Final Helios Proposal

SOPHOMORES’ NIGHT COMMITTEE 2011-2012

COMMITTEE

PROPOSAL

ATENEO DE MANILA HIGH SCHOOL | Sophomores’ Night Committee Proposal SY 2011 – 2012 | 1

CORE MEMBERS

Second Year Council Core Batch Representative: Jeff GalbanHead Secretary: Francis NatividadHead Treasurer: Martin Yuzon

Sophomores’ Night Committee HeadsHead: Patrick PaternoCo-head: Christian AntonioSecretary-General: Martin Abis

Sophomores’ Night Committee Sub-Committee Core

ProgramsH: Sage IlaganCH: Jim Bulan

LogisticsH: Jiggy JacintoCH: Gorgy Gorgonio

DecorationsH: Mico CallejaCH: Gab Mejia

Promotions H: Reginald RomeroCH: Sandro Puno

SecurityH: Gab Orlina CH: Loudrei Lee

DocumentationsH: Amiel ManaloCH: Luigi Yotoko

FoodH: Jammi ManluloCH: Daniel Baysa

SponsorshipsH: Luis EnriquezCH: Ken Caliwara

TicketsH: Myles SantosCH: Anton Cudiamat

FinanceH: Lorenzo TrinidadCH: Lanz Añel

ATENEO DE MANILA HIGH SCHOOL | Sophomores’ Night Committee Proposal SY 2011 – 2012 | 2

Sophomores’ Night Committee ModeratorsMr. Jeremias Endrina and Mr. Melvin Apo

TABLE OF CONTENTS

P R O G R A M S – P A G E S 4 - 9

L O G I S T I C S – P A G E S 9 - 1 3

D E C O R A T I O N S – P A G E S 1 3 - 1 7

P R O M O T I O N S – P A G E S 1 8 - 2 1

S E C U R I T Y – P A G E S 2 2 - 3 2

D O C U M E N T A T I O N S – P A G E S 3 2 - 3 4

F O O D – P A G E S 3 5 - 3 9

S P O N S O R S H I P S – P A G E S 3 9 - 4 4

T I C K E T S – P A G E S 4 4 - 4 9

F I N A N C E – P A G E S 4 9 - 5 3

RATIONALE

The Ateneo de Manila High School has been faithful to its goal of forming men of the 5Cs inside and outside the classroom. Students have been provided with venues to actualize their potentials through individual, group and inter-section activities and competitions locally and internationally. The Sophomores' Committee would like to offer another way of reaching the said goal through a batch activity - the Sophomores' Night with the theme "Lux-in-Domino".

The Sophomores' Night is a fundraising event that aims to provide a venue for the sophomore batch to recognize their talents, skills and achievements and to celebrate with students from other schools. In line with the thrusts of the Ateneo de Manila High School and Sanggunian ng mga Mag-aaral ng Mataas na Paaralang Ateneo de Manila this year, the event aims to help the sophomores learn to be grateful for what they have by donating the proceeds of the event to Luwalhati ng Maynila, a home for the aged. We chose Luwalhati ng Maynila as our beneficiary to give the sophomores a chance to show their gratitude to the people who formed this country to what it is now. With this new “ignited light”, we hope to bring the sophomores to the realization that they must use what they have for the good of others.

OBJECTIVES

The Sophomores’ Committee aims:

+ to showcase the talents, skills and achievements of the Ateneo de Manila High School sophomores;

+ to celebrate these God-given gifts with the batchmates and other students from different schools; and

+ to express gratitude for these gifts by raising funds for the benefit of the Luwalhati ng Maynila, home for the aged.

BASIC INFORMATION

Event Name : HeliosSlogan : Ignite the Light WithinTheme : Lux-In-DominoDate : November 12, 2011Time : 6:00pm-12:00amVenue : Ateneo High School Covered CourtsAttire : Smart Casual

ABOUT THE TITLE: HELIOS

In Greek mythology, Helios is considered the Titan god of the sun. According to legend, he was believed to ride across skies and give light to gods and mortals. When he sank into the western ocean in the night, he returned to his palace in the east. The committee believes that Helios embodies the spirit of what we hope and aim for our batch. Helios’ story is parallel to that of Dr. Jose Rizal whose 150th birth anniversary we celebrate this year. Dr. Jose Rizal ignited the lights in the hearts of the Filipino people during the Spanish revolution. Even if he travelled to distant places such as Spain and Germany, he returned to his palace in the east. We want the palace to represent our batch; a group brimming with talent and enthusiasm. Here, all the riches of Helios come to life. The fire which Dr. Jose Rizal brought has been passed down to other Ateneans such as Evelio Javier and Ninoy Aquino.

The challenge to today’s youth is to continue the legend. We pose the challenge for everyone to be the ones to ignite the lights within every Filipino and to set their hearts on fire.

This is the vision of Helios. Ignite the light within Ad Majorem Dei Gloriam!

P ROG RA MS C OMMITTEE

Head: Sean Angelo Ilagan, 2MCo-Head: Domijoe Bulan, 2N

Secretary: Fitzgerald Shioda, 2M

Adrian del Rosario, 2FMike Go, 2L

Mark de Leos, 2MMonsie Buluran, 2M

CK Manglallan, 2M Paolo Dayao, 2M Anton Fausto, 2N

Miguel Domingo, 2N

OBJECTIVES

The committee aims to:

+ conduct a survey on what the batch wants in relation to SophComm’s objectives;

+ provide a program flow for the event that is in line with the Sophcomm’s objectives and theme;

+ invite performers, DJs, models and hosts who will be part of the program; and

+ promote the talent of sophomore students as a whole.

PLANS

1. PROGRAM FLOW

The program flow below was created based from the results of the survey conducted.

IGNITE: The theme of the first part of the program is IGNITE. This part of the program signifies the start of the event because before every light is seen and sustained, it must first be ignited. This will also highlight the first objective of the event which is to recognize the talents, skills and achievements of the second year batch.

Time of Program

SegmentPeople needed during

the segment

6:00- 6:30 Gates open (students and guests enter)

Security Committee members

6:30-6:45 Opening Prayer (by the Sophcomm Committee Co-Head)

Christian Antonio

National Anthem Il Voce (2nd Year students)

Opening Remarks (by the Sophcomm Committee Head)

Patrick Paterno

Introduction of hosts

*voice over

RX 93.1 Hosts

6:45-6:55 1st Dance Performance Indak (2nd year students)

6:55-7:00 Batch Video (by the Documentations Committee Head)

Amiel Manalo

7:00-7:10 1st Fashion Show Male models (2nd year students)

7:10-7:15 1st Sampol 1st Sampol performer

7:15-7:35 1st Amateur Band 1st Amateur Band

LIGHT: The theme of the second part of the program is LIGHT. This part of the program will highlight the celebration of the “lights”, or the talents of the attendees.

Time of Program


the segment

7:35-7:45 Fire Dance Fire Dancers

7:45-7:55 2nd Fashion Show 14 female models from different schools

7:55-8:15 2nd Amateur band 2nd Amateur band

8:15-8:20 2nd Sampol 2nd Sampol performer

8:20-8:30 2nd Dance Performance Poveda Enciende

WITHIN: The theme of the third and last part of the program is WITHIN. This part of the program will highlight the responses of the attendees to be Lux-In-Domino.

Time of Program


the segment

8:30-8:35 Beneficiary Video (by the Documentations Committee Head)

Amiel Manalo

8:35-8:40 3rd Sampol 3rd Sampol Performer

8:40-8:50 3rd Fashion Show 14 male and 14 female models

8:50-9:10 3rd Amateur Band 3rd Amateur Band

9:10-9:20 3rd Dance Performance ICA DT (Immaculate Conception Academy

Dance Troupe)

9:20-9:55 Professional Band with the

Summary Video(by the Documentations Committee Head)

Professional Band and

Amiel Manalo

9:55-10:00 Sophcomm Video (by the Documentations Committee Head)

Amiel Manalo

10:00-10:05 Sophcomm Dance Performance

Sophcomm Core members

10:05-10:15 Dance Collaboration Indak and ICA DT

10:15-12:00 Open Dance RX’s Professional DJ

10:30 End of Lockdown Security Committee members

2. MUSICAL AND DANCE PERFORMANCES

PROFESSIONAL BANDS

In inviting professional bands to perform in the event, the committee believes that this will aid in attracting more attendees, and in the long run have more to give to the beneficiary: Luwalhati ng Maynila. Furthermore, the committee thinks that when a band well known and well loved by the high school students is performing, the participants can relate well with the band and therefore can sing along with their friends. The committee plans to invite and make contracts with bands such us Mayonaise, but the committee is still open to other bands.

AMATEUR BANDS

The committee believes that the filipino youth today are good singers that is why the committee wants to highlight this talent by inviting amateur bands from the batch. The committee will include them in the audtions, and as of now certain bands like Ashley’s Kryptonite, 5 minute break, Block Monkeys, and Propeller Spider have approached the committee and expressed their interest to perform.

OPENING PERFORMANCE

As mentioned, the committee wants the first theme IGNITE to start off the event. The committee believes that the start would be much more energetic if the 1st performance would be from someone who is loved by the batch and is known even to the attendees. The committee chose INDAK because they can best “spark” the event for they have already been proven

to be well loved not only in the school but also outside. The committee already informed the group on this matter.

DANCERS

The committee will be having 3 dance troupes in the Sophnight. These are: INDAK, ICA DT, and Enciende. The committee believes that the high school students nowadays love dancing, and more importantly they excel in it.

