AgendaCentral Committee Meeting #11 – Friday 10th May 2018

Time : 16 30Venue : PAR-Old Physics-G16 (Jim Potter Room)

1. Procedural Matters

1.1. Acknowledgement of Indigenous Owners

1.2. Official Welcome

1.3. Attendance

1.4. Apologies

1.5. Adoption of Agenda

2. Confirmation of Previous Minutes

3. Matters Arising from Previous Minutes

4. Proposal

4.1. Exam Pack Giveaway Semester 1 Proposal 2018

4.2. OB Appreciation Event 2017/18 Proposal

5. Reports

5.1. Night Market 2018 Final Report

5.2. What She makes, an Oxfam-Joint event Semester 2 Report 2018

5.3. UMSU International Summit 2018 Final Report

6. Other Business

7. Next Meeting

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Unconfirmed Minutes Central Committee Meeting #10 – Friday 27th April 2018

Date : 27th April 2018

Time : 16 30

Venue : PAR-Old Physics-G16 (Jim Potter Room)

1. Procedural Matters

1. Acknowledgement of Indigenous Owner

2. Official Welcome

3. Attendance and apologies

Absent with Apologies

Exco : -Directors : Kevin KALIP, Evelyne Febriani TANTONOOfficers : Owen Hubert JOHANNES

Absent with No Apologies

Exco : -Directors : -Officers : Mia WANG

Late with Apologies

Exco : -Directors : -Officers : Lisa HUANG

Motion 1

Move that Standing Orders be adopted for CCM #10 at 16 49.

Mover : Krystal NGOOI

Seconder : Rebecca VINCENT

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CARRIED without contention.

4. Adoption of Agenda

Motion 2

Move that the Agenda for CCM #10 be adopted.

Mover : Wei Jen LAU

Seconder : Wanqiuzi ZHAO

CARRIED without contention.

2. Matters Arising from Previous Minutes

3. Confirmation of Previous Minutes

Motion 3

Move that the minutes of CCM #9 be accepted and confirmed as a true and accurate record.

Mover : June LIU

Seconder : Karen LI

CARRIED without contention.

Motion 4

Move that the ISA Appreciation Night Semester 2 2018 Proposal be accepted.

Mover : Wei Lee ONG

Seconder : Joshua TSENG

Motion CARRIED.

Motion 5

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Move that the What She Makes, an Oxfam-Joint Event Semester 2 Proposal be accepted.

Mover : Steven ZHANG

Seconder : Dennis QIAN

Motion CARRIED.

6. Other matters

Motion 13

Move that CCM #10 be adjourned at 18 36.

Mover : Livianie TAN

Seconder : Surviantoro Ilham YUDANARDI

Motion CARRIED.

Prepared by,

Zi Shan (Angel) WEESecretary 2017/2018UMSU International

4. Proposals

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ISA Appreciation Night Semester 1 2018 ProposalCentral Committee Meeting #11 – Friday 11th May 2018

1. Introduction

Exam Pack Giveaway is an exam boost event for university students before the revision week and examination period in conjunction with the Meat and Greet by the HR department as well as Stress Less Week by UMSU. The exam support pack will be given out to the students who had liked and followed our social media accounts. The Exam Pack Giveaway is adopting the innovative approach from the previous EPG, where we display the items and allow the students to collect whatever they need. We are also encouraging all students to bring their bag through our Facebook event information page. These will both minimise the waste of students collecting items they do not want and save on the amount of excessive bags owned by students. The details of the event will be as follow:

Date: 16th May 2018 (Wednesday, Week 11)Time: 12pm - 2pmLocation: North Court

2. ObjectivesThis event aims to:

To provide a platform for UMSU International to reach out to university students by promoting the services provided by UMSU International.

To motivate students by giving out support pack and enlighten their mood for exam preparation.

3. Scope of EventThe target audience for this event will be approximately 500. Both current and upcoming Educational and Welfare office bearers will be coordinating the event.

4. Timeline

Week Tasks

Week 10 Purchase of items for exam support packs

Week 11 Exam Pack Giveaway

5. BudgetA total 1,600 AUD (incl. GST) is allocated for this event.

a. Breakdown for Exam Support Pack

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A total of 1,600 dollars have been allocated to this section.

Item Quantity Cost (AUD)

Ziplock Bag 300 381.49

Inspirational bookmark 500 289.30

Heat Pack 400 140.00

Packet Drinks (Up n Go) 41 (boxes) 492.00

Indo Mee 400 80.00

Pencils 100 42.65

Pens 200 132.20

Speaker (from AVM) 1 40.00

Total Amount 1597.64

The exam pack will include the following sponsored items and UMSU International merchandises.

Item Quantity Cost

Student Vip: Notebooks Pens Highlighter Pencil cases Sticky notes

300 0

Bliss Ball* 300 0

Red Bull 500 0

Coffee Vouchers TBC 0

UMSU Intl merchandises: Notebook Phone wallet Folder Umbrella Jaw string bag Tote bag A5 plastic bottle

500 0

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*The bliss balls are sponsored by UMSU, in return, UMSU International will have to promote Exam Pack Giveaway, Semester 1 2018 in conjunction with UMSU’s Stress Less Week.

b. Breakdown for Meat and Greet (Covered by HR) A total of 450 dollars have been allocated to this section, which is not included in the given budget.

Item Quantity Unit Cost (AUD) Total Cost (AUD)

White Bread 25 0.85 21.25

Beef Sausages 30 8.50 255.00

Vegetarian Patties 20 5.40 108.00

Chicken sausages 10 6.20 62.00

Final Total 446.25

6. Delegation of Task and Logistics

Task Coordinators

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Overseeing the items for exam pack Both current and upcoming OBs from Education and Welfare department

Publicity for Central Australia Trip and UMSU Intl flyers

International Student Ambassador (ISA)

Meat and Greet HR team

Time Activities

Pre-event Crowd control will begin 30 minutes. The music will be set up 30 minutes by AV Melbourne ISAs and Obs will come to the event place an hour earlier to set up

for Exam Pack Giveaway and Meat and Greet.

During the event Physical barriers will be placed to form the queue line for getting the exam support pack.

ISAs in charge of the publicity will begin to publicise the flyers. OBs have to ensure that students have like the social media accounts

of UMSU Intl before collecting the items. Each student can take at most one of each item displayed on the

table

Post event Clean up for the event

7. Event layout plan

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8. ConclusionThis concludes the proposal for Exam Pack Giveaway for semester 1, 2018. Should you have any concerns or inquiries, please do not hesitate to contact the education and welfare department.

Prepared by,

Ren Jie (Jack) PHANGEducation and Welfare Officer 2017/18UMSU International

UMSU International Office Bearers 2017/18 Appreciation EventCentral Committee Meeting #11 – Friday 11th May 2018

Objective    

These events consist of a Farewell Trip and an Appreciation Lunch as part of the appreciation and acknowledgement on behalf of UMSU International towards the 33 members of Office Bearers (OBs) on their contribution and sacrifice for the welfare of International Students throughout the term (2017/2018).  

Event Details   1. OB Appreciation Trip  

There are 2 options of appreciation trip: 1 Day Trip OR 2 Days 1 Night Trip. This is subject to availability of OBs as well as the availability of accommodation. Details of both alternatives are as follow:   1 Day Trip    Date: Saturday, 28 July 2018 Time: 8am - 6pm  Venue: TBC  Number of attendance: 33 OBs  

 2 Days 1 Night Trip    Date: Saturday, 28 July 2018 - Sunday, 29 July 2018 Time: TBC  Venue: TBC  Number of attendance: 33 OBs  

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 2. OB Appreciation Lunch  

Date: Sunday, 4 August 2018 Time: 11:45am - 4pm  Venue: TBC  Dress Code: Formal Attire  Number of attendance*: 33 OBs and 1 Project Manager  

 *Due to in-advance booking, member who do not show up without formal notification within 14 working

days before the event scheduled date or without having reasonable explanation may be required to sustain the cost of paid meal for that particular person. 

   

Budget   

Total budget allocated for this event is $11,000. The amount allocated for OB Appreciation Trip and OB Appreciation Lunch are $3800 and $7,200 respectively; and the breakdown is as below:  

 OB Appreciation Trip

Activities / Accommodation $1,500Transportation (coach or car hire) $1,000Food Subsidy* $1,200Miscellaneous $100Total $3,800OB Appreciation Lunch

Venue (food included) $6200Photographer $400Gift $500Miscellaneous $100TOTAL $7,200

*Note that food will be fully subsidised if One Day Trip is chosen. If 2 Day 1 Night Trip is chosen OBs might have to contribute for some of their meals.  

  Conclusion  

This concludes my proposal. Please feel free to approach me if you have any questions or suggestions.  

   

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Prepared by,  

Melia Permata Sari Wijaya  Treasurer 2017/2018  UMSU International  

5. Report

Night Market 2018 Final ReportCentral Committee Meeting #11 – Friday 11th May 2018

1. Introduction

This report covers the period from 1st November 2017 to 19th April 2018 for the event: Neon Night Market 2018 and pertains the planning and execution of the event by the UMSU International Committee 2017/18.

