students. Ask questions and make them feel welcome and comfortable. Answer any queries with honesty, a positive attitude and politely. Smile! (Use some Ice Breakers!) When coach leaves the motorway (M40 onto A46), helper to call George and let him know ETA of approximately 30 minutes.
London Heathrow: Terminal 3 overview
Detail; i) yellow star, greet students and register ii) red star; coach departure point:
Birmingham Pick-up – Tuesday 24th Note: there will be one student using the coach service not on the Orientation lists: TIAN Ying Group 1: 07:00hrs – 14:00hrs – Team Zaid The first team of helpers departing for Birmingham at 07:00hrs from the Arts Centre/Rootes bus stop. The team are to collect packed breakfasts on Monday night from Rootes Restaurant for themselves. This team must also take attendees lists and all the signs with them. Ask George. One helper to return with each coach; the team leader must remain at the airport until the arrival of Group 2, ensuring they are briefed and the contact phone is transferred. Two staff members will be travelling with you, from the International Office. Group 2: 13:00hrs – 20:00hrs – Team Ashna The second team will jump on one of the buses looping the route at or near to 13:00. Sending one helper back to campus with each coach, the team leader will remain at Birmingham airport to depart with the final coach. While scheduled to operate until 18:00, we advise the team leader to organise final departure at their discretion, based on the attendee lists and their knowledge of any flight delays or communications from students. One staff member will be travelling with you, from the International Office. Airport Activity This pick up will not be as busy as the Heathrow pick up so buses will not leave when full but will decide an appropriate time to wait before returning to campus. As there will be two buses travelling between Birmingham International and campus throughout the day, with an approximate journey time of 30 minutes, we would recommend sending the coaches off in half hour intervals. This is obviously dependent on capacity, and we recommend that the team leaders use their initiative! All luggage will accompany students on the buses and there will not be a separate luggage van for this pick up. 1. The driver will coordinate the coaches at Birmingham. Make sure at least one helper comes back on each coach that leaves Birmingham (play this by ear). 2. It is important to be visible in the terminal to ensure attendees find you. Setting up opposite Costa is a good place! There should be some other helpers on route to the coach to help direct them as it is a small distance and they could get lost. 3. Mark on the attendees lists all students who have boarded the coach service. This will help you keep a track of how many more students you are expecting, as well as ensure only those who are on the Orientation programme are using the service. Orientation participants to be ticked off the attendee list by staff/team leader. They should have an Orientation confirmation e-mail or some form of ID 4. As each coach departs, call George and inform him of the number of students on board. This will help us coordinate the campus teams so they are prepared for any arriving groups. 5. Team Leaders are to ensure that Helpers take regular breaks, have time for lunch and drink plenty of water. MAP ON REVERSE
Registration Desk Briefing – Tuesday 24 The registration/reception desk is busiest on the first day. Students arriving on coaches from Heathrow will be directed towards the Atrium by the Helpers that arrive back with them. They will contact George prior to arriving on campus who will inform the Helpers at the Information/Registration desk. The first coach is expected at 09:00 and the last coach will arrive at approximately 21:00. To register students: When running the registration desk, have one person managing the queue, making sure people have the required documents ready, and three teams of two, who work from the three laptops to actually register students and give them the appropriate items.
Student must enter queue. Student must show their ID/proof of name to Helper at a laptop. The helper on the laptop will search the spreadsheet for the student and sign them into Orientation by ticking the appropriate box. The second helper in the team will hand the student a silicone wristband in the correct colour of their group. Stress to student that they MUST wear Orientation wristband at all times for the week, as it will be needed to access events and activities. Also give student an Orientation cloth bag. Point out where students can collect their luggage from, and tell them they must collect it before 21:30 that evening. Ask students to fill out the health centre registration form provided inside their cloth bags as soon as they can, as they will need this for health centre Registration on Wednesday. Point students towards the printed world map/pins and invite them to pin their home town onto the map so we can see where everyone is from! Direct Student to conference reception to collect their accommodation keys
NO PASSES/PROGRAMMES TO BE HANDED TO RELATIVES OR FRIENDS WHO HAVE TRAVELLED WITH THE STUDENT TO WARWICK - ONLY TO THE STUDENT ATTENDING ORIENTATION. IN THE EVENT OF UN-REGISTERED STUDENTS ARRIVING, PLEASE CONTACT GEORGE OR EMILY!
