flow of the event · web viewthis report summarises 2017 winterfest week, which covers the period...

AgendaCentral Committee Meeting #1 – Friday 4th August 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. Confirm of Previous Minutes

3. Matters Arising from Previous Minutes

4. Proposals

5.1 Big Day Out and Induction Semester 2 2017 Proposal

5. Final Reports6.1 Mid-Year Orientation Semester 2 Final Report6.2 Customised Goods 2017 Final Report 6.3 Central Australia Trip (CAT) 2017 Final Report

6. All Other Business E&W Timeline Update

Reimbursement

OB Camp

Publicity

Infringement

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Unconfirmed Minutes Central Committee Meeting #12 – Friday 26th May 2017

Date: 26th May 2017

Time: 16 30

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

Chair: Sander BREDAL

1. Procedural Matters1.1. Acknowledgment of Indigenous Owners

1.2. Official Welcome

1.3. Attendance and apologies

Absent with Apologies

Exco : Michelle LUMDirectors : -Officers : -

Late with Apologies

Exco : Chowlen LIMDirectors : Joel LOHOfficers : Eu Gin LEE

Leaving early with Apologies

Exco : -Directors : -Officers : Annie LIEW, Angeline LAYADI

Motion 1

Move that Standing Orders be adopted for CCM #12 at 16 52.

Mover : Jordan VO

Seconder : Josef KUEK

CARRIED without contention.

1.4. Adoption of Agenda

Motion 2

Move that the Agenda for CCM #12 be adopted.

Mover : Wei Lee ONG

2

Seconder : Jaycee LEE


2. Matters Arising from Previous Minutes

3. Confirmation of Previous Minutes

Motion 3

Move that the minutes of CCM #11 be accepted and confirmed as a true and accurate record.

Mover : Tzeyi KOAY

Seconder : Daniel TAN


Motion 4

Move that Miss Angeline LAYADI be granted observer status and speaking rights.

Mover : Hui Qin CHAN

Seconder : Melia Permata Sari WIJAYA

Motion 5

Move that UMSU INTL Central Committee 2017-2018 be granted observer status.

Mover : Ethan ZHANG

Seconder : John HEE

4. Proposals4.1 Central Australia Trip 2017 Proposal

Motion 6

Move that Central Australia Trip 2017 Proposal be accepted.

Mover : Pearly YAP

Seconder : Samantha WONG

Abstentions : Sander BREDAL

4.2 Head of Clubs Semester 2 2017 Proposal

Motion 7

Move that the Head of Clubs Sem 2 2017 Proposal be accepted.

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Mover : Marcelo DIAZ

Seconder : Yuen Yuen LIN


4.3 Winterfest 2017 Proposal

Motion 8

Move that the Winterfest 2017 Proposal be accepted.

Mover : Annie LIEW

Seconder : Joshua Regyanto LUKITO


5. Final Reports

5.1 Visa/PR Workshop Semester 1 2017 Final Report

Motion 9

Move that the Visa/PR Workshop Semester 1 2017 Final Report be accepted.

Mover : Wuyang QIAN

Seconder : Kai Wen LOO


Motion 10

Move that standing orders be suspended at 6:16pm.

Mover : Hui Qin CHAN

Seconder : Brandon LIM

Motion 11

Move that standing order be resumed at 6:29.

Mover : John HEE

Seconder : Jack KHOR

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5.2 Sweat Out Stress Semester 1 2017 Final Report

Motion 12

Move that the Sweat Out Stress Semester 1 2017 Final Report be accepted.

Mover : Joel LOH

Seconder : Wei Lee ONG


5.3 ISA Appreciation Night Semester 1 2017 Final Report

Motion 13

Move that the ISA Appreciation Night Semester 1 2017 Final Report be accepted.

Mover : Angel WEE

Seconder : Melia Permata Sari WIJAYA


5.4 UMSU INTL Annual General Election 2017 Final Report

Motion 14

Move that the UMSU INTL Annual General Election 2017 Final Report be accepted.

Mover : Kai Wen LOO

Seconder : Angeline Gloria LAYADI


5.5 UMSU INTL Night Market 2017 Final Report

Motion 15

Move that the UMSU INTL Night Market 2017 Final Report be accepted.

