Organizing Committee Structure

I. Hierarchy organizational chart:

 Secretariat members include Ms. Vu Kim Chi and Ms. Nguyen Tuyet Lan.
The secretariat will report to Tournament directors at the end of the week.
II. Details on operation mechanism:
Organizing Committee is independent from the tournament structure, which
includes Executing Team and Functional Team. Functional team composes of 06
departments, say, Finance, External Relations, Communication, Events, Logistics
and ART (Accommodation-Registration-Transportation). In each department there
are a Leader, Leader Assistant(s) (LA) and Assistant members (collaborators).
2.1. Executing team
Members : Mr. Pham Xuan Hoan, Mr. Vu Anh Tuan and Ms. Nguyen Thi
Tuyet Lan.
Mission : Ensure UADC 2019 operation by planning, monitoring and
reviewing general activities of 06 departments.
Mechanism :
+) Mr. PXHoan bridges the OC team and Tournament Directors. All activities
under OC would be reported to the directors for approval.
+) Ms. Tuyet Lan bridges the OC Team and Tournament Advisors, delivers the
directions and advice from Mr. Loke Wing Fatt and Mr. Joshua Park each
department.
+) Mr. VAT bridges the OC team and Adjudication Core, informs requirements of
adj.core to departments in charge.
2.2. Functional Team
Core members : Leader and Leader Assistant(s)
Mission : Prepare a tentative 5-month plan and a running schedule for 7-
day UADC (if necessary).
Give Job Description for team assistants.
Report to Executing Team at the end of the month.
2.3. General timeline:
Recruitment Plan -Prepare job description for Leader
(06/01-10/01/2019) Assistants of External Relations and
Communication Departments.
-Complete 5-month plan for each
department.
-Agree on the quantity and quality of
Assistant members.
Recruitment call
Facebook recruitment call.
(10/01-20/01/2019)
Complete personnel structure Overall plan for the department and
(20/01-30/01/2019) individual plan for each member.
 III. Specialized Functions:
3.1. Logistics Department
In charge of the debate venue:
 Map out the debate venue including the location of Gather Hall, debate rooms,
tab room, council room, praying room, medical room, smoke room, rest rooms
for OC and kitchen hall.
 Prepare and arrange facilities for each debate room (podium, micro)
 Make sure the quality of sound system, projector, screen… at the Gather hall
 Wifi MUST be strong enough
 Decorate the gather hall so that it looks nice and professional with standees,
backdrop, bandrol
 Print materials according to the offer of OC and Adju core.
 Support tab team
 Estimate the number of volunteers to run across debating rooms collecting
ballots, serve food and assist (guide) participants.
o For Adj core team: Free pen, paper, simcards, coffee sent to them
Venue concept
Location: Kieu Mai Campus
Arrangement:

*Food courts are arranged in the 4th floor of H1, H2

*Debater rooms in 2nd and 3rd floor of H1 and H2
*Praying room near the toilet room and have north sign, provide carpet if
possible
 In charge of coffee break, lunch and dinner
 Set up menu for 7 days (best with Vietnamese cuisine everyday)
 Contact service agency to provide teabreak, lunch and dinner. And Halal food
 Make sure free water is always available
 Ensure food security
o Coffee , tea and snack provided between Rounds

3.2. Events Department

In charge of the Opening Ceremony, Closing ceremony, break night and farewell party,
Company tour and 01-day-sightseeing tour:
Opening and Closing Ceremony:
Plan for the concept of Opening ceremony (at the Gathering Hall – Kieu Mai campus) and
Closing ceremony (at Nguyen Van Dao Hall – Xuan Thuy Campus)
Break night Concept:
Option 1: Hire a space in/near La Thanh hotel. Break night should be a drink night. After
finishing Round 8, people get back to the hotel, dress up, eat something by themselves and
then go to break night for beverage while listening to the announcement. Break night should
be a relaxing time.
Option 2: Tinh hoa bắc bộ Show
Farewell concept:
Location: 2 options, SEN and BAY buffet
Arrangement: farewell party should have a stage so that the organizing committee can give
announcements before the meal.
Company tour:
Contact MNCs like Samsung, Vinfast, Ford … to ask for a free half-day company visit.
01-day-sightseeing tour:
Contact credit travel agency to plan for 2-3 tour options to offer for participants.
3.3. Communication Department

● Build master communication plan for UADC

● Build VIETNAM UADC 2019 Facebook page (FB page run from January 2019)
Website and Wechat account.
● Write official announcement as 1st post of UADC fanpage and website.

● Add Mr.Loke as editor of the page to support answering questions

● Call for media coverage

 ● Design the communication package of UADC (logo, banners, souvenirs, fans, T-
shirt…)
● Build websites for UADC 2019 to support online registration.