Manning the Reception Desk With regards to any questions you are asked when working on the Reception desk, it is important accurate information is given out. Please remind the helpers to not guess at an answer - if they are unsure about something, they should consult a team leader or George. It may be necessary to take a contact telephone number for the student to phone them later or to ask them to come back a little later to give you chance to find something out. The Co-ordinators (George or Emily) should be able to answer a lot of queries or should know who you can go to find something out so start with them. Firstly, it is important you familiarise yourself with the Orientation programme - a lot of queries may be answered simply by using the information available here.
Some students may ask you about how they can register with the local police. Please refer them to the 'Police Registration' handout in their pack.
Helper Check-in The helper check-in should be run by a team leader. There is an excel spreadsheet with the list of helpers and leaders, which should be open on the registration desk laptop (ask George if you can’t find it). This will have the team rotas and where each team is meant to be at all times during the day. The row for each team leader will say what task she/he is supervising, and the row in front of each helper will say which team leader she/he is assisting. Team leaders will monitor where each helper from their team is during the day and notify the registration desk if they are finished with their task early, have reassigned their helpers to another team leader or if they need additional helpers. Note down the Team Leader each helper is working under if there are any changes, or write ‘available’ if they are not currently assigned. If a team leader or staff member requests additional helpers, please contact a team leader whose helpers are listed as ‘available’ and ask them to reassign them to the new team leader. Note this change in the spreadsheet.
Membership Space (IKEA Room) and Radios We have exclusive use of the membership space (IKEA Room), and require it to be clean and organised at all times in order to make Orientation go smoothly. The membership space will be the home of various things during Orientation: Future Signage – will be stored by the day it is to be used. Some signage is multi day and should be placed onto the pile for the next suitable day once it has been used. Stock – Any space programmes, wristbands, flyers, posters, balloons etc will be stored in the membership space neatly, should it be required. Team Belongings – A section of the membership space will be reserved for team members to securely store their belongings during the day. This must remain neat! Lost Property – Any lost property should be stored in the membership space so it is easily findable whoever is looking for it. Radios/Charger – All Team Leaders will have a radio, and the charging station will be in the membership space. At the end of each days shift, the radios must be docked to charge overnight.
At the end of each day, the membership space MUST be locked to ensure the security of its contents.
Campus Setup – Tuesday 24th Tuesday 24th is the most important day for campus set up! It is when we will make our first impression on incoming students and frame the upcoming week for them. The teams working on campus setup will need to work closely with Jackie Smyth, the SU marketing manager, who will be responsible for preparing the SU building, and you should expect to receive some direction from her. There will also be around 250 balloons, of which we want around 150 used to decorate the piazza and guide attendees from the SU to the conference reception to collect their keys. Do not use all the balloons as we want to hold some back for other purposes throughout the week! You will also need to prepare the registration desk/information point, and may be required to help setup parts of the i-Freshers roadshow/accommodation areas/conferences reception
Signage The teams setting up campus are required to intelligently assemble the ‘Tuesday signage’, from the membership space, to the correct locations around campus. This needs to be done by consulting the programme (for locations!) and imagining you are in the footsteps of a new student who knows where nothing is! There should be the correct amount of signage as required. Some signage will need to be taken down at the end of the day, while some can stay up for the week (eg, the signage pointing out Cannon Park can stay up, while the signage for the Parents and Family session should come down after the last session)
Accommodation Helpers Accommodation helpers are required for the following roles: Guiding students to and from conference reception, once they have registered, to collect their keys. A couple of helpers should remain in conferences reception to deal with queries. As students leave conferences reception, ensure they know where they are going. Advise them that for the furthest accommodation (Lakeside, Heronbank, Sherbourne, Westwood) there is a minibus service operating from outside Costa. Helpers should be travelling with the minibus. If students are living in nearby accommodation, but would like help finding the way, then offer to escort them. At busy times it may be worth waiting to see if you can escort a small group of students at the same time – otherwise we might run out of helpers!