FIRE DANCERS

Having a motif and theme related to the sun, the committee believes that having a tangible metaphor for igniting the light will help during our program. The committee thinks that having fire dancers can be the representation of what the committee wants to promote in the event which is to ignite the light, the light to help, to serve, to be yourself etc. The committee already contacted the performers and the negotiation is ongoing.

“SAMPOL”

In this segment, the committee wants to highlight talents out of the box. These are the talents which are equally entertaining as dancing and singing, but not as known or loved. Some of these include beatboxing, magic, and the like. Here the committee will showcase the diversity and the repertoire of talents of the high school students. The committee will look for these peformers and tell them of their participation in the event, they will not be part of the auditions anymore as the committee will approach them for this segment.

FASHION SHOW

The fashion show is another opportunity to show the diversity of the high school students. Here, the committee thrusts them in the spotlight of ramp modeling. The committee believes that modeling is an art and a talent just as much as the other performances. The committee will get 3 representatives per class and make them all audition so that the committee may narrow them down to 1 representative per class. The girls on the other hand, would have to audition.

SOPHCOMM PERFORMANCE

Being the group who arranges the event for the batch with the goal of showcasing talents, the committee believes that it would be a great representation if the group embodies the objectives which the committee tries to promote to the attendees. The committee thinks that in the dance number,aside from pleasing the crowd, the group also sends a message that the sophcomm members too are talented, and that the group are with them in their celebration of their skills and abilities.

3. HOSTS AND DJ

The committee thinks that in an event wherein the goal is to celebrate and showcase talents, having people who can keep the event interesting and catchy will help entice participants in achieving the event’s objectives. Through getting hosts, which the attendees know, the committee believes that this will encourage participation from the audience because the very people who are running the show are people who the attendees love seeing. The committee thinks that having good music from a good DJ will help in encouraging the attendees to dance. The committee decided that the hosts would be from RX 93.10 and the committee is currently looking for a possible DJ for the event.

4. OPEN DANCE

This is in the latter part of the program because the committee thinks that after seeing all the sampols and performances, the attendees will also want to be part of the celebration and showing of talents. The open dance gives them just that as the attendees will have the opportunity to dance, sing and make friends at this part of the program. The committee thinks that in putting this at the very end, the attendees will utilize this to really make new friends and celebrate with them.

5. VIDEO PRESENTATIONS

BATCH VIDEO

The video is in line with the first segment’s theme which is “IGNITE”. This means to illuminate the talents of the sophomores to help others discover their own light. Like a match stick that lights up a candle, the sophomores will serve as a spark that will open the event. This will set the tone for the succeeding performances – a celebration of God’s wonderful gifts. This video will include the memorable experiences of batch 2014 showing how blessed the group is.

BENIFICIARY VIDEO

One of the objectives is to show gratitude, gratitude to the formators, grandparents of the batch, and that is why the Sophomores’ Committee chose Luwalhati ng Maynila as the beneficiary. The committee wants to show everyone that the event isn’t for the mere entertainment of everyone, but is also for a deeper cause.

SUMMARY VIDEO

This is the time when the attendees get to reminisce about everything that had happened during the night. Through this recall, the committee hopes to strike the attendees about how talented and well diverse they all are, and they shouldn’t be ashamed to show off their skills because they are all amazing.

SOPHCOMM VIDEO

The video is in line with the third segment’s theme which is “WITHIN”. This means to discover and acknowledge the talents that the sophomores possess, specifically those of the members of the Sophomores’ Committee Core who are at the center of all these activities. The video will include how these students used their talents to make the Sophomores’ Night successful.

SCHEDULE OF ACTIVITIES

July 28 -29 : Revision of timeline and budgetAugust 2-3 : Survey re: How do you envision the Sophnight? And

consolidation of resultsAugust 22 : New survey on what the batch wants in relation to the

SophComm’s objectivesSeptember 15 : Coordinate with Promotions about the auditions for

performersSep 16-Nov 9 : Promotion period and finalizing of apparelsOct 8, 15 & 22 : AuditionsOct. 29 : Dry run with the performers and modelsNovember 7-10 : Systems checkNovember 12 : HELIOS: IGNITE THE LIGHT WITHIN

Sophomores’ Night 2011

BUDGET ALLOTMENT

EXPENSES

ITEM PRICE QUANTITY TOTAL PRICE1. DJ Talent Fee Php 5,000.00 1 Php 5,000.002. Professional Bands

20,0000.00 1 20,000.00

3. Host Talent Fee

10,000.00 2 20,000.00

4. Fire Dancers 2,500.00 1 2,500.00TOTAL Php 47,500.00

LOG IST IC S C OMMITTEE

Head: Generoso Ignacio Jacinto, 2MCo-Head: Francis Neil Gorgonio, 2E

Secretary: Luis Mari Javier Lorenzo, 2D

Members: Matt Alano, 2K Kenn Chua, 2G Ique

Nepomuceno, 2F Jose Amantoy, 2C Miel Diaz, 2E Bernard

Pingol, 2MKarl Batumbacal, 2K Brent Du, 2A Ian San Pedro,

2IAaron Calderon, 2D JC Mendiola, 2A Karlo

Tabios, 2L TJ Castillon, 2M Carlo Ozaeta, 2A Wico

Taccad, 2DJames Corpus, 2I Drigs Zaldivar, 2K

Raf Cadiente, 2G

OBJECTIVES


+ create a floor plan;+ ensure that all the venues are ready and are well put together for the

event; + provide sufficient sound and light effects;+ create a waste management plan for the event;+ provide a way of communication (walkie talkies) before and during the

event;+ provide assisstance to the other committees;+ orient other committees on the tasks to be accomplished on the event

itself; and+ ensure that the place is organized after the event.

PLANS

1. FLOOR PLAN

Below is the floor plan of the covered courts for the event.

2. STAGE PLANNING

The stage shall be attached to the existing stage of the Ateneo de Manila High School Covered Courts. The measurement of the new stage will be: Catwalk A&B – 3ft x 1ft x 4ft Catwalk C – 1ft x 32ft x 4ft. One Zaldivar Events shall assist in contacting reputable stage contractors at the same time give advice on how to best set up the stage. Below is the lay-out of the stage

3. SOUND SYSTEM

An appropriate sound system which will provide clear sounds from Courts 1-4 of the Ateneo de Manila High School Covered Courts. Included are 8 speakers (4 speakers between Courts 2&3, 4 Speakers between Courts 4&5), 5 microphone set ups (3 wired and 2 wireless), 1 Drum Set, 1 CD Player. One Zaldivar Events shall assist in contacting reputable Sound System Providers at the same time give advice on how to maximize the sounds.

4. LIGHTS SYSTEM

An appropriate lights system will provide visually enticing light effects throughout the event in the Ateneo de Manila High School Covered Courts. Included are 2 Spot Lights (for Fashion Show), 2 Multicolored Lights (for visual effects), 2 Strobe Lights, and 4 Laser Lights.

5. LED SCREEN

The LED Screen shall serve as part of the backdrop of the stage in the Ateneo de Manila High School Covered Courts. As proposed, the LED Screen shall part when a model walks down the catwalk in the Fashion Show. The measurement of the LED Screen is approximately 9m x 12m.

6. VENTILATION

Logistics will provide sufficient ventilation for the event such that fainting incidents will be avoided. Sources of ventilation shall be Industrial Fans and Air Misters, which will be rented from the AHS PPO and the University PPO.

7. PROGRAMS ASSISTANCE

Logistics will coordinate with the Programs Committee for necessary materials they may need. Logistics will also ensure that the stage and LED Screen provided by One Zaldivar Events are set up at least 1 day before the event. The OSA will serve as the holding area for the performers while tents near the stage shall serve as the Dressing Rooms.

8. DECORATIONS ASSISTANCE

Two days before the event, the Logistics members will assist the Decorations members in decorating the venue, in coordination with the PPO.

At the end of the event, Logistics together with the whole SophComm will help in putting down all decorations.

9. SPONSORSHIPS ASSISTANCE

Logistics will coordinate with Sponsorships on which sponsors the committee chose needs booths.

10. SECURITY ASSISTANCE

In coordination with Security, Logistics will also man the off-limits area to ensure safety. Logistics will also coordinate with the PPO for the use of the back driveway for the emergency vehicle.

11. PROMOTIONS ASSISTANCE

Logistics will secure all necessary materials needed in promoting the event. Logistics will also help in the display of the tarpaulin.

12. FOOD AND SPONSORSHIPS ORIENTATION

Logistics will orient the representatives from those who will set up Food and Sponsor Booths on the parameters of use of the spaces allotted. Logistics will also explain the breakdown of the fee for each booth.13. SECURITY ORIENTATION

In cooperation with the Security Committee, Logistics will orient the additional professional event security guards on the requirements of SophComm and who to rely on orders on the day of the event.

14. LOGISTICS VOLUNTEERS ORIENTATION

Logistics will orient volunteers from different year levels on tasks to be accomplished on the day of the event.

15. SYSTEMS CHECK

Logistics will do a systems check 3 hours before the event. Logistics will also make sure that all systems are working during and after the event.

16. TABLES AND CHAIRS

Tables and Chairs will be borrowed from the Office of Student Activities.