2. VIP Reception

Coordinators : Ivy (Jiayue) Zhao; Jonas Larsen Venue : MSD level 4 staff lounge; stageTime : 5:30 - 6:30 pmCatering : UMSU student bar catering alcohol Budget : $150

2.1 Attendance 13 VIPs confirmed attendance through email, however, a number of them did not show up

Entities Position NameEmail confirmation

Actual attendance

1Chancellery(Academic & International) Provost

Professor Mark Considine Y N

2 International Pro Vice-Chancellor Professor Y Y

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(International) Simon Evans

3 University ServiceHead of University Service Mr Paul Duldig Y Y

4Students & Equity and Academic Strategy Director Elizabeth Capp Y Y

5 EnterpriseVice-Principal (Enterprise)

Mr Doron Ben-Meir Y N

6Faculty of Science Dean

Professor Karen Day Y N

7Medicine, Dentistry and Health Sciences

DeanProfessor Shitij Kapur Y N

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Faculty of Arts

Director of theGraduate School of Humanities and Social Sciences

A/Professor Kate MacNeill

Y Y9 MASCA Victoria MCulture CEO Khar Lynn Liew Y Y

10 MASCA Victoria Deputy chairperson Sukii Hii Y Y11 UMSU President Desiree Cai Y Y12 UMSU International Former President Yu Kong Low Y Y

13UMSU International Former President

Tony Wen Kai Wang Y Y

5 additional architects for student precinct joined the VIP session 5 UMSU Intl Excos and coordinator Jonas Larsen attended the reception  

2.2 Flow of VIP reception Invitation: Email invitations were sent to 40 VIPs (University senior leaders and student

leaders) in week 4. Another reminder email was sent to the 15 confirmed attendees in week 6.

Venue booking: venue was not confirmed until week 5. The MSD venue booking staff was reluctant in booking staff lounge for us. In addition, although booked by us, we could not clear people in the staff lounge during the reception due to staff lounge being a open space according to MSD venue booking. It is suggested that if the future committee intends to book the MSD staff lounge of Japanese room, early action and negotiation need to be taken.

Beverage catering: one UMSU student bar staff arrived at staff lounge prior to 5:30 pm to set up a alcohol bar. VIPs were offered with a range of alcoholic and non-alcoholic options.

Schedule: VIPs were expected to arrive at staff lounge for a mingling session at 5:30pm. VIPs were guided to the stage at 5:55-6:00 pm. 6:00-6:25 pm VIPs watched opening ceremony and opening performance. John Hee then guided VIPs on a tour around the event and to the kitchen from 6:25 - 6:50 pm. VIPs were then dismissed with $10 food voucher each to enjoy Night Market.

Opening ceremony & Opening performance : The opening UMSU Intl president John Hee gave an opening speech, followed by a short speech by Mr Paul Duldig, the Head of University Services. All VIPs were then invited on stage to press a button which turned on music and stage lighting, followed by signing signature on the glowing handprint

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board. Reflecting on Festival of Nations VIP reception, Night Market performance team was conscious to keep the opening performance under 5 minutes as VIPs could get inpatient. The opening performance was an upbeat Indian folk dance by LAKS Dance crew.

2.3 Expenditure

Item Budget Expenditure

Beverage catering $150 $100 (TBC)

3. PerformancesCoordinator: QIAN Dennis, TAN NicholasBudget: $4,200

3.1 Emcee

Having 3 emcees was good, the emcee rotation allowed one emcee to have a short break to have food and drinks during Night Market

It was quite hard to find exact costumes that fit the theme It was good that all 3 emcees were willing to sacrifice weekdays and weekends to

practice even though they have mid semester tests.

3.2 Internal and External Performers Although external performance hire was less than the amount budgeted, future

committee should still use a large portion of the budget for external performance. During the event, the performances were really well received. A lot of people watched

all the performances and the external performers were really happy with the crowd. The quality of internal performers was very good, they got the crowd into the mood and

we could see the crowd dancing along with the music. The crowd was surprisingly large for all the performances, we didn’t expect the crowd

to be that big. The crowd for the drag queen was exceptionally large, the cheers from the crowd was

very loud as well for a performance we considered to be controversial and could possibly go wrong.

3.3 Opening Ceremony and Closing ceremony

Opening ceremony is discussed under section 2.2 Flow of VIP reception.Closing ceremony took place from 9:50 - 10:00 pm without delay. The crowd in front of the stage by then was still surprisingly large as we ended high with upbeat MUDC and Bollywood performances. The Cultural and Social Vice President Ivy Zhao presented appreciation gifts (koko black chocolate) to AV Melbourne, UMSU Activities and UMSU Intl Project Officer Aviya Bavati, followed by a speech by the Cultural and Social Director Kevin Kalip to address appreciation towards the committee and ISAs. Night Market ended as OBs and ISAs gathered on stage for group photo and promotional video.

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3.4 Performance Timeline

Time Performance Type Performer

6.00 - 6.15 Opening Ceremony

6.20 - 6.25 Indian Folk Dance LAKS Dance Crew

6.30 - 6.45 Fabulous Fusion Apollo Fusion Band

6.50 - 7.00 Drag Queen Show 1 Art Simone & Pashion Couture

7.05 - 7.20 Primetime Jazz Apollo Jazz Band

7.30 - 7.40 Fusion - Fire & LED Show Prince of Poi

7.40 - 7.50 Two Door Cinema Club Cover Apollo Rock Band

7.55 - 8.05 Drag Queen Show 2 Art Simone & Pashion Couture

8.10 - 8. 20Tap/Jazz, Urban, Lyrical Fusion, Comm Heels, Kpop Flare Dance Ensemble

8.25 - 8.30 Zumba with Med Moves Med Moves

8.35 - 8.40 Bollywood Dance LAKS Dance Crew

8.45 - 8.55 LED Hula Hoop Show Hayley Murphy

9.00 - 9.10 Singing, Guitar and Beatbox Carine Lim

9.15 - 9.25 Acapella group Candystripes

9.30 - 9.45 Swing, Zouk, Salsa, and Jazz Funk MU Dancesport Club

9.50 - 9.55 Bollywood Dance Bollywood Club

9.55 - 10.00 Closing Ceremony

3.5 Expenditure

Item Expenditure (AUD)

Drag Queen Performance 880.00

LED Hula Hoop 800.00

LED Fire Show 550.00

LAKS 500.00

Emcee Costume 261.38

Opening Ceremony 100.00

Transport 109.52

Internal Performance 640.00

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Flare 250.00

Total 4,090.90

Budget 4,200.00

Excess 109.10

3.6 Suggested Improvements and Recommendations

Encourage more internal performer to apply, as this year there wasn’t really a lot of internal application. Only a few were rejected.

For the green room for next year’s Festival of Nations or Night Market, if we are to stick with the same green room we used (the green room besides the Guild Theatre, 1st Floor of Union House), please bring all the performers’ belongings to the lounge or Mary Cooke. Reason being so the green room can only be locked and unlocked by building security, and it is really hard to locate the security guard during night market.

Remember to allocate an ISA to stay in the lounge to take care of all the belongings in the lounge.

We suggest that future external performers to parked their cars in North Court parking. Due to unforeseen construction, performers needed to be reminded to enter Tin Alley through Swanston St and not from Royal Parade

Due to the crowd drawn by the drag queen performance (Art Simone & Pashion Couture), we would recommend the next committee to hire them again. Just be cautious and ask UMSU whether they have anything against it.

4. DecorationsThe decorations were done based on the theme “Neon Night” which included light-themed

decorations. A team of 13 ISAs and 2 OB was formed 4 weeks prior to the event. Unlike past decoration team, we focused on making decorations throughout event area instead of decorating the stage. The total hours invested for this year Night Market decoration excluding the OBs are 419 hours.

4.1 Decoration Team Timeline Breakdown Pre-Summer Break:

o Brainstorm Ideas for decorations that are not location specific, i.e. can be placed accordingly to the layout of the event.

o Consult AV melbourne on what can and what can’t be done.o Confirm layout with C&S VP and director.

Summer Break:o Design decorations based on current layout of Night Market.

Week 1:o Confirm ideas with AV and re-adjust accordingly.

Week 2:o Re-adjust layout/idea with the new layout of the Night Market (if there is any)

and/or any request from C&S VP or director.o Made most of online orders.

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o Proposed extra budget for decoration team. Week 3:

o Buy materials and recruit ISAs for decoration team.o Start building prototypes of fairy spheres and teach the ISAs.

Week 4 & 5:o Work through the decoration pieces.

Week 6o Try to finish before the start of next week.

Week 7 (3 Days before the event)o Evaluate for any defective deco pieces.

Week 7 (2 Days before the event)o Rest for the whole team.

Week 7 (1 Days before the event)o Set up all the pieces that could be done in concrete lawn.

Week 7 (Event day)o Set up all the pieces for North Court.o Inflate balloons and place according to layout.

4.2 Problems Encountered Not all ISA in the team put equivalent effort and time as others in the team. Arts room was not available as much as last year due to regular workshop/classes being

held. Neon sign of Night Market was not delivered by the supplier (fully refunded). Time for set up on the event day and prior to the event day was not enough because we

need to rely on AV melbourne to set up our stuff. Time to inflate balloons was very short due to LED limited lifespan (we had to do it very

close to when the event start). Participants of Night Market took away most of the deco piece during the event (LED

Balloons, Neon Flowers, Fairy Light Sphere). Glowing hand paint lacks man power to control the crowd, and no environmental team was

assigned to maintain water for washing hands or restocking tissues.

4.3 Suggested Improvements Confirm budget expenditure before week 3. Manpower should be assigned to watch over decoration pieces that interacts with

participants. Highly suggest to avoid using service from neon republic (https://neonrepublic.com.au/).