Luggage Management With 1000+ new students arriving on campus, there is bound to be plenty of luggage also arriving! As in previous years, we will be running the luggage storage out of Copper Rooms 1 (downstairs). However, there will be a few changes to the processes which should make this easier for the teams involved! 1. All luggage from Heathrow will be arriving separately to the coaches, on vans. These will be delivered directly to the rear entrance of the Copper Rooms for minimal helper shifting required – Hooray! 2. All luggage from Heathrow will have a BLUE label around a handle, which has a number and the family name of an attendee on it. As a result of this, the process for luggage management should work as follows: 1. Prepare Copper Rooms 1. Map out the floor space using masking tape, dividing it into the following sections (Each of which has the potential to have around 100 students): [A] [B] [C] [D,E,F] [G,H,I] [J,K] [L] [M,N] [O,P,Q,R] [S] [T,U,V] [W,X,Y,Z] Have a separate column for any items which are ‘lost property’ or which the labels have come off/are unreadable. 2. As each luggage van arrives, sort luggage to the correct area by family name. 3. Sort luggage within each group alphabetically, as much as possible. 4. When a student comes to collect their luggage, they should have a card with their family name and the numbers on the labels for the luggage. If they have misplaced this card, seek identification from them to ensure that we have no luggage going to the wrong people! Students who have arrived not from Heathrow may use Copper Rooms to store their luggage while they sort out their accommodation keys, etc. If they do this, label their luggage with a wristband and give them a card with the corresponding numbers written on. Inform them that they must pick up their luggage by 2130 at the latest, when the Copper Rooms 1 will be closed for the night.
Clear-up The last teams shifted on the Tuesday are required to ensure everything is clean, tidy and secure. Remove any irrelevant signage from around campus. Ensure any leftover luggage is secure and the Atrium and Piazza are clear and clean for the following day.
Campus Tours / Vintage Bus Tours – Tuesday 24 Team Ashna, Team Adwaye, Team Karan Both campus tours and the vintage bus tours will depart from the piazza on the 24th. Ensure that signage is obvious and that attendees will easily end up in the right place. Set up a base opposite Curiositea against the wall, where attendees can be directed to the bus (departing from Arts Centre bus stop) and can assemble in groups to take a guided campus tour.
Campus Tours We are only providing official guided campus tours on Tuesday but if helpers are available at the information desk on the other days, and students request a tour, then feel free to show them around the campus. For each helper taking tours, wait for a group of 5-10 students to assemble before you leave. All tours start from the Piazza, go past the Rootes Social Building, through the Arts Centre, past the Chaplaincy, down the road between Social Studies and the Library, turn right and go into the Library. The Library staff will be expecting you and will let you and the attendees in. Please take them for a short round through the first floor and then on your way out go through the Science Concourse, point out University House and academic square (with the IMC(WMG) building, Maths and Stats and the Digilab), past the Sports Centre (ensuring you also point out the route to Cannon Park Shops) and back to the Atrium. It is important to speak loud and clearly if you have a large group with you. Explain what each building is and what students can do there. I.e. explain that at University House they can find the International Office, Student Finance and the Learning Grid etc. Please also add anything that you think would be useful (i.e. point out Tesco, where the kebab van stands, the Student Cinema, etc), and be prepared to answer any questions students may have, or let them know where they can find answers to questions.
Bus Tour of Local Area The meeting point for the bus tours will be the same as for campus tours. Helpers are to be aware of the leaving times for the bus (11:00, 12:15, 13:30, 14:45 and 16:00) and advise students accordingly. As a bus departure time approaches, and the bus is in the Arts Centre bus stop, begin directing students to the bus and helping them board. There are enough places for 60 students to go on the bus at one time – any beyond this number should be advised that they can come back later in the day as the bus continues its loop. 2 helpers will be required to facilitate the boarding of the vintage British Daimler bus. Maureen will be providing a guided tour and will be on the coach to meet you, from where she will take over. Her contact number is 07790 683 599
Parents and Family Information Sessions – Team Daniel These are 2 identical sessions run by Esther Meininger and Emily Lim. Please ensure that the campus setup team have put up the P+F session signage appropriately!
One talk will be at 13:30hrs and the other one at 16:00. They will be held in the Studio, Arts Centre. It is important that all parents and families are seated in time for the session to begin. Ask them to take a seat – filling the room up from the front. Tea and coffee is provided, so use this to get any loitering parents into the theatre ahead of time!