17. WALKIE TALKIES

Walkie Talkies will be given to the following: SophComm Moderators (2 Walkie Talkies), ACO Moderator (1 Walkie Talkie), SophComm Head and Co-Head (2 Walkie Talkies), 2YC Batch Representative (1 Walkie Talkie), Logistics Committee Team Leaders (4 Walkie Talkies), Programs Head, Co-Head and Stage Manager (3 Walkie Talkies), Security Head, Co-Head and Secretary General (6 Walkie Talkies). This is to ensure the fast dissemination of information. To ensure legitimate air waves traffic, those issued walkie talkies will be instructed to identify their committee/position and to whom they are communicating with. They will also be instructed not to alter the designated frequency. All 16 Walkie talkies will come from Ateneo Scouting Movement.

18. WASTE SEGREGATION

Trash bins will be located at the gates, food stalls and activity area. Members of the Logistics, Security and Food Committees will ensure the implementation of the scheme.

At the end of the event, the PPO will collect the trash provided that it is properly segregated. Logistics together with the other committees will help in the cleaning up of the covered courts. Logistics will also ensure that the covered courts and all other areas used are clean.


July 1-2 : PARTY ROCKSophComm Synergy Night

July 8 – 18 : Canvassing for stage/Lights/LEDAug 8 : Deadline of Logistical needs for FoodAug 10 : Deadline of Logistical needs for Security, Promotions, Programs, and TicketsAug 15 : Deadline of Logistical needs for Sponsorships, Finance, and DecorationsAugust 12, 18 : Mock ProposalsAug 21 : Deadline of Logistical needs for DocumentationsSept. 7 : Reservation of Covered CourtsSept 8 – Oct 21 : Supplies ProcurementSeptember 23 : SophComm Proposal for A-TeamOctober 21 : Food and Sponsors Logistical OrientationNovember 7 : Security OrientationNovember 9 : Logistics Volunteers OrientationNovember 7-12 : Systems CheckNovember 12 : HELIOS: IGNITE THE LIGHT WITHIN

Sophomores’ Night 2011November 13 : Bringing down of all decorations

BUDGET ALLOTMENT

ITEM PRICE QUANTITY TOTAL PRICE1. Waste Collection Php 3,000.00 1 Php 3,000.002. Industrial Fans Rental

300.00 4 1, 200.00

3. Covered Courts Rental

20, 000.00 8 hours 20, 000.00

4. Sound System Rental

40, 000.00 1 Set 40, 000.00

5. Lights System Rental

40, 000.00 1 Set 40, 000.00

6. Stage System Rental

30, 000.00

Catwalk A&B3ft x 1ft x 4ft

Catwalk C1ft x 32ft x 4ft

30, 000.00

7. LED Screen 53, 000.009m x 12m

(with slider)53, 000.00

8. Contingency Fund

8,000.00

TOTAL Php 195,200.00

DEC ORA T ION S C OMMITTEE

Head: Joseph Michael Calleja, 2JCo-Head: Jose Gabriel Mejia, 2J

Secretary: Ronald Nazal, 2J

Members: Alvin Acosta, 2J Josh Almadin, 2B Josh Dy, 2C Francis Reyes, 2D Alfonso Villarosa, 2H

OBJECTIVES


+ provide the ambiance of the event by preparing the decorations that are in line with the SophNight’s motif;

+ canvass and purchase the materials to be used from different sources;+ coordinate with other sub-committees for our decorative needs and

their decorative needs; and+ spearhead in the making and dismantling of the decorations.

PLANS

1. DECORATIONS

a. Stage

The stage will be a letter “U” like shape that will be connected to the original stage found in the covered courts. A white cloth will be attached to the sides of the stage.

b. Backdrop

A black cloth will cover the backdrop. This cloth will cover the white background. In front of it will be a LED screen, which will serve as our backdrop for the entire event. The Logistics Committee will again provide the LED screen.

c. Dance Floor

The dance floor is a wooden floor that the performers (bands, dance troupes) can use for their presentations. Other than that, the attendees can use this during the later part of the programs wherein they can showcase their talents.

d. Ceiling

The ceiling of the covered courts will have gold cloths hanging from top creating an arched design. It will show that light is being illuminated from the top of the covered courts, which is shining down to the attendees.

e. Backboards

The basketball backboards’ rims will be removed and black cartolinas will be attached to the boards. On it will be a sun (from our logo) and on top of the sun will be clouds with the letters “H, E, L, I, O, S” attached to it. This makes the title and logo present throughout the event.

2. CANVASSING AND PURCHASING OF MATERIALS

The committee will be the ones who will canvass and purchase all materials needed for the decorations. This will make the process organized and faster. This is because the members will be given instructions before the purchasing and canvassing of materials.

3. COORDINATING WITH LOGISTICS, SPONSORSHIPS, AND PROMOTIONS COMMITTEE

The Logistics Committee and the Sponsorships Committee will look for providers for the materials of the decorations that will be needed during the making of decorations and during the event itself.

The Promotions Committee has coordinated with us and asked us to make the posters for the promotions that they will post around the campuses of different high schools.

4. DECORATING THE VENUE

The committee will assign other committees of their task in decorating the venue.

Committee AssignmentDecorations Assigned to make the decorations for

the event Logistics and Security Assigned to post the

decorations made by the Decorations Committee

5. DISMANTLING OF DECORATIONS

The following are the committees and their assigned task to dismantle the decorations right after the event itself:

Committee Assignment

Logistics Committee Stage, Dance Floor and Ceiling Design

Decorations Committee Backboards and Backdrop


July 14 : Coordinate with other sub-committees for their decorative needsJuly 28 : Compiling of decorative needs from each sub-committeeAugust 3 – 7 : Brainstorming and planning on decorations and materialsAug 12,18, - Aug 23 : 1st and 2nd Mock ProposalSept 1 : Finalization of decorative needs from each sub-committeeSeptember 2 –10 : Input of decorative needs to proposalSeptember 11-13 : Preparation for 3rd Mock ProposalSeptember 16 : 3rd Mock ProposalSeptember 17 : Revisions for 4th Mock ProposalSeptember 19 : 4th Mock ProposalSeptember 20-21 : Final revisions for SophComm Proposal for A-TeamOctober 3 : SophComm Proposal for A-TeamSep 26 – Oct 8 : Gathering of all materials needed for decorationsOct 9 – Nov 10 : Production and finalization of all decorationsNov 11 – 12 : Puttng up of decorationsNovember 12 : HELIOS: IGNITE THE LIGHT WITHIN

Sophomores’ Night 2011November 13 : Dismantling of all decorations

BUDGET ALLOTMENT

ITEM PRICE QUANTITY TOTAL PRICE1. Gold Cloth Php 100.00 16 (2x5 metres) Php 1600.002. Yellow Cartolina

5.25 40 pieces 210.00

3. Black Cartolina 5.00 10 pieces 50.004. Thumbtacks 12.50 5 boxes 62.505. Double-sided tape

31.00 35 rolls 1085.00

6. Tailoring 1000.00 - 1000.007. Carpentry Materials

3500.00 - 3500.00

8. Paint 2000.00 - 2000.009. Craft Materials 2500.00 - 2500.0010. Miscellaneous 1000.00 - 1000.00

TOTAL Php 13,690.00

P ROMOT ION S C OMMITTEE

Head: Reginald Romero, 2CCo-Head: Rodrigo Alessandro Puno, 2ISecretary: Joaquin Gabriel Papa, 2B

Members: Rafa Antonio, 2N CJ Lavares, 2L Bullet Sanchez, 2C Galo Aquino, 2I Gio Pongos, 2E Micah Tanjuatco, 2B Jeff Bolanos, 2H Michael Provido, 2D Arion Valera, 2B Jiggy Jurilla, 2B Ian Salac, 2K Curt Viceo, 2J

OBJECTIVES


+ promote the Sophomores’ Night to AHS and non-AHS sophomores;+ create promotional materials to advertise the event;+ coordinate with other committees for the selling of tickets, creating

and putting-up of posters; + sell tickets to non-AHS sophomores; and+ help the Security Committee during the event.

PLANS

1. PROMOTING THE EVENT

A. School Visit

The committee plans to visit selected schools to promote the event using video presentations and posters with the approval of their principals. The said schools are the following: Miriam, Poveda, Assumption San Lorenzo College, Assumption Antipolo, St. Paul Pasig, Immaculate Conception Academy, St. Bridget, Woodrose, and Rosehill.

B. Posters

With the help of Decorations Committee, the committee plans to design a poster, which will attract fellow sophomores and encourage them to attend the event. The said posters will be posted beginning on October 1. Below is the poster design.

Event Poster Auditions Poster

C. Radio Stations and PA System

The committee plans to promote the event through radio announcements. In this way, the target participants will be reminded of the event and encouraged to attend. The committee plans to contact RX 93.1.

The committee plans to use the PA System of the school to invite and remind AHS sophomores of the event. Below is the spiel to be used on both radio stations and PA system:

“Good Morning AHS Sophomores! This is (name) your SophComm (position) for a few reminders from SophComm. (Number) days to go before Sophnight! What should you expect? Here is something to look forward to:

Day 1: ____________________________Day 2: ____________________________Day 3: ____________________________

Excited? What are you waiting for? Grab a ticket now! Tickets are at P200.00 each. Hope to see you there! Watch out for more alerts from SophComm. Once more, this is (name) signing out!”

D. Countdown Board

Two weeks before the event, the committee plans to put up a countdown board, which will remind the students of the number of days left before the event.

E. Homeroom Launch

A month before the event, the committee will request for time during one homeroom period to launch the event to AHS sophomores. The committee will tell them about the Sophomores’ Night particularly what will happen during the event, and show them a teaser video of the event.

