2012 Proposal Sample

The Hong Kong Polytechnic University Student’s Union
Union Council
th
The 10 Rotaract Club of the Hong Kong Polytechnic University
2012-2013
Rotaractive
Proposal
Date: 17/2/2012
1
Content
Date Function
1. Late-June 2012 Inter-flow Camp
2. 7th July2012 Joint-University Installation
3. Late September 2012 Orientation Week
4. Early October 2012 Orientation Night
5. Late October 2012 Orientation Camp
6. Late October 2012 Green Environment Tour
7. 10th November 2012 Joint-University High Table Dinner
8. 24th November 2012 Joint-University Life X-perience
9. November 2012 Ink fish Fishing
10. 22nd December 2012 Decoupage Collage Art Workshop
11. Mid December 2012 Induction Session of the 11th Rotaract Club
12. December 2012 Interview Session of the 11th Rotaract Club
13. 22nd December, 2012 Christmas Ball
14. 12th January 2013- 19th International Services Trip

January 2013 -Oversea
15. Mid January 2013 Soup Delivery
16. 26 January 2013 Strawberries picking and BBQ – Joint University Function
17. January 2013 Wine Tasting and Table Manner Class
18. Early February 2013 Image and skin care Seminar
19. Mid February 2013 Inter-Consultation of the 11th Rotaract Club
20. Late February 2013 Annual General Meeting
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1. JOINT-UNIVERSITY INSTALLATION
Name:
Joint-University Installaion
Function Chairperson:
Yeung Chiu Fu, Jacko
Function Persons-In-Charge:
Tam Kit Hin, Jacky
Lau Pui Kui, Becky
Financial Secretary:
Leung Man Ling, Ling
Objectives:
This event provides the two University-based Rotaract Club a chance to co-operate and
communicate with each other. It also provides a platform for us to understand the culture of
Rotaract Clubs of different universities and Mother Club and hence to build a closer linkage
between new board members from the Rotaract Clubs of different universities. In addition, we
hope the Installation can enhance our understanding about the history and development of
Rotaract Club and Rotary in District 3450.
Date:
7th July, 2012
Time:
16:45 – 20:30
Venue:
Chiang Chen Studio Theatre, The Hong Kong Polytechnic University
Number of Participants:
Maximum 70
Target Participants:
Rotary Club of the Kowloon North
Rotary Club of the Island East
Rotaract Club of the Hong Kong Polytechnic University Students’ Union
Rotaract Club of the Lingnan University
Other Involved Parties:

The District Governor from the Rotary International
The Past District Governor from the Rotary International
The Chairman from the New Generation Committee
The District Rotaract Chairman from the District Rotaract Committee
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The District Rotaract Representative from the Rotaract District Committee
The President and Vice Presidents from the Rotaract Clubs of different universities
Community-based Rotaract Clubs
Other university-based Rotaract Clubs
Past board members
Fee:
$150 for member of Rotary Clubs
$100 for members of Rotaract Clubs
Free for Speakers
Function Rundown:
Time Activity
13:00-16:00 Venue Decoration and Technique checking
16:00-16:30 Rehearsal
Final Briefing to Organizing Committees
16:30-17:00 Reception
17:00-17:30 Opening
Speech given by guests
17:30-18:00 Introduction of Board Members of the Polytechnic University Rotaract Club
18:00-18:30 Introduction of Board Members of the Lingnan University Rotaract Club
18:30-19:00 Performance by each Rotaract Club
19:00-19:15 Presentation of Souvenir to guests
19:15-20:30 Refreshment
Sharing with other Rotaract Clubs
Photo-taking
Contingency Plan:
Problems encounter Possible solutions
1. If the Guests of Honors is a) Three days before the installation
absent, To confirm the attendance of the Guests of Honors and
members, we will contact them three days before the
installation. If the original speakers could not attend, we
arrange the other speaker (we will notice the speaker as
soon as possible) In case, the speaker is not available on
that day, the session will be cancelled.
b) The day of installation

We will contact the speaker again for installation to
confirm that they will come. We will cancel the session if
the speaker absents.
2. If there is schedule overrun, The schedule is subject to extend by not more than 30
minutes.
3. If the weather is bad, We will pay attention to the weather prediction of the Hong
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Kong Observatory. If bad weather is expected, we will
cancel the activity in due course. The event may be held
depending on the circumstances.
Promotional Plan:
 E-mails will be sent to target participants. Some Rotarians from Rotary Clubs and
Community –Based Rotaract Clubs will receive the invitation letters.
Preparation Schedule:
We will have regular meetings with the people-in-charge of the Rotaract Club of the Lingnan
University from now on. Below is our duty list of the people-in-charge of the Rotaract Club of
the H.K Polytechnic University Students’ Union.
Time Works to be done Persons responsible for the duty
March Book and confirm venue Yeung Chiu Fu, Jacko
April Find Sponsor for Lau Pui Kui, Becky
Refreshment and Souvenir
Find MCs Yeung Chiu Fu, Jacko
Confirm souvenir Tam Kit Hin, Jacky
Confirm the guests and Lau Pui Kui, Becky
speech givers Yeung Chiu Fu, Jacko
Tam Kit Hin, Jacky
May Confirm design of banner and Tam Kit Hin, Jacky
booklets
Send emails and letters to Lau Pui Kui, Becky
guests
Invite and confirm speech Yeung Chiu Fu, Jacko
givers
Confirm content of Tam Kit Hin, Jacky
performance
June Confirm decoration of venue Lau Pui Kui, Becky
Tam Kit Hin, Jacky
Film the video clip Lau Pui Kui, Becky
Tam Kit Hin, Jacky
Confirm guests Lau Pui Kui, Becky
Order banner, booklets and Yeung Chiu Fu, Jacko
souvenir
Late June Oder Refreshment Yeung Chiu Fu, Jacko
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Send emails to guests to Lau Pui Kui, Becky
remind them the date, time
and venue
Purchase Items for Yeung Chiu Fu, Jacko
Decoration
Prepare Powerpoint Tam Kit Hin, Jacky
Slideshow
Materials and Equipment Required:

Venue and Materials
1. Chiang Chen Studio Theatre 9 hours
2. Decoration a) Banner 1
b) Balloons 2 Packs
c) Cloth Around 20m
3. Pamphlets 100
4. Microphones 8
5. Notebooks 3-4
6. Invitation Letters Around 20
7. Guests Autograph Book 1
8. Corsage 30
9. Nametag 30
10. Pins 2 packs
11. Refreshment
12. Drinks
13. Tableware 100 Packs
14. Plastic tablecloth 2
Budget Plan:
( For PolyU only; 50% contribution of Polyu)
Income: $
Admission fees from Rotary members ($150 x20/2) 1500
Admission fees from Rotaract members ($100 x50/2) 2500
Total income 4000
Expenditure:
Invitation letters ($100 x1/2) 50
Banner ($100 x1/2) 50
Refreshment ($1000 x1/2) 500
Pamphlet ($32.5 x100/2) 1625
Autograph book ($80 x1/2) 40
Balloon ($100 x1/2) 50
Pin ($10 x1/2) 5
Cloth ($180 x1/2) 90
Tableware ($80 x1/2) 40
Napkin ($60 x1/2) 30
Plastic tablecloths ($20 x1/2) 10
Venue hiring ($230 x9hrs /2) 1035
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Receipt book ($20 x2/2) 20
Guests’ Souvenirs ($10 x70/2) 350
Decoration items ($210 x1/2) 105
Total expenditure 4000
surplus 0
Quotation:
Item Company Unit Price ($) Remarks
Pamphlet ePrint 39.72 ($47.4 x 0.8) Price for at least 100 copies
(A4, Colour Print, Print100 47.4 A total of $4,740 for 100
32 pages) copies
Tin Hung Scan 34.2 Price for at least 100 copies
Centre
Tip Top Digital 32.5 Price for at least 100 copies
Printing Co.
Remarks:
N/A
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2. ORIENTATION WEEK
Name:
Orientation Week
Kwok Yee Ting, DingDing
Lai Cheuk Lam, Natalie
Lai Nap Tak, Eunice
Lau Pui Kui, Becky
Objectives:
Through the Orientation Week, we targets at recruiting members and introducing the mission of
Rotaract Club. This is a valuable chance to give the whole picture of our upcoming events in the
four avenues, which are community services, international services, professional development
and club services, to our schoolmates, and attract them to join us.
Date:
Early October
Time:
09:00 – 18:00
Venue:
Podium of the Hong Kong Polytechnic University
Number of participants:
A maximum of 1,000
All students of the Hong Kong Polytechnic University

N/A
Subscription Fee:
Old members: HKD$20 per person
New members: HKD$30 per person
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Function Rundown:
Time Activity Details
09:00 – 09:15 Decoration / Maintenance Before the start of promotion and recruitment,
board members will make sure the decoration
and equipment used are under good condition.
Any breakage of the decoration materials will
be repaired or replaced by other materials as
soon as possible.
09:15 – 18:00 Promotion and All board members will be assigned several
Recruitment time slots to stay at the booth and shift duties.
At least 3 – 4 board members will stay there
and be responsible for different jobs shown as
follows:
- Deliver leaflets and introduce the
focused activities
- Distribute the application forms
- Collect money
- Give receipts and souvenirs
- Give membership card
- Add the applicants to our facebook
group if they have facebook accounts
- Warm reminder to applicants for joining
our upcoming activities
-
Contingency Plan:
1. If some of the members get We will suggest the members to pay a deposit of
insufficient money to pay for $50/$100, and mark down the contact information clearly
the orientation camp fee, in the form. We will remind the member that space will be
reserved for two day. After the days, the vacancy will be
released for other interested members.
2. If board members sick leave/ In the original job duty schedule, 1-2 names of available
absent of duty, board member will be put beside the on-duty list. When
one of the board member is absent, others can find out the
contact and replace the absence of duty if in need.
3. If members are interested in If these cases happen, board members will record the
orientation camp or night, but contact information of interested members in waiting list.
it is already full, If there are any vacancies, we will offer it to the members
in waiting list.
4. If the members recruited is As member’s recruitment is the most important process,

much less than our we will open an urgent meeting to evaluate on how to
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expectation, strengthen our promotion strategies. What is more, we
will increase the number of board members on duty in
each session.
Promotional Plan:
 All board members will wear the jong T-shirt to show team spirit and maintain onsistency.
 Leaflets will be delivered and board members will introduce the club and upcoming
activities verbally.
 A large banner will be posted up to draw people’s attention.
 A paper-made tree will be put beside the table for sticking labels with the members’ names
 Colorful decoration of the booth, the footsteps stickers on the floor and the big letters hung
above the booth will be made to attract people and promote our theme of the orientation –
ABC (A – Active, B – Beginning, C – Colorful).
 A number of 4R photographs of the core events will be shown.
 The logo of the Rotaract Club will be printed on the souvenirs like files.
 Sing the Rotaract song or our slogan at specified time to attract people’s attention.
 Members will be invited to join our Facebook group.
Time Works to be done
Early July - Mid  Design banner, notice board, leaflet, membership card and souvenir.
July  Discuss and confirm the designs of banner, notice board, leaflet,
membership card and souvenirs.
Late July  Contact the painting company to make banner, leaflets, membership
cards and souvenirs.
Early August  Communicate with other service societies to confirm the size of
booth.
Mid August - late  Prepare the decoration of the booth

August - make the slogan
- select photos and paint them
- make the “tree”
- make the “footprint”
Early September  Prepare the timetable of board members in Oweek

 Hold meeting on the arrangement of Oweek
Mid September –  Borrow the material needed from SU

Late September - desks, chairs, speakers, notice boards, sandbags
 Finish all decoration
Division of Work:
10
Duties Persons responsible for the duty
Delivering leaflets Yeung Chin Fu, Jacko
Ho Chun Huen, Iris
Chow Ka Ying, Evelyn
Ng Tsz Kwan, Joanne
Hung Chun Hin, Ricky
Tang Kin Hei, Kasper
Lau Pui Kui, Becky
Iu Hoi Yi, Wendy
Wu Man Yan, Yan
Receiving subscription fees Leung Man Ling, Ling
Lai Nap Tak, Eunice
IT helpers Hui Lok Hin, LokLok
Tam Kit Hin, Jacky
Design Lai Cheuk Lam, Natalie
Lai Nap Tak, Eunice
Lau Pui Kui, Becky
Contact painting company Lau Pui Kui, Becky
Decoration work Kwok Yee Ting, DingDing
Ho Chun Huen, Iris
Lai Nap Tak, Eunice
Lau Pui Kui, Becky
Setting timetable Kwok Yee Ting, DingDing
Contact person Kwok Yee Ting, DingDing
Borrowing materials from SU Yeung Chin Fu, Jacko