4.4 Additional Suggestions Selecting ISAs for decoration team based on google form response seems to be more

effective rather than first come first serve basis. This year Night Market decoration team was prioritised for people who have more time to contribute, which we would highly suggest to be done again as they will spend more time together and build better relationship with each other’s.

This year system to use combination of sign-in sheets and google sheets to keep track ISAs hours was proven to be efficient and satisfactory for ISAs as well

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Building close relation with and within the decoration team was very necessary to motivate the team.

Opening volunteer hours for ISAs that are not part of decoration team was also very effective to fill up occasional shortage of manpower due to availability schedule.

Be mindful on how decoration team progress early on, to allocate appropriate time to finish each decoration pieces, recruiting additional members might as well be necessary.

4.5 Expenditure

Items Expenditure

1. Neon decorations:I. Neon paints

II. Flowers$403.95$631.11

2. Wire Sphere:I. Wire

II. Fairy lightsIII. Basal woodIV. Batteries

$20.00$259.80$71.43$24.95

3. Other decorations:I. Cardboards

II. BalloonsIII. RibbonsIV. Bunnings

$105.63$49.95$18.00$165.44

4. Miscellaneous:I. Hot glue gun refill

II. TapeIII. GogetIV. Paper towel

$18.00$12.00$55.40$10.20

Total $1845.86

5. Activities

5.1 Carnival GamesTotal of 6 carnival games were set up at North Court where 3 games were hired from Smart Amusement (laughing clown, whack-a-mole, velcro wheel) and 3 games were designed and created by OBs and ISAs (pop the balloon, ring a toss, ball toss). Participants were required

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to buy the game voucher at the ticket booth at price of $2 for 5 games. By playing the carnival games, winning tickets were earned and accumulated by participants to win various prizes. The prices were cakes, vouchers, student VIP stationary and stuffed toys.

5.1.1 Expenditure

Items Amount

Hired carnival games $540

DIY carnival games $93.80

Prizes $1127.80

Tickets -$700(TBC)

Total $1161.60

5.1.3 Problems and Recommendations It is suggested to charge the participants small sum of money for carnival games instead

of being free-of-charge to prevent long queue and prevent prizes to be finished quickly. The large stuffed toys attracted a lot of people to play carnival games however these

large stuffed toys were limited and ran out quickly hence some of the participants that accumulated many winning tickets were disappointed when the large stuffed toys were not available. Instructions were given to the prize booth to inform the ticket booth when the large prizes ran out and a cross was put on the advertisement of the large prizes in the ticket booth.

There were also many leftovers prizes such as cakes, vouchers, small stuffed toys and student VIP stationary. It is recommended to get more large stuffed toys than smaller ones as these prizes attract more people to play carnival games.

The time to set up the game stall was insufficient hence there was 30 minutes delay of the event. It is recommended to set up the booth at least 2 hours prior to the event time.

5.2 Haunted HouseThe haunted house was located in the members lounge and organised by the coordinators and 15 ISAs. During week 3, haunted house group leader positions were opened to 3 ISAs from old batch through google form. Then team members were recruited from old and new ISAs batch based on first come first serve basis. The ISAs were split into 3 groups of 5 and assigned their individual lanes in haunted house. The ISAs were given the opportunity to plan and execute the event under supervision of coordinators. The Haunted House started

at 6:30 pm and ended approximately 9:45pm.

5.2.1 Expenditure

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Items Amount

Haunted house expenditure

$571.39

Makeup artist $40.00

Makeup $135.04

Food $177.50

Total $923.93

5.2.2 Problems and suggestions Although the participants were told not to line up beyond certain point, most of the

participants still willingly lined up even though they were informed that it will take more than 45 minutes to get into haunted house

It is suggested to recruit the group leaders from old ISAs batch based on the google sheet response rather than first come first serve basis

The haunted house was scheduled to end at 9:30pm to allow the ISAs to rest and eat their dinner.

Even though the haunted house supposed to end at 9:30pm, there were a few participants waiting  in the line thus the haunted house was extended until 9:45 pm. In the future, ISAs should stop the line early based on the amount of people waiting in line and the scheduled finish time. This year we stopped people from lining up at around 8.45pm.

One of the lanes required participant to crawl under the table. A case arose where a person was limited by their disability to crawl, hence it is suggested that the OB in charge of the doors is advised of such activities which allows them to inform people with disabilities.

The Haunted House was a success this year attracting a large number of people towards it. Several people waited for over an hour yet had amazing things to say about their experience. The Idea of having a shorter haunted house but without any breaks seemed to work well with the efficiency of the performers as well.

Water should be easily accessible to the performers inside the haunted house. Thus proper preparations should be done including buying water bottles, cups & straws if necessary.  

5.3 Photobooth

Photorazzi photo booth hire was used for the event. The photo booth was generally well received.

6. Street Market

Street Market was a new addition this year due to a high demand from clubs and students wanting to participate in the event but were not able to set up a food stall or performance. Response to the Street Market stalls varied from stall to stall.

Not many stalls reported high sales due to most of the crowd being at the Union Lawn and the nature of Night Market as being a festival rather than a market.

6.1 Problems Encountered 2 Stalls pulled out a few days before the event, leading to 1 table being unused.

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Due to lower foot traffic in the North Court, stalls were unable to make good sales Street Market was arguably out of place in Night Market as it is mainly a food, performance

and activities event.

6.2 Suggested Improvements Stall holders to place a refundable deposit to ensure stall holder retention Better publicise stalls Open Street Market application as early as food stall and performance application

7. Food Stalls Coordinator(s): Michelle Tan, Steven Zhang, Wei Jen Lau

The event featured 20 food and drinks stalls located in the Union Lawn, with the a majority of the food being prepared either in store or in the Union House kitchen supervised by the food coordinators and hired chefs.

7.1 Food Stall Competition

For this year’s Night Market, food stalls were assessed on a continuous basis. Categories that were assessed included compliance with food safety, attendance and punctuality with meetings and due dates, as well as the quality of the food and stall design. The winners were Clam Fam, Thai Student Association, and Chinese Students and Scholars Association, who each received a prize of $100.  

7.2 Food Stalls

19 food stalls participated this year, which were run by clubs, societies and students. In general, stalls were all successfully provided with the sufficient amount of cooking equipment and bain maries. Most clubs were very satisfied with the overall event, with 16 clubs rating the event with at least a 8/10. Several clubs had all their food sold out by the end of the event.  

7.3 Kitchen

The kitchen was opened to the food stall groups for preparation two days before the night market. A fridge and freezer were both available for use by the groups. Strict rules regarding the transport and temperature of hazardous foods were adhered to by the OBs and ISAs in charge. On the day of the night market, each food stall group was allocated their own section of space to operate with in the kitchen. Oguz from the city council was very satisfied with how the kitchen was being run.

7.4 Expenditure

Item Expenditure

Kitchen and Food Stall Supplies:Officeworks (stickers, labels) $67.84

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Chemist (alcohol swabs)Woolworths (gloves, cleaning supplies)Miscellaneous

$61.70$161.90$190.88

Food Voucher Reimbursements $555

Food Competition Prizes $300

Total $1337.32

7.5 Deposits and Equipment Fees

Item Amount

Food Stall Fees collected $1000

Food Stall Deposits collected $1000

Food Stall Deposits returned($50 refunded and $50 penalised)

$1000

Equipment fees collected $2185

Equipment fees refunded $210

7.4 Environment/ Maintenance Coordinator(s): June Liu

The Environment/Maintenance team were responsible for the maintenance of rubbish skips, hot water and cold water tanks as well as sanitation in the stalls to further enhance the Safe Food Handling standards set by the City Council of Melbourne. The environment team were tasked with specific food stalls to oversee and resulted in a good quality of hygiene which reflected in the lack of food related health issues resulting from the event.

7.5 Problems Encountered Before the event there was miscommunication between the food team and environment

team. Therefore, handwashing facilities were not set up in time which was raised by the Environmental Health Officer.

Hair Nets were not supplied to clubs Clubs contact list was not ready and available during the event Lack of variety of food stalls (especially vegan and more multicultural stalls) Kitchen utensils should be separated to avoid sensitivity of vegan and vegetarian clubs

options Overflowing bins resulted in some clubs disposing the waste water Uneven surface in the Union Lawn caused complaints from clubs Some clubs lost their equipment and ingredients Clubs were using phones in the kitchen, not practising proper SFH practices

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Working space in the kitchen was too cramped A number of equipment hired from the supplier failed to work One club did not receive their requested equipment from the supplier due to the lack of

spare equipment and another club bringing the wrong equipment. Marquee construction with a side wall Fire wardens were slightly slow to turn on the equipment Lack of knowledge of the hired equipment resulted in clubs not being able to start

operations Electrician did not route the power sockets according to the sheet we sent to AV

7.6 Suggested Improvements Environmental team should be better briefed and be in charge of handwashing facilities

in the stalls. Kitchen equipment and supplies to be bought a week or more prior to the event. Ensure clubs are briefed properly about SFH standards and the available handwashing

facilities they are allocated to- Buy more bins, make sure clubs have individual bins, not shared Make sure clubs label and are mindful of their equipment and ingredients Kitchen allocation for the clubs should take into account of the equipment they use. Clubs should have the contacts of the Environmental team to have one designated leader who will take charge of the

responsibilities Oil cans should be ready for clubs which need oil disposal Purchase UMSU high-visibility jackets Create a channel of communication for clubs to contact organising committee during the

event. OBs and ISAs should be briefed on who to contact in the event of a certain scenario or

issue. Increase the proportion of food stalls which do not require the use of the kitchen (e.g.