Mover : Chowlen LIM

Seconder : Marcelo DIAZ


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6. Other matters

Motion 16

Move that CCM #12 be adjourned at 19 30.

Mover : Tze Yi KOAY

Seconder : Sander BREDAL

Motion CARRIED.

Prepared by,

Marcelo DIAZSecretary 2016/2017UMSU International

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4. Proposals

Big Day Out and Induction Semester 2 2017 Proposal Central Committee Meeting #1 – Friday 5th August 2016

1. IntroductionThis event serves as an initial meeting between new International Student Ambassadors and Office Bearers who would be working together for the next year. The Big Day Out aspect serves as a bonding opportunity for Office Bearers and new ISAs. The Induction aspect serves as a platform for introductions to the roles and responsibilities the volunteers should look forward to in their coming term. The team in charge of organising this event will consist of ISAs and members of the HR department.

Coordinators: Sabrina Loh, Rebecca Vincent, Karen Li

Date: 12th August 2017

Time: 10:30am-3:30pm

Venue: Greenwood Theatre (Electrical Engineering Building), North Court, South Lawn, Training Rooms 1 and 2 Level 3 Union House.

Number of Attendees: 60 new ISAs, 10 old ISAs and 32 Office Bearers

2. AimAn initial meeting between new ISAs and OBs.An opportunity to socialise between officers and volunteers.Explain the roles and responsibilities expected of ISAs over the coming year.

3. Event Flow

TIME

ACTIVITY

0930 Set up, preparation1030 Registration

1100 Ice-breaking games1145 Induction1300 Lunch1400 Games + take group photos

1530 Wrap upHand out ISA shirtsAnnounce Buddy Program GroupsHand out group photos

4. Budget

This event was allocated a budget of $1350.

ExpensesItem Amount ($)Food and drinks (pizza, biscuits, soft drink)

$400

Prizes $350

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Game Items $100Souvenirs (photos) $40Total Expenses $890

5. Conclusion

This concludes our proposal. Please feel free to approach us if you have suggestions or questions.

Prepared by,

Rebecca VincentHR Officer 2017/2018UMSU International

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5. Final Reports

Mid-Year Orientation Winterfest 2017 Final Report Central Committee Meeting #1 – Friday 4th August 2017

1. Introduction

This report summarises 2017 Winterfest week, which covers the period of 19 th July 2017, Wednesday, to 23th July 2017, Sunday. Activities and events include Carnival Day, Xmas in July Party, Food Adventure, Aussie Adventure and Snow Adventure.

2. Activities and Events

This section details the activities and events held during the relevant period.

2.1 Winter Festival Publicity

Facebook event pages were put up 2 weeks before Winterfest (each with around 100 response) Goodie bags and hot chocolate were given away to attract students on the carnival day Pin board with posters were right next to the sign up booth for publicity

2.2 Goodie bag packing

Coordinator: Ivy ZHAO

Date: 17/7/2017

Time: 10am to 3:30pm

Manpower: 2 OBs & 5 ISAs

We packed 400 goodies bag, consisting of a UMSU Intl customised keep cup, 8GB USB, folder, phone wallet, Freddo voucher, Student VIP stationary, UMSU Intl information booklet, ISA program flyer and Winterfest event flyer.

20 goodie bags are reserved for OBs and ISAs who helped out at goodie bags packing and carnival day

Social Media

- FB followers: 5,923 followers (360 followers increase from 5,563 followers on 17 July) - FB likes: 5,901 likes (337 likes increase from 5,564 likes on 17 July) - Instagram followers: 1,373 followers (200 followers increase from 1,173 followers on 17 July)

2.3 UMSU Carnival Day


Date: 19/7/2017

Time: 11am to 3pm (10am-4pm including setup and clean-up)

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Manpower: 11 OBs & 5 ISAs

Budget allocated: $400.00

Booth arrangement: We got a 4m x 6m marquee during Carnival Day, near the MSD end. Our booth fitted 3 tables. 2 tables on one side for info booth and hot beverages give away. On the other side,

there’s 1 table for events sign up. A pin board of publicity material was next to the sign up table.