1. Desks
2. Chairs
3. Notebooks
4. Speakers
5. Receipt books
6. Stationary
7. Banner
8. Rods
9. Balloons
10. Nylon rope
11. Colored adhesive films
12. Notice boards
13. Sandbags
14. Photos
15. Color papers
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16. Memo pads
17. Books packing sheet
18. Corrugated fiberboard
19. Membership cards
20. Leaflets
21. application forms
22. Souvenir - file folders
23. Souvenir - memo pads
Budget Plan:
Income: $
Subscription fees from old members ($20 x300) 6,000
Subscription fees from new members ($30 x700) 21,000
Total income 27,000
　　
Expenditure: 　
Application Form($0.2x 250) 50
Leaflets -A4( $0.2 x1000) 200
Membership Card ($0.09 x1000) 90
Receipt booklet($20x20) 400
Photo 4R($0.65x40) 26
Banner(3'x8') x1 72
Souvenir - File($1.5x1000) 1,500
Souvenir - Memo Pad($1.6x1000 ) 1,600
Stationeries($50x1) 50
Stickers($10x5) 50
Ballon($15x2) 30
Total Expenditure 4,068
Surplus 22,932
Quotation:
Items Company Unit Price ($)
Photo (4Rx40) Skyalbum 0.65
　 KodakExpress 1.08
　 FOTOMax 1.2
Banner(3’x 8’) Banner Shop 96
　 Hong Kong Printing Centre 144
　 Banner 328 72
File Kingprint 1.5
　 Print 328 1.5
　 DreaMeachine 2.85
Membership Card Eprint 0.09
　 Kingprint 0.168
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　 Print100 0.33
Memo Pad(Single Color Print328 1.8
-50pages- 3’x3’)
　 DreaMeachine 1.9
　 Kingprint 1.6
Remarks:
Since the time and venue of orientation is not confirmed, the accurate time and venue are needed
to be confirmed later.
3. ORIENTATION NIGHT
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Name:
“Rotaractivation 扶輪‧起動”
Ho Chun Huen, Iris
Tam Kit Hin, Jacky
Ng Tsz Kwan, Joanne
Objectives:
Orientation night is the first function after recruiting our new members, therefore the night serves
as the introductory event for members to understand some fundamental information of Rotaract.
During the event, we will explain the background and objectives of Rotaract and the irregular
functions planned to be organized in the coming year.
The event provides a valuable opportunity for the members of PolyU Rotaract Club to know
each other, thus giving them a chance to encounter pals with same interests to join events
organized by PolyU Rotaract. Besides, the event serves as a moment for freshmen to understand
the practice and characteristics of extra-curricular activities in universities.
And five fundamental principles will be introduced to our new members, including morality,
intelligence, physicality, sociality and aesthetics emphasized in the games so as to echo the
targets of all-round education of PolyU Rotaract Club.
Date:
Early October, 2012
Time:
1800-2230
Venue:
1st prior: VA Room, The Hong Kong Polytechnic University
2nd prior: Podium Floor, The Hong Kong Polytechnic University
Members of Rotaract Club of the Hong Kong Polytechnic University
54 participants
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N/A
Fee:
HKD$15 per person
Function Rundown:
19:00-19:30 Registration We will collect the receipt and check their
and Group Division students ID card near the entrance. If the
participants have not paid the fees, they will
pay it before entering. We would divide the
participants into six groups of 9 participants for
each group. Attendance will be taken after they
divide into groups. All participants are required
to dress up in school uniform.
19:00-19:30 Ice-breaking games During registration and waiting time, the group
leaders will lead the group to play ice-breaking
games to warm up and meet their group
members. And each group member will think
their unique group names with the words “A”,
“B”, “C”, “D” and ”E” respectively.
19:30-19:35 Theme introduction The MC will introduce the theme of orientation

night and each group will introduce their group
names.
19:35-19:45 Introduction speech of The President of PolyU Rotaract Club will

Rotaract Club introduce Rotaract Club to all participants to
raise their knowledge of Rotaract Club and we
will introduce our upcoming activities in this
year.
19:45-20:15 Theme Game: Instruction:

Music Lesson 3 to 5 zones will be drawn up with different
- Huge Earthquake singer names. While background songs are
- Song Guessing played, participants have to avoid staying
inside the zones with the same singers of the
songs or they will be eliminated together with
participants standing outside the 4 / 5 zones
once the songs stop. After every round of
elimination, the 4 / 5 zones will shrink and the
elimination process continues until 6
remainders are resulted. The 6 remainders will
enter the next round “Song Guessing”.
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In the game, songs will be played with different
audio effects and the first participant succeeds
in speaking in front of the microphone and
recognizing the name of the song will attain 1
score for their group. Totally 7 songs will be
played in the round and the group with the
highest score will be the winner.
Hidden message:
Through the cultivation of music, our aesthetic
lives can be enriched.

PE Lesson The game will be divided into 9 rounds, in
- Mental Dinosaurs every round each group has to nominate 1
player for competition. Each player from the 6
groups will have 7 straws placed in between
joints of the players while the players have to
walk around without touching those straws by
hands. The ranking of those groups will be
determined by the speed of task completion of
every group.
The first 4 groups will enter a cup tournament

while the last 2 groups fight with each other for
the 5th and 6th place with a 8-on-8 basketball
match. The 2 winning and 2 losing teams of the
qualifiers in the tournament will compete for
the champion and the second-runner up
respectively.
Hidden message:
Through the physical cultivation, our body will
gain in strength.
20:45-21:15 Meal time After playing some games, we will provide

some food and drinks for participants, board
members and helpers and let them have a rest
and also chat with others.

Language Lesson Six of the groups line up. Then, a message of
- Rumors by Rumors an object name will be given to the first
participant. He/she needs to convey the
message to the next participant with his/her
body language, and one by one, to the last
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participant. The last participant needs to come
out to the front table. Six cups of soy sauce will
be placed behind the wrong answers and six
cups of Chinese herbal tea will be placed beside
the right answer. The last participant needs to
pick up one cup of drink that he/she thinks it is
the right answer. The group members need to
finish the drink together. The determination of
winner depends on the number of right answers
the group catches.
Hidden message:
The acquiring of correct answer bases on the
successful delivery of messages within a team,
in which teamwork is of paramount
importance.

G.E. Lesson Participants will be divided into pairs and wear
- Sabre Dance cloaks made of newspaper with their partners.
Those pairs will compete with each other and
the first group who succeeds in destroying the
cloak of the rivals with paper-made weapons
will be the winner.
Hidden message:
Participants have to consider their movements
with their partners before approaching the
rivals. Participants’ decisions on the shape of
weapons also determine the power of their
teams. Those decision-making procedures
involve and nurture the intellectual
development of participants.
Fire burn the Fence at the Instruction:

back Participants will be divided into groups of two
(back-up game) and other 2 people will be respectively
nominated as the one chasing and being chased.
If the chaser touches the chased one, their
identity will reverse. The chased one can evade
the pursuit of the chaser by standing at the back
of any group, then the person standing at the
front of the group will become the one being
chased instead and such procedures will last for
a certain period.
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Hidden message:
This game enhances group members’ listening
and analysis skills of what the others said, so as
to be a smart listener.
2215-2230 Prize-giving and photos We will give prizes to the group that has won.
taking
Contingency Plan:
1. If the weather is bad, If typhoon signal number one or amber rainstorm
warnings are hoisted, the event will be continued as usual.
We will alternatively book a function room if our
orientation night is held in podium. The mass games and
refreshment will continue.
If typhoon signal number three or above or red and black

rainstorm is hoisted before the event starts, we will
postpone the event and give notice to our participants
because of safety reasons.
2. If there is absence of The group leaders of each group will phone to their group
participants, participants to confirm with their participants and notice
them the date, venue, time and duration of the orientation
night two days in advance.
If participants are absent suddenly because of some

emergent situations, we will contact the participants in the
waiting list to join. The waiting list is prepared after the
orientation week for those who would like to join but do
not have enough places for them right at that moment.
3. If there are late and early For those early arrivals, they can use the time to go into
arrivals, their own group and chat with their group members, so as
to know each other more. If there are just a few people
arrived, the group leader will chat with the participants
first.
For those late arrivals, as we have time for ice-breaking

games, we will not start the activities of orientation night
until19:30. If the participants still cannot arrive by 19:20,
they will be allowed to go back to their group and
continue to play the theme games when they arrive.
4. If the time is running out, If there is not enough time, we will cancel one game:
‘Sabre Dance’. On the other hand, if there is still time left,
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we will play the back-up game: ‘Fire burn the Fence at the
back’.
5. For safety reasons, The clothing requirement must be comfortable and

convenient to play games.
The group leaders of each group are required to look after

their group, besides each group will have the judge to
follow the procedures of each game. At the same time,
they are responsible for observing and taking care of the
group. First aid box and apparatus would be prepared. If
some participants feel sick, we will settle them down and
take corrective action in a timely manner. If the
participants feel uncomfortable seriously, we will send her
to hospital.
6. If participants do not Board members will ask the participants about the
devote themselves to the reasons, if they find the rules are difficult for themselves
game, to follow. Board members will explain the rules to them in
person. Or, board members may arrange those participants
to group with the active participants.
7. If the meal cannot be The second theme game will end later than the preset time
provided immediately, or the dinner session will be arranged to commence after
the third theme game has finished.
Promotional Plan:
 Some posters or banners are designed and this probably encourages more members to join.
 As we will have the booth in orientation week, we can take this opportunity to promote the
orientation night and also collect the fee.
 If there are still vacancies, we will also send a mass e-mail to all members after the
promotion in the orientation week and create a Facebook event to attract participants.
August-September  Banners and decoration materials purchase
(Before the orientation week)  Find sponsorship of the meal
 Purchase all the necessary materials that needed in the
games.
 Find helpers
 Finish all the materials need to make by hand.
 Have a rehearsal of orientation night with our board
members and helpers to avoid time running and to
facilitate the procedures of the games.
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September  Conduct meeting to discuss the promotion
strategies which encouraging new members to join our
Orientation night during Orientation week
September  Assign board members to sit in the booth to collect
(during orientation week) money for orientation night and give them the receipts.
Remain them to keep the receipt as it will be the ticket
on that day.
September  Give notice given to participants through e-mail or
(after orientation week) telephone to briefly introduce the issues about
orientation night.
September  Prepare the decoration

(on the date of orientation night)  Confirm the meal from meal supplier.
 Game demonstration during the orientation night
Division of Work:
Banners purchase and decoration Lai Nap Tak, Eunice
Iu Hoi Yi, Wendy
Money collection Leung Man Ling, Ling
Lai Nap Tak, Eunice
Give notification Tang Kin Hei, Kasper
Ng Tsz Kwan, Joanne
Decoration and renting equipment Tam Kit Hin, Jacky
Lai Nap Tak, Eunice
Refreshment Yeung Chiu Fu, Jacko
Hui Lok Him, Lok Lok
Iu Hoi Yi, Wendy
MC Ho Chun Huen, Iris
Tam Kit Hin, Jacky
Games demonstration Lai Nap Tak, Eunice
Wu Man Yan, Yan
Lau Pui Kui, Becky
Kwok Yee Ting, Ding Ding

1. Nylon Strap
2. Audit visual Equipment
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3. Corrugated Fiber Board
4. Straw
5. Meal
6. Soy Sauce
7. Chinese Herbal Tea
8. Plastic Cup
9. Newspaper
10. Stationary
11. Banners
12. Prizes
13. Camera
14. Scissors
15. First Aids Box
Budget plan:
Income: $
Admission fee
Rotaract Members ($15 x 54) 810
Rotaract Board Member ($15 x 15) 225
Helpers ($15 x 4)
60
Total income 1095
Expenditure:
Meal 900
Nylon Strap ( $15 x 1 ) 15
Straw ( $0.5 x 60 ) 30
Soy Sauce ($ 20 x 1 bottle) 20
Chinese Herbal Tea ( $10 x 1 bottle) 10
Plastic Cup ( $ 1.5 x 30) 20
Prizes 60
Receipt Book ($10 x 2) 20
Sundry expenses 20
surplus 0
Quotation:
N/A
Remarks:
N/A
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4. ORIENTATION CAMP
Name:
Campathon
Wu Man Yan, Yan
Objectives:
Orientation camp is a function for our members to meet one another who shares the same belief
– to serve, to learn and to lead. The two-days-one-night camp provides the members a chance to
meet new friends, and enlarges one’s social circle thereby.
The main theme of the Camp is ‘Chase’. We chase to compete with each other, but the thing we
actually need to chase is every moment passing by. We should treasure every person, everything
and every opportunity we meet in our life. This Camp is also a chance for our participants to
chase---not only to compete with each other during games, but for every moment we have with
our beloved ones.
Date:
27 – 28 October, 2012
Time:
From 0900 at 27/10 to 1330 at 28/10
Venue:
Po Leung Kuk Steven Lo Kit Sing Pak Tam Chung Holiday Camp
Maximum 100 (Organizing Committees are included, about 20 peoples)
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N/A
Fee:
HKD$190 per person
Budget Plan:
Quotations:
Item Company Price ($/@) *Remarks
Camp book ePrint 7.6 Price for at least 100 copies
(A5, black & white, Print100 6.8 A total of $340 for 50 copies
12 pages) Tin Hung Scan 9.1 Price for at least 100 copies
Centre
Tip Top Digital 5.7 Price for at least 100 copies
Printing Co.
Poster ePrint 7 A total of $70 for 10 copies
(A4, coloured, Print100 4 A total of $40 for 10 copies
single-sided) Tin Hung Scan 6.5 A total of $65 for 10 copies
Centre
Tip Top Digital 1.5-1.6 Price for at least 20 copies
Printing Co.
Function Rundown:
Day 1:
9:00 – Assembly of /
10:00 Participants and
Ice-breaking
10:00 – Giving Camp-Tee /

12:00
Thinking of Group
Name and Slogan
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Mass Games: Instructions:
World Cup (1 hour) Two teams compete with each other and each team is grouped
in 7 members, including 1 “goalkeeper”.
The game is targeted at achieving goals within a time period,
e.g. 8 mins.
Rules:
1. All participants need to sit on floor and no floor-leaving
is allowed. If a participant leaves the floor during the
game, he gets a you.
2. Each team can decide their own team formation.
3. No body contact is allowed. If any, a foul is rewarded to

the opponent.
4. A foul is counted if the ball is thrown out of competition

area.
5. All foul will give the opponent a goal kick.
6. One mark is got when goal is achieved.
7. No substitution is allowed during the game.
24
Mass Game: Instructions:
Catch Me or Not? Everyone can have an identity and a tail, made of tissues (or
(1 hour) plastic bags). The team target is to pull away the tails from
the opponent’s members. Since every member has their own
identity, and the identity is leveled. After the tail of a member
(victim) is pulled away, the game is paused. The two involved
members (puller and the victim) will come out and compare
their identity. The higher leveled one wins the lower leveled.
The team which has more member remains in the game area
will be the winner team.
Rules:
1. Participants can move in the game area freely. They are
not allowed to exit the game area during the game.
2. Each one can pull away ONE tail ONLY.
3. The tail tied on body should be checked by judges or OC.