They will last an hour each, and helpers may be expected to answer questions the parents may have that they would rather ask a student than a staff member. Use your common sense in answering questions – parents at this session are likely to be looking for reassurance!
After each talk parents will be offered a quick tour of campus from the helpers. Arrange the team into pairs and send off a group of parents/family with each duo, to do a quick half hour tour of the key areas on campus and anywhere else the group want to see.
Dinner Queues – Tuesday 24 Team Daniel, Team Sara We will only have a team assigned to managing Dinner Queues on the first day, as this is likely to be the most hectic and after this the queues should largely manage themselves! 1. Ensure that it is obvious to students where dinner is – create a series of human signposts out of team members, from the Piazza to Rootes Restaurant. 2. Ensure students are wearing their wristbands, which will be required to enter the restaurant.
3. Try and encourage students to attend dinner at the correct time for their group – this is 1800-1845 for groups 1-5 (light green, dark green, orange, red and pink) and 1845-1930 for groups 6-10 (light blue, dark blue, purple, grey and black). This is not essential on the first day, as there will be people arriving late, and the dinner hall will be open until 2100, anyway.
4. Advise any late arrivals (2100 onwards) that the restaurant is now closed, but that they can still pick up a packed dinner bag at Bar Fusion (Also on the 1st floor of Rootes building)
5. Remember to have dinner yourselves! Send a few team members through at a time on a rotation. 6. If students have pre-arranged dietary requirements, they will be catered for and they should mention it to conferences staff once they reach the restaurant.
Welcome Drinks Reception – Tuesday 24 Team Gazal (PG) and Team Zaid (UG) Both teams are to ensure that signage is appropriately placed on the routes to the venues (Butterworth Hall for Undergraduates, Maths and Stats for Postgraduates) and be available from 1900 to guide students from the piazza area to the venues. Also, ensure that the signage within the venues (regarding departments) is appropriately displayed.
Undergraduate Drinks Reception – Team Zaid The undergraduate drinks reception will be in Butterworth Hall. Speakers will include Roger Leng (Chair of Board of Undergraduate Studies) and Helen Johnson (International Office Assistant Director). Both alcoholic and non-alcoholic drinks will be available. Once the students have been ushered in, the team are encouraged to mingle with the students and chat to them, and generally join in with the event. The teams are to be on hand should the event organisers require any assistance, and then direct people to the continuing activity as the drinks reception comes to a close. This will be the ‘speed networking’ in the Atrium (which may be coming to a finish by this point) and the ‘Rockaoke’ in the Copper Rooms – Karaoke, but with a live backing band!
Postgraduate Drinks Reception – Team Gazal The postgraduate drinks reception will be in Butterworth Hall. Speakers will include Jan Palmowski (a Pro-Vice Chancellor), and James Kennedy (International Office Director). Both alcoholic and non-alcoholic drinks will be available. Once the students have been ushered in, the team are encouraged to mingle with the students and chat to them, and generally join in with the event. The teams are to be on hand should the event organisers require any assistance, and then direct people to the continuing activity as the drinks reception comes to a close. This will be the ‘speed networking’ in the Atrium (which may be coming to a finish by this point) and the ‘Rockaoke’ in the Copper Rooms – Karaoke, but with a live backing band! Non – orientation students will be able to attend and will pay £3 on the door.
Evening Events – Tuesday 24 Team Daniel / Team Holly Teams scheduled for event support will be the first port of call for Rob Chamberlain (or other SU duty managers) who will be running the evening entertainment throughout Orientation. On the Tuesday, there are two separate events. The first is speed networking in the Atrium, and this is being run by the Sabbs (Sabbatical Officers) – mainly Ben (President) and maybe others. Support them if they require it, but they may just want you to get involved and encourage some interaction/participation to break some ice! The other event is ‘Rock-aoke’ – just like Karaoke, but with a live band providing the backing track! This will take place in Copper Rooms 2 (upstairs). As with the Speed Networking, this event should take care of itself without much input needed from the team. The best thing you could probably do is send a few team members up on stage to get the atmosphere going!