● Design UNIQUE LOGO and THEME for UADC

● Design trophy that demonstrates Vietnam identity impressively

● Pick unique information about UADC to post on Facebook : The 1st tournament to
cater food every day, Mr. Loke can sleep here so you can sleep here (the issue of
twin/double rooms)
3.4 Transportation, Registration and Accomodation Department
3.4.1 Transportation

● Build travel routines (airport pick-up, hotel departure and commute in 7 competition
days
● Volunteers to make sure participants get on bus timely

● Volunteers to support participants on bus

TRANSPORTATION CONCEPT - UADC 2019
1. Pick up from airport - hotel

a. Recognition: Should separate the volunteer pick up at airpot into 2- shifts, 2 people/
shift. 1 wait inside with clothes (shirt or cap written UADC 2019), one wait outside
with a flag.Ask for Noibai airport to arrange UADC flags on the entrance door.
These flags would lead participants to the Meet-up point
b. Only pick up when participants come on 24th June.
c. There are FIXED bus schedule. Participants need to wait for the time (every 02
hours) to leave the airport.
d. *Note: Ask coffee shop/restaurants at Noibai airport for coupons so that participants
can enjoy at the airport while waiting.
e. OC would analyze flight details of participants to identify high time and low time
arrival. During high time, there would be 2 buses and a van. 01 bus and 01 vanfor
low time
2. Depart from hotel – airport [NOT FUNDAMENTAL]
No obligation to send them back to the airport, but have to show them how to come
back, which routes to go, which means of transportation, the cost of each means ..
a. For those who wish to go to the airport right after the finals, buses would leave from
the NVĐ Hall to the airport
b. For those who wish to go to the airport in the late afternoon/night/next morning, there
would be FIXED bus schedule for leaving.
3. Transfer between hotel and debate venue
 a. 7:30 All 7 buses would depart from the hotel. If participants are late for the bus, they
have to take their own transportation to the debate venue. We will not wait.
b. 18:00 All 7 buses would depart from the debate venue. If participants are late for the
bus, they have to take their own transportation to the hotel. We will not wait.

3.4.2 Registration

● Design questionnaires and upload on Fanpage and website

● Keep track with registration form

● Answer questions from participants (Mr.Loke will support)

● Email guide and rules on payment

● Personal form (After teams finish their payment, this document would be sent out

● Commitment form (in case participants request for pay on arrival, they must send
their copy of flight ticket and a commitment form with their institution mark of
acceptance)
● Visa documents (work with teams that need visa in advance, provide them with all
documents that the embassy requires)
● Code of conduct document

● Check-in on arrival: At the counter of each building D&E arrange 04 tables:

Individual - institution information, Gift bag, EFL registration and Code of conduct
signing. Room key should be the LAST thing to give them. Use both paper and excel
check-in to ensure no missing information.

3.4.3 Accommodation
● Calculate number of rooms, types of rooms, hotel service

● Collab with Registration department to check-in on arrival

● Ensure participants’ safety during stay

. Hotel arrangement

VIP No of people No of Note

 room

Advisers 3 3 3 single rooms

Chief Adjudicators 5 3 2 twin rooms, 1 single room

Sum 8 6 Same floor

No of
Participants No of people room Note

Invited Adjudicators 20 10 Twin/Double room

Participants 280 140 Twin/Double room

Sum 300 150

SUM = 308

 ALL DEBATERS LIVE IN BUILDING D

 ALL JUDGES LIVE IN BUILDING E
 Adj.core and invited adjudicators should be prioritized more luxury room
3.5. Sponsorship and External Relations Department
a. Call for Sponsors

● Complete Sponsorship proposal and Sponsorship contract in both languages before

2019
● Research for potential sponsors (multinational companies, local companies that want
to expand to Asian market, start-ups, …) Ask CapitaLand Limited - a Singapore
company for sponsorship. Our chief adjudicator is Adil Haken from NUS,
Singaporean. Capitaland/Vingroup/ can run their recruitment campaign at UADC/ let
them be the breaknight/farewell sponsor (Capitaland breaknight/Vingroup UADC
Opening ceremony…) Dean/Vice Dean/ Head of OSA should be the one to contact
top sponsors.
● Target: >200.000.000 VNĐ (~$10,000)
b. External Relations

● Connect international advisors for advice in Organization and issues of debate

specialty
● Work with Adju. Core (AC) and Exco team (ET)
 ● Send AC and ET of invitation (which includes the tournament schedule, their
meeting schedule and special offers and special requirements, subsidy cost, …
● Subsidy confirmation form (to verify that adj core and invited adjudicator already
receives cash of support)
● In charge of Pre-departure guide for participants
Pre-departure guide includes:
 Exchange rate, average price of meals, coffee
 Weather, favorite places in Hanoi
 Taxi, bus, grab system (comparison between traditional taxi and grab)
 ATM, mart, restaurant medical rooms near hotel and debate venue
 …… the more information the better
This guidance document would then be attached on the name tag. Name tag would be
in A4 size. When fold in we see the tag [ex - UADC, DEBATER] in the front, the
rest are all information that participants need to survive in Vietnam.
3.6 Finance Department
PAYMENT NOTES:
Calculate the time it takes for transferring to estimate the deadline for payment
Flexible with payment method (bank transfer, online electronic transfer..)
Consider the transfer cost, remind participants to pay the transfer cost on their own.
HSBC and Western Union should be considered as gate of payment
Petty fund to cover for small things
Emergency fund
Check if the school require everyone to have insurance, if not, include insurance
fee in the registration fee.