Never be too tight.
4. Participants can share their own identity with their own

group members.
5. The one whose tail is pulled away and the “tail-puller”

should show their own identities to judges. The identities
are only known by judges.
6. 10 minutes is allowed for each round.
7. Participants cannot have too much body contact. The one

who shows too much contact will be fouled out.
8. The one who is fouled out can still pull away the tail of
participants in the game area, while they cannot step into
the game area.
Identities:
1. Citizens - e.g. Citizen1, Citizen 2, etc.)
2. Bomb – Whatever the identities, both will be fouled out.
3. Peeping Man/Woman – If this identity pulls the tails of

the oppose sex citizens (If peeping man is woman, sex is
counted as man.), citizen is fouled out. If they are in the
same sex, peeping man/woman is fouled out. If both of
them are peeping person or the pulled one is police, both
25
12:00 – City Hunt Lunch is included
16:30
16:30 – Entering Camp-site /

18:00 and Check-In
18:00 – Dinner in Camp /

19:00 Site
19:00 – Mass Games: Instructions:

20:30 Each group needs to send out 4 members for each task. 3 of them
Iron Man
need to be blinded and stand with holding their hands. The left one
can only use his left hand and the right one can only use his right
hand for doing the task. The middle one needs to carry the fourth
member on the back. This member will order the 3 members to do
the task by verbal order only.
The 3 blinded members cannot take off their eyeshades until the
task done. The remaining team members should wait at the
beginning point for preparing the next task. They can start when
the previous task is done.
The team who can finish most of the tasks becomes the winner.
Mass Games: Instructions:

Just Do It Participants stand in straight lines with their group members
and turn around. Only the first participant from each line can
see the topic. When the person reads the topic, he has to think
of a set of motions to deliver the topic name to the next
member. The team with its participant (standing at the last
place) answering the correct topic name first will become the
winner. No member can emit sounds.
20:30 – Detective Game

22:30
22:30 – Camp Dance /

23:30
23:30 – Room Games
Day 2:
8:00 – 9:00 Breakfast /
26
9:00 – Mass Game: Instructions:
10:30 All members squat to form a circle and need to be blinded. Let
I Am Stupid Boy
there are n members in a group. Each member needs to shout one
number from 1 to n one by one (For example, the first member
should shout “I am stupid boy number1!”) without any
communication. If more than one members shout out the same
number at the same time, the game will be restarted (Start
counting by 1). The task is done when the nth member shout “I am
stupid boy number n” within the time limit.
10:30 – Watering Game: Instructions:

12:00 Half of the teams should sit in line facing to their opponent teams.
Spicy Spicy sushi
Members need to guess the number of members will stand up and
shout the number. For example, if the first member guesses 3
members will stand up, he should shout “Spicy spicy sushi who
eats, I do not eat, you need to eat! 3 of you 3 of you need to
eat…..” Other members can choose to stand up or not at this
moment. If there are 3 members stand up, the first member should
keep shout “……you need to eat, you need to eat!” if not, he
should shout “no one eat, no one eat” and pass to the second
member for repeating the whole procedures.
Bowls of water will be given to the remaining half team members.

They will stand behind the opposite team members. When
members of their side guess the number correctly, they can splash
the bowls of water to the opposite team for punishment. Water will
be refilled each round. The losing team cannot splash the winning
team at each round.
Watering Game: Instructions:

Speeders Two teams will stand in rows facing to their opponent teams. Each
time two members will play Rock-paper-scissors. The winning
members can use bowls to carry water so as to splash to the losing
members. However, the losing ones can also use umbrellas to
protect themselves from getting wet at the same time.

A battle royal All members can use different apparatus to splash water to others.
27
Power Blow All members will be divided in groups of two. Each time 5 groups
will participate in the game. They have to blow to the tubes which
are filled with water at the same time. The members who can blow
water out first will become the winner.
12:00 – Packing and be /

12:30 ready for check-out
12:30 – Sharing /
13:45
13:45 – Leave Camp and /

15:00 have lunch
Promotional Plan:
 We would promote the event in the orientation week. Posters are used. In addition, we would
like to introduce the event through our Facebook Group and Mass E-mails.

Materials Amount
1. Receipt Book 2
2. Water Bucket 12
3. Water Gun 12
4. Newspaper Self-prepared, 50
5. Camera 1
6. Firewood About 5kg
7. Sound and Music Equipment 1
8. Nylon Rope 1 Pack
9. Balloons 10 packs
10. First Aid Box 1
11. Rubbish bag 3
12. Scissors 5
13. Sign Pen 10
28
14. White Broad Pen 2
15. Adhesive Types 5
Contingency Plan:
Problems encounter Possible solutions:
1. If the weather is bad, Red rainstorm signal O camp will be postponed.
or above is hanged (Fee will be refunded.)
Typhoon No.3 signal O camp will be postponed.

or above is hanged (Fee will be refunded.)
Only yellow O camp will be run on schedule but all
rainstorm signal is outdoor activities will be cancelled.
hanged
Only showery All activities will be run on schedule.
Thunderstorm O camp will be run on schedule but all
Warning with outdoor activities will be cancelled.
showery
Thunderstorm O camp will be run on schedule but
Warning water game will be cancelled.
2. If the camp site cannot O camp will be changed to one-day camp held in PolyU.
provide the venue
suddenly,
3. If there is any road If the road needed too long time for reused, walk into the camp
obstruction when site.
entering the camp site,
If there is no road for walking in, O camp will be changed to
one-day camp held in PolyU.
4. If someone get hurt in When the participants get minor hurt, board member will ask
the camp, the site staff for help. If needed, the participants can take a rest
in room. However, when the participants get seriously hurt, we
will call the Hong Kong St. John Ambulance Team (27135555)
or The Government Ambulance Car Calling Centre (政府十字
車召喚中心, 27353355) for help but not 999, since 999 is not
fast enough. Participants will be sent to the nearest hospital for
treatment. At the same time, we will make a phone call to their
emergency contact person whom is recorded when the
participants apply the camp.
29
5. If someone get lost Committees and helpers will count the number of the
during city hunt, participants at each check point to minimize the chance of
losing some participants.
Committees and helpers will make a phone call to the losing

participants immediately. If we cannot contact them, we will
wait for his call within one hour. As all the board members
contact numbers of organizing committees and helpers are
shown on the camp book which is distributed in the very first
time. The lost participants can call the organizing committees or
helpers. If we still cannot get contact with the lose participants
after one hour, we will contact their emergency contact person.
6. If the participant has For the participants who were late when the city hunt had
delay in arrival, started, they will be told to enter the camp site himself at
5:00p.m. and they won’t join the city hunt.
7. If the participant is Board members will count the number of participants on the
absent, morning, if participant is absent, we will try to call him. If we
cannot find him, we will contact the emergency person of the
participant for understanding.
Fee will not be refunded if the participant is absent without any

notification 2 weeks before the O Camp.
Participant who cannot attend the O camp has notified the board
member within the 2 weeks just before the O camp, fee will not
be refunded. And we will call the member in the waiting list for
substitution.
8. If there are too many Lottery will be held. Other Participants will enter the waiting
applicants, list.
9. If there are too few We will send the promotion email again to all members and
people want to join the invite members by calling them by phone.
function,
Time Works to be done Persons responsible for the duty
30
April  Further develop the theme and All board Members
games of O-Camp
 Decide the details of rundown

of O-Camp
 Find sponsors Wu Man Yan, Yan
 Book the camp site Chow Ka Ying, Evelyn
May  Design and prepare camp book Lai Nap Tak, Eunice
Ho Chun Huen, Iris
 Design camp tee
 Prepare the deposit of camp tee Yeung Chiu Fu, Jacko
 Design mass dance Wu Man Yan, Yan
June  Learn mass dance All Board Members
 Try the games
 Rehearse the camp schedule
July  Prepare E-mail promotion Tang Kin Hei, Kasper

Ng Tsz Kwan, Iris
 Prepare and design leaflet Lai Nap Tak, Eunice
Ho Chun Huen, Iris
 Design and prepare camp book Hung Chun Hin, Ricky
August  Prepare mass game materials Hui Lok Hin, Lok Lok
Tam Kit Hin, Jacky
Lau Pui Kui, Becky
Iu Hoi Yi, Wendy
 Invite Organizing Committee All Board Members
and helpers
 Try the games All Board Members and

Organizing Committee
September  Camp book printing All Board Members
31
 Final Design the camp tee and
Camp tee making
 Prepare mass game materials
 Division of work of organizing Yeung Chiu Fu, Jacko

committees Ho Chun Huen, Iris
Remarks:
N/A
5. GREEN ENVIRONMENT TOUR (Community Service)
Name:
Green Environment Tour
Hui Lok Hin, Lok Lok
Ho Chun Huen, Iris
Objectives:
The Tour is to arouse participants' enthusiasm and concerns towards our deteriorating
environment. Members are granted a chance to get exposed to Hong Kong' rural area without the
slightest track of urbanisation. They are expected to learn some knowledge of the eco-biology
system and build friendships with other participants hence fostering the unity of Rotaract.
Date:
Early February, 2013 (Saturday)
Venue:
大嶼山北岸-大蠔 / 蒲台島 / 大埔滘自然護理區 (to be confirmed, depending on the weather)
Maximum 25 participants
- including members and board members
32
Green Sense
(They are to provide explanations and guidance to the trip and seminars.)
Fees:
$100 for members of Rotary Club
Function Rundown:
09:00-10.00 Seminar, Reminders Before the trip, the organizer will provide some
details about the trip, including the basic
knowledge of the site and lifes of the
environment. We will also held a briefing
section to detail the run-down of the trip and
matters that should be aware of.
10:00-11:00 Transportation (HKPU /

Campussite)
11:00-12:00 Social Service - cleaning As planned, social contribution will be done

the rural park / exploring before any entertainment so as to achieve the
for reports to the public aim of the trip first. Social service will done
under the instruction and advice of the
organization in order that the site is protected.
Also, participants should gain some feedback
and feelings. These help them cultivating
emotions toward the importance of protecting
our environment and spreading the message to
their colleagues and friends.
12:00-13:00 Lunch and Sharing from Participants should prepare their own meal.
the tour guide and Rest That is, no meal will be provided there. Some
food will be on charges basis in case our
participants forget to do so.
13:00-15:00 Social Service - cleaning As planned, social contribution will be done

the rural park / exploring before any entertainment so as to achieve the
for reports to the public aim of the trip first. Social service will done
under the instruction and advice of the
organization in order that the site is protected.
Also, participants should gain some feedback
and feelings. These help them cultivating
emotions toward the importance of protecting
our environment and spreading the message to
their colleagues and friends.
33
15:00-17:30 Leisure Time + Photo Participants could enjoy their own that time.
taking Some minutes will be reserved for group photo
taking.
17:30-18:30 Transportation /
(SiteHKPU Campus)
Promotional Plan:
 The event will be promoted by leaflets in the orientation week and during the function of
soup delivery.
 Emails will be sent to members a month before and a week before.
Contingency Plan:
Problems encounter Possible solution
1. If there is a participant hurts, Accidents- First-aid package are prepared. A certified
volunteer (maybe from members or cabinet members or
the tour guide) will be in the trip. In case serious
accidents happen, the trip may be suspended and 999 will
be phoned.
To avoid any accidents, reminders will be delivered

before the trip and PIC will visit the venue before the trip.
2. If the weather is bad on that Weather- Venue may be altered depending on the weather
day, condition. The activities will be cancelled if faced with
rainy day and storming day. If Hong Kong Observatory
yields the predictions, the activity is subject to
cancellation.
Budget Plan :
Income: $
Admission fee
Rotaract Members ($120 x 25) 3000
Total income 3000
Expenditure:
Fees charged by Green Sense 1500
Transportation depending on the destination 990

Water and Food 400
First-aid package 100
Receipt Book ($10 x 1) 10
34
surplus 0
Remarks:
Participants are responsible for their own lunch.
6. JOINT-UNIVERSITY HIGH TABLE DINNER (Professional Development)

Name:
Joint-University Rotaract Club High Table Dinner 2012
Tam Kit Hin, Jacky
Function Person-In-Charges:
Ho Chun Huen, Iris
Lai Nap Tak, Eunice
Objectives:
High Table Dinner is a joint-university function providing an opportunity for our club members
to communicate with successful people and professionals from divergent social parties directly.
It also provides a chance for participants to interact with other club members from different
universities and broadens their horizons from getting insights out of the speech or success stories
delivered by the keynote speakers.
Moreover, the function enables participants to acquire ways for ice-breaking and communicating
with people in formal occasions.
Date:
10th November, 2012 (Saturday)
Time
19:00 – 22:30
Venue: [1]*
Regal Riverside Hotel
35
18 participants from each University x 11 Universities
= 198 participants
Other university-based Rotaract Club Members included:
- University of Hong Kong,
- City University of Hong Kong,
- Hong Kong Baptist University,
- The Chinese University of Hong Kong SHAW,
- The Chinese University of Hong Kong CCR,
- The Chinese University of Hong Kong NAR,
- The Chinese University of Hong Kong UCR,
- The Hong Kong University of Science & Technology
- Lingnan University
- The Open University of Hong Kong

18 Guests
22 PICs
Performer(s)
Fee:
$340 per person (Guests do not need to pay the fee)
Function Rundown:
17:00-18:00 Preparation Time Decoration of venue
Reception is set up.
Technical preparation, including equipment
checking, will be done.
17:30-18:45 Lead participants to the Each club is responsible for leading their
venue participants to the venue.
Each club has 2 helpers (Other board member)

who will be responsible for their participant’s
arrival.
Each club will be assigned a time slot*

(15minutes)
For each club:

- 1 helper will bring the participants to the
venue at their assigned time.
36
- Another helper will stay in waiting place to
wait the late comer up to 19:00 and bring
them to the hotel.
For those who cannot arrived at the waiting

place before 19:00, the helper will call them to
see if he or she needs any help.
PIC in the hotel will contact PIC at the waiting

place to control for crowd control.
PIC at the waiting place will signal the clubs to

go.
18:30-19:00 Cocktail session At the entrance, 3-4 PICs have to take the
attendance of the participants.
All comers will be ask what kind of food they

want (e.g. vegetarian ) and help them to order
after collecting all of the choices and give them
a meal tag.
Booklets on reception table are distributed to

every participant.
Every guest can get a name card and a booklet,

PICs help them to put on the corsage
meanwhile.
Participants and guests will be asked to sign

their name on signing board.
1 PIC will walk around the venue and take
photos.
1 PIC responsible for giving notice to hotel

staff to serve Food and Beverage.
1PIC have communicate with M.C. to see

whether they need any help.
19:00-19:30 - Greeting of M.C. After all participants sit properly on their seats,
- Introduction of guests M.C. will start to greet and briefly introduce the
- Speech given by the function.
president of High Table
Dinner M.C. will introduce the guests one by one.
- Bell ringing President of Joint-University Rotaract Club
37
- Introduction of Rotary High Table Dinner (will give a short speech
and Rotaract Club around 5 minutes and ring the bell.
- Singing Rotaract song
A senior Rotaractor will give a speech to
introduce Rotary and Rotaract Club.
Everyone stands up and sing Rotaract

song,which is lead by the senior Rotaractor ,
together.
M.C. ask everyone to be seated afterwards.

