SOP of IMU BALL

Dear all,

We have got responses for the IMU ball, but mainly from the medical batches. As this is an interfaculty event we would like more applications from all the faculties.

Here is the Standard Operating Procedure of IMU Ball. It is also displayed on the Social Concerns Board.

Standard Operating Procedure of the IMU Ball Committee

President

· Chairs committee meetings and makes important decisions with members’ approval

· Provide secretary with agendas for each upcoming meeting together with the vice presidents

· Discuss and prepare with the Treasurer the financial budget and the financial targets to be achieved by the Sponsorship Manager and Fundraising Managers with the Vice President (Admin)

· Allocation of duties

· Oversee actions of all committee members

· Conduct voting on all issues/ideas related to the IMU Ball (ie venue, theme etc)

· Update SRC on IMU Ball’s activities

Vice President (Admin)

· Aid the president on matters concerning administration

· Verify the minutes, proposals, reports and letters prepared by Secretary before approval by the President

· Discuss and prepare with Treasurer on financial budget and the financial targets to be achieved by the Sponsorship Manager and Fundraising Managers with the President

· Verify all financial reports by Treasurer before approval by the President

· Chair committee meetings regarding administration when the President is unable to attend

Vice President (Event)

· Aid the President on matters concerning the event proper and fundraising projects.

· In charge of all forms of contact with the hotel

· Ensure all activities regarding the event proper and fundraising projects to run smoothly

· Ensure all heads of departments update the vice president (event) and president on any slight progress of their assignments

· Verify the proposals and reports prepared by Heads of Departments before approval by the President

· Chair committee meetings regarding the event proper and fundraising projects when the president is unable to attend

Secretary

· Organize meetings and ensure all committee members are informed and any explanations for any absence to committee meetings are to be reported to the president

· Ensure all committee members attend all committee meetings

· Recording and printing of meeting minutes to be verified by the vice president (admin) after every meeting

· Typing and printing of proposals, reports and letters on all issues related to the IMU Ball

· In-charge of events applications

· Issue invitations to VIPs and Seniors of IMU, Seremban

· Attend all SRC meetings regarding IMU Ball with the president/vice president to record meeting minutes

· Conduct surveys in every batch of IMU

Booklet Manager/Vice Secretary

· Aid secretary in all matters concerned

· Designing (with aid of Head of Deco) and printing of booklets for the event proper

· Designing (with aid of Head of Deco) and printing of booklets for any events related to the IMU Ball

· Prepare a budget proposal for printing of booklets with approval by Treasurer

· Placement of participants in tables and prepare a map on the table arrangements

Treasurer

· Preparation of financial budget for proposal

· Discuss with SRC Treasurer and SAD for proposed budget

· Liaise with Sponsorship Manager and Fundraising Managers on financial matters

· Issue receipts to participants

· Collection of participation fees from participants

· Discuss and prepare with president and vice president (admin) the financial budget and financial targets to be achieved by the Sponsorship Manager and Fundraising Committees

· Prepare financial report on every update on all expenditures to be verified by Vice President (admin)

· Approve all budget proposals by Heads of Departments after discussion with the Vic President (admin) and President

· Approve all financial reports by Sponsorship Manager regarding all sponsors after discussion with the Vice President (admin) and President

· Open and manage the IMU Ball bank account

· Record all expenditures in an organized manner

Sponsorship Manager (1)

· Prepare a list of sponsors and negotiate with the sponsors on terms and conditions of the sponsorship

· Prepare door gifts (products of sponsors) for participants

· Prepare prizes (products of sponsors) for the Prom King and Prom Queen

· Liaise with Fundraising Manager on any sales of products of the sponsors

· Prepare financial reports on every sponsor details to be approved by Treasurer

· Update the President and Vice President (admin) on the progress of Sponsorship Manager’s activities

· Achieve all financial targets

Fundraising Managers (2)

· Come up with and execute all fundraising ideas after voted by members

· In-charge of all fundraising activities

· Come up with a way of sales of products of the sponsors and liaise with the Sponsorship Manager in this matter

· Liaise with the Event Managers on the preparation of all fundraising projects

· Prepare financial reports on every fundraising project to be approved by the Treasurer

