University Student Council 2011-2012 1

Special Events Committee

SPECIAL EVENTS COMMITTEE

Rationale
The University Student Council’s objective is to engage the student body in activities that promote and develop the university
spirit and uphold the ideals of the university, |through activities that aim to achieve a critical mass in the consciousness through
the magnitude of the impact of the events themselves.

The Special Events Committee aims to provide avenues to accomplish these goals and ensure a stronger sense of camaraderie
and community through activities that actively involve students. Events spearheaded by this committee will ensure a feeling of
belongingness.

Special events are defined as activities or undertakings that require extensive logistical, financial, strategic and marketing efforts,
as well as comprehensive promotions and publicity. They are not merely activities that can be calendared or integrated quickly
into the USC’s roster of activities without disrupting the established timeline and parameters of said activities. That is why it is
essential to create a committee that is steadfast in providing an environment that fosters the UP identity. The Special Events
Committee is tasked to handle the yearly events sponsored by the USC.

Vision
A special standing committee that upholds and protects the principles and objectives of the University Student Council, rendering
it useful and beneficial as a strong logistical, marketing, financial, promotional and publicity arm and strives for more
collaboration within and among the committees of the USC and with other organizations and collective groups within the
university for the direct benefit of the student body

Mission
A committee that is:
 SPEC-tacular
o Composed of events produced on a large scale that deems itself striking and attractive to the eyes of the student
body
 SPEC-ial
o A production of events that are designed and organized to always be bigger, better and greater from what they
usually are
 re-SPEC-ted
o Deeply admired for its abilities, qualities and achievements and gives back due regard to the wishes of the
members of the student body

Committee proposal prepared by Mara Kristina O. Recto, USC Councilor 2011-2012

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Special Events Committee

 SPEC-ialist
o The embodiment of the USC as a pool of leaders highly skilled in specific and restricted fields and possessing
detailed knowledge on projects and exhibits expertise in project and event management

SWOT Analysis
Strength
 New committee
 Strong logistical arm
 Helpful to all committees
 Projects based
 A Visible USC
Weakness
 Not yet as established as other special standing committees
 Unpredictable of what role it will play in the USC
Opportunity
 Many organizations and groups in the university
 Projects deemed as “ad hoc” in the USC
 Special occasions
Threat
 Other organizations and groups’ events
 Overworked
 Internal USC matters

Committee proposal prepared by Mara Kristina O. Recto, USC Councilor 2011-2012

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Special Events Committee

Proposed Committee Structure

Roles of the Members of SPEC:

The SPEC Committee
 Extends a supporting arm to all USC events
 Takes care of tie-ups with other entities outside the USC, most especially activities that are not directly concerning other
existing committees
 A logistical, marketing, financial, publicity and promotional arm to all USC committees needing it’s services
 Creates student-centered events
 Generates funds for it’s own events
 Encourages participation and close connections between and among other committees in the USC
 Strengthen the existing USC events with more value-adding activities
 Organize events that develop and strengthen the UP identity and culture

The SPEC Chairperson

 Supervise all the events and activities of the SPEC
 Oversee the development and progress of the events planned
 Evaluate and approve projects for the SPEC
 Ensure that the calendaring and advancement of the committee is on schedule
 Guarantee the success of the events under the SPEC
 Establish and maintain a good working relationship between and among the members of the committee

Committee proposal prepared by Mara Kristina O. Recto, USC Councilor 2011-2012

 University Student Council 2011-2012 4
Special Events Committee

 Delegate tasks equally and monitor the progress of the tasks under the members of the committee
 Confident and welcomes new challenges
 Is a team player
 Open-minded and dedicated
 Sets the pace and momentum for all proceedings
 Motivates the other members of the committee
 Strong drive to accomplish all tasks

The SPEC Secretary

 Document the meetings and attendance of the committee
 Safely keep, monitor and record the documents and files of the committee
 Coordinate with other committees
 Assist the SPEC Chairperson monitor the progress of the tasks
 Report to the SPEC Chairperson
 Attend all committee meetings
 Ensures the attendance of all members of the committee
 Ensure proper documentation for sponsors, other organizations and entities
 Turn over the files used for all events for documentation purposes

The SPEC Logistics Head

 In charge of venue procurement
 In charge of creating and implementing the program of the event
 In charge of the event’s program flow
 In charge of acquiring the event features and other needs
 Is mobile and can go to necessary places for possible venues and other facilities
 Good negotiator

The SPEC Publicity and Promotions Head

 In charge of the design and release of the publicity materials
 Procure low-price but high quality printers for tarpaulin, posters, and other necessary promotional materials
 Market for promotions sponsors whether print, TV, radio, web, etc., depending on the need of the event
 In charge of the conceptualization and execution of the promotional and publicity materials
 Resourceful and creative, has vision

Committee proposal prepared by Mara Kristina O. Recto, USC Councilor 2011-2012

 University Student Council 2011-2012 5
Special Events Committee

 Has good communication skills

 Knowledgeable in publicity design

The SPEC Marketing Head

 Market for sponsorship for cash and non-publicity and promotional materials such as cash, venue, x-deals, etc.
 Handle documentation for sponsors with regards to marketing
 Makes sure that sponsors get what they want
 Patient and persevering
 Charming and good negotiator
 Is mobile

The SPEC Finance Head

 Initiates all non-marketing fundraising efforts for the team including solicitations
 In charge of manning the booths
 Prepares the Income Statement and Accounts Receivable list
 Creative in thinking of ways to raise funds
 Maintains close relationship with Ways and Means committee and Finance committee
 Tedious and keen to detail

Plan of Action
First Semester
 UP Fair
o Help in marketing for sponsors
o Look for food vendors
o Scout bands available
*Discretion of Chairperson on Adhoc Committee
 University Scholarship Fair
 TATAK UP: UP Culture Celebration
o Free UP Party in celebration to hype the students for the UAAP Season
o UP Foundation Day Celebration: June 17, Friday
 Freebies Day
 USC Grand Pakain
 Welcome Orientation for all Transferees

Committee proposal prepared by Mara Kristina O. Recto, USC Councilor 2011-2012

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Special Events Committee

 Transferee Information Booth

Second Semester
 University Job Fair
 Campaign to increase the Voter’s Turn Out
 Graduation Batch Video and Picture Taking
 Pamaskong Isko
 International Students’ Day – November 17

Committee proposal prepared by Mara Kristina O. Recto, USC Councilor 2011-2012