Event sign up: Only cash and card were accepted for payment. Two OBs carried iPads in front of the line to advice participants when they filled out the google form. Two OBs

sat at the table with two laptops to check participant's google form submission. One OB sat between them to double check with receipt, money collection and giving out tickets. Participants formed one queue for any of the three events sign up. One ISA walked along the line to control the crowd, answer participants’ questions about events and publicise ISA program.

Google form signup sheet questions are reduced to minimum so the process was speeded up The queue for sign up was long and it blocked the front of a couple of other booths next to us, but there was no

complaints from other booths and students. We posted on Facebook event page beforehand to inform students that each time they line up they can only sign

up for one person to be fair to others in line. However due to the long line on the day, we allowed some students to sign up for two people at once.

$5 is charged as a deposit for Food and Melbourne Adventure and voucher is giving out as a receipt. The deposits are giving back on the event day itself. $30 is charged for Snow Adventure fee.

All 3 events were fully signed up at around 1:30pm. We cut the line but encouraged students to get on waiting list and managed to get at least 10 participants on waiting list for each event.

Info booth/goodie bags: Participants needed to like UMSU Intl Facebook page and follow us on Instagram for the free goodie bag. One ISA was allocated to control the line and letting students in line know the procedure to get a goodie bag. 2

ISAs were at the table checking Facebook and Instagram before giving out Goodie bags. One iPad is allocated to encourage students subscribe to our newsletter accent.

All goodie bags were given out at around 2pm.

Hot beverages: Bio recyclable cups were used considering the recent movement against disposable coffee cups. We gave out around 350 cups of hot beverages. Hot chocolate powder ran out quickly. We bought 25L milk in the morning as we realized chocolate powder + water does not taste good enough. Milk

ran out after around 200 cups of drinks.

$2340 is collected for the deposit. Breakdown is as below:i. Food Adventure: 120 x $5= $600

ii. Aussie Adventure: 60 x $5= $300iii. Snow Adventure: 48 x $30=$1440

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Expenditure Amount

Chocolate powder $53.36

Milk x 25L $24.00

Recyclable cups, napkins, plates, forks, spoons, knives (bulk for future use)

$391.60

Go Get car rent Estimated: $80

Final total incl. GST Estimated:$548.96

Improvements from last year:

All OBs/ISAs were informed of winterfest duties before the holiday. Thus many of them booked the flights accordingly to help out on the day. We had enough manpower.

ISAs were allocated to control the lines and answer student’s questions, so the process is speeded up and confusion and chaos were reduced to minimum.

Sign up google forms contain only necessary questions All events were signed up with at least 10 participants on the waiting list

Suggestions for next year:

If possible, request for 4 tables so we can assign 2 tables for signups so we can be more efficient. Money collection had a $30 fee short from Snow Adventure (48 participants paid but 49 showed up on the day,

but all 49 participants had the receipts, so it must be the case that we forgot to collect the money after giving out the receipt). It is necessary to allocate one OB/ISA at signup table just to double check the process.

There is no need to write receipt for participants who paid by card as the card machine will print out receipts

2.3 UMSU Xmas in July


Date: 20/7/2017

Time: 2pm to 4pm

Manpower: 2 OBs & 1 ISA

Xmas in July Party took place on level 2 Union House. It is a new event that UMSU organised, in which UMSU Intl played a part along with UMSU and Rowen Library. UMSU intl was in charge of performances and contributed for decoration. We invited Joy Heng (guitar + vocal) and Erick Gonzalez (DJ) for performances. The event was overall

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successful in achieving a chill vibe. UMSU did not end up providing snacks and drinks as they planned to. So UMSU Intl took popcorn and tea from our lounge and gave to students.

Expenditure Amount

Decoration contribution $220

Performer payment $80

AV Melbourne performance set up $150

Final total incl. GST $450

2.4. Food Adventure

Coordinators: Dennis QIAN, Nicholas TAN

Venue: Latham Theatre, Redmond Barry

Date: 21st July 2017

Time: 11:30 am - 4:30 pm

No. of targeted participants: 120

No. of participants showed up: 116

Budget: $2600

Flow of event

Activities Fitzroy Lygon

Briefing● At 11:10 - 11:30, short briefing for station masters and travel buddies was

held.

● Their pack were also handed out to them then.

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Registration● Registration started at 11:30am and ended at roughly 12:10pm.