Starters are provided (e.g. bread and soup).
19:30-19:50 Dining (Starters) Participants will have their starters.
Participants will starting talking with the guest

on their table.
PIC stand by to see if participants or guests

have any needs (e.g. may have to leave early,
sickness).
19:50-20:10 Sharing of guests M.C will invite 4 guests to have discussion

(Round 1) about our theme and share their own
experience.
20:10-20:50 Dining (main dishes) If there is any mistake about dish distribution,
PIC will notice the hotel immediately.
PIC will stand by to see if participants or guests

have any needs (e.g. may have to leave early,
sickness).
20:50-21:10 Sharing of guests The second sharing session starts when

(Round 2) participants and guests have almost finished
their meals.
4 guests will share their own experience by

chatting with each other for about 20 minutes.
21:10-21:30 Dining (Dessert) Participants will have their dessert.
21:30-22:00 Performance 2 PICs help to arrange the setting on stage if

required and remove settings on the stage after
the performance end.
38
22:00-22:30 - Giving souvenirs to the PIC will help to deliver souvenirs to every
guests guest by reaching them.
- Photo taking time
M.C. thanks guests on the stage meanwhile.
PIC will take photos under the stage for every
guests and participants.
Each table is assigned to take photo on the

stage.
M.C. will announce the end of the ceremony

after all souvenirs are delivered, guests and
participants can stay and take photos until
23:00 and president of High Table Dinner ring
the bell.
M.C. will announce the time that everyone has

to leave at 22:30.
PIC will ensure everyone has brought their

belongings, they will remind those who left
their stuff.
PIC must ensure that everyone leave before

23:00.
Contingency Plan:
Guest:
1. If there are insufficient guests, Send the invitation email again to the guest who are invited
before but have not confirm our invitation.
Invite seven more guests for reserve.
2. If the attending guests are more Allow excess guests to join the dinner
than needs, Share the extra cost of excess guests between the university
partners
3. If any of the guests are Contact the absent guests for confirmation
absent without early notices, Reallocate the seating plan of guests and participates
4. If any of the guests arrive late, Contact the late arrival guests for confirmation
PIC will be stand by at the reception desk and bring the late
arrival guests to their seats
39
Function committee:
5. If any of them is absent meeting Reasonable explanations should be provided to the
with early notices, chairperson the day before meeting.
6. If any of them is absent meeting Chairperson will contact the absentees for reasons.
without early notices,
If the absentees cannot provide reasonable explanations such
as doctor certificates, warning will be given.
If the absentees absent the meeting without early notices

three times, the duty will be suspended
7. If any of them quits the duty, Reasonable explanations should be provided to the
chairperson.
The affiliate universities provide another PIC to take over the

duty.
Participants:
8. If there are insufficient Send the mass email again to attract unconfirmed members
participants, Ask the university partners whether they have extra
participants
Ask our board members to join if there are no board members

available, we will ask the university partners whether they
have board members available
9. If the applications are more than Use "Lucky Draw" to choose the participants
the limit,
Set a waiting list for who are not chosen
Send confirmation emails to the participants who are chosen
Send notice emails to those are not chosen
Ask for any remaining quotas from other university partners
10. If any applicants is absent Contact them for confirmation

before paid,
Give the quota to the applicants who are on the waiting list
11. If any applicants is absent after All fee are non-refundable

paid with early notice ( 3 day
40
before the dinner) Give the quota to the applicants who are on the waiting list
and notice them by phone call
If there are no applicants on the waiting list, we ask the

university partners whether they have extra participants
Ask our board members to join
If there are no board members available, we will ask the

university partners whether they have board members
available.
12. If participants is absent Contact absent participants for confirmation

without notice or with any
emergency, Ask our board members to join
If there are no board members available, we will ask the

university partners whether they have board members
available.
13. If some participants come late Each club has a contact person (out of the core and PIC) who
with early notice will be responsible for their participant’s arrival.
If s/he informed us before, ask s/he the exact arrival time and
leave our contact person phone number and call when
arrived.
If the late comer has not arrived yet at the time given, call
him again and confirm is location and arrival time and
inform him our arrangement.
14. If some participants come late If there is still somebody on his/her way, they will call he/she
without early notice immediately and directly and ask them the exact time of
arrival.
Event flow:
15. If the participant is injured or One or two helpers will support him or her to leave the
sick, dinner room first and then take care of him or her.
Prepare a small first-aid kit
41
If the participant feels uncomfortable seriously, helpers will
call the ambulance and send him or her to hospital.
16. If some special care, facilities We will do our best to provide the facilities, equipments that
or equipment are required, they needed, if needed we will find the help from the hotel.
Order PICs to pay more attention on him or her.
17. If there are technical problems Some PIC should be arranged to handle the technical devices
of devices, and more familiar on the IT problems. If still cannot solve
the problems, some arrangement should be prepare of the
contingency plan. Actually, our rundown will not very
depend on the use of IT devices.
18. If the event schedule overruns, Negotiate of the last leaving time as late as possible is
needed.
The PIC should be having a good time management with

great preparations and rehearsal.
If the event is overrun seriously, the photo taking section

should be shortening.
19. If there is disturbance of phone Make sure all PICs and helpers switch off their cell phone or
ringing, turn it into silent mode
Make announcement at the beginning by M.C. to inform all

participants and guests to switch to silent mode
For those late comers, the receptionists have to ask them to

switch to silent mode.
20. For the safety of personal State clearly that ‘Rotaract club will not bear any property
property, loss’ print on the promotion materials for both email and
Facebook event.
Some PICs will help to find within the activity area.
21. If there is food allergy or We have bargained with the hotel that the food is mostly
choice of improper food due to acceptable by people such as chicken rather than fish.
religious reasons,
Provide vegetarian choice
22. For the problem of food Follow up the situation of participates

poisoning,
42
Report to the Food and Environmental Hygiene Department
23. If the weather is bad, In case typhoon signal no.8 or red rainstorm signal is raised
and still not be canceled at 5 p.m., the event will be
cancelled. The hotel will refund 60% of the total amount and
share by 11 university eventually, and we will refund that
amount to all participate but not refund the whole amount.
This arrangement will be stated clearly in the promotional
leaflet and the e-mail and tell participate before they paid
verbally.
24. If there is a fire hazard, Follow the instruction of the hotel

PICs and helpers should read the emergency routes such as
the exits during briefing.
Instruction and sign of exits will be placed and noticeable in

the venue.
Make sure all participates can escape in safe
25. If the venue is out of Find help from hotel

electricity,
Follow the instruction of the venue
26. If there is absence of Guest, We will invite 6-7 more guests for the backup to make sure
each table should have at least 1 guest.
If extra guests attend the dinner, one table may sit may more
than one guest.
Promotional Plan:
1. Show the highlight of high table dinner to members such as the photos of past year high table
dinner in the orientation week.
2. Send mass email which includes the details of high table dinner and application method to
our members.
3. Post the details of high table dinner and application method in the group of Rotaract Club in
Facebook.
4. Create an event on Facebook and invite our members to join.
5. Post the poster of high table dinner on the notice boards which are located at the podium.
6. Send SMS to the participants one week before the high table dinner for reminder
7. Contact the participants one day before the high table dinner for confirmation.
8. Make cold calls to promote this event to our active members if the registrations are not full
after the registration deadline.
9. Send SMS to inform the function details to all confirmed participants
43
January  Formation of function committee: divided into 4 teams
with definite purposes. [2]*
 Choosing the venue
 Venue visiting
 Collection of guest lists
February  Setting the theme
 Modify the theme
 Venue visiting and booking
 Finding performing guest
March-August  Designing promotion materials such as banners, poster

 Discuss what are the souvenirs for guests and
participants
 Inviting guests
August  Inviting guests

 Selection of M.C.
 Planning work allocations on that day
 Planning number of helpers should be invited
September  Buying name tag holders and corsage

 Making invitation cards
 Making or buying souvenir
 Preparing decoration materials
 Rent any necessary AV and lighting equipments
 Starting promotion
October  Booking performance

 Making booklet (With brief introduction of rotaract
club, lyrics, menu, rundown, names of involved parties)
 Confirmation of date and time with guests and sending
them the invitation cards
 Inviting helpers
 M.C. start to draft speech and have practice
 Promotion and registration of participation
 After confirmation, we will inform the chosen
participants by email and phone calls
November  Participants have to pay the fee a week before the

function and collected with a scheduled period
 Having briefing with all helper and PICs
 Rehearsal
 Call participants 3 days before the event and also on that
day to remind them about the event
44
1. Audio and visual equipments
2. Poster x 110
3. Projector x 2
4. Wireless microphone x 6
5. Speaker x 6
6. Notebook x 2
7. USB x 2
8. Brochures x 216
9. Backdrop x 1
10. Signature Board x 1
11. Menu x 18
12. Banner x 1
13. Name tag holder x 25
14. Corsage x 25
15. Food and beverage
16. Souvenir x 25
17. Invitation card x 25
18. Receipt Book x 25
19. Camera x 2
20. CD x 2 (one for the music; another for PowerPoint and any display materials)
21. Video recorder (if any)
22. First-aid kit
23. Stationery
24. Electronic evaluation form
Budget Plan
(For PolyU only)
(correct to 1d.p.)
Income:
Admission Fee from Polyu members ($340*198) 67320 6120.0
　 0.0
Total income 67320 6120.0
Expenditure:
Venue booking (included a dinner set and for guests) ($300*216) 64800 5890.9
Souvenirs for Guests ($22*25) 550 50.0
Invitation card ($5*25) 125 11.4
Brochures ($1.6*216) 345.6 31.4
Name tag holder ($2*25) 50 4.5
Backdrop ($960*1) 960 87.3
Signature Board ($400*1) 400 36.4
45
Posters ($3*110) 330 30.0
Menu ($1*18table tents) 18 1.6
Performance ($500) 500 45.5
Ordinary Decoration Items ($400) 400 36.4
Receipt Books ($20*5) 100 9.1
Total Expenditure 68678.6 6234.5
Loss 1358.6 114.5
67320 6120.0
Quotation:
Hotel catering booking:
Company Price ($) Remarks
Regal Riverside Hotel $300 per head /
Regal Oriental Hotel $380 x 10% per head Chinese style
8 degree harbor plaza $300 per head There too many columns which
block the viewing
Remarks:
[1]* The venue, date, and other issues will be confirmed and discussed.
[2]* PIC from each university will form group as a committee. The group committees include
core committees (President,Internal President ,External President,Financial Secretary and
General Secretary. Others committees will be devided into 4 teams,which is as follows:
1.Programming
2.Guest invitation
3.Decoration and catering
4.Publication
Each team has a team leader and each core committee is assigned into one team.
We will have meetings until the event ends purposely
46
7. JOINT-UNIVERSITY LIFE X-PERIENCE (Community Service)
Name:
If I am a refugee… (假如我是一個難民…)
Wu Man Yan, Yan
Objectives:
Through a number of experiencing activities, participants can understand the problems faced by
the refugees, such as the incurable diseases, corruption and lack of resources. Besides, these
activities can help arouse their awareness on the social problems in poor countries and encourage
them to give a helping hand to the needy by donating money or resources. This also gives a
chance for PolyU students to make friends with students from another university so as to broaden
their social network.
Date:
24th November, 2012
Time:
10:00 – 16:00
Venue:
Crossroads International
(Crossroads Village, 2 Castle Peak Road, Tuen Mun, N.T.)
50 in total ( 25 from PolyU and 25 from LU)
Rotaract Club members of the Hong Kong Polytechnic University and Students from Lingnan
47
University

Lingnan University
Fee:
HKD$40 per person
Function Rundown:
8:30 – 8:45 Meet the PolyU N/A
participants at Tsuen Wan
MTR station exit A
8:45 – 9:45 Take the bus 61M The total time for the journey is about 48
minutes.
9:45 – 10:00 Meet the LU participants N/A

at the gate of the
Crossroads International
10:00 – 10:15 Settle Down and Contact Participants can take this time to go to the
the Crossroads staff washrooms.
10:15 – 10:30 Introduction of Crossroads The staff of Crossroads will introduce the
and the function schedule backgrounds, missions, activities organized by
the organization and the function schedule of
that day.
10:30 – 11:00 Division of participants Participants of PolyU and LU will be mixed

into several groups and Ice together and divided into different groups. They
breaking games will be given a chance to know more about
each other through a number of games.
11:00 – 13:00 Life-Xperience activity – Participants can experience the harsh life of a
Simulation of the refugee, including the hunger, illness, security
Refugees’ lives problems, corruption, etc.
13:00 – 13:45 Slum Lunch Participants can have a chance to taste the food
from poor countries. They should eat by using
their hands only instead of the dining utensils.
13:45 – 15:00 Understanding about the Participants are free to visit the shops of fair
fair trade and organic trade there and the organic planting areas.
planting
15:00 – 15:45 Sharing time Participants can share their feeling and
48
reflections after joining this experiencing
activity.
15:45 – 16:00 Photo-taking N/A