Information Desk – Wednesday 25 Team Marium, Team Ashna, Team Gazal Manning the Information desk in the SU Atrium on Wednesday, you will find that students have a lot of questions about what will happen for the rest of the week, so make sure you know your stuff! There will also be a handful of students who are late arrivals, registering with Orientation. They will need to be signed in on the spreadsheet, and be given the correct wristband and a bag, then directed to collect their keys from Conferences, in the same way as Tuesday arrivals were processed. Key other duties:-
Distribute and affix signage for Wednesday, from the IKEA room, to the appropriate places around campus
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Answer student queries and ensure people are in the right places.
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Coordinate any helpers – swap helpers between teams if there are areas that are busier/quieter than expected.
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If students would like a campus tour, and there are sufficient spare helpers, then feel free to send students off with a helper to guide them.
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Clear the Atrium and campus signage at the end of the day, in preparation for the evening events and the following day.
Banking Roadshow – Wednesday 25th Team Zaid, Team Marium The Banking Roadshow is the chance for students to learn everything they need to know about banking in the UK, as well as meet representatives from various banks and learn about the services they offer. Where: The Banking Roadshow will take place on the Science Concourse and is coordinated by Ben Meering of the International Office. When: The banking roadshow will be running between 1000 and 1600. Talks will be given in L4 at the following times: 1100, 1200, 1400, 1500 Teams will need to ensure that all necessary signage has been appropriately put up on campus, forming a route from the piazza area to the science concourse. It may be necessary for helpers to create ‘human signposts’ on the route.
Enrolment – Wednesday 25th Team Adwaye, Team Daniel, Team Miki, Team Holly Enrolment is an all day event, where students will be able to do the following: Complete Enrolment and pick up their University ID card Register with the Health Centre and book appointments for immunisations Receive student status letters which may be required for activities such as opening a bank account, or starting a mobile phone contract. See Student Finance with any finance queries regarding tuition, accommodation or Orientation fees. This year, for the first time, attendees are being sorted into groups of ten, with each group holding a different coloured wristband. This is largely to avoid excessive queues at the enrolment event, and we trust you guys to help make this process as smooth as possible! The groups are given the following time slots: Group 6 / Purple
Student Type Undergraduate
Group Size 120
Enrolment (Wed 25th) 09.45-10.15
7 / Dark Blue
Undergraduate
120
10.15-10.45
3 / Orange
Eras/Exchange
120
10.45-11.15
4 / Red
Eras/Exchange
120
11.15-11.45
1 / Light Green
Postgraduate
90
11.45-12.15
2 / Dark Green
Postgraduate
90
13.15-13.45
5 / Pink
Postgraduate
90
13.45-14.15
8 / Light Blue
Undergraduate
120
14.15-14.45
9 / Grey
Undergraduate
120
14.45-15.15
10 / Black
Undergraduate
120
15.15-15.45
Teams working Orientation need to liaise with the staff who are running the enrolment event. Key things that will need to be done will be:-Making sure that students are well signposted into, and around, enrolment, from outside on the piazza. - Making sure that only students in the correct group are attempting to enrol - so if it’s half past ten and students with black wristbands are trying to queue, tell them to come back later! - If a queue does form, chat to the students in the queue and keep them occupied to improve their queuing experience!
Coventry Trip [Erasmus/Exchange Only] – Wednesday 25th Team Adwaye, Team Sara The Coventry trip for groups 3 and 4 (Orange and Red) is on the Wednesday. This is because they have other meetings to attend on Friday morning, when the Coventry trip will take place for the other 8 groups. Please ensure that only students with Orange and Red wristbands are attending this event. Any other students who are interested should be directed towards the similar event in their programme, which is happening on Friday morning!
Teams must ensure the relevant signage is appropriately place between the piazza and the departure point for the coaches – library road. We advise that you direct students through the Arts Centre, and then through social sciences, to the departure point. Teams are to help attendees load, with a few helpers travelling with each coach. On arrival in Coventry you will meet Roger Bailey, who will be leading the guided tours of the city. The entire group needs to be split into two smaller groups (splitting by orange and red would make sense!) as there are only enough tour guides to cater for half the group at a time. While one group is with the tour guides, the other group will have free time to explore the city themselves. Team helpers are expected to integrate with the groups and help to show them around Coventry city centre, but need to be remember to be back in front of Primark for the guided tours by 15:00 The timings for these tours will be as follows: 13:00 – Meet at Piazza 13:30 – Buses depart from Library Road, Social Studies 14:00 – First guided tour group departs Coventry Cathedral 15:00 – Groups switch over, second guided tour group departs Coventry Cathedral 16:15 – Buses depart Coventry Cathedral to return to campus.