● Registration for both Fitzroy and Lygon was carried out simultaneously, having two different lines for Fitzroy and Lygon participants’ registration respectively.

● Some participants arrived early and had to wait outside the briefing hall, waiting for registration to start.

● At 12pm, the station masters left for their respective restaurants.

Introduction - presentation slide about UMSU INTL and Food Adventure

● Due to a minor problem with one of the participants, the presentation was delayed to 12:15 pm.

● The presentation was presented without much trouble and around 12:25pm the Fitzroy groups left first, followed by the Lygon groups 5 minutes later.

The Adventure● At around 1pm, all groups have

arrived at their respective restaurants.

● The portion of the mains were a bit underwhelming.

● One of the restaurant (Chiquito) could have prepared slightly earlier, and had the food served quicker.

● All the groups start the adventure at around 1pm

● The quality and portion of the food is good and adequate.

● The arranged time is suitable for main meal restaurants.

● The time for dessert shops are too long. Might arrange an outdoor activity.

● Station masters and the photographers of both Lygon and fitzroy were given Pasta from Mercadante for lunch.

Additional Notes:

Prizes for ‘Eat and Win’ Competition

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3 Winners from Lygon, 3 Winners from Fitzroy

Each Winner gets:

1 X $10 Safeway gift card

Budget Breakdown

Expenditure Amount ($)

Lygon

Mercadante $ 360

Sea Salt $ 350

Gelocchio $ 210

Cafe Notturno $ 280

Total incl. GST $1200

Fitzroy

Brother Burger $ 420.80

Chiquito $ 700

N2 Gelato $ 192

Total incl. GST $1,312.80

Other expenditure

Lunch for ISA $50

Total incl. GST $2,562.80

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Problems and Suggestionsa) Lygon

It could be better to increase the portion of ice creams (It would be summer) Recommend to replace Mercadante and Cafe Notturno. The arranged time is suitable for main meal restaurants. The time for dessert shops is too long. Might arrange an outdoor activity after having desserts. Some participants provided international phone numbers, which hindered us to contact with them. It would be

better to ask participants to provide their frequently used emails. Some participants felt bloated due to the awkward transitions from desserts to main courses. A suggestion could

be to have more groups in both restaurants serving main courses. After which, moving on to one of the two dessert places altogether.

It is efficient to provide participants with menus.

b) Fitzroy

Recommended to find restaurants that provide larger portions for the mains. The time spent at the dessert restaurants was too long. Could probably occupy their time with some games. The service in Chiquito was slow. Better communications is needed in the future if this restaurant is picked up

again. (Things might change as they’re fairly new) Could possibly find restaurants which can fit 4 groups at once which might bring up the possibility of having a

route of (main→dessert→main→dessert) Do consider Brunswick as an alternative to Fitzroy as it’s hard to get a good deal in Fitzroy.

Overall Satisfaction

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Fitzroy

Lygon

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2.5. Aussie AdventureCoordinators: Harn Jy (June) Liu, Steven Zhang

Date: Saturday, 22nd July 2017

Time: 10.00-14.15

Venues:Registration: Greenwood TheatreAFL: South lawnBBQ: North Court

Attractions: Hosier Lane, Federation Square, Shrine of remembrance

Budget: $1500

Manpower: 15 OBs/ISAs ( 6 travel buddy, 6 station masters, 3 for helping with BBQ )

No. of targeted participant: 120

Participant turnout: 50 (two from the waiting list)

Flow of EventParticipants turned up on time. Briefing started at 10:15 a.m. and each team headed to south lawn for the AFL

session after that. BBQ lunch was provided and 15 AFL tickets were given out by lucky draw during lunch time. Each team left for station games at 12:45 p.m.. Station games took longer time than we expected and the event ended around 3:00 p.m.. Travel buddies brought their own team for coffee after the event with a subsidy of $5 per person. Participants were then dismissed.

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Stations Federation Square Hosier Lane Shrine of Remembrance

Expenditure

Expenditure Amount

Food $164.10

AFL -

Miscellaneous $364.98

Coffee Voucher $301.80

Final total incl. GST $830.88

Positive feedbacks AFL session was great and the whole event was interesting. Activities were fun, especially Algorithm March. The groups were a good size and travel buddies did a great job.

