[1] BRAINSTORMING

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TO DO GOALS TIPSSet a meeting with your PAs

and your reps from different departments. Make sure that the Project Board members are present during every meeting

Project board meetings for brainstorming may be done frequently

AVP/VP MUST be present.Conceptualize project. You may

ask the different departments for creative inputs and more information regarding your project such as the budget, plausible sponsors and target market

Establish a general theme for your project

Define your target market

Set up a calendar from Day 1 until your post project evaluation

Plan out the promotional materials to be used, possible sponsors, possible venues, a draft of the program flow, materials & equipment needed, visions & goals for the project, etc.

•You can set as many meetings as you can until you come up with final ideas•Always remember that your VP and AVPs are available for consultation, we don’t bite :)•Make friends

TO DO GOALS TIPSDivide yourselves into

committees Jot down your minutes and

inform your AVPs/VP, Project Board and Associates about it. Refer to the minutes-of-the-meeting form for the format of your minutes

Submit the minutes-of-the-meeting form to your respective AVPs (cc VP)

Exploit creativity for a cause

•Make sure that your department reps and AVP/VP are present! If one or many cannot attend, make sure to either have a proxy or to keep them posted :)•Always send everything to your AVPs and VP

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[2] Pitch (if applicable)TO DO GOALS TIPS

Create a presentation containing everything from conceptualization to post-projects and covering all aspects of the project (eg. promotions, budget, logistics, sponsors and program)

Set a meeting with the ACOMM X EB and other people concerned

Schedule your pitch either on a Monday or Friday from 12:30 – 6:00 pm so that most of the EB can attend

Set all prospective plans for all aspects for the project

•Be organized and detailed•Collect all feedback and make necessary improvements•You may send your presentations or set consultations with your AVPs and/or VP before your pitch for concerns, problems or consultation•Make contingency plans or pitch several concepts that the EB can choose from (if applicable)

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[3] Paperwork TO DO GOALS TIPS

Draft your PPF (OSA)Draft your FQA form (if applicable) (OSA)Send the draft of your forms to your

respective AVP/VPOnce the forms are approved by the VP,

have them signed by the ACOMM President, Adrienne Bernadette K. Villanueva and Sir Mark Vincent Escaler, Moderator of ACOMM and Chairman of the Communication Dept.

Submit the signed PPF to OSA and the signed FQA to the OSA Formator, Ms. Jenny Lou B. Orlina and then to the Infirmary

Accomplish all necessary forms and have them approved by the AVPs and VP

Upon approval, have them signed by the offices and officials concerned

•Make sure that all documents and revisions go through your AVPs and VP.•CC your Project Board members as well•Be nice and respectful to everyone you encounter especially those from the LS offices

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TO DO GOALS TIPSFor events on-campus, go to OAS and check

venue availability, submit a request form, and accomplish:

a. Short forms: for reserving venues for small events (classrooms and MVP rooms)b. Long forms: for reserving veues for big events (MVP Roofdeck, Leong & EscalerHall)Include the request number in these formsHave your form signed by our OSA

Professional and submit to OAS (You may claim your approved document from OAS at least 3 working days after your submission)

•Be Prompt with the deadlines of your forms

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[4] logisticsTO DO GOALS TIPS

Map out possible venues for your event and decide on possible equipment needed

a. If inside Ateneo, refer to Paperworkb. If outside Ateneo, continue readingConsult your AVPs/VP regarding these

venuesDo an ocular on the venues agreed upon

by you and your AVPs/VPDecide based on budget, restrictions and

logistical needsUpon approval of ACOMM X EB (after

pitch) reserve the venue and the equipment needed

Reserve a venue and equipment

Have a contingency venue/plan in mind

•For ticketing needs, you may reserve KostkaExtension (OSA), Sec Foyer, Doghouse (OAS)•You may refer to the Playbook for the necessary procedures

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TO DO GOALS TIPSAccomplish the following forms (OSA)

when an event/activity will be held outside of ADMU. Inform the participants that they need to sign these waiver forms in order to attend the said event

a. Waiver form: Above 18 and Below 18: Participants below 18 yrs old should let their parents sign the waiver forms in order to attend the eventb. Waiver form for alcoholic beverages in an eventc. Adult Supervisor formSubmit the necessary forms to our OSA

formator, Ms. Jenny Lou B. Orlina (incoming drawer) at most 3 days before the event

Accomplish the following forms for events to be held outside Ateneo or when needed (OSA):

a. Waiver form: Above 18 and Below 18b. Alcohol Waiver formc. Adult Supervisor

•Have volunteers help you out: Make sure you have enough manpower especially for set-up/logistical needs•On the day of the event, have the venue ready at least 2 hours before the event

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[5] sponsorsTO DO GOALS TIPS

Draft your PPF (OSA)Draft your FQA form (if applicable)

(OSA)Send the draft of your forms to your

respective AVP and VPOnce the forms are approved by the

VP, have them signed by the ACOMM President, Adrienne Bernadette K. Villanueva and Sir Mark Vincent Escaler, Moderator of ACOMM and Chairman of the Communication Department