Signposts – Wednesday 25th Team Sara, Team Holly Signposts is a session where various University Departments, the Students’ Union and WarwickSport get the opportunity to explain their functions and the services they offer in short pitches to Orientation attendees. Where: L3, Science Concourse When: Two sessions.
1. 0930-1030 is for groups 1-5 (Light green, dark green, orange, red, pink) 2. 1130-1230 is for groups 6-10 (purple, light blue, dark blue, grey, black)
The teams will need to ensure that signage has been put up guiding attendees from the Piazza area to the Science Concourse. As breakfast ends, ensure that team members are visible to guide people from the Piazza, and remain there to direct latecomers as necessary. At the end of Session 1, one of the Team Leaders or Coordinators must let any group ORANGE attendees know that they will be enrolling from 1045, as there is a tight turnaround for that group!
Evening Events – 25th September Team Daniel, Team Sara, Team Holly, Team Miki, Team Karan The following events are all happening on the Wednesday evening, so there is a lot going on: Quiz with RAG
Copper Rooms 1
19:30-21:00
RAG hosting their quiz in Copper Rooms. Likely support required to prepare the room, and clear it down afterwards.
World@Warwick Scavenger Hunt
All over campus, begin in Atrium
19:30-21:00
Scavenger Hunt, guiding students around campus with questions to find the answers to. Support required helping to set up and clear down, and possibly to man a station on the route.
Jazz & Cake @ The Chaplaincy
Chaplaincy
19:30-21:00
This should all be arranged by the Chaplaincy – all that really needs doing is ensuring that the signage is in the right place, and possibly directing students as the Chaplaincy can be a little hard to find. Make sure the staff in the chaplaincy do not require any help, and make yourself known to them.
NightOwl: Latin Fever
Copper Rooms 1
21:00-Late
This should all be arranged by the SU and the Salsa society, so not much support should be required. Get involved and make sure the atmosphere is good!
The 5 team leaders scheduled for the evening events on this evening will need to work together to work out how best to distribute the team members. It is likely that the events will run smoothly with minimal input from Team Members, in which case the most important job is to ensure that the events have a good atmosphere, by getting involved!
Information Desk – Thursday 26 Team Ashna, Team Daniel Manning the Information desk in the SU Atrium on Thursday, you will find that students have a lot of questions about what will happen for the rest of the week, so make sure you know your stuff! There will also be a handful of students who are late arrivals, registering with Orientation. They will need to be signed in on the spreadsheet, and be given the correct wristband and a bag, then directed to collect their keys from Conferences, in the same way as Tuesday arrivals were processed. Key other duties:-
Distribute and affix signage and balloons for Thursday, from the IKEA room, to the appropriate places around campus
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Answer student queries and ensure people are in the right places.
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Coordinate any helpers – swap helpers between teams if there are areas that are busier/quieter than expected.
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If students would like a campus tour, and there are sufficient spare helpers, then feel free to send students off with a helper to guide them.
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Clear the Atrium and campus signage at the end of the day, in preparation for the evening events and the following day.
Enrolment – Thursday 26th Team Gazal On the Thursday, the enrolment event is not specifically for Orientation attendees (the main event for Orientation attendees is on the Wednesday). However, we have agreed to loan some helpers to the enrolment team. You will be required to guide students into enrolment, ensuring that they are queuing appropriately when necessary. Liaise with staff who are working the enrolment event and make yourselves available to them for any duties they may have for your team to do.