Lizzies Cakes, where all cakes were made in an offsite licensed kitchen).\ Make sure spare equipment is ready and available in the event of faulty equipment or

not enough orders were placed. Clubs to tell us what equipment they need Food team to do a supervised stock take of the equipment in the kitchen Create C&S induction documents for incoming committees Try to reserve cold storage space prior to Night Market to avoid lack of space

8. Information BoothThe information booth was located on the edge of concrete lawn, facing union house. The information booth serves as the main OB/ISA meeting point for task sign in and food voucher collection, as well as for students to acquire information about Night Market. OB/ISAs were advised to sign in at least 10 minutes prior to their first task, and were allowed to be 5 minutes late while switching back to back tasks. The OB in charge of info booth was responsible to call OB/ISAs more than 5 minutes late for task sign in to confirm attendance.

8.1 Problems Encountered Information booth did not receive lighting from AV. Although the problem was identified by

AV during the night, they did not manage to provide lighting

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8.2 Suggested Improvements

Better communication with AV on which areas need lighting Zello app (an app that enables walkie talkie function in phones) is recommended for future

OB/ISAs communication (OB/ISAs keep the earphone on for consistent and effective communication)

9.  Publicity/ Marketing

Night Market 2018 publicity by our communication department achieved exceptional results. The Night Market 2018 Facebook event page reached 5.6k responses (interested or going) in comparison to 3.4k responses in Night Market 2017, 2k in Night Market 2016 and 1.5k in 2015, as graphed in the figure below. Night Market 2018 FB number of responses achieved a 65% increase from 2017. The actual turnout was estimated to be over 10,000 foot traffic.

Some highlights of Night Market 2018 publicity strategies include:

1. Early publicity starting during SummerFest (click going to Night Market page as one of the conditions to get a free goodie bag) started off the event page with 500 goings, for 3-4 weeks, this number grew by itself to around 2-3k through word-of-mouth without further publicity effort. This is highly suggested to be employed in the future, as new students who attend orientation week are likely our target student interested to get involved in events, in addition, it is a good utilisation of the o-week foot traffic.

2. Reached to external media to attracted general public outside of the University of Melbourne. For example, what’s on Melbourne and Buset. Internal media includes Farrago, Melbourne University wechat account, FB and instagram.

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9.1 Publicity Timeline Summerfest: FB page setup + 500 responses Week 3: started reaching out to external media Week 5: non-teaching week Week 6: physical publicity + fb boost start Week 7: Night Market

9.2 Problem encountered Flyer design was only done by UMSU communication by early week 6, while the planned

date to start physical campaign was in week 5, regardless of all concepts and ideas were confirmed early. This left no room to change the design and less than 2 weeks for physical campaign.

The initial flyer design discussed was discarded by UMSU communication and the current design was not agreed upon, however, due to time constraint, we could not change the final design

Mistakes or incorrect information in FB posts

9.3 Recommendation Flyer design and FB content have always been troublesome as it involves effective collaboration between UMSU Intl communication, UMSU communication and the C&S team. Sometimes major delay and miscommunication occur due to the insufficient process of passing information around between the three parties. Recommendations include:

While still having UMSU Intl communication in charge, C&S VP or director should be granted with access to UMSU Intl FB account to enable immediate modification to FB posts

For flyer design, C&S VP or director should be able to track process of UMSU Communication by having access to basecamp

10. Other responsibilities of the Communication Department (UMSU Intl) In addition to social media publicity and collaboration in flyer design, below is a list of other items that our UMSU intl Communication Department helped with:

Food voucher design Event day booklet design (map + performance timeline) Carnival game tickets and vouchers Printing of flyers and the items above Photography on the event day

11. Ding Ding is a technology/app startup founded by students at the University of Melbourne, which incorporates facebook messenger function in induce lining efficiency. Essentially, Ding designs tailored virtual conversation through FB messenger, where users could chat or interact with Ding bot to get more information about an event (e.g browse menu, map, timeline). In addition, it specialises in enabling users to place an order to food stalls and notifying users through messenger when the meal is ready, as a line management function. Ding has approached us to provide free service to Night Market. However, it was taken into consideration that the mutual benefit for Ding was the opportunity to test the funcion to a mass sample at Night Market.

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11.1 Initial agreement The initial agreement of collaboration with Ding covered two areas 1). Haunted house line up 2). OB/ISA dinner from food stall (not involving user payment). The benefits of Ding include the fact that they were willing to customize the design, virtual conversation with users, and functions to Night Market. It could potentially solve the problem of haunted house line control and allow OB/ISA to get into express line for food during their short breaks.

11.2 Problem encountered Ding was proceeded considering its benefits and the fact that its utilization of FB messenger was reliable. However it happened so that 3 weeks before the event, the FB scandal disqualified Ding to be a public function, the alternative is registration before usage.

11.3 End solution Without Ding’s public nature, it lost value in haunted house line management, in addition, we decided not to proceed with OB/ISA dinner order function with Ding due to the overall value Ding brough was then less than its risks. As Ding has already finalised design and function of the Night Market virtual conversation and interaction, we decided to minimise incorporation of Ding, however, allowing its basic functions such as user’s interaction and browse of map/timeline/menu to be open for registration to the public, with limited 100 spots.

We also allowed Ding to arrange private agreements with food stalls if they would like to collaborate with Ding, to enable online order channel through Ding. 2-3 stalls were willing to work with Ding. This decision was made urgently (2 days prior to the event) by the C&S VP and director, with the consideration that UMSU intl does not have liability in private arrangements between Ding and food stalls. We then posted about Ding registration on FB. However, due to time constraint and overwhelming of workload at that time, this decision was not effectively communicated to the C&S food team (who would benefit from knowing Ding’s involvement) and the excos, and was later opposed by members of the Excos. Due to that internal pressure, Ding was persuaded to disable the online order function just prior to Night Market.  

11.4 Results The demo video by Ding generated positive responses. With the limited 100 spots, 133 registered interest, 82 successfully registered, and 62 interacted with Ding during Night Market, of which 64.5% wanted to order food through Ding but as mentioned, the function was disabled prior to Night Market.

12. Survey We received 162 survey responses. There was no incentives provided for completing the survey. We allocated 2 ISAs to be in charge of obtaining survey responses from 7-9pm on the night, which obtained 64 responses. We posted the survey on the Night Market FB event page the next morning and obtained the remaining 98 responses. We noticed more direct and constructive criticisms in the responses potentially due to the means of data collection (posting online and relying on voluntary response). It is recommended to combine both the physical survey collection and online survey collection methods in future events for more balanced and objective results.

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12.1 Survey results 1. Education/university demographic

The participants at Night Market included mainly undergraduate students (74.7%)  at Melbourne University, and 11.1% of the participants were postgraduates. While 11.1% were students from other universities, 3.1% were not students. Overall we believe it is a good mix of participant demographic as our target audience is students at Melbourne University while also wishing to establish the brand among other universities.  

2. Publicity channel The majority of participants heard about Night Market through social media (64.8%). The second largest channel was through word of mouth (19.1%), while the third is physical campaign (7%). This result may indicate that social media is the most effective publicity channel, however, it may also indicate that we did not invest enough in physical campaign and other means.

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3. UMSU Intl Brand awareness Our UMSU Intl brand recognition result is pleasing. 92.6% of participants are aware that Night Market is organised by UMSU Intl, while 4.3% are not aware. 3.1% does not know what UMSU intl is. However considering that we had 11.1% of participants from other universities and 3.1% not being a student, the overall recognition of our organisation indicates successful brand image even outside of Melbourne University.

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4. Nationality demographic There were a range of 28 nationalities among the 162 participants. The nationality with the highest percentages were Malaysian (31%), Australian (16%) and Chinese (14%). Nationalities with a percentage ranging from 3-5% were Indian, Indonesian, Singaporean, Sri Lankan and Vietnamese.

5. Night Market attraction 43.8% of the participants found food stalls the most attractive, 21% found performance, 19.8% found Neon decoration, 4.3% found haunted house, 3.7% found street market, 3.7% found carnival games. It is worth noting that the key word in this question is “attract”. The finding indicates what attracted participants to come to Night Market. The finding is not necessarily an indicator of how well different parts of Night Market retain and entertain, or liked by participants. It is recommended that future Night Market should maintain a balance of both attraction, retention and entertainment in its activities provided.

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6. Satisfaction 75.9% rated Night Market as 7-9 out of 10. The rating with the highest frequency is 7, by 37 ratings (22.8%). 36 participants rated the event 10/10 (22.2%). We have one participant each rating the event as 1 and 2, those two participants particularly complained about food quality in their comment. Other low ratings complained about the crowd and the line to get food.

7. Additional comments/suggestions Positive:

“This is the best night market ever. I love the performance soooooo much!” “ IT WAS TRULY LIT!!! (No pun intended 😆)” “The games aspect is really cool, i think it’ll be great to maintain it”

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Negative: Unsatisfied with food quality and price Requesting more food stalls, better line management and crowd control Requesting more roaming photographers Requesting a general bigger space and a different timing of the event Requesting more light

12.2 Recommendation based on survey results Demographic: Maintain the ratio of participation composition, targeting mainly university

students but reaching out to the general public. Nationality mix could improve by reaching out more to student clubs from other cultures, as well as exchange students.