16:00 End of Program N/A
Promotional Plan:
 A mass e-mail will be sent to all of our members two weeks before the events. It will
contain the details of the event such as the name of the activity, objectives, venue, date,
duration, admission fee, contact method of person in charge, the application deadline and
methods, etc.
 The information and details of the event will be posted on the Rotaract facebook group and
an event page will be opened for inviting members to attend.
 Through the Orientation week, we will introduce this event to our members briefly and
deliver the leaflet which will contain the event information.
Contingency Plan:
1. If there are not enough Firstly, we will boost our promotion of the event, like
participants, sending one more e-mail to our members for encouraging
them to join or invite their friends to join; giving more posts
on the Facebook event page; giving phone-calls to ask the
members individually.
Secondly, we can give the quota to the Lingnan University

Rotaract Club, as they also allow the non-member students to
join their club functions.
Thirdly, we can ask our board members to join if it is failed

to increase the number of the participants after using the
above method. Yet, it is the last resort since we would like
more members to join but not the board members.
2. If there are too many We will use the lucky draw method to avoid the problem of
participants to join, unfairness.
3. If any of the participants are We will call them to ask their location. If they can arrive in
late, 30 minutes, we will ask one board member to stay at the
meeting place to wait for the late-comers. If the participants
cannot arrive within 30 minutes, we will teach them how to
go there and ask them come themselves.
49
4. If the participants are absent Members on the waiting list will be asked to join so as to fill
but have informed us before in the vacancy. If members on the waiting list are not able to
the date of the event, join the event or not being interested anymore, we will ask
our board members to join.
5. If the participants are absent We will carry out different responses depending on the
from the activity and inform us number of absentees.
on the date of the event,
If only a few participants are absent, the event will continue
to run. If too many members are absent, we will contact the
members on the waiting list. If members on the waiting list
are not able to join the event or not being interested anymore,
we will call our board members to join. If we still cannot
maintain the number of participants, we can ask LU to find
more people to fill in the vacancy.
6. If the participants are sick or If some participants have a low level of sickness or injuries,
injured, first aid kit will be used.
If they have a high level of sickness or injuries, we will dial

999 and seek help from the ambulance immediately.
7. If the weather is bad, If the weather is bad but will not seriously affect our activity,
like the hoisting of typhoon signal number one or amber
rainstorm warnings, the event will be continued as usual but
indoor activities will be arranged.
However, if typhoon signal number three or above or red and

black rainstorm warnings are hoisted during the activity, we
will ask the Crossroads whether it is suitable to continue the
activity or not. If yes, we will ask for the indoor ones. If no,
we will cancel the event and dismiss the participants.

rainstorm warnings are hoisted before the event starts, we
will ask crossroads to see whether we can postpone the event
or not. If no another day can be arranged for us, we will
cancel the event.
Preparation schedule:
Late October Promotion of the event by sending mass e-mail
and open the facebook event page
First week of November Collect the admission fee
Early November Contact Crossroads and LU for confirmation
50
Budget Plan:
Income: $
Admission fee from participants ($40 x 25) 1,000
Total income 1,000
Expenditure:
Posters (A3 size) ($6 x 5) 30
Admission fee to Crossroads ($30 x 25) 750
Donation to Crossroads ($1000 - $30 - $750) 220
Total expenditure 1,000
surplus 0
Quotation:
N/A
Remarks:
N/A
51
8. FISHING CUTTLEFISH (Club Service)
Name:
Fishing Cuttlefish
Ng Tsz Kwan, Joanne
Tam Kit Hin, Jacky
Objectives:
The event aims to provide an opportunity for participants to have outdoor activity together. Interaction
between participants can help them to build up friendship. Participants should have fun and enjoy the trip.
Date:
17th November 2013
Time:
18:00 – 21:30
Venue:
Sai Kung Water Area
30 (5 Board members inclusive)

N/A
Subscription Fee:
Participants: $138
52
Function Rundown:
18:00 – 18:30 Assembly The trip will start after all the
participants have arrived Sai Kung
Pier.
18:30 – 21:30 Voyage to the fishing point and Each participant will be given a set
Fishing of tools for fishing.
21:30 Dismissal The trip ends and participants will be
dismissed at Sai Kung Pier.
Contingency Plan:
1. If there is bad weather on the day The activity will be postponed if the
weather is too dangerous for playing
outdoors.
2. If participants are injured Ship captain will accompany and provide
safety knowledge and help.
3. If participants have lost during the Number of participants will be counted
function during the assembly and journey.
Participants will be asked to turn on their
phones.
4. If participants are absent Fees will be charged at the time members
confirm to join the event (before booking
the venue), and no refunds will be made.
5. If the number of applicants exceeds Lottery will be held.
the number of participants
6. If there are too few applicants We will send the promotion email again to
all members and invite members by
calling them by phone.
Promotional Plan:
 E-mail will be sent to members 3 weeks before the event. The e-mail contains all the details
of the event including event rundown, admission fee, contact information of people in
charge, the application deadline and etc.
 The event information will be posted on our Facebook group.
 Members will be directly invited and asked to join the event during other events of our club.
Mid October  Confirm whether the event will be organized or the exact tour
package charge
Late October  Start promotion
(After O-Camp)
Early November  Collect admission fee
A week before  Remind the applicants of the event by email
the event
53
Division of Work:
 Delivering leaflets Yeung Chin Fu, Jacko
Ho Chun Huen, Iris
Ng Tsz Kwan, Joanne
Lau Pui Kui, Becky
Iu Hoi Yi, Wendy
Wu Man Yan, Yan

N/A
Budget Plan:
Income: $
Admission fee ($138 x 30) 4,140
Total income 4,140
　
Expenditure:
Tour Package Charge ($138 x 30) 4,140
Surplus 0
Quotation:
N/A
Remarks:
N/A
54
9. ART WORKSHOP (Professional Development)
Name:
Decoupage Collage Art Workshop
Wu Man Yan, Yan
Ng Tsz Kwan, Joanne
Yeung Chin Fu, Jacko
Tam Kit Hin, Jacky
Objectives:
This activity aims at nurturing lifestyles of members through designing unique decoupage.
Decoupage collage art refers to the beautiful patterns cut with using of special art materials to
collage in the appliances of different materials. Decoupage originated in 12th century Chinese
folk art, art and culture that become prevalent in the 17th century came to Europe. Nowadays,
decoupage art is popular in Asia, Japan, Korea and Taiwan.
This decoupage workshop can help members to develop their creative ideas of arts and let them
know more about the field of western arts' cultures. Most importantly, it is a treasure opportunity
for our members to communicate with others and share the same interests of art work and
decoupage.
Date:
22th December, 2013 (Saturday)
Time:
19:00-22:00 (3 hours)
Venue:
Handy Craft Fun
(2/F, No. 30, Granville Road, Tsim Sha Tsui)
Total participants: 25
- Club members: 20
55
- Helpers from our board members: 5 (including PICs and chairman)

Handy Craft Fun
Fee:
$80 per person
Function Rundown:
17:30-19:00 Preparation Confirmation of program rundown with a
speaker
Discuss the details of the rundown
18:30-19:00 Registration To check participants’ arrival and call late

comers
19:00-19:10 Introduction Introduction background of the speaker and

event rundown
19:10-19:30 Introduction of decoupage Introducing the history and development of

collage art decoupage collage art and other background
information.
Introducing the functions and features of

decoupage collage art, for example, household
products and ornaments
Description the materials of making decoupage
Showing some works of decoupage collage.
19:30-19:40 Classification of different Teaching particpants how to classify eight types

materials of decoupage of materials including glass, glue, cloth, wood,
collage aluminum, stone, paper and leather.
Participants try to classify their own materials

and ornaments.
19:40-19:50 Choosing napkin papers Participants can choose different napkin papers
and other materials to make their decoupage collage works.
56
19:50-20:15 Decoupage collage The speaker demonstrates how to make
demonstration decoupage collage work.
Participants can ask questions about making

decoupage collage during demonstration.
20:15-21:15 Making decoupage collage Participants start to use napkin papers and
works make their own decoupage collage works.
The speaker will assist participants when they

making decoupage collage.
21:15-21:30 Souvenirs Giving Give souvenirs to the speaker and thank you
her
21:30-22:00 After events work Put back the seats to original setting and help
them to clear the place if necessary
Participants can stay until 2150
Contingency Plan:
1. If there are too many people We will check the venue availability to increase the
want to join the function, number of participants and also seek opinions from our
speakers.
Use lucky draw and inform directly through email and

phone call
2. If there are too few people Email will be sent again to invite the members to come in
want to join the function, the following months.
We will promote it on the previous functions.
We will invite our broad members and proposed broad

members to join.
Call the members who cannot join the previous functions

to come by phone
Make cold calls to promote this event to our active

members and ask confirmed participants to invite their
friends of Rotaract club of HKPUSU
57
3. If the participants are absent Replace them by other applicants in the priority list
before paid, If no waiting applicants, try to contact existing applicants
to see whether they have friends interested in the event
and contact our active member by cold call.
4. If the participants are absent Fee is non-refundable.

after paid with early notice,
Find members in the priority list by direct phone call to
replace the vacancy
If no, ask other participants’ friends to join and contact

our active member by cold call. Otherwise, ask our club
committee to join if any of them is available
5. If the participants are late PICs responsible for assembly have to contact him/her
comer with early notice, one day before to confirm the arrival time.
If s/he has informed us before, ask s/he about the exact

arrival time and leave our contact person phone number
to call when arrived.
him/her again and confirm the location and arrival time
and inform him/her of our arrangement.
6. If the participants are late If there is still somebody on his/her way, we will call
comer without early notice, him/her immediately and directly to ask them about the
exact time of arrival.
7. If there is any personal State clearly that ‘Rotaract Club will not bear any
property lost, property losses’ and have it written on the promotion
materials for email
Mark down the descriptions of the lost property and

report to university lost department
Some PICs will help to find within the activity area
If the individual is permitted, then s/he can search or
appeal on the individuals.
58
8. If the weather is poor The event will be postponed to the week after.
(typhoon signal no. 8 & no. We will inform the company and members about the
10, red rainstorm & black above arrangement.
rainstorm),
We will inform the company and members by phone calls
in that afternoon if Hong Kong Observatory forecast that
the weather will be poor at night.
9. If the speakers may not be Discuss with the speaker to see whether they can assign
available suddenly, other speakers to come
If it is not possible, then we will figure another date with

the speaker and inform the participants as soon as
possible
Promotional Plan:
 We will print the information of the function on promotional leaflets which will be
distributed during the orientation week to attract members.
 After orientation week, we will send all our members an email listing all our upcoming
activities, including this function. Let our members acknowledge about this function.
 Sending mass email to all Rotaract members to invite them to join before one month
 Posting the upcoming activities list on our facebook group. We will add all members of our
Rotaract Club into this Facebook Group.
 Posting posters in HKPU to attract attention of our members
 Sending SMS to inform all confirmed participants about the function details
Time Works to be done People responsible for the
duty
Late August  Confirm the venue and date with  By Yan
the speaker
 Further discuss any changes to
meet the request and
arrangement of our speaker
Aug-Sept  Design our promotion poster and  By Joanne, Jacky, Jacko
leaflets and Yan
Sept-Oct  Promote the function during  By Joanne, Jacky, Jacko
recruitment week and orientation and Yan
functions and ask them to make
reservation and payment as soon
as possible in order for us to
make better arrangement
59
Oct  Concurrently promote our  By Joanne, Jacky, Jacko
function in different functions in and Yan
order to attract more participants
 Send promotion emails to our
members in order to raise
attention
 Post posters within the campus
 Invite our members to join
through Facebook event
Nov  Confirm all agreed arrangement  By Yan and Jacky
with our speakers in order to
make sure there is no
misunderstanding about the
functions’ issues
Dec (before the  Confirm the participants about  By Joanne, Jacky, Jacko
function) the date, time and venue by and Yan
email and phone call
 Check the condition of the
necessary materials
 Call the cooperative company
and confirm the date and the
time we should arrive
Dec(on the day of  Preparation  By Joanne, Jacky, Jacko
preparation)  Lead the participants to go and Yan
 Programme start
 Tidy-up
 Send electronic evaluation form
Dec (after the event)  Collect and analyze the  By Yan and Jacky
electronic evaluation forms and
make report for further
evaluation

1. Posters
2. Preparation of souvenirs and thank you cards
4. Receipt Book
5. Checklist of participants
Budget Plan:
Income: $
Admission Fee ($80 x25) 2000
Subsidy 110
Total income 2110
60
Expenditure: 　
Payment to Handy Craft Fun 2000
Souvenirs(Thank you card $5 x1; present $40 x1) 45
Posters ($3 x15) 45
Receipt Book ($20 x1) 20
Surplus 0
Quotation:
Cooperative company:
Company Price for similar workshop ($) Remarks
Applique Art and Living $250 each for 1.5 hours - Site rental for Art
Exhibition, Showroom or
Teaching room-coffee
tasting knowledge and
technique.
- Providing art jam, painting
and decoupage lessons.
- All materials will be
provided each lesson.
- Decoupage collage
demonstration
Dream Art - $400 each for three hours - There are eight lessons of
$3000 for eight lessons decou page collage art
totally.
nn - Each lesson teaches one
type of decoupage collage
art.
- - All materials will be
provided.
Handy Craft Fun $80 each for three-hour course - Description of decoupage
collage art’s culture and
features.
- Decoupage collage
demonstration
- Teaching participants how
to classify different
materials of decoupage
collage art.
- All materials will be
provided, for example,
napkin papers.
Souvenir:
61
Company Price for similar products ($)
Chronicle Shop $5 for each thank you card
Wing Cheong Industrial Company Printing method:絲印
http://www.wingcheongind.hk/about- materials: 色丁布
company.php
Size: 22 x 16
$65 each flag
Remarks:
N/A
10. JOINT-UNIVERSITY CHRISTMAS BALL (Club Service)
Name:
Christmas Ball
Ng Tsz Kwan, Joanne
Wu Man Yan, Yan
Hui Lok Hin, LokLok
Objectives:
This activity aims at providing an opportunity for participants to make new friends from different
University on a romantic night so as to broaden the social network of our members. Through this
activity, participants can be equipped with the appropriate ball manner and etiquette which
prepare them for formal gatherings in their future.
Date:
22nd Dec 2012
Time:
19:00 – 23:00
Venue:
Tai Po Civic Centre Function Room (2)
A maximum of 80
Members of Rotaract Club of the Hong Kong Polytechnic University; and
62
Members of Rotaract Club of Hong Kong Baptist University