Key Skills Sessions – Thursday 26 Team Karan, Team Zaid The key skills sessions are designed as ‘seminars’ where students will be given advice on : a) Key academic and language skills for studying in the UK b) Cultural awareness and inter-cultural skills These sessions are presented by CAL (Centre for Applied Linguistics), and are held in 10 different rooms – other than the time slots for enrolment, this is the only part of Orientation where students will be split into their individual groups. Hence, at the beginning of the day this is likely to be a significant logistical challenge! The rooms are indicated on the signs, and the sessions are running 10.00-11.30 and 13.00-14.30, with students meeting in the piazza for the first one at 09:45. Prior to this meet time, ensure that the photocopying has been collected from CAL’s Main Office (first floor of Social Studies) and distributed to the appropriate rooms! There will be 2 sets of photocopying for each room. Also, grab a megaphone from the Resources Room in SUHQ – will be useful when organising students into groups! Things that need doing: 1. Ensure all of the Key Skills Signage is prepared and in the right places. There are group signs, two for each group, with one single sided for putting on the room door, and one double sided. 2. With the double sided sign, attach to a bamboo cane and use as a marker for gathering people into groups in the piazza, prior to walking them over. 3. Escort students in groups to each of the rooms. 4. Ensure any late students arriving to the piazza are directed the right way by leaving a few helpers along the route. 5. For the second session, most students will remember where they are going (they return to the same room) so the teams should just act as human signposts for anyone who is unsure of where they are going. 6. Remove all signage after the end of the second session.
Orientation Sports – Warwick Active Campus Challenge – Thursday 26 Team Gazal, Team Ashna, Team Miki, Team Sara, Team Marium The main sporting event of Orientation is going to be the ‘Where’s Wally Warwick Active Campus Challenge!’ coordinated by Jen Emeny-Green, who works in WarwickSport. Jen will be talking you through the event at training, and on the day will be responsible for assigning duties/locations for you all, but the basic premise for the event is as follows: When: 1500-1800 Where: All over campus, but starting and ending in the Sports Centre What: Students will be directed to meet in the Sports Centre, and should wear casual clothes that they don’t mind getting active in! They will then be split into small teams of 4-6 people (they can either choose who to go with or turn up on their own/as pairs and be placed into groups). They will be given a scorecard, map and task list, and be sent off to explore campus, find the locations of the activities, and complete them. They do not have to do all of the activities listed, but there will be prizes awarded at the closing ceremony to the winning team! The challenges will be drawing upon support provided by various sports clubs who will also be involved, running challenges and organising some of the stations.
Afternoon/Evening Events – 26th September Team Adwaye, Team Sara, Team Holly, Team Miki, Team Karan, Team Marium The following events are all happening on the Thursday afternoon/evening, so there is a lot going on: Film: SkyFall (with Warwick Student Cinema)
L3
15:00
Warwick Student Cinema are presenting SkyFall in L3. As this is what they are used to doing every day of term as part of their normal programme, they shouldn’t need much support – just signpost students over to L3 from the piazza area and usher them in!
PG Hub Tea and Cake
PG Hub (Senate House)
15:00-18:00
The PG Hub are organising an informal afternoon session in the PG Hub, where PG’s can get light refreshments and chat to students and staff. No set time, and shouldn’t require much input from the team other than ensuring students know where they are going!
EarlyBird – W@W Quiz
Copper Rooms 2 (upstairs)
19:30-21:00
A quiz with an international flavour, in the upstairs Copper Rooms. Likely to require support setting up/clearing down, but should run itself otherwise
EarlyBird – Speed Networking
SU Atrium
19:30-21:00
The sabbs are hosting the speed networking session and should have everything under control. Be there in case they need support, and if it’s all going well feel free to get involved and make some new friends!
EarlyBird – International Jam
Terrace Bar
19:30-21:00
This should be sorted by the SU and the musicians involved – just be around in case they need a hand with anything!
NightOwl – Ceilidh
Copper Rooms
21:00-Late
This should be sorted by the SU– just be around in case they need a hand with anything and get involved at the beginning to kick the atmosphere off!
The 6 team leaders scheduled for the afternoon/evening events on this evening will need to work together to work out how best to distribute the team members. It is likely that the events will run smoothly with minimal input from Team Members, in which case the most important job is to ensure that the events have a good atmosphere, by getting involved!