Publicity channel: the results indicate social media to be the most effective channel, however this needs leverage such as utilisation of orientation week traffic. Physical campaign scoring low on survey does not necessarily indicate it’s not effective, it could indicate room to increase physical campaign, the physical presence of Night Market around campus could also add on the social media effect.

Attraction: attention towards decoration and performance is significantly higher compared to last year’s Night market. This does not mean we can shift focus from food to other aspects of Night Market, but that future Night Markets need to consider, with food being the major attraction, what else we can add on to not only attract, but also retain the crowd while increase satisfaction. Future Night Market should be a balanced combination of “something to eat”, “something to do”, “something to see”, “something to take away”.

Crowd control/line management : while the location and space of Night Market is limited and fixed, future committee should 1).maintain the good connection between North Court and Concrete lawn (achieved this year by traffic sign and lighting, as well as glowing hand prints along the way); 2). Make it compulsory for food stalls to manage their own lines ie. must have separate order and pickup line, while having ISAs for general control; 3). Consider upgrade the lining system by employing ticketing system or digitalisation, however learn from Ding and reconsider if both the technology element and the human element are ready for such upgrade.

13. Final Expenditure/Budget13. 1 Budget The initial allocated budget for Night Market is 70k, adding 1.2k underspend budget from Summerfest, the final budget is 71.2k. Taking 10% GST return into consideration (UMSU as a not-for-profit organisation gets automatic refund of GST), budget exclude GST is 71.2k, budget include GST is 79k.

This is how we calculated the budget include GST from budget exclude GST: x=budget include GST; budget exclude GST=71.2Kx - 0.1x = 71.20.9x=71.2 x= 79.11k

It is highly recommended for future committee to take the 10% GST return into consideration during budget allocation, especially for events with big budgets like Night Market.

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13.2 Expenditure The expenditure (incl GST) is $79,693.450 (TBC)The expenditure (excl GST) is $71,724.105 (TBC)Thus, the expenditure (excl GST) exceeded budget by $524.105 (TBC)

Despite having 3.5k spare budget setting aside in case of unforeseen circumstances, unforeseen circumstances did happen and the consequential overspend exceeded our spare budget.

The unforeseen circumstances causing the overspend includes: 1). Our usual equipment supplier Harts closed down, thus weeks into the semester, we had to source another supplier with a higher fee (2.5k extra) 2). The agreed budget for AV Melbourne was 40k, however, it was only after the event when we received the invoice that we realized AV overspent that amount by 3.25k

With the overall 5.75k extra cost due to unforeseen circumstances, we eventually could not cover the amount exceeding and this resulted in the $524.105 overspend.

13.3 Budget and Expenditure break down

category items 2018 budget

Actual Expenditure

Reference: 2017 expenditure

DecorationSelf-made décor piecesTransportation

subtotal $2,100 $1,845.860 $1,237

Performance

Emcee props $350Opening Props

Internal performers $545

external performers $2,468

subtotal $4,200 $4,090.900 $3,464

Food

miscellaneous (gloves, hairnets, detergent, ice bags etc) $250 $482.32*** $277food premises registration $780 $780.000 $780

Competition prize $300 $300.000

chef hiring X2 (Store & Kitchen) $2,700 $2,700* $1,888

subtotal $4,030 $4,262.32***

Activities

carnival games equips X5 $800 $633.800carnival game prizes $1,100 $1,127.800

haunted house (deco, prop & ISA team) $1,000 $923.930 $650

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others (eg. Photobooth) $1,700 $1,200.000 $2,000

subtotal $4,600 $3,885.530

Hart Equip Hire

Marquees, gas stoves, bainmaries, BBQ pits, Gas tanks and cage, hot water urns,

fire blanket, fire extinguisher, labour, table s& chairs

subtotal $15,000 $17,500*** $14,869

AV Hire

Saddle stage

$15,934

PA system

Décor self-sourced & AV Sourced

haunted house sound system & set up $2,800.00 $2,628

Power generators $5,500 $5,317

Others (eg. Testing & Tagging)

(17 NM MSD projection $9490)

subtotal $40,000 $43,250.24*** $34,100

Publicity

Printing $0 $576Snapchat GeoFilter $75.75

FB advertisement $250 $242

subtotal $250 $175.75* $818

Safety

security $2,000 $1,751.000 $2,000cleaning services $1,111 $1,111* $1,111firefighter $1,400 $1,400* $1,392st John Paramedic $600 $600* $600

subtotal $5,111 $4,862* $5,511

VIPcatering (drinks) $150 $100* $150parking $0 $0.000 $80

subtotal $150 $100* $230

others

videographer $1,500 $1,500.000 $1,500

Glow bracelets*5000 $450 $450.000

Token of Appreciation $150 $192.5***OB/ISA food vouchers $650 $555.000 $651

cost deduction

club's share of equip hire $2,200 $2,200.000 $2,735Carnival Game ticket sales $700*total (incl. GST) $75,841 $79,769.20* $68,158

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total (exclu.GST) $68,257 $71,792.28* $63,000

14. Conclusion

I would like to thanks the C&S team, UMSU Intl Committee, ISAs, Aviya Bavati, Emmily Allen, Xain, Steve and Isaac from AV Melbourne for the planning and execution of the event. Please do not hesitate to contact the C&S team or myself if you have any questions and/or suggestions.

Prepared by,

Kevin KalipCultural and Social DirectorUMSU International 2017/18

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What She Makes, an Oxfam Collaboration, Semester 1 2018 Final ReportCentral Committee Meeting #11 – Friday 11th May 2018

1. Introduction

This report concludes What She Makes, an Oxfam Joint Collaboration event organized on Tuesday, 1st May 2018.

The objectives of the event:

The purpose of the event is to act as an initiative for UMSU INTL to take a positive stance at social causes and impacts.

The event aims to educate students on the humanitarian issue of exploitation of garment workers, that most of us are unknowingly contributing to.

The event seeks to cater to a large proportion of international students who are keen on social causes (those currently in social clubs of Unimelb as well as other students who are yet to be involved) and want to do their part to contribute positively to their community.

Give a platform and amplified voice for social clubs such as Oxfam to reach out to more students.

Acts as an evaluation for future collaborative event with a Unimelb club

The event details are as follows:

Date : Tuesday 1st May 2018Venue : PAR-Peter Hall-G03 (Evan Williams Theatre)

      Time : 6:30 - 8:30 PMTarget Participants: 60Participants who showed up: 35

2. Event Flow

Time Activity

6:30-6:45PM Registration

6:45am - 7:15pm Speaker’s presentation

7:15-8:00pm Q&A session

8:00-8:30pm Refreshment

Time Activity

6:30-6:45PM Registration

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6:45am - 7:15pm Speaker’s presentation

7:15-8:00pm Q&A session

3. Expenditure

Gifts for the speakers and initial 200 flyers printing were paid by Oxfam Unimelb.

4. Feedback and Suggestions

1. We had to do an extra printing of 300 copies by UMSU INTL Communications team due to the lack of response for our event initially and wanting to have a greater outreach to students. So E&W and Comms OBs should always be prepared and anticipate such circumstances of events.

2. Plastic bottles (one-offs discarded plastic bottles) used for this event, or any event in fact is very harmful to our environment and a convenience not worth to be enjoyed due to its immense danger to our planet. Therefore, the E&W have come to a deep realisation that we want all our events to be more environmentally-friendly and forward thinking by encouraging all students and guests to bring their own water bottles. Other innovative ways to undertake this initiative to implement eco-friendliness and futuristic thinking to our events can be thought of by the next committee.

3. In addition to point no.2, we recommend that from here on to all future UMSU INTL committee and in alignment with our goals to become more forward-thinking student leaders, we should pioneer in adding the phrase “please recycle after viewing” or something similar on all flyers. This is to conserve our limited natural resources and best conserve the environment, from our frequent overprinting. Therefore, as a pioneering and innovative department, we would recommend the entire UMSU INTL committee members to print flyers/posters in batches progressively and not amount to excessive paper usage.

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$ $

Budget Allocated 100

Actual expenses

     Food 65.90

Total Actual Expenses 65.90

Budget Surplus 34.10

4. Working with a small club can be challenging in terms of task delegation, liaison, and allocating responsibility, however this event proved to be great evaluation for future E&W team that will save you a great amount of time and effort. We urge the future E&W to think carefully about working with an internal club as their way of working may be very different to UMSU INTL’s. We might be better off channeling our time and resource in organising even more events efficiently, given the high calibre of the team. In circumstance that E&W team wishes to collaborate with a smaller club again, we would encourage you to determine whether it can be done without a collaboration of another club and what the purpose of the joint effort is.

5. Conclusion

This marks the end of the report for What She Makes, an Oxfam Joint Collaboration 2018. Overall, the event was a success despite not having many outsider attendees (non-committee members) as the OBs and Oxfam committee gained valuable insights and learned a lot ourselves.

We would like to express our gratitude to all the OBs, who contributed to make the event successful. Please do not hesitate to contact any of us if you have any further questions.

Prepared by:

Royston ChuaEducation and Welfare Director 2017/18UMSU International

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UMSU International Summit 2018 Final ReportCentral Committee Meeting #11 – Friday 11th May 2018

1. Overview This report concludes the entire UMSU International Student Summit 2018 covering the

period from Week 1 to Week 6. The actual event took place on the 9 th of May 2018, Saturday, 9 AM to 6.00 PM.