Submit the signed PPF to OSA and the signed FQA to the OSA Formator, Ms. Jenny Lou B. Orlina and then to the Infirmary

Accomplish all necessary forms and have them approved by the AVPs and VP

Upon approval, have them signed by the offices and officials concerned

•Make sure that all documents and revisions go through your AVPs and VP.•CC your Project Board members as well•Be nice and respectful to everyone you encounter especially those from the LS offices

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TO DO GOALS TIPSFor events on-campus, go to OAS and check

venue availability, submit a request form, and accomplish:

a. Short forms: for reserving venues for small events (classrooms and MVP rooms)b. Long forms: for reserving veues for big events (MVP Roofdeck, Leong & Escaler Hall)Include the request number in these formsHave your form signed by our OSA Professional

and submit to OAS (You may claim your approved document from OAS at least 3 working days after your submission)

•Be Prompt with the deadlines of your forms

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[6] budgetTO DO GOALS TIPS

Coordinate your budget with your finance officers.Work closely with your finance officers and co-PMs

regarding budgeting your moneyDraft your BPF with your finance officer. Be as

detailed as possible and avoid estimations. Download the form at bit.ly/ACOMMfinance. Other formats will not be accepted

Send a copy of the BPF to:acommxfinance@gmail.com

Keep all receipts. Only official receipts addressed to “Ateneo de Manila University,” acknowledgment receipts, and tape-receipts from BIR establishments will be honored

A liquidation report must be submitted after the event. Attach necessary supporting documents

Refer to Code of Financial Procedures for guidelines regarding processes, payments and other pertinent matters

Work within your budget

•Improvise and be resourceful•Always ask for Official Receipt•Be prepared with an acknowledgment receipt just in case an OR cannot be issued•Try not to shell out your money

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[7] PROMOTIONSTO DO GOALS TIPS

Consult with your Doc & Pub rep in refining your promo material concept

Work closely with your Doc & Pub rep, VPs and AVPs concerned regarding promo materials and its revisions

Coordinate with your COCOA regarding the inclusion of the logos of your sponsors in your promotional materials

Refer to the Playbook for guidelines regarding posters, tarps etc.

Have your final promo materials approved by the following LS Offices:

a. Design approved by OSA: Secure Ms. Jen Orlina's signature b. Printed material/s signed and approved by DSWS

Put up the final on-campus promos ahead of time

•Make sure to confirm all attendees in your RSVP guest list (if applicable)•Don’t rely on Facebook and other Social Media only

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TO DO GOALS TIPSSubmit a letter of request to DSWS for the

reservation and use of promotional venues and the validation of promotional materials. It should include the following:

1. Details of the activity for which the promotional material will be used

2. Promotional venue 3. Kind of material/s to be used 4. Posting period of said materials5. Design of promotional materials6. Number of materials to be usedIf there is a need to put up posters on other

organization's boards (eg. Along EDSA walk) submit a Poster Approval Form (PAF) to DSWS and include the signature/s of the org/s concerned

•Refer to the Playbook for guidelines and policies regarding all kinds of promotional materials (including online, desktop, PA system etc.)

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TO DO GOALS TIPSIf there is a need to promote via e-boards, grilles ,

lamp posts and promotional boards, submit a Request for Facility form to DSWS. Such forms are also found in OSA

c. Printed material/s signed by OSAMake sure that you have a Commotion writer

representative and a photographer present for the event itself. You may consult your Doc & Pub rep regarding this

Make sure that you contact all PROs to help you disseminate your promo material. Inform the HR VP, Raiza Macaraeg and AVP, Sam Lichauco, that you have sent the promotional materials to all the PROs.

•Think outside the box. There's more to promotions than just tradand viral

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[8] Post-Project EvaluationsTO DO GOALS TIPS

Invite your AVPs, VP and all other concerned members of the EB Core to the meeting

Schedule your Post-Project Evaluations either on a Monday or Friday from 12:30 -6:00pm so that most of the EB-Core can attend. Set a venue for the meeting

Prepare a short presentation containing a report on the event itself and how you, individually and as a team, handled your process of project management

Submit all paperwork and requirements (eg. Liquidation report and other post-project documents) in hard and soft copy format at most a day before the pitch

To report to the concerned members of the EB Core of the events and important details that occurred in the project itself

•It would be best if all concerned members of the EB were there so we can give you an apt feedback regarding your project

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TO DO GOALS TIPSThese include the following:

1. All documents involved in the project (eg. Project Proposal Forms, Memorandum of Agreements, OAS Venue Forms, Evaluation forms and Transcribed Evaluations)

2. Liquidation Report3. Post-project documents

•Be honest•Continue working as a team

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[1] Brainstorm[2] pitch

[3] paperwork[4] logistics[5] sponsors

[6] budget[7] promotions

[8] Post-Project Evaluations