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Current problems Not enough food is prepared. ( We ordered 2*classic pork sausage 560g, 6*kangaroo burgers 440g, 3*squeezy

BBQ sauce 500mL, 3*squeezy tomato sauce 500mL, 4*veggie patties 300g, 8*thin beef BBQ sausages 1.7kg and 10*white toast bread 650g)

Not enough time allocated to visit each attraction. Too much time spent playing games.

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Suggested Improvements Prepare more food. Instead of having three station games, cut it to two and let the participants spend more time to visit each

attraction while having station games. Participants could learn more about AFL and its rules. An actual game on a proper oval would be a better

experience. Travel buddies could learn and explain a bit more about Australian culture.

2.5. Snow Adventure

Coordinators: Michelle Xin Yong TAN & Surviantoro Ilham YUDANARDI

Date: Friday, 23rd July 2017

Event Duration: 6.45 am – 5:00 pm

Venue: Lake Mountain Resort

Budget Allocated: $2500

Target Participants: 50 students (48 registered and paid, 49 participated)

Manpower: 6 travel buddies, 3 station masters, 2 coordinators, 1 photographer.

Flow of the event

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Although there was a major change in the planned schedule, the event can be considered successful in terms of participants’ satisfaction.

6.30 – 7.20 Meet up in university square, registration & distribution of Up&Go

7.20 – 10.15 Drive to lake mountain with a bathroom break

10.15 – 10.20 Meet up in the conference room, placing bags and Stretching

10.20 – 11.05 Session 1 of hiking (15 minutes up the summit path*)

11.05 – 12.17 Lunch and Toboggan

12.17 – 12.31 Preparing for Session 2 of hiking

12.31 – 14.04 Session 2 of hiking (reaching the summit check point*)

14.04 – 14.30 Rest and preparation to go back home

14.30 – 17.07 Travel back to university square

17.07 – 17.10 Closing

Preparation and Journey to Lake MountainMajor disturbance on the schedule happened since we have arrived much earlier than scheduled time and there

was slight issue during re-registration of participants. Firstly, there are changes of team members of the participants, and some are late although not significant. Secondly, a hard copy of the list of participants and OBs were required for entrance into the Resort leading to a delayed departure. Thirdly, OB’s who were departing with car (Go-get) did not arrive much earlier than the bus as the bus was faster than anticipated. The road conditions were better than the previous year which allowed both the bus and go get to arrive quickly.

Problems encountered:

Some participants requested to change teamBus driver asked for printed list of participants out of their worries which we haven’t prepared and need to be printed out (Albeit it wasn’t necessary in the end)Bus driver was experienced and travelled with faster short cuts to lake mountainOverestimate speed of car and underestimate speed of the bus

Suggested solutions:

Although we aim for them to make new friends, some people came with their brothers/sisters or need to take care of their friends. Hence, we would recommend asking who they want/need to be grouped with.

Prepare printed list of participants None Car should depart earlier

Arrival and pre-lunchMost problems had arised due to our early arrival. Firstly, the time gap between car arrival and bus arrival was

too short, leading to station master not having enough time to find a spot/prepare to allow commencement of the activities. There was a misunderstanding with them not having received a deposit for the conference room. However, this situation was resolved as the manager still allowed us to use the room. After the event, they have confirmed with us that

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we did indeed send through a deposit. Furthermore, as activities were not ready we decided to do a short hike trip on “Lake Mountain Summit” trail (See appendices) to allow station masters to set their stations.


Misunderstanding about conference room. Activities was not ready when participants arrived.


More/better communication and confirmation with Lake Mountain Resort. Car depart earlier than the bus.

Lunch and Tobogganing

Unlike the previous year, this was not a significant problem. We pre-ordered the food beforehand with a representative from Lake Mountain Dining staff at an agreed amount for each menu item. Due to unknown reasons, or mayhap for simplicity, they decided to give us meal coupons instead (a choice with a side of chips and water) which was more expensive than planned but value-wise better. There was not a big queue to get our lunch since we started 11:05am and as the expected turn up was less than usual, however for those who grab their food after 11:45am the queue was starting to build up. Consequently, those who went tobogganing first must queue longer. During tobogganing, rental pants were suggested to keep pants from becoming wet, they were quite unnecessary as the activity did not make the pants too wet.