Voluntary helpers, participants and 15 non participants inclusive
Subscription Fee:
Participants: $110
Function Rundown:
19:00 – Entrance and Reception counter will be set up outside the hall. Participants are
19:45 Reception asked to show their Student ID cards to confirm their identities at
the reception counter. Afterwards, they will receive a tag which
divides themselves into groups.
19:45 – Introduction The MCs will introduce the theme and the rundown of the ball.
20:00
2000 - Dance Board members will teach participants to dance with the
2030 Teaching (2 assistance of talented participants.
Dances)
2030 - Dinner Participants will grab a plate in Buffet way
2115
2115 - Dancing Participants will dance with their partners with the dances
2200 acquired. Also, they can have a chat during the dancing time.
2200 - Lucky Draw 5 presents will be distributed to 5 participants.
2215
2215 - Chatting and Participants are free to chat and take photos with each other
2300 Taking photos
Contingency Plan:
2. If someone is absent Fees will not be refunded and board members
will be asked to fill in the margin.
2. If participants are not willing to Board members will ask participants about the
dance reasons of refusal. If participants feel too shy to
dance, board members will teach them to dance
individually to enhance their confidence. If they
are sick, board members will advise them to
take a rest instead of dance.
5. If participants complain on the Board members will listen to participants’
food opinions and complaints and try to comfort
them. Besides, board members will deliver
participants’ complaints to the supplying
63
company. If the food quality is unsatisfactory,
the catering supplier will be blacklisted.
6. If participants cannot follow Board members will get prepared for the dances
the schedule of the teaching before teaching participants. Besides, board
session members will invite talented participants to
teach their counterparts who cannot follow the
steps.
7. If there is bad weather on the i) Ball will be held as usual if amber signal is
day hoisted.
ii) Ball will be postponed if red or black signal
or No. 3 or above typhoon signal is hoisted at
6p.m on the day.
8. Helpers reject the invitation Alternate helpers will substitute the helpers who
have rejected the invitation. If helpers are still
insufficient for the event, board members and
the existing helpers will share the workload.
9. If participants’ lose their Board members will ask participants about the
belongings appearance of the belongings as well as the time
and venue of the disappearance. Board members
will then help the participants to search for the
stuff as soon as possible. However, the Rotaract
Club does not have the responsibility for any
losses as stated in the email.
10. If participants get hurt Board members will take different actions with
different levels of injury. If participants get
slightly hurt, board members or helpers will
provide treatments with first aid kits prepared.
However, if participants are severely injured,
board members will call 999 for assistance.
Promotional Plan:
 Email invitations will be sent to our Rotaract members with the details of this event
including the theme, date, venue, dress code, rundown as well as the entrance fee.
Information of the ball and application forms will also be posted on our Facebook group.
Participants will be chosen by lucky draw if the number of applicants exceeds the number
of participants. Members chosen will receive phone calls from our board members.
 5 colored posters will be posted outside the library, the two canteens and inside VA core
respectively in early December.
 Another message with event details will be sent to participants on the day before the ball.
Calls to participants will be made by our board members 3 hours before the ball to
64
guarantee participants’ attendance.
February - March  Confirm the list of organizing Rotaract Clubs
April  Confirm the venue
 Confirm the event rundown
 Confirm the catering company
November  Invite voluntary helpers
Early December  Send mass email to all PolyU Rotaract members with the
event information
 Post posters in different designated places
 Provide application period
Mid December  Confirm the list of attending participants by making calls
 Collect the participating fees from participants
 Allocate participants into different groups with leaders and
deliver the name lists to the leaders
 Purchase all the dinning and decoration materials
 Hold a briefing session to all voluntary helpers
21st December  Send confirmation messages to participants
22nd December  Set up the venue with the decoration items
18:00 – 19:00  Set up the reception counter
 Set up all the materials needed in all sections
22nd December  Board members involved and helpers get prepared and solve
19:00 – 23:00 for all emergencies with the contingency plan
22nd December  Proceed venue clearance and resumption back to the venue
23:00 – 00:00 provider
Division of Work:
Ho Chun Huen, Iris
Ng Tsz Kwan, Joanne
Lau Pui Kui, Becky
Iu Hoi Yi, Wendy
Wu Man Yan, Yan
 Receiving Leung Man Ling, Ling
65
Subscription fees Lai Nap Tak, Eunice

24. Copies of Helpers Name List x 10
25. Copies of Participants Name List x 10
26. Decoration - Christmas Deer
27. Decoration - Christmas Tree
28. Decoration - Christmas Tree
29. Decoration - Drawing Paper + Marker
30. Decoration - Foaming Spray
31. Decoration - Illumination
32. Decoration - Ribbon
33. Decoration - Ordinary Banner x 2 + Pull-up Banner x 2
34. Poster x 5
35. Table Cloth Cover
36. Gift x 10
37. Seat at reception counter x 8
38. Tag x 100
39. Paper Cup x 100
40. Plastic Fork x 100
41. Paper Plate x 100
42. Tissue Box x 10
43. Black Rubbish Plastic Bag x 10
44. Camera x 2
45. Computer x 2
46. Sound system x 1
47. Puzzle x 1
Budget Plan:
Income: $
Admission Fee ($110 x 40) 4,400
Total income 4,400
Expenditure:
Cuisine - Beverage ($400 / 2) 200
Cuisine - Main Course ($1628 / 2) (Quotation) 814
Cuisine - Utensils and Tissue ($250 / 2) 125
Decoration - Christmas Deer (Borrow from BU) 0
Decoration - Christmas Tree (Borrow from Hung Chun Hin) 0
Decoration - Cotton Cloud ($98 / 2) 49
Decoration - Drawing Paper + Marker ($60 / 2) 30
Decoration - Foaming Spray ($10 x 20 / 2) 100
Decoration - Illumination ($600 / 2) 300
Decoration - Ordinary Banner x 2 + Pull-up Banner x 2 ($300 / 2)
150
(Quotation)
Decoration - Ribbon ($400 / 2) 200
66
Gift - Almond Roca Chocolate and Candy x 2 ($81 x 2 / 2) 81
Gift - Aroma ($200 / 2) 100
Gift - My Beauty Diary Masks ($100 x 1 / 2) 50
Gift - Peko and Poko Chocolate Twin Chocolate x 5 ($20 x 5 / 2) 50
Gift - Staedtler Color Pen and Holder ($150 x 1 / 2) 75
Transportation - Car Renting Service ($92 / 2) (Quotation) 46
Miscellaneous - Printing ($80 / 2) 40
Miscellaneous - Puzzles ($300 / 2) 150
Miscellaneous - Trash Bag ($20 / 2) 10
Venue - Booking Fee ($3660 / 2) (Quotation) 1,830
Surplus 0
Quotation:
Items Company Price ($)
Gourmet Express 1,500
Cuisine
Grove Company Limited 1,628
Banner Shop - Ordinary Banner x 2 and Pull- 75 x 2 + 85 x 2 =
up Banner x 2 300
Decoration
Banner328 - Ordinary Banner x 2 and Pull-up 75 x 2 + 160 x 2 =
Banner x 2 470
Elephant Van - Hung Hom to Tai Po 100
Transportation LSY Van - Hung Hom to Tai Po 92
Oriental Van - Hung Hom to Tai Po 100
Students Hall of Residence of The Hong Kong 275 / hr x 6 =
Polytechnic University - Banquet Hall 1,650
Venue Hong Kong Baptist University - Lecture Room 0 / hr x 6 = 0
330 + 140 + 140) /
Tai Po Civic Centre - Function Room (2)
hr x 6 = 3,660
Remarks:
N/A
67
11.INTERNATIONAL SERVICE TRIP (International Service)
Name:
理‧無 ‘斯’ International Service Trip to SRI LANKA
Lau Pui Kui, Becky
Iu Hoi Yi, Wendy
Objectives:
The natural beauty of Sri Lanka has led to the title of The Pearl of the Indian Ocean and the
country lays claim to a long and colorful history of over three thousand years, having one of the
longest documented histories in the world. It seems that Sri Lanka is a beautiful place for us.
Actually, we cannot see through the true in this “beautiful” place. The fact that the country has
been engaged in a 26-year conflict that ended only recently. Almost a quarter of Sri Lankans live
below the poverty line. Four fifths of the country’s poor people live in the rural sector, and
almost half of the poor rural population is consisted of small-scale farmers. Agriculture is the
most important sector of the Sri Lankan economy, and small-scale farmers produce most of the
country’s agricultural output. However, their production systems are hampered by neglect, poor
economies of scale, low investment levels resulting from poor financial services and
inappropriate or limited technology.
We are all glad because we can be Hong Kong people. Hong Kong people may never understand
that how eager the poor kids want to be educated and never know that what it is to feel like to
loss parents .During this IS trip, the participants will volunteer to teach the children and play
games with them. Also, members will be visiting orphanage .We hope poor kids in Sri Lanka can
experience the participants “love and joy” through this trip.
Moreover, Sri Lanka is a country that rich in culture. Members can learn and exchange different
culture through cooperating with the universities of Sri Lanka. So, we can give them a meaningly
mission to help the needy in Sri Lanka and a totally different semester break.
68
Date:
12 January 2013 to 19 January
Workshop 1-Mid December 2012
Workshop 2-Early January 2013
Venue:
Sri Lanka (Colombo,可倫坡)
Contingency plan: India (New Delhi)
About 25 participants
- including 4 Board Members
Members of Rotaract Club of The Hong Kong Polytechnic University
* Interview will be arranged to choose the suitable interviewees

Rotaract Club of University of Moratuwa
Fee:
HKD$6074 per person
*Sponsor for each about $1000 from SAO
Function Rundown:
Early October to Promotion IS trip will be introduced during O week
Mid October
69
Mid October to Briefing Aims at introducing the purposes and
Late October itinerary of the trip
Any questions about the IS trip can be
asked.
Welcome for walk in registration
Early November Application Period All members will be invited to participate

through email, and Facebook.
Application form will be collected.
Mid November to Selection and Interview Suitable participants will be selected

late November Section through application form.
If there are more than 20
applicants,interview will be arranged.
Informing any suitable participants if they
can join the trip.
Early December to Workshop 1 Knowing each participants through ice

Mid December breaking
Introducing the details of the trip
Suggesting participants to receive the
vaccine if they need
Brainstorming about what activities and
knowledge participants can teach and do
for the children
Early January Workshop 2 Preparing the games and materials that will
(after exam) be held
Learning language of Sri Lanka
Warm reminding for the trip
Late January to Post Trip Inviting participants to share their feelings

Early February and experience in Sri Lanka
Exchange the photos taken in Sri Lanka
Activities of the Trip:

1. Visiting orphanage:
Venus : The Church of American Ceylon Mission ,Colombo ,Sri Lanka
Related Organization : The Lions Club International
Target : The orphans in The Church of American Ceylon Mission
Purpose : There are many children who have been affected by the Sri Lankan conflict.
But they are also the lucky ones. Despite suffering loss of parents/family they has received
loving care from The Church of the American Ceylon mission .Participants will play games and
sports with the orphans .We hope we can bring them happiness and love. Participants also will
encourage the children to live with positive attitude.
70
Related websites : http://www.srilankanorphanages.org/
2. Visiting cancer patients in local hospital

Venus : National Cancer Institute, Maharagama, (Ceylon) Sri Lanka.
Related Organization : National Cancer Institute of Sri lanka
Target : 5-12 years old cancer patients
Purpose :
•Serving the children in the hospital ,including teaching simple English and playing games
•Stationaries will be distributed to the kids
Related websites : www.ncisl.lk
3.Ice Breaking and Cultural night:

Venus : University of Moratuwa
Related Organization : Rotaract Club of University of Moratuwa
Target : Sri Lanka Universities and Hong Kong Universities
Purpose :
•Meeting the local members of Rotary and Rotaract Club of University of Moratuwa
•Exchange their feeling about each other
•Trying understanding different countries culture
4.Sightseeing In Colombo
Venus : Wolvendaal Church,Dutch Period Museum,Dehiwala Zoo,The Viharamahadevi Park
Related Organization : Rotaract Club of University of Moratuwa
Target : Hong Kong participants
Purpose :
•sightseeing of attraction in Sri Lanka and Shopping
•Learning the local culture
Contingency Plan:
1. If the weather is bad, If there is a Typhoon no.8 or any bad weather in the
destination, we will pay close attention to the airline
company arrangement. If not delay for too long, we will
continue the trip and may shorten certain activity to
compensate the loss of time. However, if it delay for too
long (2 days or above),we may consider cancelling the trip
and contact the insurance company to claim back the
money.
2. If safety issues/warnings that Safety issues such as issue of black Outbound Travel Alert.
may affect our trip are hoisted We will contact relevant organization as soon as possible
before departing Hong Kong, and consider delaying the plan.
71
3. If the enviroment of the country We will leave the troubled area to a safer place to carry on
becomes chaotic and riots occur the activity and change to indoor activity if necessary. If
during the trip, the chaos is serious, we may return to Hong Kong
immediately. We will assign a board member to be the
liaison officer in Hong Kong to facilitate effective
communication if we need to contact the government’s
department for help or answer question and doubt the
participant’s family member have.
4. If the participant(s) late for As the plane will not be delayed for a single customer, the
plane, participants have the responsibility to arrive to the airport
on time. It is unfortunate to see it happen, since he/she is
accountable for the fault, we will not refund the paid
expenditure.
5. If the participant(s) wish to Because of the safety issue, we would not allow participant
arrive to destination on their to arrive to destination on their own early or extend the trip.
own early or extend the trip,
6. If there is participant(s) missing We will coordinate four board members to become the
during the trip, search party which work as a pair, and closely
communicate with the rest of the group and update the
newest condition. Call the local enforcement if necessary.
7. If there is luggage missing after We will communicate with the officer there to see if we can
departure in airport, find the missing luggage or not and contact the insurance
company according to its regulation.
8. If our participant(s) suffers from We will set a question in the application to ask if they have
special illness, any special illness and allergy. If the applicant’s medical
problem is not too serious and can easily management, we
will pay extra attention to him in the trip. For illness that is
not suitable to complete the trip, we will reject it
application.
9. If our participant(s) gets ill Common medications will be brought along to the trip in
during the trip, case of stomach problem, fever, and cold. If the illness is
too serious, 2 board members will bring the participant to a
local hospital for further care, contact his parent for
notification and contact the insurance company and acquire
necessary documentation for claiming the expenditure later.
Some disease is common in Tropical area, i.e. Malaria,
yellow fever, dengue. We will advise the participants to
vaccinate before attending the trip.
72
10. If we have to send the We will contact the relevant participant family member
participant(s) to hospital, or immediately and contact the Hong Kong immigration
most seriously, the department, Chinese embassy and insurance company for
participant(s) dies, help.
11. For food safety, Water and food from the developing country may be dirty
and unsuitable to drink. We will use iodine tablet to purify
and disinfected the water and buy bottled water for daily
consumption. For food, we will not eat street food and
avoid eating food that not thoroughly cooked.
12. For the loss of identification, Search for half day first, if still cannot find it, report loss to
the police station and heading to the Chinese embassy to
arrange for the new passport or identity card.
13. If there is traffic jam problem We will communicate with the host to rearrange the
that may affect our schedule following activity. If the delay will not affect our schedule,
during the trip, we will continue the activity. Otherwise, we will shorten
the time for the affected activity or even cancel it.
Promotional Plans:
 Inviting members through E-mail, Facebook ,online poster and briefing
Reminders for Participants:

Trip Preparation
 Passports - check the expiration date two months before the trip
 Vaccinations
 Money or foreign currency (cash, traveler's checks, credit cards)
 House key. (Leave unnecessary keys at home)
 Make sure that your luggage has a tag with your name, address, and telephone number.
Personal Items
 shirts, blouses, pants, dresses, hats, coats, sweaters
 rain protection - umbrella or raincoat
 underwear, socks, toiletries, cosmetics, shaving needs, deodorant, shampoo
 dental floss, toothbrush, toothpaste
 contact lens preparations
 camera, batteries, recharger, voltage converter, small flashlight, travel alarm clock, hair
drier
 swimming suit, beach towels, sun block cream
 slippers
 Cell phone and charger
 A printed list of emergency phone numbers or address book may come in handy if your cell
phone batteries die or you lose the phone
 aspirin or analgesic
 cold/sinus medication
73
 mosquito repellent, anti-itch cream
 special medications
January to August 2012  Assigned prepare an international trip
 Communicating with related Organization
September to October 2012  Sending email and Promoting through facebook

 Preparing powerpoint of trip
 Briefing for the members
November 2012  Preparing application form

 Collecting application form
 Selecting the suitable participants
December 2012  Workshop 1

 Workshop 2
 Preparing the materials
January 2013  Taking trip
February 2013  Sharing

1. First aid items and machines
2. Brochure for each participates
3. Souvenirs and certification to Rotaract Club of University of Moratuwa and the organization
which we will visit
4. SIM cards
5. Receipt book
Budget Plan:
Income: $
Administration Fee ($6074x25) 151175
Total Income 151175
Expenditure:
Plane ticket ($4552x25) 113800
Insurance ($156x25) 3900
Transportation fee ($200x25) 5000
Accommodation fee (Hostel for 7days) ($700x25) 17500
Cost for meals ($300x25) 7500
Function fee ($100x25) 2500
Promotion cost (3’x8’Banner $96 x1; Poster $4 x1) 100
74
SIM card ($100x3) 300
Medicines and first aid kit 120
Stationary 80
Pamphlet ($3x25) 75
Sundries expenses 300
Tools and equipment 300
Cost for activities 200
Gift package ($15x50) 750
Souvenir and certificates 300
Total Expenditure 151175
Surplus 0
Quotations:
Item Company Price(HKD$)
Plane ticket ( Economy Hong Kong to Colombo 4957
Class) Jet Airways
Hong Kong to Colombo 4552
Emirates Airlines
Hong Kong to Colombo 5945
Srilankan Airlines
Insurance(8 Days) HSBC 275

Zurich 166
Blue Cross for online application 156
Banner (3’x8’) Banner Shop 96

Hong Kong Printing Centre 144
Banner 328 72
Accommodation(7 nights) Mount Lavinia Home Stay 500

Ranjit's Ambalama Hotel 700
Chamenka Guest House 800
Remarks:
Information of the Sri Lanka, Colombo:
Colombo is the largest city of Sri Lanka. It is located on the west coast of the island and adjacent
to Sri Jayawardenapura Kotte, the capital of Sri Lanka. Colombo is a busy and vibrant city with a
mixture of modern life and colonial buildings and ruins and a population of 647,100.[1] The
Colombo Metropolitan Region, defined by the districts of Colombo, Gampaha and Kalutara.
Colombo's geography is a mix of land and water. The city has many canals and, in the heart of
the city, the 65-hectare (160-acre) Beira Lake. The lake is one of the most distinctive landmarks
of Colombo. Colombo features a tropical rainforest climate. The population of Colombo is a mix
of numerous ethnic groups, mainly Sinhalese, Moors and Tamils. There are also small
communities of people with Chinese, Portuguese, Dutch, Malay and Indian origins living in the
75
city, as well as numerous European expatriates. Colombo experiences certain levels of street
crime and bribery. In addition, in the period from the 1980s to 2009 there have been a number of
major terrorist attacks.
Emergency contact:
Information of Embassy of P.R.China in the Democratic Socialist Republic of Sri Lanka:
Ambassador: Mr. Ye Dabo

Address: 381 A, Bauddhaloka Mawatha, Colombo 7, Sri Lanka
Tel: +94-11-2694491
Email: chinaemb_lk@mfa.gov.cn
Website: http://lk.china-embassy.org/eng/
Consular Office
Address: 120/4, Vidya Mawatha, Colombo 07, Sri Lanka
In Office Hours: Tel: +94-11-2676658, Fax: +94-11-2688611
In Holidays: Tel: +94-11-2688610, Fax: +94-11-2693799
24-Hour Telephone: +94-777666599 (for Emergencies)
Sri Lanka Official Website：www.gov.lk/

Sri Lanka Police Phone Number：2691111
Sri Lanka Police Website :www.police.lk/（網站）
Sri Lanka Tourism Administration website：www.srilankatourism.org/
76
12. SOUP DELIVERY TO THE ELDERLY IN WINTER
(Community Service)
Name:
Giving care by sending soup (雪中送湯)
Lau Pui Kui, Becky
Objectives:
Through visiting the elderly, participants can give their care and supports to the needy and send
the delicious soup to them in the cold day of winter. Besides, this activity can arouse students’
awareness on social problems.
Date:
Training session — one day in the early January
Visit and Soup Delivery — 19th January 2013
Time:
13:30 – 18:30
Venue:
Caritas Mok Cheung Sui Kun Community Centre
27 Pokfield Road, Kennedy Town, Hong Kong
[明愛莫張瑞勤社區中心 - 香港堅尼地城蒲飛路 27 號]
77
A total of 25
Rotaract Club Members of the Hong Kong Polytechnic University

Caritas Mok Cheung Sui Kun Community Centre
Fee:
N/A
Function Rundown:
Training session:
19:00 – 19:20 Introduction of doing Talk given by the social worker of the
voluntary work organization.
19:20 – 19:40 Communication technique Talk given by the social worker of the
with the elderly organization.
19:40 – 20:00 Contingency plan for Talk given by the social worker of the
visiting organization.
Visit and Soup Delivery:

13:30 – 13:45 Meet the participants N/A
outside PolyU library
13:45 – 14:45 Take the bus 101 and walk The time for the bus journey is about 22
to the centre minutes. And the time needed to walk to the
centre is about 20 minutes.
14:45 – 15:00 Settle down and contact Participants can take this time to go to the
the staff there washrooms.
15:00 – 15:30 Opening ceremony of the N/A

event
15:30 – 15:45 Group division and take 3-4 participants will be arranged in one group,
the soup bottles and others with at least 1-2 board member(s) in each group
gifts
The soup and other gifts will be offered by the
organization.
78
15:45 – 19:30 Visit the elderly and soup Each group will be assigned about two to three
delivery families to visit.
19:30 – 18:15 Sharing Participants can share their feeling and

reflections after joining this activity.
18:00 – 18:30 Photo-taking N/A

18:30 End of program N/A
Contingency Plan:
1. If there are not enough We will boost our promotion of the event, like sending one
participants, more e-mail to our members for encouraging them to join or
invite their friends to join; putting more posts on the
Facebook event page; making phone-calls to ask the
members individually.
If it is failed, we will ask our board members to join to

increase the number of participants. Yet, it is the last resort
since we would like more members to join but not the board
members.
2. If there are too many We will use the lucky draw method to avoid the problem of
participants willing to join, unfairness.
3. If some of the participants are We will call them to ask for their location. If they can arrive
late, in 30 minutes, we will ask one board member to stay at the
meeting place to wait for the late-comers. If the participants
cannot arrive within 30 minutes, we will teach them how to
go there and ask them to come on their own.
4. If some participants are Members on the waiting list will be asked to join so as to fill
absent but have informed us in the vacancy. If members on the waiting list are not able to
before the date of the event, join the event or not being interested anymore, we will ask
our board members to join.
5. If some participants are We will carry out different responses depending on the
absent from the activity and number of absentees.
inform us on the date of the
event, If only a few participants are absent, the event will continue
to run. If too many members are absent, we will contact the
members on the waiting list. If members on the waiting list
are not able to join the event or not being interested anymore,
we will call our board members to join as the last resort.
79
6. If any of the participants is If some participants have a low level of sickness or injuries,
sick or injured, first aid kit will be used.
If they have a high level of sickness or injuries, we will dial
999 and seek help from the ambulance immediately.
7. If the participants are late to We will call them to see if there is any problem they faced. If
come back from visiting the they are chatting overtime, the phone call is made to remind
elderly, them the time concerned. If they have any accidents, we will
tell the organization about the case and dial 999 immediately
if necessary.
8. If the weather is bad, If the weather is bad but will not seriously affect our activity,
like the hoisting of typhoon signal number one or amber
rainstorm warnings, the event will be continued as usual.
However, if typhoon signal number three or above or red and

black rainstorm warnings are hoisted during the activity, we
will cancel the event and dismiss the participants.

rainstorm warnings are hoisted before the event starts, we
will ask the organization to see whether we can postpone the
event or not. If no another day can be arranged for us, we will
cancel the event.
Promotional Plan:
 A mass e-mail will be sent to all of our members two weeks before the events. It will
contain the details of the event such as the name of the activity, objectives, venue, date,
duration, admission fee, contact method of person in charge, the application deadline and
methods, etc.
 The information and details of the event will be posted on the Rotaract facebook group and
an event page will be opened for inviting members to attend.
 Through the Orientation week, we will introduce this event to our members briefly and
deliver the leaflet which will contain the event information.
April - May Keep close contact with the organization to receive the
most updated information about the event.
September - October Confirm details of the event.
Early January Promote the event to members and open the application.
Mid-January Contact participants to remind them about the details of the
80
event.