F. Online Promotions

The committee plans to use social networking sites such as Facebook and Twitter to promote the event. The committee will do this by posting pictures of the final poster on Facebook, and changing the members’ profile pictures to this. Furthermore, the committee will promote on Twitter by constantly tweeting about the event and inviting more people to attend.

G. Room-to-Room Campaign

The committee will be going around the Second Year Wing to promote the event. The committee will enter each classroom and encourage sophomores to attend. The committee will begin promoting and going around campus on October 24.

2. COORDINATING WITH OTHER COMMITTEES

The committee has coordinated with Tickets Committee regarding selling of regular and donor tickets in AHS, and in other schools. The committee has coordinated with Decorations Committee regarding the designs of the posters, tarpaulins, and countdown board. The committee has coordinated with Logistics Committee for assistance in posting the tarpaulins and posters. The committee has coordinated with Sponsorships Committee regarding sponsor names on the posters.

3. SELLING OF TICKETS TO OTHER SCHOOLS

The committee will sell tickets while promoting the event to other schools in October. Twenty (20) extra tickets will be given to the committee to be sold during the school visits.

4. ASSISTING SECURITY COMMITTEE DURING THE EVENT

The committee will assist the Security Committee in keeping things in order in the whole duration of th event. The committee will also help man the off-limit areas and other areas.


July 01 – 02 : PARTY ROCK: SophComm Synergy NightJuly 20 - 26 : Meet with committee members to planJuly 28 : Compiling of request/needs for committeesAugust 02 : Disscuss furthermore the plans for promotionsAugust 03 - 07 : Discuss with Tickets and Decorations Committees for the desings of the tickets and postersAugust 23 – Sep 2 : Finalization of Poster and Ticket designsSeptember 22 - 27 : Send out letters of permission to other schools

September 27 - 30 : Coordinate with Documentations Committee for needed footage and pictures for promotional videoOctober 3 : SophComm Proposal for A-Team; correction of any errors pointed out by the A-TeamOctober 03 - 17 : Making and finalization of videoOctober 18 - 21 : Promoting in other schoolsOctober 24 : Promoting around Ateneo High SchoolOctober 24 – 28 : Coordinate with radio station DJ’s for promoting on airNovember 01 – 04 : Begin PA adsNovember 07 : Put up countdown boardNovember 09 : Promoting on radioNovember 12 : HELIOS: IGNITE THE LIGHT WITHIN

Sophomores’ Night 2011November 13 : Taking down posters

BUDGET ALLOTMENT

EXPENSESITEM PRICE QUANTITY TOTAL PRICE

1. Posters Php 31.00 60 pieces Php 1,860.002. Cartolina 31.00 25 pieces 775.003. Ballers 50.00 100 pieces 5,000.00

TOTAL Php 7,635.00

PROJECTED INCOMEITEM PRICE QUANTITY TOTAL PRICE

1. Ballers Php 150.00 250 pieces 37,500.00TOTAL Php 37,500.00

SEC UR ITY C OMMITTEE

Head: Juan Gabriel Orlina, 2MCo-Head: Loudrei Mikhail Lee, 2J

Secretary: Mark Adrian Francisco, 2M

Members:

Joseph Yitzhak Jayme, 2L Enrique Miguel Martinez, 2G Gerard Christoffe Reyes, 2H

OBJECTIVES


+ create and implement the event rules and regulations;+ provide medical staff and emergency ambulance;+ collaborate with APSA and other committees for the security needs

during the event;+ identify and collaborate with Megaforce Security Agency;+ respond to injuries that arise during the event; and+ implement all the necessary drills in case of emergency.

PLANS

M A P O F T H E A T E N E O H I G H S C H O O L

S E C U R I T Y M E A S U R E S

1. ENTRANCE (GATE NEAR THE DELANEY PLAZA, PATHWAY IN BETWEEN DELANEY PLAZA AND THIRD YEAR WING)

KOSTKA

4th Year Wing

Arrupe Hall

A. An appropriate sign, with the coordination of the Logistics Committee, will be held by one of the members of the Security Committee to distinguish that this is the entrance gate.

B. Before presenting their tickets to the members of the Tickets Committee, the attendees must present their respective school IDs or bring any kind of identification to the members of the Security Committee. If the attendee does not bring or present any kind of identification, he/she will not be allowed to enter.

C. There will be a bag check and a body check, manned by the two security guards (1 male and 1 female) before entering the venue to ensure that all prohibited items are not brought into the venue. Should any materials be brought, they will be confiscated upon entry.

List of prohibited items:

Firearms and Melee Weapons (i.e. guns, explosives, knives, slingshots)

Flammable Objects (i.e. cigarettes, lighters, matches) Gambling Materials (i.e. cards, poker sets) Drugs/Illegal Paraphernalia (i.e. marijuana, coke) Alcoholic Beverages (i.e. gin, vodka, beer) Contraceptives

D. The dress code will be posted at the entrance lines with the help of the Logistics Committee. If the attendee does not comply with the said dress code, he/she will not be allowed to go inside the venue unless he/she changes into the proper attire.

Muscle Shirt Tube Top Halter Midriff Top

Racer back Asymmetrical Top Dominant Black Clothes

E. The committee will request for extra security guards from Megaforce who will be informed of all the protocols mentioned above (prohibited items, dress code).

F. The guests will enter only through this gate. If emergencies happen, this will be a two-way gate – entrance and exit.

2. EXIT (GATE NEAR THE SOUNDS ROOM AND THE CHAPEL OF STANISLAUS KOSTKA

Members of the Security Committee will man this gate. This is strictly an “EXIT ONLY” gate.

An appropriate sign, with the coordination of the Logistics Committee will be held by one to the members of the Security Committee to distinguish that this is the exit gate.

This gate will only be opened if an emergency happens and after the Lockdown Period.

3. MODELS AND PERFORMERS’ ENTRANCE (GATE NEAR THE P.E. SUPPLY ROOM, IN BETWEEN THE ATENEO HIGH SCHOOL COVERED COURTS AND THE ARRUPE HALL)

Members of the Security Committee will heavily man this gate to prevent any of the guests from going to the restricted areas.

4. BAGGAGE COUNTER (4N CLASSROOM)

The baggage counter will be in the classroom of 4N for the guests to have a place to leave their belongings. We will coordinate with the Logistics Committee who will then coordinate with the Physical Plant Office for our permit to use the classroom.

There will be a table outside the classroom that will serve as the counter where the tags will be given.

A group of volunteers from the Sanggu-HS and an extra guard will man this area.

Number tags will be provided for those who would want to drop off their bags before going inside the venue. There would be two tags, one to be given to whoever will drop their bags and the other one that will be pinned onto the bag. They may only claim their bags if they have the tag that corresponds with the one on the bag.

5. SECURITY ROOM (4M CLASSROOM)

We will coordinate with the Logistics Committee who will then coordinate with the Physical Plant Office for our permit to use the classroom as our Security Room.

This will serve as the headquarters (HQ) of all the members, security volunteers from the different sub-committees and prefect volunteers.

During the event, all those who don’t have hourly shifts can either stay here or go inside and be with their friends.

When no one is using or inside the room, it will be locked by the Security Committee Co-Head (Gab Orlina).

6. RESTRICTED AREAS

The following areas have been restricted for use and entry during the program, specifically during the Lockdown Period:

Area in between the Ateneo High School Covered Courts and the 3rd

Year Wing (once the Lockdown period begins) 1st, 2nd, and 3rd Year Wings Court # 6 in the Ateneo High School Covered Courts (due to

construction) Murphy’s Walk Football Field and Track Oval Arrupe Hall (with the exception of the performers) MST Building Space near the Library and the ITC 4th Year Wing (once the Lockdown period begins)

All areas marked in red are some of the Restricted Areas mentioned above.

7. DRESSCODE

The following items are NOT allowed to be worn during the event (Will be shown to the public on a poster the night itself):

For Males For FemalesFor Both Male and

Female

Sandos or any form of Undershirt

Spaghetti Straps Slippers or Sandals

Tube Tops Torn Clothing

Halters or Haltered Tops

Shirts with Obscene Images and/or

Messages

Shorts (1 ½ “ above the knees)

Backless TopsExpensive Jewelry

(except for watches)

Midriff Tops Chain Accessories

See-Through Tops Visible Tattoos

Muscle Shirts

Asymmetrical Tops Cross Dressing

Racer BacksDominant Black

ClothingShorts (2 “ above the knees)

The attendees are NOT ALLOWED to dress up inside the venue if they do not follow the dress code.

The washrooms in the 4th Year Wing will be opened if they want to change.

8. GROUND RULES

The following actions are not allowed during the event and all those who will do these actions will be asked to leave the venue immediately:

Roughhousing Promoting violence or fighting Any sexual action Displaying Public Displays of Affection (Holding hands are acceptable) Bullying or threatening

9. PROPER DECORUM

There will be two (2) security guards, groups of members from the Security Committee and Prefect Volunteers that will be patrolling in the Ateneo High School Covered Courts to instil order.

If during the program, the ground rules are broken or are attempted to be broken, the following measures will be done:

1. All members of the Security Committee and the Special Events Guards will be alerted of the current situation.

2. When there is a fight or roughhousing going on, we will intervene the situation to prevent anybody else from getting hurt.

3. All the people involved in the fight or roughhousing will be identified and will be asked to leave the venue. They will no longer be able to return inside.

4. If some prohibited items were inconspicuously sneaked inside and caught by the Security Committee, these materials will be confiscated.