Participants worried getting their pants wet and did not bring any spare Some participant rushed their lunch because they got their food quite late There was cheese on the vegan salads


Warn participants to bring spare clothing. When the cafeteria looks empty, be dynamic about the schedule and fit as much team as possible for lunch right

away. Confirm with Lake Mountain Resort.

Post Lunch Activities

We had planned 3 different activities for this session. However, those were cancelled as most participants were excited to finish the hike from earlier. There was only 3 people who did not wanted to join the hike, and they were happy to take this as a free time to do tobogganing in different spot accompanied by some OBs and ISA. Furthermore, for this hike we planned some walkaway point where participants who decided to stop hiking can return to the resort accompanied by an OB / ISA after 15 minutes, 30 minutes, or 1 hour of hiking. Although there was not a participant who needed to go back, we would recommend it to be planned.


Activities were cancelled due to lack of participants interested

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Be dynamic of the event plans since participants can be quite demanding and unpredicted

Additional note:

Flexibility of schedule and Event coordinators adaptability is required to accommodate changes. The first session of hiking (pre-lunch) was essential for participants to measure their own capabilities on

fulfilling the full hike. For future snow adventure, if there will be another first session for hiking, it would be better to take a different

route (Leadbeater walk).

Return Preparation and JourneyWe departed from lake mountain at 2.30, earlier than planned due to weather condition. This decision was made by the bus company and turns out to be the right decision since the mountain started to be covered with fog. We recommend the service of Melbourne charter bus for future event with Rex as the bus driver.

ExpenditureAlthough lunch prices were higher than expected, the school discount in entry fees balanced out with the increase in prices saving us $482 (which were not given in the previous year).

Lake Mountain Entrance 6x10 600

Toboggans x25 200

Conference room 200

Food

Afternoon snack 67

Chocolates 22

Water 21

Lunch 600

Sub-Total 710

Miscellaneous

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Ribbons 13

Tennis balls 8

Stockings/Gloves 8

Cups 18

Ping Pong Balls 16

Prizes (Gift Card) 80

Sub-Total 143

Coach with snow license 1320

registration fee x48@$30 -1440

Goget x2 Estimated: 250

Final total incl. GST Estimated: 1983

Survey and Feedback

Volunteer Survey:

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Participants Survey:

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Additional Notes and Suggestions for Future Snow Adventure

There are many spots for tobogganing that if we arrived quickly, can be tried one by one Lunch is decently good there won’t be an easy way to improve its quality We found a large space to do large party snow ball fights up at the “Lake Mountain Summit”, If possible this

space should be used to hold all activities in the future. Do maintain good relationship with Lake Mountain to ensure the discount will stay in place, main contact points

are with Alan and Gina Can consider reducing registration fees if it is confirmed that there will be a school discount

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Appendices

Green: First session of hiking, The summit trail

Blue: Full session of hiking, The summit trail

Yellow: Suggested route for first session, Leadbeater walk (600m circuit loop)

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3. Conclusion

Overall, 2017 Winterfest was a success. We achieved amazing sign up and turnout rate of the events this time. We also received mostly positive feedback for all three events. The breakdown of deposit collection/returning is as below:

Expected Amount ($)

Actual Amount ($)

Starting Amount-120 tickets for FA-60 tickets for AA

$900

($600 for FA + $300 for MA)

$900

Food AdventureStarting

ReturnedAfter (11 participants-waiting list/absent)

$600-$545

$55

$600-$545

$55

Aussie AdventureStarting

ReturnedAfter (10 participants - waiting list/absent)

$300-$250

$50

$300-$250

$50

Snow Adventure Starting Returned After (48 payments collected, but 49 participants with receipts attended)

$1470 $1440

Final Amount of uncollected deposit $105 $105

The uncollected deposit will be directed to our funds is $105.