The objectives of this event were to:1. Inspire participants with real-life stories of industrial leaders in pursuit of meaningful

work and purpose.2. Equip participants with the essential skills for career development, entrepreneurship,

leadership, and other key enterprise skills to make a difference to the community.3. Gain an understanding and insights into the challenges faced by student leaders and how

they overcame them.4. Provide participants networking opportunities with industry professionals and other

student leaders. The following are some of the details of the event:

Coordinators JOHN Hee, WEI LEE Ong, ROYSTON Chua,

Date 14th of April 2018, Saturday

Time 9 AM TO 6.00 PM

Venue Woodward Conference Centre, Level 10, Law Building

Participating Clubs and Organisations 25  invited (16 turned up)

E&W OBs and ISAs 8 E&W OBs and 10 ISAs

Club/Orgs representatives 30 attended

Non-club representatives 44 attended (including previous and current OBs)

Total Participants 92 attended

List of clubs/organisations whose representatives turned up:

AIESEC in Melbourne Australian Federation of International Students Australia-Indonesia Youth Association Brunei Student Society of Melbourne

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Built Industry Group CEVSOC Filipino-Australian Student Council - Victoria (FASTCO) Flare Dance Ensemble Indian Graduate Students Society (IGSS) International Commerce Students Society (ICSS) Melbourne Polytechnic International Student Association Melbourne University Japanese Club RMIT University Malaysian Association Singaporeans of Victoria (SOV) Singapore Students Society Youth Charity Society

2.   Task Allocation Coordinators: Wei Lee Ong, John Hee & Royston Chua The following are the task allocation for each organizing committee member: Wei Lee Ong and John Hee: Speakers and panelists liaison. In charge of keeping in contact and updating speakers and panelists. Oversaw the Summit, the making of program booklets and publicity content. Royston Chua, Josh Tseng & Lisa Huang: Clubs/organizations liaison. In charge of updating and inviting the selected student delegates. Jack Phang: Volunteer manager. In charge of handling ISAs and allocating tasks, which include emcee selection, script editing for emcees, registration, and crowd control. Livianie Tan: Logistics manager. In charge of preparing gifts for speakers and panelists, name tags for all participants and stationary. Jonas Larsen: Copywriting manager. In charge of editing program booklets, creating visual marketing material for speakers and strategising online publicity with Comms. Ivy Zhao: Stage manager and event management liaison. In charge of setting up the venue for student delegates and participants and ensure that The Summit flows smoothly in terms of programme and arrangement of chairs/tables. Communications team (Evelyne Febriani Tantono, Selena Tan, and Agatha Santosa):A programme booklet about the event will be created and be given to participants on the day of summit. Lanyards will be designed to be given to organizing committee and ISAs. Selena was the sole photographer of the event.

3.   Expenditure

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Proposed Summit 2018 Budget (all figures GST inclusive)

Venue (Includes morning/afternoon tea and lunch; counted per pax)

$12,000 ($80 per person, with 150 attendees; additional $150 per hour for after hours charge)

Drinks $100

Appreciation Gifts for speakers and panelists (10 total)

$750(Moleskine notebook @ $35 each;Koko Black - large @ $40 per box)

Program Booklet $605

Stationery $100

Videographer $1,100

Total (including GST) $14,655

Allocated Budget $16,170

Actual Expenditure Summit 2018 (all figures GST inclusive)

Venue (Includes morning/afternoon tea and lunch; counted per pax)

$ 9,441.25 ($9,200 for 115 attendees $80 per person, $191.25 AV Support, $50 WIFI)

Videographer hire $1,100

Appreciation gifts for speakers $ 727 ($332 for Moleskine notebooks & $395 for Koko Black)

Program booklet $539

Pens $10

Uber $17.78

Water bottles, plastic containers $34

Total $ 11,869.03

Budget provided $16,170

Budget surplus $4,300.91*

*Note: Some of the remaining budget (exact figure to be confirmed with Melia) will be used for Summit and Night Market appreciation dinner to be held on 18 May 2018.

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4. Event Schedule:

09.00 AM - 09.30 AM

Registration

09.30 AM - 09.45 AM

Opening addressSpeaker: Wei Lee Ong (Vice President, Education, and Welfare, UMSU International)

09.45 AM - 10:15 AM

KeynoteTopic: Navigating the International Student ExperienceSpeaker: Elva Zhang (Founder of Peace Lab, Shipping & Maritime Lawyer)

10.15 AM - 10.30 AM

Morning tea

10.30 AM - 11.45 AM

Workshop 1Topic: Authentic leadership through laugher zen workshopSpeaker: Elva Zhang (Founder of Peace Lab, Shipping & Maritime Lawyer)

11.45 PM - 12.45 PM

SpeakerTopic: Cultural intelligenceSpeaker: Sean Jesudason (Senior Policy and Programs Officer, Department of Justice and Regulation, Victoria)

12.45 PM - 01.15 PM

Lunch

01.15 PM - 02.00 PM

SpeakerTopic: Entrepreneurship and innovationSpeaker: Niels Maartens (COO at YBF Ventures)

02.00 PM - 02.45 PM

SpeechTopic: How to pitch and execute your business ideasSpeaker: Ruqqaiyah Nazeer (founder of Cabaro, Entrepreneur & Engineer)

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02.45 PM - 03.00 PM

Afternoon tea

03:00 PM - 04:00 PM

Workshop 2Topic: Developing military-grade mental resilience for the workplaceSpeaker: Dominic Soh (Founder & Coach, Industry Bootcamp)

04.00 PM - 05.00 PM

Panel and forum sessionTopic: Leadership insights and challengesHost: John Hee (President, UMSU International)Panelists:- Arunesh Ravi (Former president of Marketing Intelligence)- Desiree Cai (President, UMSU)- Manorani Guy (President, International Student Advisers’ Network of Australia)- Zaheeruddin Qazi Syed (National Welfare Officer, Council of International Students Australia)

05.00 PM - 05.15 PM

Closing addressSpeaker: Royston Chua (Education & Welfare Director, UMSU International)

05.15 PM - 06.00 PM

Networking session

5.     Event detail and suggestions: 5.1 Preparation Timeline: Summer break and Week 1:

Discussion and confirmation of overall theme and aims Shortlist speakers and panelists

Week 2: Confirm speakers and panelists Create a Facebook event page Contact internal/external organizations and send out invitations and google

application forms Start requesting for biographies and photos of speakers, organizing committee,

and panelists to be sent to Comms team Gifts for speakers and panelists confirmed

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Send out an official program to participants (information about venue and dress code to be informed to student delegates, speakers, and panelists)

Week 3:

Site visit to venue and contact events manager Emcee recruitment Update speakers, panelists, and student delegates about the event

Week 4: Emcee auditions Update website and Facebook page about speakers and panelists. Draft of program booklet to be completed Purchase gifts for invited guests

Week 5:

Physical publicity commences More updates on website and Facebook page about speakers and panelists Confirm program booklets Confirm student delegates from internal/external organisations Emcee script to be confirmed

Easter break and Week 6:

Close registration (Friday, 8th of April)   Count-down to be held on Facebook page Visit venue for rehearsal with emcees Ask for OBs and ISAs availabilities for attendance Task allocation and briefing for volunteers (~ 8 ISAs) Final confirmation and updates sent by email to speakers, panelists, and student

delegates Confirm final details with event manager (e.g. number of participants, menu,

other requests, etc.) Name cards/tags to be printed out and placed into respective lanyards Program booklet to be printed

14th of April (Saturday): Event day

5.2 Each Session on the Day5.2.1   Speakers’ presentations Elva ZhangSpeech: Navigating the international student experienceWorkshop: Authentic leadership through laughter zen

Background: Elva is an Australian-qualified lawyer with a Master of Law (LLM in International Economic Law) from Geneva, Switzerland, who is highly skilled in

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dealing with cross-border transactions and international dispute resolution. She is also the Founder of Peace Lab, which was created for a new way to cultivate well-being, positive mindset and deeper connections through experiential and interactive workshops/programmes that utilise laughter yoga, play, and creative meditation.

Elva was chosen as our keynote speaker to inspire international students to make a change in the community through her own journey. Her background as a former international student aligns with the goal of this event, which is for students to understand and gain insights on the challenges faced by international students and how to overcome them.

Key points of her presentation include mindfulness, the importance of happiness, self-respect, self-love, and self-belief. She also shared her experience in language difficulties and how she mustered her courage to pursue her Master of Law in Switzerland to realise her dream of becoming a successful lawyer. The workshop “Authentic Leadership through laughter zen” explored the notion of authentic leadership through an experiential journey from ‘inside out’, finding that ‘authentic’ self who is creative, playful and purposeful through laughter yoga and meditation. Through this workshop, she emphasised that a leader should not only be capable, but also have the ability to spread joy and positivity to the community.

Sean Jesudason: Cultural Intelligence Background: Prior to his current role at the Community Crime Prevention Unit,

he was engaged on a consulting role as Senior Market Development Adviser - International Education in the Department of Economic Development, Jobs Transport and Resources for the State Government of Victoria. He recently completed a professional development assignment at the Division of Sustainable Development, Department of Economic and Social Affairs, United Nations Secretariat in New York.

With over 9 years of experience in the tertiary education sector in both VET and Higher Education, Sean was awarded the Australian Alumni of the Year Award for Education by AUSTRADE in 2012. This shows that he is highly qualified to speak about this topic as he was also previously an international student leader who advocated for international student welfare.  