Only the Special Events Guards will have physical contact with the people involved should they resist.

Reminder: Other than the mentioned rules and regulations, all rules mentioned in the Ateneo High School Student Handbook, the laws of the Philippines and the international laws will be followed.

10. EMERGENCIES DURING EVENT

There will be instances wherein natural disasters will unexpectedly strike or when the crowd gets a little out of control. These are the steps we will execute should the following instances happen (NOTE: During the program, we will show these steps as reminders to the audience if in case these emergencies happen):

a) Earthquakes

All attendees will be forced to evacuate the area as quickly as possible in an orderly manner.

Members of the Security Committee will help in escorting all the guests out to an open field and will ensure the safety of all the guests. All gates leading to the restricted areas will be opened.

Some of the members of the Security Committee will stay at the back of the crowd so that they may close the gates.

The Security Committee will close all gates and look at the damage done.

b) Fire

Once an open fire starts, members of the Security Committee will alert the other members and surround the flame to prevent the guests from going near the flame.

The guests will then be asked to move at least 5 feet away from the flame so that no one would be burned.

One member from the Security Committee will get the fire extinguisher and extinguish the flame.

After the flame has been extinguished, the members of the Security Committee will check if any burns or damages to property were seen and report it to the corresponding committee responsible (i.e. Burns

are to be reported to the Medical Staff while damages to the decorations are to be reported to the Decorations Committee).

c) Stampede

All members of the Security Committee will be alerted of the situation. All gates will be opened so that the stampede will be cleared. Once the stampede seizes, all members of the Security Committee will

check if any injuries are seen and are to be reported to the Medical Staff.

d) Hostage

All members of the Security Committee shall approach the situation and will prevent anyone from gong near the situation.

The University Security will be alerted of the situation. The University Security shall be entrusted with the situation.

11. HOURLY SHIFTS

To ensure that all rules of the event are being followed, there will be hourly shifts. All members and volunteers will be involved.

TimePost in the AHS Covered Courts

Person/Group in Charge

6:00-7:00 PM

(Start of Lockdown @ 6:30 PM)

Entrance Gate/Exit Gate

Security Committee Members and

Volunteers, Special Events Guards (2 male,

1 female)

Gate leading to Track Oval

Security Volunteers (Promotions, Logistics)

Models’ Entrance GateSpecial Events Guard (1

female)

Covered Courts

Roaming Security Personnel (Security

Head, Co-Head, Prefect Volunteers)

7:00-8:00 PM Entrance Gate/Exit Gate Security Volunteers (Decorations, Finance),

Special Events Guards (2

male)


Security Committee Members

Models’ Entrance GateSecurity Volunteer

(Programs)

Covered Courts



8:00-9:00 PM

Entrance Gate/Exit GateSecurity Committee

Members, Special Events Guards (2 male)


Security Volunteers (Logistics)

Models’ Entrance GateSpecial Events Guard (1

female)

Covered Courts



9:00-10:00 PM

Entrance Gate/Exit GateSpecial Events Guards (2

male)


Security Committee Members

Models’ Entrance GateSecurity Volunteer

(Programs)

Covered Courts



10:00-10:30 PM

(End of Lockdown @ 10:30 PM)

Entrance Gate/Exit GateSpecial Events Guards (2

male)


Sanggu-HS Volunteers (Those who were not in charge of the Baggage

Counter)

Models’ Entrance Gate Security Volunteer (Programs), Special

Events Guard (1 female)

Covered Courts



* Note that the Megaforce Guard will be roaming around the walkway near Murphy’s Walk and the gate leading to the Satellite Cafeteria (big gate that will be used for the entry of the Emergency Vehicle).

Check whether the attendees are in compliance with the formulated Dress Code and Prohibited Items and follow all Ground Rules.

12. LOCKDOWN

Along with the Programs Committee, the Lockdown Period will commence when the program starts at 6:30 PM until 10:30 PM. After the Lockdown Period, the guests may leave the venue even without a letter from their parents since the program proper will end at 10:30 PM.

C O O R D I N A T I O N W I T H O F F I C E S A N D O T H E R S O P H C O M M S U B - C O M M I T T E E S

1. MEDICAL STAFF AND EMERGENCY VEHICLE – PUSH, HS INFIRMARY, APSA

We will coordinate with the PUSH Office if they can provide parent volunteers who will serve as Medical Staff. They will provide the 1st Aid Kit

We will also coordinate with the APSA Office with regards to having the University Ambulance serve as our Emergency Vehicle for the event.

The Medical Staff will be at the Satellite Infirmary in the Ateneo High School Covered Courts for them to respond to all injuries reported faster. The Emergency Vehicle will be parked in Court # 5.

2. LOGISTICAL NEEDS – LOGISTICS COMMITTEE, TICKETS COMMITTEE, DECORATIONS COMMITTEE, SANGGU-HS

a) Materials

The following are the materials we will use during the SophNight (with the coordination of the Logistics [Logistical Needs] and Decorations Committee [ID Design]):

i. Tables (one rectangular table, for bag check)ii. Beltrac (sixteen [16] beltracs, for restricted areas, baggage counter

and entrance lines)iii. Walkie Talkies (ten walkie talkies, for communication between

members)iv. SophComm IDs (for specification of involvement [i.e. Marshals,

Performers, SophComm Core & Moderators, Documentations, Logistics, Security])

v. Security Shirts (our attire for the event)vi. Monobloc Chairs (six monobloc chairs, near the entrance and exit

gates)vii. Nightsticks (four nightsticks, for bag check)viii. Megaphones (two megaphones, during emergencies)ix. Flashlights (seven to ten flashlights, for restricted areas and during a

brown-out)x. Fire Extinguishers (two fire extinguishers, in case of fire)

b) Security Personnel

The Security Committee wiil coordinate with the APSA, Megaforce Security, other SophComm Sub-Committees and Sanggu-HS for additional Security volunteers.

a. We will collaborate with the other sub-committees of SophComm with regards to their set of Volunteers.b. We will collaborate with the APSA for extra guards from Megaforce (4 additional male guards and 2 Female guards). c. We will consult the APSA for our Prefect Volunteers. Their main task is to ensure that all rules and regulations are being followed. d. We will collaborate with the Sanggu-HS for their set of Security Volunteers

Request Form for Extra Security Guards from Megaforce (for APSA)

REGULAR NIGHT SHIFT (4 GUARDS)

SOCIAL NIGHT SHIFT NEEDS

Admin (pipit) Driveway

Sibol DrivewayITC & 3rd Year Wing Roaming

MST

Additional Guards (6 guards)

Entrances (Main Entrance, Models’ Entrance), Exit, Murphy’s Walk &

Back of Covered Courts – Megaforce4 Male and 2 Female (Agency

Overtime Rate)Total Number of Guards 9 Guards

c) Workshops

To prepare our members for the event and all our plans like all the emergency procedures, we will hold workshops on what it takes to be a Security Committee member. This will take place three (3) weeks before the event.



July 29 : Finalization of Dress Code, Ground Rules, Baggage Counter (with Logistics Committee)August 6 : Submission of House Rules to Tickets Committee HeadSeptember 6, 7 : Coordinate with APSA Office RE: Security NeedsSeptember 17 : Coordinate with Logistics Committee RE: Poster and Logistical NeedsSeptember 23 : SophComm Proposal to the A-TeamSeptember 29 : Coordinate with Contact RE: Security Shirts and SophComm IDsOctober 10 : Coordinate with PUSH Office RE: Parent Volunteers as Medical StaffOctober 17 : Inform students about Emergency ProceduresOctober 25 : Inform Physical Plant Office RE: Contractors of the Sponsorships

CommitteeNovember 12 : HELIOS: IGNITE THE LIGHT WITHIN

Sophomores’ Night 2011November 13 : Taking down of decorations

BUDGET ALLOTMENT

ITEM PRICE QUANTITY TOTAL PRICE

1. Security Guard

Php126.25/hr 6 for 7 hours Php 5,302.50

2. IDs Php 2,000 N/A Php 2,000.00TOTAL Php 7,302.50

APPENDIX

Sources of the Pictures Used

Dominant Black Clothing: College Fashion Net. College Fashion Net, 2009. http://www.collegefashion.net/fashion-tips/colors-and-fashion-do-you-have-a-favorite-neutral/ (accessed September 7, 2011)Halters: Pruitt Global Chat. Pruitt Global, 2009. http://www.pruittglobalchat-onlinemall.com/outfitters.html (dead link, accessed August 21, 2011)Midriff Top: Clothes Ground. 2010. http://www.clothesgoround.com/clothesgoroundblack.html (accessed August 21, 2011)Muscle Shirt: VT Army and Navy.http://www.vtarmynavy.com/city-camo-muscle-shirt.htm (accessed August 21, 2011)Tube Top: How to make a smocked tube top. Altered Cloth, 2010. http://www.alteredcloth.com/blog/2007/05/how-to-make-a-smocked-tube-top.php (accessed August 21, 2011)

DOC UMEN TA T ION S C OMMITTEE

Head: Amiel Paolo Manalo, 2LCo-Head: Luis Agustin Yotoko, 2H

Secretary: Joshua Gil Cruz, 2H

Members:Chace Garcia, 2E

Henry Gonzales, 2H Vip Mendoza, 2L

RJ Ramirez, 2L

Karl Sanchez, 2L Matt Untalan, 2H

Kali Vidanes,

2H Mari Villarin, 2H

Lance Miguel, 2L

OBJECTIVES

http://www.alteredcloth.com/blog/2007/05/how-to-make-a-smocked-tube-top.php

http://www.alteredcloth.com/blog/2007/05/how-to-make-a-smocked-tube-top.php

http://www.vtarmynavy.com/city-camo-muscle-shirt.htm

http://www.vtarmynavy.com/city-camo-muscle-shirt.htm

http://www.clothesgoround.com/clothesgoroundblack.html

http://www.pruittglobalchat-onlinemall.com/outfitters.html

http://www.pruittglobalchat-onlinemall.com/outfitters.html

http://www.collegefashion.net/fashion-tips/colors-and-fashion-do-you-have-a-favorite-neutral/

http://www.collegefashion.net/fashion-tips/colors-and-fashion-do-you-have-a-favorite-neutral/


+ document everything that is associated to the Sophomores’ Night;+ invite organizations such as Zoom Photography and Video Club who

will document the event and Hilites Magazine and AMDG who will publish a write-up about the event;

+ aid the fundraising aspect of the event by having a photo booth;+ prepare five videos (beneficiary video, models video, batch video,

SophComm video, synthesis video) that will support the three main parts of the event; and

+ make a portfolio about the Sophomores’ Night Committee 2011-2012.