Information Point/Accommodation Help – Friday 27 Team Daniel, Team Sara, Team Miki, Team Zaid It is likely the information point itself will be much quieter on the Friday. The key activities to be aware of are as follows: 1. The closing ceremony! Tonight, from 6.30PM in Butterworth Hall. Encourage students to make an effort with their outfit, and to incorporate something from their national dress, if they can! 2. Sports Activities – The following events are occurring on Friday afternoon: a. 6-a-side cricket match (on Claycroft pitch). Meet Sports Centre at 14.00 b. Squash tournament (in squash courts). Meet Sports Centre at 14.30 c. Mixed Netball Session (at Lakeside Courts). Meet Piazza at 13.45 d. CMD Class. (In aerobics Studio). Meet Sports Centre at 14.15 e. Athletics Circuits (In Desso Hall). Meet Sports Centre at 16.15 The other key responsibility of these teams is to help students move to new accommodation who need to move out of their temporary accommodation today, with a couple of team members looking after left luggage for students who have moved out and not moved into their new accommodation yet! 2 helpers will also be required to help with the banking minibus (that escorts students to nearby banks) and a full briefing will be given for these volunteers by Ben Meering at the Banking Roadshow. WAITING ON LIST FROM EMMA ARGLES OF HOW MANY THIS WILL AFFECT/WHERE OFF CAMPUS PEOPLE WILL BE GOING/LOOK AT MINIBUSES MOST STUDENTS WILL MOVE DIRECTLY TO PERMANENT ROOMS, WITH AROUND 200 STAYING IN ROOTES AS A HOLDING AREA.
Orientation Sports – Friday 27 Team Daniel, Team Adwaye, Team Ashna A number of sports clubs are holding sports sessions as part of Orientation on the Friday 27th, as detailed below: f. g. h. i. j.
6-a-side cricket match (on Claycroft pitch). Meet Sports Centre at 14.00 Squash tournament (in squash courts). Meet Sports Centre at 14.30 Mixed Netball Session (at Lakeside Courts). Meet Piazza at 13.45 CMD Class. (In aerobics Studio). Meet Sports Centre at 14.15 Athletics Circuits (In Desso Hall). Meet Sports Centre at 16.15
These events are all being hosted by their respective clubs. Duties for the teams are: 1. Ensure students know where they are going/signpost effectively 2. Liaise with student coordinators of each event, ensure they have everything they need and that the session is going according to plan. 3. If everything is otherwise good, feel free to get involved!
Erasmus/Exchange Meeting Support – Friday 27th Team Holly On Friday morning, all of groups 3 and 4 (red and orange) will attend a welcome meeting hosted by the International Office Study Abroad team. This will take place in Ramphal, and the primary duty of the team will be to ensure that students are effectively signposted from breakfast over to Ramphal, as they will not have been there yet. Once students are at the Welcome Meeting, liaise with the Study Abroad staff to find out if there are any further duties required of you.
Coventry Tours – Friday 27th Team Gazal, Team Adwaye, Team Karan, Team Marium The Coventry tours are an opportunity for students to experience Coventry city. There are two elements – the first is a guided tour of Coventry, led by Roger Bailey and his tour guides. The second is some free time to explore Coventry independently. We recommend that team members take small groups of Orientation attendees away during the independent time, but if attendees want to go off on their own they are welcome to! Students will meet for the Tours on the Piazza from 9AM. Helpers will need to escort them to Library Road where the coaches will be waiting to collect them. Send each coach off when full – the drivers will know the head to the Primark bus loop in Coventry, where you will meet the tour guides. There will be two sessions of guided tours, one early and one later. The early tour will depart from the bus drop off location at 10.00, and will last approximately one hour. Any students missing this first tour, or if the tour guides become fully loaded, will have their independent time first, and tour second. Inform them that the second, later set of tours will be departing from the same place (Outside Primark) at 11.30. Important: Inform all students that the last coach will be leaving the drop off location to return to Warwick at 12:45. One helper must go with each tour guide, as requested by Roger Bailey.
Closing Ceremony – Friday 27th Team Karan, Team Gazal The Closing Ceremony is the finale of Orientation, with Drinks Receptions, prizes and speeches in Butterworth Hall from 18.30, Buffet Dinner in Rootes from 19.30, and ‘Shangri-La’ in the Copper Rooms from 21.00 onwards. Remember at 6PM, go to the piazza for helper photos! Students have been encouraged to wear ‘national dress’ so feel free to do the same! Teams need to liaise with George to find out if anything needs doing to help prepare for the event at any of these three locations! There will be a briefing at 4.30PM @ the Arts Centre Box Office with Arts Centre staff, as these teams will be acting as ushers, and need to know the health and safety responsibilities!