There is a $30 discrepancy in Snow Adventure payment collection. 48 students signed up for the event. However, 49 students with receipts showed up on the day (one student did not complete the google form, thus there’s only 48 participants information in our system). This must be the case that we forgot to collect the payment from one of the snow adventure participants on the Carnival day during sign up. This $30 discrepancy will be covered by Snow Adventure budget, thus it is not deducted from the final amount of uncollected deposit

I would like to thank all departments for helping out at Winterfest 2017. This event wouldn’t be a success without our joint effort. Especial thanks to Communication department for your fantastic job in publicity, HR department for your indispensable manpower supporting, P&S department for your amazing work in finding sponsorships, and E&W department for your kind and continuous support! I would also like to thank the past C&S 2016/17 Committees for their assistance and guidance throughout the whole event. Lastly and most importantly, I want to thank my C&S team for the exceptional events they delivered. I cannot possibly ask for a better team! I look forward to future events with everyone.

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Final Expenditure :

Total budget allocated: $7000

Event Expenditure

UMSU Carnival Day $548.96 (estimated)

UMSU Xmas in July $450

Food Adventure $2562.80

Aussie Adventure $830.88

Snow Adventure $1983.00

(estimated)

Uncollected deposit

-$105.00

Total spent $6270.64

(estimated)

This concludes my Winterfest 2017 final report. Please feel free to approach anyone on my team or myself should you have any queries.

Prepared by,

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Ivy ZHAOVice-President (Cultural and Social) 2017/2018On behalf of the Cultural and Social Department UMSU International.

Customized Good 2017 Final Report Central Committee Meeting #1 – Friday 4th August 2017

1. IntroductionThis report covers the expenses for customized goods ordered for the whole semester.

2. Expenses

Reusable coffee cups (500) $ 2,046ISA shirts (60) $ 825OB shirts (25) $ 709.50Phone wallets (1,000) $ 1,320UMSU INTL Stamp $ 41.80Total $ 4,942.30

3. Items used upEvent: Winterfest – Semester 2, 2017

Reusable coffee cups 400Phone wallets 400

4. ConclusionThis concludes my report. The customized items used up were all given out in the goodie bags during Carnival Day, 19 July 2017. Responses for the newly-ordered customized items were quite high, especially the reusable coffee cups. The remaining items would be given out during Meat and Greet, or in exam packs. Lastly, I would like to thank everyone who has provided us with suggestions for the customized items – I really appreciate it.

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Prepared by,

Evelyne Febriani TantonoCommunications Director 2017/2018UMSU International

Central Australia Trip (CAT) 2017 Final Report Central Committee Meeting #1 – Friday 4th August 2017

1. Introduction

Central Australia Trip is an annual trip from UMSU International that invites mostly international students to explore more about outback of Australia and an introduction to Aboriginal culture in the outback. The objective of the trip were to create a long lasting friendship between participants and at the same time promote and raise awareness for the aboriginal culture.This report conclude the 11-days of the trip that occurred from Sunday, 25th June 2017 to Wednesday 5th July 2017.

2. Publicity and Registration

Publicity

A Facebook event page was created at the beginning of Semester 1, 2017. Flyers were distributed every week and a table was booked from 12pm-2pm at Union House every Tuesday to accommodate student who wanted to enquire about the trip.

Registration

Registration commences at the beginning of Semester 1, 2017 with an early bird price offer of $1075 per person (normal price is $1175 per person). Early bird was supposed to end on April 19th, 2017, but due to minimum registration, we decided to extend the early bird offer until May 5th, 2017.

For few weeks after the early bird period ended, the price per person was $1175, but due to a lack of quota, we decided to make a special offer for group registration with a price of $1100 per person for minimum of 3 persons registering. We extended the deadline for registration until May 31th, 2017.

We are struggling to get participants as we only have a total of 37 participants (including OB) at end of Week 12, in which we have to get a total of 46 participants so we will not incur any losses. But luckily, we managed to get enough participants during SWOTVAC with an extra of 4 people on the waiting list.

3. Central Australia Trip: The Camp

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There were 46 people participating in the trip, including four UMSU International Office bearers: Melia Permata Sari Wijaya and Pearly Yap. Unfortunately, one participant could not go on the trip because he was feeling unwell.

Alice Springs

We departed from Melbourne to Alice Springs at 7:30am on Sunday, 25th June 2017 and arrived at Alice Springs on the next day at around 4pm. There was a confusion on which side of Tin Alley participants need to gather at which delay the departure time.

We visited Old Telegraph Station, Royal Flying Doctor Service, Reptile Park, Alice Springs Desert Park, Ormiston Gorge as well as Simpson’s Gap.