PLANS

1. DOCUMENTATIONS

The committee will ensure to take minutes in every meeting before the event. The members will take turn in taking down minutes in every meeting. A copy of the minutes will be posted on the committee’s Facebook account.

The committee will document the model practices and preparations for the Sophomores’ Night.

2. INVITE ZOOM PHOTOGRAPHY AND VIDEO CLUB

Zoom Photography and Video Club will document the event.Letters will be released to the AMDG, Hilites Magazine, Zoom Photography, and Video Club to ensure their coverage of the event. The committee will assign designated places and proper shifting timeslots for the volunteers who will document the event.

The committee will obtain the photographs and videos from Zoom Photography and Video Club. After editing, selected pictures will be given to AMDG and Hilites Magazine that will be used for the write-ups. An article written by a sophomore about the event will be featured in the different school publications, Hilites Magazine and AMDG.

3. PHOTO BOOTH

The committee will prepare the equipment for the photo booth.The committee will design and print a tarpaulin with the logo of the Sophomores’ Night that will be used as the backdrop of the photo booth.

The photo booth will be open for the first two hours of the event only. Two members will print the photo booth pictures taken. Two members will man the cashier for the payment of pictures. Each member will work for an hour.

4. VIDEOS

The committee will make the videos for the Sophomores’ Night. The tasks will be divided by the members of the committee.

5. PORTFOLIO

Compilation of everything related to the Sophomores’ Night Committee will be finished by the end of December 2011. The finished product will be the Sophmores’ Night Committee 2011-2012 portfolio.


September 6 : Finalize the Sophmores’ Night Committee Budget Proposal

September 7 : Release the invitation letters to Zoom Photography, Video Club,

AMDG, and Hilites Magazine moderatorsOctober 1-29 : Document the modeling practicesOctober 11 : Print the tarpaulin for the photo booth

November 9 : Follow-up Org Moderators about the partnership of the

Sophomores’ Committee with themNovember 10 : Orient the members of Zoom Photography and Video Club

about their shiftsNovember 11 : Assemble the entrance photo boothNovember 21 : Present the budget report as of date to the Finance

CommitteeDecember 12-16 : Compile all documents for the portfolio

ITEM PRICE QUANTITY TOTAL PRICE1. Printing Needs (ink, photo paper, short bond paper)

Php 15.00 300 pieces Php 4,500.00

TOTAL Php 4,500.00January 13 : Finalization of the Sophomores’ Committee 2011-

2012 Portfolio

BUDGET ALLOTMENT

EXPENSES

PROJECTED INCOMEITEM PRICE QUANTITY TOTAL PRICE

1. Photo Booth Photos

Php 50.00 300 pieces Php 15,000.00

TOTAL Php 15,000.00

FOOD C OMMITTEE

Head: Justin Angelo Manlulo, 2JCo-Head: Daniel Joseph Baysa, 2N

Members:Ren Attanacio, 2J

Gaston Villavicencio, 2J

OBJECTIVES


+ ensure ample food for all attendees by contacting 10 varied food stalls;+ contact food companies that the majority of the batch likes and invite

them to sell during the event;+ create a contract stating the obligations and responsibilities of the

Sophomores’ Committee and the food concessionaire; + provide cocktail tables during the event;+ help in the implementation of the waste management plan; and+ help the Sophomores’ Committee raise funds for the beneficiary.

PLANS

1. FOOD COMPANIES

The committee conducted a survey to find out which food companies the batch wants to sell food during the event. In coordination with Sponsorships Committee, the committee will contact and invite the food companies which garnered the highest votes in the survey to sell food during the event. A contract will be made stating the provisions that the food companies will follow before, during and after selling their products.

The committee plans to help the food companies set-up their food stalls before the event. The committee will provide the needed materials such as extension wires and etc. The committee will supervise the systematic way of distributing food to buyers.

The following are the results of the survey conducted to the sophomore batch. The respondents were asked what food company do they want to sell food during the event.

Food Company No. of Votes Rank

Yellow Cab 97 votes 1Jollibee 55 votes 2Greenwich 49 votes 3Potato Corner 47 votes 4Chowking 45 votes 5Froyo 39 votes 6Siomai 39 votes 6Hotdog 38 votes 7Shawarma 37 votes 8KFC 37 votes 8Fish and Co. 34 votes 9Magoo 33 votes 10Thumbs Up 31 votes 11Zagoo 21 votes 12Cotton Candy 10 votes 13

The top ten will be contacted first while the others will serve as back-up should a company declines the invitation.

2. CONTRACT

Below is the contract to be agreed upon by the Sophomores’ Committee and food company:

A G R E E M E N T

KNOW ALL MEN BY THIS PRESENT:

This is an agreement entered into this ____ day of ________________, 2011, by and between the following:

The ___________________________, a student organization of the Ateneo de Manila University, represented herein by its ______________________, Mr. __________________________, and hereinafter referred to as Party “A”;

-and-

_________________________________, a concessionaire/corporation engaged in the food and restaurant business with principal office address at _______________________________________________________________, represented herein by its __________________________, Mr./Ms.____________________________, and hereinafter referred to as Party “B”;

Witnesseth; That:

WHEREAS, Party A has organized a special school event to be held on ______________, 2011, at the High School Campus of the Ateneo de Manila University in Loyola Heights, Q.C.;

WHEREAS, Party A is principally required to provide the event with adequate food concessionaires from where the students, their guests and other participants may buy a variety of food items and meals at reasonable prices;

WHEREAS, Party B has offered to serve and supply food during the said special school event, which offer Party A hereby accepts under the terms and conditions set forth herein below;

UPON THE FOREGOING PREMISES, the Parties herein have agreed as follows:

TERMS AND CONDITIONS

I. OBLIGATIONS & RESPONSIBILITIES OF PARTY A

1. Provide a standard area of 4 square meters for setting-up booth or food station. Size of the area may vary depending on the amount of rent Party B is willing to pay therefore.

2. Supply the chairs and tables and other furniture leased by Party B.

3. Secure the necessary permits and required documentation for the entry and exit of Party B’s pre-approved (by Party A) personnel and equipment into the campus grounds as well as for conducting their business operations and related activities. Any expense to be incurred for this purpose shall be paid by Party B.

4. Create a support team or point person to attend to requests or complaints of Party B during the event and for over-all coordination.

5. Party A will exercise general management over the conduct of transactions and system of doing business while Party B remains within the campus grounds.

II. OBLIGATIONS & RESPONSIBILITIES OF PARTY B

1. The food concessionaire shall pay the amount of Php 2,500 as space rental for the standard area of 4 square meters. Should the food concessionaire opt to avail of a larger space a corresponding payment will be applied.

2. The amount paid shall cover 7 hours from setting-up until packing-up. The food concessionaire may set-up two hours before the event.

3. If late, the payment will remain the same regardless of the time the food concessionaire arrives.

4. The food concessionaire shall anticipate the amount of food to be sold. The Sophomores’ Committee is not liable to any unsold product.

5. The food concessionaire shall take charge in setting up the booth within the given space.

6. The food concessionaire shall be provided with trash bins by the Food Committee for this is part of the waste management plan of the committee.

7. The food concessionaire shall not serve food on a Styrofoam container.

8. The food concessionaire shall guarantee that the food is sanitary. The Sophomores’ Committee will not be held liable for any illnesses caused by the food.

9. The food concessionaire shall ensure good and quick service to the customers.

10.The food concessionaire shall be responsible of disposing their own trash after the event and before leaving the school premises.

IN WITNESS WHEREOF, the Parties herein have placed their respective signatures in the space provided herein below, this ___________, 2011, in Quezon City.

3. COCKTAIL TABLES

The committee will coordinate with Logistics Committee in borrowing cocktail tables from the University PPO. The tables will be placed near the food stalls. See floor plan below.

4. IMPLEMENTING WASTE MANAGEMENT PLAN

The committee will help in the implementation of the waste management plan. The committee plans to provide trash bins near the food stalls. The concessionaires will be asked not to serve food in a Styrofoam

container. After the event, the committee will ensure that all trash is disposed properly. See diagram below for waste disposal plan.

5. EARNING FUNDS

The contacted food companies will pay a space rental worth Php 2,500. This amount will be stated in the contract that both parties, the Sophomores’ Committee and food company will agree upon. The profit from the space rental will be given to the Finance Committee who in turn will give to the beneficiary.