N/A
Budget Plan:
N/A
Quotation:
N/A
Remarks:
N/A
81
13. JOINT-UNIVERSITY STRAWBERRY LAND VISIT &
BARBEQUE (Club Service)
Name:
Strawberry Trip
Ho Chun Huen, Iris
Ng Tsz Kwan, Joanne
Objectives:
This event provides an opportunity for participants to have outdoor activity together. Interaction
between participants can help them to build up friendship. Participants can pluck and eat
strawberries as many as they want. It is a rarely chance for them to try to pluck strawberries
themselves, to kiss the nature and to relax. Participants should have fun and enjoy the trip.
Date:
12th January 2013
Time:
10:00 - 16:00
Venue:
Tai Tong Organic Park (大棠有機園)
50 (5 Board members inclusive for each university)
Members of Rotaract Club of the Hong Kong Polytechnic University; and
Members of Rotaract Club of City University of Hong Kong
82
N/A
Subscription Fee:
Participants: $158
Function Rundown:
10:00 – Assembly Participants will be requested to assemble at Long Ping
10:45 Railway Station and take K66 bus together to the farm
(PolyU Participants only)
10:45 – Roll call, The itinerary of the event will be introduced and groups
11:30 Introduction with PolyU and CityU participants will be formed
and Group
Division
11:30 – Strawberry Participants will be allowed to pluck strawberries in
12:30 plucking group.
12:30 – Barbeque Participants can barbecue food and have chats with group
15:30 members.
15:30 – Photo taking Participants can take photos and exchange contacts with
16:00 other participants.
16:00 Dismissal Board members will lead participants back to Long Ping
Railway Station, and participants can also leave by
themselves.
Contingency Plan:
7. If there is bad weather on the The activity will be postponed if the weather
day is too dangerous for playing outdoors.
8. If participants are injured Ask the staff of the function site for help and
first aid. If participants are severely injured,
board members will call 999 for assistance.
9. If participants have lost during Number of participants will be counted
the function before departing and during the journey.
Participants will be asked to turn on their
phones.
10. If participants are absent Fees will be charged at the time members
confirm to join the event (before booking the
venue), and no refunds will be made.
11. If the number of applicants Lottery will be held.
exceeds the number of
participants
12. If there are too few applicants We will send the promotion email again to all
members and invite members by calling them
by phone.
83
Promotional Plan:
 E-mail will be sent to members 3 weeks before the event. The e-mail contains all the details
of the event including event rundown, admission fee, contact information of people in
charge, the application deadline and etc.
 The event information will be posted on our Facebook group.
 Members will be directly invited and asked to join the event during other events of our club.
Mid November  Confirm whether the event will be organized or the exact tour
package charge
Early December  Start promotion
Early January  Collect admission fee
A week before  Remind the applicants of the event by email
the event
Division of Work:
Ho Chun Huen, Iris
Ng Tsz Kwan, Joanne
Lau Pui Kui, Becky
Iu Hoi Yi, Wendy
Wu Man Yan, Yan
 Receiving Leung Man Ling, Ling
Subscription fees Lai Nap Tak, Eunice

N/A
Budget Plan:
Income: $
Admission fee ($158 x 50 / 2) 3,950
Total income 3,950
　
Expenditure:
Tour Package Charge ($158 x 50 / 2) 3,950
Surplus 0
84
Quotation:
N/A
Remarks:
N/A
14. RED WINE AND TABLE MANNER WORKSHOP
(Professional Development)
Name:
Wine Me!
Tam Kit Hin, Jacky
Wu Man Yan, Yan
Objectives:
The function aims at helping participants to learn more about red wine and table manner. The
function also helps them to learn the traditional Western dishes schedule, ordering meals and
basic eating etiquette. Students will be self-equipped in socializing occasions with basic wine
knowledge.
Date:
January, 2013
Time:
19:00-22:00 (4 hours)
Venue:
See Fah Restaurant
3/F,Alliance Building,71-77 Peking Road,Tsim Sha Tsui
(Tsim Sha Tsui MTR station H exit)
Club members: 30
Helpers from our board members:5 (including PICs and chairman)
85

See Fah Restaurant
Wine and Food
Fee:
$200 per person
Function Rundown:
17:30-18:30 Preparation Confirmation of program rundown with the
speakers
18:30-19:00 Registration To check whether participants have arrived and

call the late comers
19:00-19:10 Introduction of event Introduce background of the speakers and event

rundown
19:10-19:30 Introduction of wine Staff will teach the skills and etiquette when
tasting red wine and the method of choosing red
wine during dining
19:30-20:00 Wine tasting and Q&A Members will taste 4 kinds of red wine and
section cheeses
Participants can ask questions about wine
20:00-21:00 Table Manner Teach dinner etiquette and tips for formal dining
occasion
21:00-21:05 Souvenirs Giving Give souvenirs to our speakers
21:05-21:45 Dinner Soup

Main course
Coffee or tea
21:45-22:00 After events work Put back the seats to original setting and help
them to clear the place if necessary
Participants can stay until 21:50.
Contingency Plan:
86
1. If there are too many A lottery will be made if the venue cannot serve the extra
participants, participants.
2. If there are too few people Email will be sent again to invite the members to come
want to join the function, concurrently in the following months.
Our board members will promote it on the previous
functions and when they meet our members on the campus.
Invite the members who cannot join previous functions
3. If the date cannot be The exact date will not be shown on the promotion material
confirmed at June to August,
Just show ‘Second or third week of January” on the
promotion material
Try to confirm the exact date with the cooperative company

as soon as possible and send a mass email to all members
about the confirmed date and time
4. If the weather is poor (typhoon The event will be postponed.

signal no. 8 & no. 10, red Inform both speakers and members about the arrangement.
rainstorm & black rainstorm),
Figure another date with the company and inform the
participants
If the participants are not able to participate the event after

changing the date, fee will be refunded.
5. If the speakers may not be Inform all the participants immediately

available suddenly, Figure another date with the company and inform the
participants

changing the date, fee will be refunded
Invite applicants who are on the waiting list to join
6. For the possibility of food Avoid choosing food with ingredients like shellfish,
allergy, peanuts, lamb and beef.
7. For the possibility of food Understand the situation and ask for help by the restaurant
poisoning, Send victims to hospital if necessary
Inform the Food and Environmental Hygiene Department
Promotional Plan:
87
 Promote this function at orientation week, orientation functions and also functions before
the workshop
 Send mass email to all Rotaract members to invite them to join before one month
 Set up an event on Facebook’s Rotaract group before one month and invite members to join.
Preparation Schedule
Feb  Confirm the venue and date with the speakers
 Further discuss any changes to meet the request and
arrangement of our speakers
Sept-Oct  Promote the function during orientation functions
Nov-Dec  Keep promoting our function in different functions

in order to attract more participants
 Send promotion emails to our members in order to
raise attention
 Confirm all agreed arrangement with Wine and Food
Jan (before the function)  Confirm the participants about the date, time and
venue by email and phone calls
 Check the condition of the necessary materials
 Call Wine and Food to confirm the date and the time
we should arrive
 Promotion and application of participants
 Participants have to pay the fee a week before the
 Have briefing with all PIC
 Call participants 3 days before the event and also on
that day to remind them about the event
Jan (after the event)  Send electronic evaluation form to participants

 Collect and analyze the electronic evaluation forms
and make report for further evaluation

1. Preparation of souvenirs and thank you cards
Budget Plan:
Income: $
Admission Fee ($200x35) 7000
Total income 6000
Expenditure:
88
Payment to WINE and FOOD 紅酒軒 (200x35) 7000
Sundry expenses 10
Surplus -65
Quotation:
Company Price for similar Remarks
workshop ($)
WINE ASSOCIATION OF $600 for two 3-hour A maximum 20 students for each
HONG KONG LTD. lessons course
Red Wine Cellar $750 for two lessons Each lesson lasts for 90 minutes
Course content:
Part I:
- Wine as Knowledge
- Philosophies on Wine
- Wine Types
- Wine Style
- Skills & Steps on Wine Tasting
- Hints and Clicks on ageing wine
Part II:
- Major influence on the taste of wine
- The wine making process
- Tasting NoteWine and Food
- Matching
- Hints and Clicks on
- Serving Wine
MAPS (Maxford Academic $1080 for 4 lessons (2 Course content:

& Professopmmal Ltd.) sessions) - Introduction to wine types and style
- Common grape varieties & major
wine producing regions
- Wine tasting techniques
- Factors affecting the taste of Wine
- Introduction to wine labeling
leading to wine selection
- How to serve and preserve wines
- Food and Wine matching
89
techniques
- Wine Tasting of 8 wines &
produce simple tasting notes
Remarks:
N/A
90
15. IMAGE IMPROVEMENT CLASS (Professional Development)
Name:
Chok You Chok Me
Tam Kit Hin, Jacky
Wu Man Yan, Yan
Yeung Chin Fu, Jacko
Objectives:
It is a function aiming to raise the teenagers awareness of a fresh image by providing basic skin
care skills. Improvement of self -mage may also benefit their career.
Date:
Mid February 2013
Time:
14:00-16:00
Venue:
A room at PolyU
Club members: 20
Helpers from our board members: 5 (including PICs and chairman)

Emmy Chan Hoi Man
Fee:
HKD$150 per person
Function Rundown:
91
13:30-14:00 Preparation Confirmation of program rundown with the speaker
13:30:14:00 Registration Check participants’ arrival
14:00-14:10 Introduction Introduce background of the speakers and event

rundown
14:10-14:20 Introduction of basic Speaker will introduce the basic skincare knowledge
skincare knowledge Skin type analysis
14:20-15:00 Daily skin care practice Participants can use the provided skincare product
with the advice of speaker.
15:00-15:50 Slim face facial practice Participants do some slim face practice by following
the speaker.
15:50-16:00 Souvenirs Giving Give souvenirs the speaker and thank you her
Participants can take photo with her.
16:00-16:15 After events work Put back the tables and chairs to the original position
Contingency Plan:
1. If there are too many people A lottery will be made if the venue cannot serve the extra
want to join the function, participant.
2. If there are too few people want Email will be sent again to invite the members to come
to join the function, concurrently in the following months.
Our board members will promote it on the previous

functions and when they meet our members on the campus.
Invite the members who cannot join previous functions
3. If the date cannot be confirmed The exact date will not be shown in promotion
at June to August, Just use ‘Mid February” in promotion.
Try to confirm the exact date with the cooperative person as

soon as possible
Send a mass email to all members after the date and time is
confirmed
92
4. If the weather is poor (typhoon Figure another date with speakers and inform the
signal no. 8 & no. 10, red participants as soon as possible
rainstorm & black rainstorm),
5. The speaker is not available Inform all the participants immediately

suddenly Figure another date with speaker and inform the participants

changing the date, fee will be refunded.
Invite applicants who are on the waiting list to join
If there are no applicants on the waiting list,ask our board

members to join
Promotional Plan:
 Promote this function at orientation week, orientation functions and also functions before
the workshop
 Send mass email to all Rotaract members to invite them to join before one month
 Set up an event on Facebook’s Rotaract group before one month and invite members to join
Feb  Confirm the venue and date with the speaker
 Further discuss any changes to meet the request and
arrangement of our speaker
March-Aug  If the exact date and venue is still not be confirmed ,try
to confirmed the date and time of the event in order to
show them in promotion.
Sept-Oct  Promote the function during orientation functions
Dec  Keep promoting our function in different functions in

order to attract more participants
Jan  Confirm all agreed arrangement with the speaker

 Send promotion emails to our members in order to
raise attention
Feb (before the function)  Confirm the participants about the date, time and
venue by email and phone calls
 Check the condition of the necessary materials
 Call speaker to confirm the date and the time we
should arrive
93
 Promotion and application of participants
 Participants have to pay the fee a week before the
 Having briefing with all PIC
 Call participants 3 days before the event and also on
that day to remind them about the event
Feb (after the event)  Send electronic evaluation form to participants

 Collect and analyze the electronic evaluation forms
and make report for further evaluation

1. Preparation of souvenirs and thank you card
Budget Plan:
Income: $
Admission Fee ($150 x25) 3750
Total income 3750
Expenditure:
Payment to Emmy Chan 3750

Sundry expenses 10
Surplus -65
Quotation:
Company for similar workshop Remarks
Skin Care Course $500 (including materials and tools Course Contents:
offered by Ms Lam for lessons) - Analysis of Skin Structure
- 8 Steps to Clean Face
- Facial Scrub
- Face Lift Serum
- Self facial massage
- Moistening /
Cleaning
- Mask
Mrs Emmy Chan Hoi $150 (including materials and tools Course Contents and materials:
Man for the lessons) - Facial Treatment
- Skin Detoxification
94
All skin products such as
cleanser, toner, masks, and lotion
will be provided.
Remarks:
N/A
95

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The Hong Kong Polytechnic University Student’s Union

2. 7th July2012 Joint-University Installation

3. Late September 2012 Orientation Week

4. Early October 2012 Orientation Night

5. Late October 2012 Orientation Camp

6. Late October 2012 Green Environment Tour

7. 10th November 2012 Joint-University High Table Dinner

8. 24th November 2012 Joint-University Life X-perience

9. November 2012 Ink fish Fishing

10. 22nd December 2012 Decoupage Collage Art Workshop

12. December 2012 Interview Session of the 11th Rotaract Club

13. 22nd December, 2012 Christmas Ball

14. 12th January 2013- 19th International Services Trip

17. January 2013 Wine Tasting and Table Manner Class

18. Early February 2013 Image and skin care Seminar

19. Mid February 2013 Inter-Consultation of the 11th Rotaract Club

20. Late February 2013 Annual General Meeting

Other Involved Parties:

b) The day of installation

Materials and Equipment Required:

Other Involved Parties:

4. If the members recruited is As member’s recruitment is the most important process,

Mid August - late  Prepare the decoration of the booth

Early September  Prepare the timetable of board members in Oweek

Mid September –  Borrow the material needed from SU

Materials and Equipment Required:

19:30-19:35 Theme introduction The MC will introduce the theme of orientation

19:35-19:45 Introduction speech of The President of PolyU Rotaract Club will

19:45-20:15 Theme Game: Instruction:

20:15-20:45 Theme Game: Instruction:

The first 4 groups will enter a cup tournament

20:45-21:15 Meal time After playing some games, we will provide

21:15-21:45 Theme Game: Instruction:

21:45-22:15 Theme Game: Instruction:

Fire burn the Fence at the Instruction:

If typhoon signal number three or above or red and black

If participants are absent suddenly because of some

For those late arrivals, as we have time for ice-breaking

5. For safety reasons, The clothing requirement must be comfortable and

The group leaders of each group are required to look after

September  Prepare the decoration

Materials and Equipment Required:

Other Involved Parties:

10:00 – Giving Camp-Tee /

2. Each team can decide their own team formation.

3. No body contact is allowed. If any, a foul is rewarded to

4. A foul is counted if the ball is thrown out of competition

5. All foul will give the opponent a goal kick.

6. One mark is got when goal is achieved.

7. No substitution is allowed during the game.

2. Each one can pull away ONE tail ONLY.

3. The tail tied on body should be checked by judges or OC.

4. Participants can share their own identity with their own

5. The one whose tail is pulled away and the “tail-puller”

6. 10 minutes is allowed for each round.

7. Participants cannot have too much body contact. The one

2. Bomb – Whatever the identities, both will be fouled out.

3. Peeping Man/Woman – If this identity pulls the tails of

16:30 – Entering Camp-site /

18:00 – Dinner in Camp /

19:00 – Mass Games: Instructions:

Mass Games: Instructions:

20:30 – Detective Game