AMA University Student Council

4th General Assembly

December 09, 2022 / 2:00 – 6:00 P.M.

AGENDA

YEAR-END PARTY

I. POPULATION
The total number of students who will be attending the year-end party in different
departments are 42.
CCS – 31
CASE – 8
COE – 2
CBAA – 2
EMPLOYEES – 10 to 15

Department Accessible Population Expected Population

CCS 30 45
CASE 8 8
COE 2 8
CBAA 2 2
TOTAL = 42 TOTAL = 78 or 80

II. PREPARATION

For the preparation of the event;

December 12, 2022  Last collection of event registration fee; thus,

(Monday) the finalization of assigned foods for CCS
only.
 Auditing of final budget obtained within the
last 48 hours
 Cleaning of Bleachers, floors, chairs, and
tables
 Testing of Sound System
 Purchase of venue’s decors & needed materials
for the games in the event;
- assorted colored balloons
- letter balloons
 - plain white balloons for games
- backdrop cloth (if none are available within
the university’s premises)

December 13, 2022  Purchase of bananas (used for games in the

(Tuesday) event)
 Venue Decoration
*2 hours before the event  Preparation of food
 Final testing and set-up of Sound System

Sound system – 2 speakers and 2 microphones will be provided by AMA

University’s Admin.
Chairs – Cleaning of chairs provided at AMA Gymnasium.
Tables – The tables from the amphitheater will be cleaned and be placed in
AMA Gymnasium.
Venue – Cleaning of bleachers that will cater all student attendees, removal of
volleyball net, dusting of floors
Decors – assorted colored balloons and letter balloons, Christmas lights,
backdrop cloth, and table cloths will be needed for decoration.

III. AUDIT

Total budget: ₱2,150

 43 - Those who paid their contribution for the prizes
 50 - The contribution
 43 x 50 = ₱2,150

Prizes: ₱1,550 + 150 (emergency prize money budget)

 Cash prizes:

Games Winners Prize

Trip to Jerusalem 1 person ₱50
Longest line 7 inches 5 people ₱200
Itakbo mo ‘ko 5 people ₱200
Bring Me 5 people ₱250
Stop dance 2 people ₱100
Kainin mo saging ko 2 people ₱100
Kiss me baby 5 people ₱200
Iputok mo ‘to 5 people ₱200
Subo moto 5 people ₱250
Total = 1,550
  The additional 150 pesos is for emergency prize money; 100 comes from the
total budget of 2,150 pesos, and 50 will be borrowed from the student council
funds.

Expenses (props): ₱500 budget allowance

 Bananas for games and balloons for decoration.

Sponsors for Additional Cash Prizes:

Ms. Marjorie Solomon - ₱1,500

Mr. Timothy Andres - ₱1,500
Mr. Mon Escalante - ₱1,000

IV. FOOD ASSIGNMENT

Each department are assigned for different food types to bring for the said event.
Dish – CCS (for follow-up)
Pastas – COE
Pizza – CBAA
Drinks – Selected Student Council Members
Rice & Dessert – CASE

V. PROGRAM / PROGRAM FLOW

 Set-up: 8:00 am – 10 am

Designation areas of Student Council Members for 8am to 10am

preparations only:

Food – To be led by Edgardo Laserna, together with John Paul Sanchez, John
Michael Sanchez, and Jemar Laborte

Sound system – Assigned to Angelika Solomon, Andrei Daya, Aldren

Albarracin, and Rommel Jay Rueda

Decoration – Assigned to Roxette Belgira, Remela Estopare, Jade Dela Cruz,

Elizabeth Adecer

 Opening: 10 am – 12 pm
Opening remarks, prayer, and games.
 Mid: 12:00 pm – 2:00 pm
Lunch and the announcement of confession lists from google forms.
  Closing: 2:00 pm – 5:00 pm
Continuation of games and closing remarks.

VI. CONTINGENCY PLANS

The governor has assigned duties to each officer, and all are required to prepare for a
contingency plan.

I. Population

Plan A - If more than 5 unexpected/unlisted students attended and paid

at the exact same day of the event, 150 pesos contribution is required;
100 pesos for food contribution, and 50 pesos will proceed to the
Student Council funds.

Plan B - If less than five students attended and paid at the day of the
event, pay 250

Plan C – Unexpected/Unlisted students shall bring their own food.

II. Set-up
(To be led by Andrei Daya with Jade Dela Cruz.)

Plan A: Decorations, backdrops, and any necessary materials needed

in the venue during the event are to be monitored and acted upon by
the Sergeant at Arms, together with the CCS Councilor.

III. Audit
To be led by Aldren Albarracin together with Rommel Jay Rueda
monitored by Remela Estopare.

Plan A: For late payments/registration, transactions are to be dealt by

the finance officer, listed by the Auditor, and fact-checked by the
Executive Secretary.

IV. Food Assignment

 (To be led by John Michael Sanchez monitored by Edgardo Laserna.)

Plan A: For possible shortage of food, emergency SC funds shall be

used with the approval of Student Council President and Treasury.
V. Program Flow
Assigned to Roxette Belgira

Plan A - If there is a problem and the event must proceed, the hosts
will entertain the students while the problem is being resolved.

Plan B - If the event is delayed due to a problem, either the game will
be reduced or the time per game will be limited.

Plan C - If the games are over and much time are left, bonus games
shall be provided.

VII. ADJOURNMENT

The Governor declared the adjournment of the meeting at 6:00 PM.

VIII. NEXT GENERAL ASSEMBLY

The next general assembly will be held on Monday, December 12,

2022 for the preparation in the upcoming Year-End Party event.

Prepared by:

Estopare, Remela
Executive Secretary
Daya, Andrei Belgira, Roxette

Educational Secretary Culture and Arts Secretary

Approved by:
Solomon, Angelika Rose C. Laserna, Edgardo
Governor Vice Governor