July 1-2 : PARTY ROCK: SophComm Synergy NightJuly 28 : Proposal – First DraftAugust 11-October 07 : Contacting and inviting food companiesAugust 12, 18 : Mock ProposalsAugust 19 : Proposal – Second DraftSeptember 7 : Submit the JPEG format of the proposal for the

powerpoint andthe proposals to the moderators

September 27 : Inform 3 concessionaires about the contract signing that will take place on September 30, Friday

October 4 : Inform 3 concessionaires about the contract signing that will take place on October 7, Friday

October 11 : Inform 3 concessionaires about the contract signing that will take place on October 14, FridayNovember 12 : HELIOS: IGNITE THE LIGHT WITHIN


BUDGET ALLOTMENT

EXPENSES

ITEM PRICE QUANTITY TOTAL PRICE

1. Food for performers/guest

s

Php 100 63 Php 6,300.00

TOTAL Php 6,300.00

PROJECTED INCOME

ITEM PRICE QUANTITY TOTAL PRICE1. Space Rental

(inclusive of electricity)

Php 2500.00 10 Php 25,000.00

TOTAL Php 25,000.00

SP ON SORSH IP S C OMMITTEE

Head: Luis Gabriel Enriquez, 2NCo-Head: Ken Kristoffer Caliwara, 2J

Secretary: Angelo Gabriel Aguirre, 2N

Members:Emmanuel Soriano, 2J

Renz Rafael Tumbaga, 2F

OBJECTIVES


+ provide sponsoring companies whose company thrusts and values are aligned with those of the Ateneo de Manila High School;

+ provide for the needs of the other sub-committees within the Sophomores’ Night Committee;

+ prepare sponsorship packages and ensure the compliance with the agreements stated in the different memoranda before, during and after the event proper;

+ thank sponsors by sending letters/tokens after the Sophomores’ Night; and

+ update and consolidate the list of contacted sponsors for future use.

PLANS

A. TARGET SPONSORSHIPS AMOUNT

The committee will set a targeted cash amount of P90,000 (excluding the ex-deal merchandise) to be gathered through the event’s sponsors. The amount will be the minimum amount needed to defray the costs of the event. However, the target amount can be surpassed and in the event that it does, the amount will be used for the benefit of the chosen beneficiary.

B. COORDINATE WITH THE OTHER SUB-COMMITTEES TO IDENTIFY NEEDS WHICH CAN BE SPONSORED

Programs

Hosts for the program DJ for the program Clothes for the Fashion Show Salon for the Fashion Show Tokens for the performers

Tickets

Printing press to print tickets

Food

Booths to sell food and beverages to attendees Contracts for booth lease

Promotions

Media companies such as radio stations, publications to promote the event

Decors/ Logistics

Assist in contacting materials providers (e.g LED screens, Sound symtem, etc.)

The committee is also open to receiving merchandise aside from cash pledges from the companies. Although this will mean reducing the cash pledge amount we will be asking from them, this will also mean cutting down the expenses of other committees by providing for some of their needs.

C. CONTACT PAST SPONSORSHIPS COMMITTEES FOR SPONSORS LISTS AND FILES FOR REFERENCE

The committee will speak to the past committee heads and representatives to obtain lists of contacted sponsors and to seek advice.

D. COMPOSE COVER LETTERS AND SPONSORSHIP PACKAGES

The committee will prepare cover letters and sponsorship packages in preparation for the communication between the committee and companies. As stated in a previous section, we will also be drafting specialized exchange deal contracts for potential major sponsors which will constitute a reduced cash pledge amount in exchange for merchandise. We will also be releasing a letter to students of the 2nd year batch requesting for sponsors.

E. COORDINATE WITH PUSH COUNCIL

The committee has decided to enlist the support and assistance from the Parents Union for School and Home (PUSH) Council in getting sponsors for the event. However, we will only be coordinating with the PUSH Council to obtain contacts; we will not be letting the PUSH Council themselves negotiate with the sponsors. The Co-Head of the committee will be in charge of this.

F. CREATE GUIDE LIST OF SPONSORS

The committee will create a list of sponsors to be contacted. Prioritized will be the companies who have sponsored the event in previous years. The companies have been classified into the following categories: Food and Drink, Publications and Media, Clothing ang Apparel, Hygiene and Personal Care.

Companies included in the list will also have to comply with all rules and regulations set forth in the Ateneo de Manila High School Student Handbook.

G. FAX SPONSORSHIP LETTERS AND NEGOTIATE WITH THE SPONSORS

The committee will be communicating with the sponsors through fax. Documents such as letters and sponsorship packages will be sent through here. E-mail will serve only as a last resort. The committee also aims to create transcripts of the communication.

H. DRAFT AND SIGN A CONTRACT WITH THE SPONSORS

The committee will prepare memoranda of agreement to be signed after the agreements between the committee and companies have been finalized. The MOAs will contain the package availed and the priveleges to be granted. The terms and agreements will also include other provisions/protocols made by the other committees, such as the Security and Logistics committees.

CONCEPT/PROCEDURE OF GETTING AND CONTACTING SPONSORS:1. As mentioned above, all communication with sponsors will be done mainly through faxing documents and telephone calls. These will be done within the regular office hours (until 5 – 6 p.m.).2. Most of the contacting of companies will be done in the Office of Student Activities during break hours. 3. Faxing of these documents to the marketing departments of companies will be done mainly on Mondays to Thursdays.4. Following up on these faxes will be done regularly on Fridays with direct phone calls to the companies.5. The faxing and following up of documents that will be done will all be marked and noted on the committee’s guide list and calendar.6. Once the company and committee have reached an agreement on the terms and conditions of the contract, the contract will be drafted, signed by the moderators, then faxed to the company. The company will then be requested to sign it and fax back to the committee. If however, the company prefers to have the contract signing in person, the committee will arrange a meeting with the committee moderators and company representatives. 7. All hard copies of letters, contracts and negotiations will be kept by the Sponsorships Committee while the Documentations Committee will be furnished copies.8. After the contract has been finalized, the companies will be reminded on a weekly basis of their contract.

I. ENSURE SPONSORS NEEDS ARE MET

After contracts have been finalized and signed, the committee will then coordinate with the other sub-committtees within the SophComm to prepare for the needs of the sponsors. (cf. sample list below)

Committee: Task Done:

Programs Give list of sponsors to be mentioned during the program Confirm hosts and DJ for the program, fashion and apparel providers for the Fashion Show

Logistics Give list of sponsors with accompanying booth specifications (depending on sponsorship package availed of by sponsor)

Confirm lights and sounds system providerPromotions Give list of major sponsors to be included in

promotional materialsFinance Surrender cash pledges

Decorations Confirm party planning or decorations company who will be providing materials and/or decorations

Food Confirm food and beverage companies who will set-up booths and sell during the event

Tickets and Audit Confirm printing press who will be printing the tickets

Documentation Give list of sponsors who will be included in the video

*Note that although we have specified the week 2 weeks before the event as the final week of signing contracts, we will be prioritizing the companies sponsoring the above needs. We also be prioritizing negotiations with potential major sponsors because the Promotions committee will be including the companies’ logos in their promotional materials.

J. ENSURE COMPLIANCE WITH THE MEMORANDA OF AGREEMENT BEFORE, DURING AND AFTER THE EVENT.

The committee will collect the pledge amount and ex-deal merchandise negotiated upon from the sponsors. These will be checked and compared to the contract signed and agreed upon to see if the sponsor honored its part of the contract.

During the event itself, we will be present during the ingress and egress of the sponsors and their booths. We will be the ones handling the needs of the sponsors and their representatives.

Right before, during and right after the event, we will review what the sponsors did during the event and again compare it to the agreed upon contract to see if the sponsors honored their parts of the contracts

K. THANK SPONSORS AFTER THE EVENT

The committee will be sending letters or tokens to the sponsoring companies after the event to express the committee’s gratitude.

L. CONSOLIDATE DATABASE OF SPONSORS FOR FUTURE USE

The committee will compile the lists of contacted sponsors from previous years and the list used this year. This will then be handed over to the Office of Student Activities for future committee’s use.



July 18-25 : Preparation of Letters & Packages

July 22 : Deadline of Sub-Committee Needs (LATE; moved to July 30)July 29 : Deadline of Target Amount for SponsorsAugust 1 - : Contacting sponsorsAugust 12, 18 : Mock ProposalsAugust 28 – Sept 8 : Finalize list of contacted sponsors; prioritize SC needsOctober 3 : SophComm Proposal for A-TeamOctober 17 – 21 : Cut-off for contract signingOctober 21 - : Preparations for sponsors’ needs (logistical, specific floor layout,etc.)November 11, 2011 : Arrangement of assigned booths in CC, checklist of items in MOANovember 12 : HELIOS: IGNITE THE LIGHT WITHIN

Sophomores’ Night 2011+ Assisting in ingress of sponsors: 10am

onwards+ Systems check (compliance with MOA): 4-

5pm+ Assisting and event proper systems check: 6-

12 mn.+ Egress of sponsors – 12 30 am (Nov.13)

onwardsNovember 16, 2011 : Sending of letters of thanks/tokensOnwards : Consolidation of sponsors’ databaseBUDGET ALLOTMENT

EXPENSES

ITEM PRICE QUANTITY TOTAL PRICE1. Brown Envelope

Php 3.00/piece 20 Php 60.00

2. Gas Allowance Php 200.00 - Php 200.003. Food (Contract Signing)

Php 1000.00 - Php 1000.00

TOTAL Php 1260.00

T IC K ETS C OMMITTEE

Head: Myles Gabriel Santos, 2FCo-Head: Anton Gerard Cudiamat, 2B

Secretary: Gabriel Angelo Guevera, 2B

Members:

Van Valdez, 2CCarlo Nasol, 2F

OBJECTIVES


+ design a ticket that relates and exhibits the theme and motif of the event;

+ compute the number of tickets to be printed based on the projected number of participants;

+ contact printing company who will print tickets; + create a systematic way of distributing tickets; and+ sell tickets during the event.