· Prepare proposals on fundraising ideas to be verified by Vice President (Event)

· Prepare post-fundraising project reports to be verified by Vice President (Event)

· Update the president and vice president (event) on the progress of all fundraising projects

· Form a fundraising sub-committee

· Achieve all financial targets

Event Managers (2)

· Come up with and execute all ideas on the performances in relation to the theme (ie songs to be sung and danced by the performers) after voted by members

· Come up with and execute ideas to spice up the atmosphere of the event proper after voted by members

· Arrangement of performances including the timeline during the ball

· Conduct the audition to select the performers with the president and vice president (event)

· Appoint emcees and the backstage crew (sub-committee)

· Provide a venue map for all participants

· Conduct multiple rehearsals before the event proper

· Find volunteers to help out in the registration counter

· Liaise with the Fundraising Manager on preparation for all IMU Ball related events

· Prepare proposals on any ideas produced to be verified by Vice President (event)

· Prepare post-IMU ball related events and post IMU-ball night reports to be verified by the Vice President (event)

· Update the president and vice president (event) on the progress of the Event Manager’s activities

Multimedia Manager (1)

· Come up with and execute all ideas on making all creative videos after voted by members

· Liaise with publicity manager to produce promotional video

· Setting up audio and video during the ball (ie PA system, Lighting etc)

· Playing the correct video and suitable songs throughout the ball

· Liaise with the lighting company/IT Helpdesk on any multimedia related issues

· In-charge of audio and video in every event related to IMU Ball

· Produce all videos needed for the ball (eg Compiled slideshows by graduating batchs, videos needed for performances etc) and all events related to the IMU Ball

· In-charge of photographs and videos taken during the ball

· Prepare proposals on any ideas regarding multimedia to be verified by Vice President (event)

· Prepare post-IMU ball related events and post-IMU Ball night reports regarding multimedia – to be verified by Vice President (event)

· Forms a multimedia sub-committee

Head of Decoration (1)

· Come up with and execute all ideas on decorations after voted by members

· Decorate venue according to theme provided

· Liaise with vice president (event) to discuss rules and regulations and limitations of venue decorations

· Table decorations on IMU Ball Night

· In-charge of all props and table arrangements on IMU Ball Night

· Liaise with Booklet Manager on the design of all booklets

· Liaise with Publicity Manager on the design of all posters, tickets, etc

· In-charge of decorations for all IMU-Ball related events

· Prepare proposals on all ideas regarding decorations on the night itself and all IMU Ball related events – to be verified by Vice President (event)

· Prepare post-IMU Ball related events and post-IMU Ball Night reports regarding decorations – to be verified by Vice President (event)

· Update the President and Vice President (Event) on progress of all Head of Decorations’ activities

· Forms a decoration sub-committee

Publicity Manager (1)

· Come up with and execute all ideas on promoting IMU Ball 2009 and IMU Ball related events after being voted on by committee members

· Liaise with Multimedia Manager on promotional video

· Liaise with Head of Deco on the design of all promotional posters, tickets etc.

· In-charge of batch-to-batch promotion

· Prepare proposals on all ideas regarding publicity for the night itself and all IMU Ball related events to be verified by Vice President (event)

· Prepare post-IMU Ball related events and post-IMU Ball Night reports regarding all promotions done to be verified by Vice President (event)

· Update the President and Vice President (event) on progress of all Publicity Manager’s activities

· Ensure all students of IMU are aware of the IMU Ball 2010

· Forms a publicity sub-committee

Project Manager (1)

· Come up with and execute all ideas on running IMU’s Got Talent

· Liaise with Multimedia and Publicity Manager on promotions for IMU’s Got Talent

· Prepare proposals on all ideas regarding IMU’s Got Talent –verified by VP (event)

· Prepare post-IMU’s Got Talent reports –verified by VP (event)

· Update the President and VP (event) on progress of IMU’s Got Talent’s activities.

· Forms an IMU’s Got Talent subcommittee

Subcommittees

Decoration (11), Fundraising (3), Publicity (2), Sponsorship (6)

*numbers in brackets indicate number of members per committee excluding the Heads

Warmest regards,
Zia Shah