Key points of his presentation include: not judging a person based on his/her physical characteristics and stereotypes, be humble and keep an open mind. Instead of confining ourselves in limiting stereotypes and perceptions, we should all celebrate our differences and strive to be global citizens. To become a global citizen, we have to embrace other cultures, while holding true to the culture we already have.

He also mentioned not to judge a book by its cover and accept everyone with a clean slate and reminded the audience to always find similar connections with the other person, as he believes that this is an effective way to build healthy relationships with co-workers and professionals.

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Niels Maartens: Entrepreneurship and Innovation Background: Niels is the current COO of York Butter Factory Ventures. YBF

Ventures is a curated innovation hub attracting Australian high-potential early-stage technology businesses in areas such as Fintech and Web 3.0 to connect, learn and collaborate with YBF’s corporate and industry partners. Prior to this, Niels was a global executive leader at GE, a manufacturing company operating in more than 100 countries employing more than 300,000 people.

His previous roles include Finance Director at GE, Head of Finance at Coles, CFO at Nimble, and now COO at YBF Ventures. Niels spend 13 years with GE and was named company executive in 2011. During his tenure, he lived and worked in 9 different countries and had exposure to 6 different industry sectors, which made him a suitable candidate to inspire students with his enviable career in both corporate and startup worlds.

Key points from his presentation: good habits such as time management and good mindsets are essential in building a successful career. He also recommended looking to overseas markets for development opportunities to build upon new business ideas. He stressed the importance of innovation, comparing and contrasting it with entrepreneurship. He also gave an overview of what it is like working in large corporations as well as the potential of technology in the years to come.

Ruqqaiyah Nazeer: How to pitch and execute your business ideas

Background: Entrepreneur & Engineer, Founder of Cabaro. Ruqqaiyah graduated from the University of Nottingham with an Honours Degree in Chemical Engineering with Environmental Engineering. She joined Unilever shortly after. With her extensive knowledge of purchasing decisions gained from her time at Unilever and her passion for design, Ruqqaiyah founded CABARO, a designer brand offering Swiss mechanical watches in the luxury space without intermediaries selling directly to discerning consumers.

CABARO is a startup as part of the leading entrepreneurship program in Australia, Melbourne Accelerator Program (MAP17), providing funding, mentorship, and support to a group of founders following a competitive application process. Therefore, it was incredibly useful to have Ruqqaiyah speak about her startup and experience with MAP.

Key points of her presentation include the strategies and ways to execute business ideas such as performing detailed market research, having a strong support network and looking into other similar companies for inspiration. The intention of this speaker session was for Ruqqaiyah to introduce some skill-sets and key points to consider before embarking on an entrepreneurial journey. She also shared how she encountered problems in the packing and delivery process, which was resolved the issue through open and honest communication with her customers.

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Dominic Soh: Building mental resilience Background: Dominic is an international speaker and author, has spoken to

more than 1,500 students and professionals in the U.S., Australia, Asia and Africa, and has been featured on 10 Australian media outlets. Some of the organisations he spoke for include New York University, Intel, NAB and Chartered Accountants.

Dominic’s ability to overcome rejections allows him to share his knowledge on developing mental resilience for the workplace and how to turn adversity into advantage.

Key points from his workshop: Dominic introduced the 40% rule, informing participants that when their minds tell them they have reached their limits, they have in fact only performed 40% of their full potential. Building upon this, he used further analogies to motivate students to take action in steps and progressively reach success. He encouraged everyone to be brave and seize opportunities, invest in others while having others invest in them, and to be able to recognise self-limiting thoughts and give your 100% in everything you do instead.

5.2.2   Panel/Forum Discussion Topic: Leadership Insights and challenges

Arunesh Ravi (Former President of Marketing Intelligence) Desiree Cai (President, UMSU) Manorani Guy (President, International Student Advisers’ Network of Australia) Zaheeruddin Qazi Syed (National Welfare Officer, Council of International

Students Australia)Panelists were selected based on their merits and contribution to the student community as student leaders. The panel was facilitated by John Hee, UMSU International’s President, with John asking the panel several questions with regards to navigating student leadership, and each panelist had one to two minutes to answer. This panel session was intended to equip international students with the necessary knowledge about current student affairs, as well as promote student leadership amongst student delegates. Through this, participants gained insight into how each student leader overcome their challenges in different ways; what their motivations were; and they also provided valuable advice to participants. Overall, the student delegates had engaging discussions with the panelists and some interesting ideas were generated. 5.2.3   Special Guests There were two special guests invited to The Summit to network with participants throughout the conference. 1. Josh FarrJosh runs Campus Consultancy - the largest independent network of current and former student society Presidents in Australia. Through training, coaching and mentoring, Josh

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teaches student leaders how to maximize the value they are delivering to their members and grow their societies.

He managed to network with many student leaders and provided advice on how to better run their clubs or organisations. 2. Marcus LeeMarcus graduated with a Bachelor of Commerce from the University of Melbourne as an international student and started his career with PwC Malaysia and Melbourne for 3 years as an External and Internal Auditor. He moved on to Protiviti for a year and is now currently with Crowe Horwath in Risk Consulting as a Senior Auditor. Additionally, he has approximately 6 years of experience working with state and local government, healthcare and manufacturing. As Marcus has exposure to both local (Australia) and international (Asia) working cultures, he was able to share his experiences and insights in relation to working environment differences and also the accounting/auditing industry during the networking sessions.

5.3   Logistics (Livianie)

5.3.1   Gifts For the gifts, the main issue was deciding what gifts to buy for the speakers, panelists, and moderator. After doing some research and discussion, we decided to buy Koko Black chocolates and moleskine notebooks. SuggestionIt is recommended for the future committee to have Koko Black as gifts, as the packaging is very appealing and formal.

5.3.2   Name Tags and Registration For the participants’ name tags, we had to print multiple times before The Summit, as the attendance was still being updated due to some last minute confirmations. Through this method, we were able to make sure that all participants had their name tags ready. Then we differentiated the name tags based on groups such as ISAs, OBs, Clubs and special guests. Then, the name tags were arranged alphabetically to make the registration process more efficient. We had also prepared some spare paper to fill in case of any omissions or errors. For speakers, we decided to make personalised and colourful name tags with calligraphy. This gave a good first impression to the guest spreaders as they complimented the amount of effort put in making the name tags.

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For the organising committee, we printed out lanyards that were designed by Communications department. While for emcees and ISAs, we printed out name tags with their respective role below their names.

Suggestion This year, we did not have to buy any name tag holders. This is due to sufficient supplies in the lounge. Thus, it is highly recommended for the future committee to check the lounge and count the number of name tag holders before buying.

5.3.3     Others This year, we did not have to provide much stationery. The only thing that we needed were pens for each student to write at the notes section of the program booklets. Before purchasing any pens, we checked the lounge and found plenty of spare pens. Thus, we only had to buy additional 50 pens. We decided to purchase bottled water for the networking session after the event and food containers for leftover food on the event day. The ISAs had to call for an Uber due to heavy rain. We need bottled water because we were informed that the venue does not provide drinks after 5 PM, therefore we wanted to make sure the participants would be well hydrated for the networking session, we decided to buy bottled water on the day accustomed to the number of attending participants. However, there was still spare water remaining, which was stored at the lounge for future UMSU International events. On the other hand, we needed to buy food containers as there were a lot of leftover food, such that participants could take away the extra food to minimise food wastage.

Suggestions

1. Check lounge for needed stationary before making any purchase.2. Next time, we would recommend buying bottled water for around 60% of

attending participants, since a good number of the students left early.3. Food containers could also be brought beforehand to minimise potential food

wastage.

5.4 Setup, Stage Management (Ivy)

5.4.1     Set organisation The task involved corresponding with the events manager of the Woodward Centre regarding the props and managerial tasks required for our event.

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We were told that speakers were not provided to their internal issues, so we had to get them to outsource it to AV Melbourne and paid a small extra amount for this. Also, we were only informed on the last day that the layout would be switched around and facing the other way instead of what we saw in the previous Summit 2017. These were not big issues but the exact layout should be clarified early on. 5.4.2     Stage preparation Visual representations and verbal instructions were used to convey the physical setup of the space. Different from last year, this year’s stage was located on an opposite side of the venue, facing the university square, meanwhile, because of the changes made to the location of both stage and the devices control panel, the projector was placed in the middle of the audiences, which sometimes obstruct the view of the lectern. However, this arrangement was realized upon our arrival the morning of the event, which also consequently led to some lighting problems as it was rainy on that day.  Besides, some short interruptions have been encountered during some speakers’ presentation as they do not have direct control of their slides. Initially, a significant rearrangement of chairs was required shortly after Elva’s keynote speech for the Laughter Zen Workshop, as the initial conceptions of the workshop require more open spaces for activities. Therefore, chairs had to be moved to the back of the venue. With the contributions of all our helpers, we were able to rearrange the setting shortly before the workshop. Suggestions It would be prudent to require of Woodward’s events manager and staff from AV Melbourne a summary of the tools and setup we had requested to ensure seamless communication. Future organisers might consider an alternate location in which to hold the Summit, as, despite the Woodward’s beauty and efficiency on the day, it’s long body was quite restricting. We could not utilise the entirety of conference room 1 and 2, the lounges and breakout spaces, as participants seated in the fringes would not have been able to see the speakers at the lectern. Meanwhile, the use of clicker needs to be widely encouraged to improve the smooth of the event flow. 5.4.3     Stage management The task involved ensuring the fluidity of events. Each segment began and ended largely on time, excluding the panel segment. This is partially due to the shortage of microphones and mic-runners standby whenever questions were open to the floor. Basically, the microphones available for use including 1 stand microphone, 2 handheld microphones and 4 Tie-pie microphones, and only 1 ISA acted as mic-runner during the

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panel discussion. Nevertheless, other devices such as laptops used for registration and presentation were properly managed in the way that it’s fully charged throughout the event. Suggestions It is advisable for future organisers to consider having more microphones running and mic-runners standby on both sides of the conference hall for the Q&A session of the panel discussion. Meanwhile, it’s unnecessary to have microphones running for the Q&A session if audiences can be heard clearly and easily without microphones across the room, this is to ensure the adequate time given for the discussion and summary.