Kings Canyon

After 3 nights at Alice Springs, we went to Kings Canyon to stay for a night. The next day, before departing to Uluru, we had a morning climb to the top of Kings Canyon to enjoy the spectacular views, viewing the “Garden of Eden” and the domes of “The Lost City”.

Uluru

At Uluru, we went to Uluru Kata Tjuta National Park, Uluru Kata Tjuta Cultural Centre, had a walking tour of the Mutijulu Waterhole and some participants went for optional flights over Ayers Rock and the Olgas. Furthermore, the best part of the trip was seeing sunset at Ayer’s Rock area and looking at it changing its colour.

Coober Pedy

It took us 10 hours journey from Uluru to Coober Pedy. We had a guided tour to an underground home and church as well as Umoona Mine. We had few hours of free time before departing to Melbourne. We reached Melbourne the next day, 5th July 2017 at 10:30am.

4. Expenditure

Items Amount ($)

Budgeted Amount 300

Actual Expenditure

Bottled water 32

Miscellaneous (balloons, bubble stick, medication) 70.40

Snacks (chips, chocolate, marsmellow) 70.94

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Total expenditure 173.34

Surplus / (Deficit) 126.66

5. Suggestions

Publicity

The fact that we are struggling to get participants shows that we need a constant and early start promotion to inform people about Central Australia Trip. If we were to continue this event, it will be best to start the online publicity earlier (probably after Night Market, Semester 1 2018).

Trip

Specify the exact location of the meeting point in the checklist sent to participants ie. Tin Alley at Royal Parade.

We do not really have places to visit or activities to do in Uluru as we have two days of free time from the afternoon until nights. Therefore, we can suggest the travel agent to reduce the duration of stay in Uluru and probably stay one more night at Kings Canyon.

Due to extreme drop in temperature, it was very cold at night and warm in the afternoon, we can provide hot pack for the participants to keep themselves warm, especially in the morning.

7. Conclusions In conclusion, the trip was very successful. Despite the cold weather, everyone enjoyed the trip. Even

though we might struggle to get participants, I highly recommend us to keep continuing the trip as it helps a lot of international students who want to travel with an affordable price. Furthermore, I would like to thank the OBs for their constant help and support. This concludes my report, if you have any queries please do not hesitate to approach me.

Prepared by,

Melia Permata Sari WIJAYAEducation and Welfare Officer 2016/2017UMSU International

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Head of Clubs Semester 2 2017 Final Report Central Committee Meeting #1 – Friday 4th August 2017

1. IntroductionThis report covers the period of 2nd August 2017.

2. Event Details The Heads of Clubs meeting was held on 2nd August 2017 (Wednesday) from 5:30pm-8.30pm at

Greenwood Theatre. A total of 29 clubs and societies were present, with an estimated number of 60 representatives

attending the event, excluding the members of UMSU International. The event provided an opportunity for the head of clubs and UMSU Intl’ office bearers to social-

ise. Attendees were informed about various events and services provided by us, including but not

limited to Professional Mingle, Festival of Nations and grants. Food (Mercadante) and drinks were provided.

3. Expenses

Budget $ 650.00Food and beverages $ 490.00Miscellaneous $ 35.78Car rental $ 8.41Total $ 534.19

4. Recommendations The corridor where food was served was barely able to accommodate everyone, this should be

taken heavily into consideration for future venue. Ice-breaking session can be implemented in the future, with the aim of creating a more comfort-

able and friendly atmosphere. The conclusion of the meeting can be better coordinated with the arrival of the food Overall, the event was a massive success. It was met with the satisfactions of the participants, so-

cially and gastronomically.

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5. ConclusionThis concludes my report. Thank you to those who helped out during the event, and also for those to stayed back to clean up, you have my gratitude for your proactivity. Lastly, thank you for coming. Please do not hesitate to approach us if you have any recommendations.

Prepared by,

Ian Chuah Yee HeanPartnership and Sponsorship Director 2017/2018UMSU International

5. Other Business

E&W Timeline Update

Reimbursement

OB Camp

Publicity

Infringement

6. Next Meeting

Date: Friday 18th August 2017 (4.30pm)Venue: Training Room 1, Union House

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flow of the event · web viewthis report summarises 2017 winterfest week, which covers the period...

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