PLANS

1. TICKET DESIGN

The committee plans to print two types of tickets, namely regular and

donor tickets. The regular and donor tickets cost Php 200 and Php 400

respectively. Below are the designs which the committee plans for the

Sophomores’ Night. The designs are based on the theme and motif of the

event.

Regular Ticket Front Design:

Donor Ticket Front Design:

Regular and Donor Ticket Back Design:

Note:

1. Back design will not have any color to lessen the expenses.2. Back design of the donor ticket is similar to the back design of the

regular ticket.3. Donor tickets control numbers will range from 1 to 50 while the regular tickets will range from 51 to 1550.

2. NUMBER OF TICKETS TO BE PRINTED

The committee plans to print 1550 tickets. The number of tickets was

derived from the estimated number of attendees. The estimated number of

attendees was obtained from the computation found in the table below.

<

DESCRIPTION NUMBER JUSTIFICATION

Regular Tickets:Total number 602 14 sections multiplied by 43 studentsof 2nd yr. students

Total number of tickets 1204 602 multiplied by 2 (each student is for 2nd yr. students encouraged to buy 1 ticket and sell

another ticket)

Total number of regular tickets 1500 rounded up from 1204 to

compensate for walk-in and out of

school sales

Donor Tickets: 50Number of tickets to be printed 1550

3. PRINTING COMPANY

The committee contacted an inexpensive yet capable company to print

1550 tickets for the event. Below are the two companies that the committee

are considering:

a. MC-1 Enterprises Printing Shop (Best Option) sells “high-quality, fully colored tickets” for at least Php 7.00

each may be perforated and numbered accepts a minimum of 100 tickets printed in different varieties of paper (i.e. glossy, etc)

b. Alfox Computer Centre sells “full colour, laser printed” tickets may be perforated and numbered price depends on size and quantity had not specified available paper varieties

4. TICKET CIRCULATION PLAN

Along with the finance committee, we will release letters regarding the SophNight with two (2) Regular Tickets attached to every student of the sophomore batch. These tickets are not considered sold, but students are highly encouraged to purchase and/or sell them. In the event that they choose not to, the Tickets Committee will collect all unpurchased tickets. The Finance Committee will take care of the payments concerning these tickets.

All of the SophComm Sub-Committees will be given ten (10) Regular Tickets each that they are to sell. The Programs Committee will be given an additional twenty (20) Regular Tickets to sell. This is to help with the reimbursements of the expenses of the Tickets Committee.

5. SELLING OF TICKETS DURING THE EVENTThe committee plans to sell tickets during the event to accommdate

those who still wish to purchase. A chair and a table will be set-up near the entrance gate for easy access of those who would want to buy. The committee plans to borrow chairs and tables from the Physical Plant Office of the school.



August 11 : Deadline for Logistical NeedsAugust 12, 18 : Mock ProposalsAugust 31 : Canvass for Printing Shops; Finalize Proposal DraftSeptember 24 : Correction of any errors pointed out by the A-TeamSeptember 25 : Deadline for finalization of printing shop and designSeptember 30 : Printing of TicketsOctober 2 : Redemption of TicketsOctober 18 : Distribution of Tickets to Non-AHS Students through the

Promotions CommitteeOctober 21 : Collection from the Finance Committee the list of students who

paid for the eventsNovember 12 : HELIOS: IGNITE THE LIGHT WITHIN


BUDGET ALLOTMENT

ITEM PRICE QUANTITY TOTAL PRICE1. Ticket Printing (Reg)

Php 8.00 1500 pieces Php 12,000.00

2. Ticket Printing (Don)

8.00 50 pieces 400.00

TOTAL Php 12,400.00

F IN A N C E C OMMITTEE

Head: Lorenzo Trinidad, 2BCo-Head: Renato Lorenzo Antonio Añel III, 2N

Secretary: Joaquin Gabriel Amante, 2N

Members: Elijah San Juan, 2NKen Cabangon, 2K

OBJECTIVES


+ collect and account for all the reply slips and receipt numbers through an organized system;

+ help committees determine and maintain a reasonable budget;+ monitor the flow of the money;+ assist other committees during the event; and+ create a final financial report of all the expenses and income of

SophNight.

PLANS

1. COLLECTING REPLY SLIPS AND RECEIPT NUMBERS:

The treasurers will be oriented regarding the system of collection of the reply slips and receipt numbers. Reply slips and receipt numbers will be collected by the class treasurers and given to the designated Finance member. All reply slips, receipt numbers and number of people going per class will be recorded.

A kit consisting of the flow chart, procedure and respective class list will be given to the class treasurers in order to prevent them from forgetting about the procedure.

Below is a table showing the members of the committee and the sections they are assigned to monitor.

Finance Member

Section Assignment

Lorenzo Trinidad

A, B, C

Keeno Amante

D, E, F

Lanz Añel G, H

Ken Cabangon

I, J, K

Eli San Juan L, M, N

2. ASSISTANCE TO OTHER COMMITTEES:

The committee will meet other committees and discuss budget and any possible budget replacements or budget cuts.

The Finance Committee will cooperate with the Promotions Committee and Tickets Committee for the selling of tickets in other schools.

Manpower will be provided to committees in need of it during the event, such as Logistics and Security.

3. MONITOR CASH FLOW

A financial report of the amount of money per collection week will be made every week.

4. FINAL FINANCIAL REPORT

All the unsettled accounts will be settled. Afterwards, a final financial report of all of SophNight’s incomes and expenses will be made.



July 20 : Finalize Finance Flow Chart, Plans and ObjectivesJuly 29 : Finalize Committee BudgetsAugust 1 : Draft and Finalize the letter; Enumerate Possible ticket pricesAugust 12, 18 : Mock ProposalsAug.11- Sept.22 : Prepare for proposal an help other committees if possible; Fix any problems with Finance Committee;

Finalize ticket price; Committee Consultations

September 26 : Submission of SophNight letters for approval and distribution; orientation of class treasurers of the system of collection; Borrowing of money for the Decorations

Committee, Logistics Committee, and Promotions Committee

October 3 : SophComm Proposal for A-Team

September 29, Oct. 7, 14, 21, 28Nov. 4, 10 : Collection dates for SophNight reply slips and receipts

September 26,October 17 : Allocation of designated budgets and borrowing of money from Cashier’s

Office if current money is not enoughSept.30-Nov. 11 : Tallying and keeping track of receipts and reply slips.November 11 : Preparation for SophNightNovember 12 : HELIOS: IGNITE THE LIGHT WITHIN

Sophomores’ Night 2011Nov.14-18 or 14-23 : Settling of all accountsNov. 24-30 : Making of the Final Financial Report.

BUDGET ALLOTMENT

Expenses

Committee Item Price Quantity AmountSub-Total

Documentation Printing Needs 15 300 4500 4500

TicketsTicket Printing (Regular) 8 1500 12000

Ticket Printing (Donor) 8 50 400 12400

Sponsorships Brown Envelope 20 3 60

Gas Allowance 200 1 200

Food for Contract Signing

1000 1 1000 1260

Promotions Posters 31 60 1860

Cartolina 31 25 775

Ballers 50 100 5000 7635

Security Security126.25/hr

6 for 7 hours 5302.5

IDs 2000 1 2000 7302.5

Programs DJ 5000 1 5000

Professional Band 20000 1 20000

Host/s 10000 2 20000

Fire Dancers 2500 1 2500 47500

Decors Gold Cloth 100 16 1600

Yellow Cartolina 5.25 40 210

Black Cartolina 5 10 50

Thumbtacks (Box) 12.5 5 62.5

Double-sided Tape 68.25 10 682.5

Masking Tape 31 35 1085

Tailoring 1000 1 1000

Carpentry Materials 3500 1 3500

Paint Material 2000 1 2000

Craft Materials 2500 1 2500

Miscellaneous 1000 1 1000 13690

FoodFood for performers/guest 100 63 6300 6300

Logistics Waste Collection 3000 1 3000

Industrial Fans 300 4 1200

Covered Courts 20000 8 hours 20,000

Sound System 40000 1 40,000

Lights System 40000 1 40,000

Stage 30000 1 30,000

Contingency Fund 8000 1 8,000 142200

Finance Contingency Fund 15000 1 15000 15000

TotalPhp

257787.50

INCOME

Income

Committee Item Price Quantity Amount

Documentation Photo Booth Photos 50 300 15000

Food Food Stall/Booth 2500 10 25000

Promotions Ballers 150 250 37500

Tickets Tickets (Normal) 200 964 192800

Tickets (Donor, w/ baller) 400 50 20000

Total Php 277500

APPENDIX

Expense Reimbursement Computation257787.50

- 192800.00 (Projected Ticket Sales)- 10000.00 (Donor Tickets sold by PUSH)- 24000.00 (10 Tickets sold by each sub-committee and additional 20 Tickets sold by Promotions)= 30987.50 (Covered by walk-in sales, photo booth sales, and a portion of baller sales)

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