5.5 Copywriting and Facebook (Jonas)

5.5.1. Programme BookletsThe printing of the programme booklet was done by UMSU Communications. They were were well-done and professional. The programme booklet incorporated the designs and color scheme that the team had in mind.   Additional tasks involved generating the descriptions for Facebook and creating visual marketing material for the speakers. SuggestionsBoth E&W and Comms were faced with some obstacles in communication due to the complexity of the event and the sheer volume of information. We strongly recommend the Education and Welfare team be granted custody of the Summit event page, rather than it being sourced entirely to the Communications department. It would have streamlined the process for us by enabling us to quickly edit and post whatever was necessary and saved the Communications team some of the work. However, it is advisable for both teams to communicate as to how the copywriting task should be allocated with regards to publicizing this event. Although the publicity strategy plan was proposed four weeks in advance of The Summit, guests speakers tend to submit their biographies and photos past the proposed date (some more than two weeks late). To meet the deadlines set by the Communications team, we offered to write some of the guest speakers’ biographies based on their LinkedIn profiles and submitted to the Communications team once the speakers had approved them. Therefore, we highly recommend this strategy in case of late submissions. 5.6   Volunteering (Jack) 5.6.1 Selection of emcees and editing of the scriptDue to a shortage of suitable applicants, the emcees selected were those who emceed for Professional Mingle 2017 Semester 2. Both of them could attend, helping the event run smoothly. The script mainly included the introduction of speakers and background,

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informing attendees of the schedule and helping direct people back to their seats. However, we had enough volunteers who could be ‘back-up’ emcees in case of any emcees being unable to attend, like the year before. SuggestionsAllow OBs who show interest in the Summit to have a chance to be an emcee by conducting auditions if sufficient time is allowed for. 5.6.2     Allocation of manpower A site visit and briefing session were undertaken a week before the event with the ISAs who signed up for the event to ensure that they were familiar with the venue and event flow. The task allocation for each ISA and E&W OB was clearly defined and executed accordingly. SuggestionsRehearsals and a clear briefing should be given to volunteers so as to enable a smoother flow of the event. Encourage the ISAs to be more involved in the discussions, especially during the times where there are no tasks at hand. 5.7   Participant Online Registration (Lisa, Josh, Royston) 5.7.1 Invitation to Clubs/OrganisationsWe reached out to about 65 internal clubs and external organisations combined via email and Facebook message. In the end, we had received online registrations from 25 clubs and organisations whose representatives were intended to come. A lot of clubs or organisations were unresponsive through email and Facebook message, as we suspect this is due to poor internal club communication and no constant check of their emails. The registration form consists of questions to help the E&W team gauge the extent of interests of participants to The Summit and allowed us to filter students based on it. ReflectionsThe E&W team should not feel one bit discouraged if despite doing our best through marketing and publicity, some clubs or organisations are unresponsive. This is because some club members were unable to appreciate the benefits of attending The Summit (or at least take the initiative to share the event with their fellow members). This instead allowed more students, who are not very involved in clubs but would still be keen to our event, to join. Speculations and theories of clubs not being able to attend The Summit due to preparation for Night Market in 4 days can be debunked to be untrue, to a confident extent. From accounts, we had not heard from any clubs that they would be too busy in preparation for Night Market 2018 but instead had their own events to attend (e.g. ice skating, committee photoshoots, etc.)

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SuggestionsThe Partnership and Sponsorship team was very helpful in getting most of the clubs and organisations contact details. Early liaison and plans can be made with the P&S team to obtain more contact details and maximise our outreach to both internal and external organisations. Personal relationships with members of organisations was also a useful way of getting more representatives to join the event. We strongly recommend the next committee to implement a deposit system as it has been two consecutive years in a row where we had not either forgetful or not responsible students who had applied but not show up, despite them confirming to two separate emails. Clubs and organisations representatives invited should also be told to fill up the subjective questions with all seriousness as this will help them think of the lessons and insights that they would like to gain and learn from The Summit. Proper answer attempts for questions will overrule the feeling of being over privileged, as it will allow participants to consider whether they are genuinely interested in The Summit and help OBs assess all participants’ interest genuinely.

A final suggestion is that we can continue expanding the number of clubs and organisations whose representatives would be attending by coming up with creative strategies to get representatives interested in The Summit despite their industries. We should also note that we need not aim for a very rigid ratio of eg. 60% club representatives and 40% and non-club representatives, and instead get participants who genuinely interested in personal and career development. Titles and positions of students are just facades that should not be placed too much weight and do not fully determine their attitudes and values, so we should aim to provide equal opportunity to all students as everyone can potentially be a great leader, with the right mindsets and attitudes to drive positive changes to the student community. 6. General Feedback and Recommendations

1. Pre-check with the Law building security or manager (if the next Summit is going to be held at the same place) in order to get access to the building before opening hours.

2. OBs and ISAs can be briefed on the job scope and event flow earlier, perhaps one week before and the day before the event to ensure everyone is clear on their specific tasks on the event day.

3. There was leftover food as approximately 20 participants did not turn up despite confirming their attendance and reminder emails being sent out.

4. Recommendation: Reduce the amount of food ordered per person by about 20 (as the figures were also similar to previous year’s Summit). The next organising committee should also consider collecting a deposit for participants to sign up to reduce the number of dropouts.  

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5. Some participants mentioned that the breaks were too short.6. Recommendation: Each break could be extended by  around 15-20 minutes so

that participants have a longer time to network; however, this may result in shorter presentation sessions.

7. Dietary requirements should be given a double check, for example: if there is a participant requiring only vegan food, we should make sure that at least one vegan  dish available for every break or a plate specially catered to her.

8. There tended to be awkward silence at the beginning of each Q&A session.9. Recommendation: Have organising committee prepare questions for the speaker

to keep the flow of Q&A going.10. There was insufficient time for the panel and forum session such that the

panelists had to follow the timing restrictions.11. Recommendation: Perhaps having three panelists instead of four would allow

more time for in-depth discussions and more time for Q&A sessions.12. Although dress code of business formal does not have all students’ affinity, we

believe such a prestigious event for a professional conference should still adopt that dress code. It is up to the next committee to determine again what is best but with sound and convincing reasoning.

13. The chair arrangement was in circles to facilitate in group discussions but they moved out of place between each place and session.

14. Recommendation: Arranging the chairs in a row by row fashion and informing attendees to place their belongings in the cloak room or allocating a space especially to place belongings would make the rearranging of chairs easier.

15. The entire summit went very smoothly, and the majority of the participants rated the event good or excellent.

16. Participants all came to The Summit with different expectations, in which not all sessions were regarded as appealing. However, given that we can neither predict nor fulfill everyone’s expectation and have The Summit was to let the participants learn different experiences and ideas, it is still highly recommended to incorporate multiple topics for the conference that relate to the central theme.

17. It is highly important that students are able to stay throughout the event to express respect to the speakers especially as well as the organisers as there is no room for students to pick and choose sessions based on their interest, due to The Summit being a personal development event with every speaker playing a vital role in it. The retention rate was observably well at the closing address with at least still half the participants present. We do not put to blame anyone as students have busy lives, some who have to leave early due to not feeling very well or go for an imperative bonding activity with their peers like ice skating, however, the E&W team can make it clearer to participants that any early leavers should notify the organisers first so that we would be aware of what to expect.

18. Photos are one of the most important public expressions and evidence of a successful event. Its power to impress, describe, and portray how people view an event should never be overlooked and instead placed heavy care on. The photos

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taken at The Summit do not do justice to depict the diligent planning and execution of the event. We recommend future committee members to work more closely with the skilled Communications team in ensuring that the photographers for all our events have the proper equipment, be briefed prior, and progressively show the organisers the photos taken. With the advancement of mobile photography, we highly recommend all committee members to constantly capture photos with our smart phones as back up and as preparation for any unforeseen circumstances.

7. Conclusion Overall, despite some minor issues, UMSU International Student Summit 2018 was a success. Participants rated the quality of speakers and discussions highly. Also, many of the participants considered that The Summit had good or excellent interaction and engagement. Although there was an initial lack of participation from students, we managed to gather a considerable number of engaging participants to form interactive discussions. Having last year’s Summit as a reference, we were able to create a more cohesive summit/conference. On behalf of the Education and Welfare team, we would like to extend our gratitude to each and every department and ISAs who had helped out to make this event a successful one.This concludes UMSU International’s Summit Semester 1 2018 final report. Please feel free to approach the Education & Welfare department should you have any questions or comments.

Prepared by,

Education & Welfare Department 2017/2018UMSU International

6. All Other Business-

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7. Next Meeting

Date : 25th May 2018, Friday, 4.30pm Venue : PAR-Old Physics-G16 (Jim Potter Room)

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