![Follow these rules: All promotional materials will only be created for AFSA and SAF affiliated parties (if you are an external group and desire promotion, please contact Terrance Kwok (VP Marketing) at [email_address] ) Contact VP Marketing 2 weeks in advance with ALL finalized details (i.e. date, time, location, purpose) of the event - we will not publicly release promotional materials until finalized Specify which services you will require (i.e. vlog advertisement, poster, facebook event etc) Specify quantity desired (i.e. how many posters you want printed) - remember it comes out of your budget! www.uwafsa.ca Step 2: Marketing](https://image.slidesharecdn.com/afsatrainingsessionfinal-100117194958-phpapp01/85/Afsa-Training-Sessionfinal-22-320.jpg)
![Send requests to Jasen Xiang (VP Communications) at least 2 weeks in advance for the following: Mass e-mails to students through UW-ACE Creation of registration/application forms Livecasts Other technical requirements Send website requests to the Manager of AFSA Jonah Hu ( [email_address] ) at least 2 weeks in advance. www.uwafsa.ca Step 3: Communications](https://image.slidesharecdn.com/afsatrainingsessionfinal-100117194958-phpapp01/85/Afsa-Training-Sessionfinal-25-320.jpg)
![Your on-campus AFSA execs/BoD Richard Le Page, President: [email_address] Vicky Au, Chair of BoD: [email_address] Nikki Katyal, VP Education: [email_address] Let us know if you need anything done on-campus. www.uwafsa.ca](https://image.slidesharecdn.com/afsatrainingsessionfinal-100117194958-phpapp01/85/Afsa-Training-Sessionfinal-33-320.jpg)
Afsa Training Sessionfinal
- 1. UW AFSA Training Session January 17, 2010 MC 2065 1-5 p.m. www.uwafsa.ca
- 2. AFSA Vision To continuously improve ALL aspects of a SAF student’s experience at the University of Waterloo www.uwafsa.ca
- 3. What does this mean? We are ONE SAF, and we should be working to help ALL SAF students. We are the student voice. We are accountable to the student body. We should always be working towards improving AFSA and what we do. You ARE AFSA. But remember, it’s not just about events and services! www.uwafsa.ca
- 4. AFSA Structure 9 Executives 5 Directors President and VP Finance sit on both www.uwafsa.ca
- 5. Executive Committee (all elected) President – Richard Le Page VP Finance – Shubham Datta VP Admin & Knowledge Mgmt– Mina Huang VP Communications – Jasen Xiang VP Education – Nikki Katyal VP External - George Nicholas Tsai VP Internal – Events – Ahad Iqbal VP Internal – Services – Kendra Lui VP Marketing - Terrance Kwok
- 6. Board of Directors 2 Elected 3 Appointed 1 with prior top level AFSA experience 2 with no prior AFSA experience President & VP Finance
- 7. Board of Directors Vicky Au, Chair Andrew Jones Bernard Nadeau Cindy Chan Michael Liu (Richard Le Page & Shubham Datta)
- 8. Behind the Scenes… We look to build external relationships through: Seeking sponsorship for AFSA initiatives Maintaining communication with UW Accounting and Finance Alumni Association (UWAFAA) Providing Recruiting Events to SAF students, such as Winter FM/PA Night Searching for conference and competition opportunities nationally Participating in philanthropy (AFSA Gives Back) www.uwafsa.ca
- 9. Behind the Scenes… We look to better manage student funds and improve our financial transparency through: Having specialized AP and AR functions Releasing regular financial forecasts and reports Analyzing and interpreting student refunds www.uwafsa.ca
- 10. Behind the Scenes… We advocate to improve your educational experience through: Providing opportunities for students to raise your opinion or feedback on SAF’s education system Providing resources for students to excel in their courses Assisting students to achieve their career goals post graduation www.uwafsa.ca
- 11. Behind the Scenes… We streamline our administration and build upon our knowledge management for future years through: Holding regular training sessions Developing standardized policies and forms Streamlining all room and resource requirements Building an internal database of resources and contacts www.uwafsa.ca
- 12. Behind the Scenes… We deliver, develop, and promote the AFSA brand and image through effective marketing : Using regular video communications (Vlog, commercials etc) Maintaining consistency through our policies Designing effective graphics and designs Delivering super cool and hip merchandise Communicating to students through many forms of media (Facebook, twitter, street team, posters etc) www.uwafsa.ca
- 13. Behind the Scenes… We facilitate better communication with all SAF students through: Publishing a DVD Yearbook and AFSA Connect Maintaining an AMAZING Website Implementing a student discussion forum Consolidating regular emails to the student body Working with marketing to communicate with all students! www.uwafsa.ca
- 14. Behind the Scenes… We ensure oversight and long term strategy through the Board of Directors : Providing a fair appeals process and oversight Developing constitution & by-laws Maintaining and standardizing SAF Communications Overseeing next year’s elections and appointment process Holding termly General Meetings with the SAF Conducting regular funding review Setting out AFSA scope & jurisdiction Implementing regular feedback processes Student Advisory Panel Feedback Review Team www.uwafsa.ca
- 16. Tips on how to plan an event www.uwafsa.ca
- 17. Easy as 1 2 3...? Fill out an Event/Service Planning template (at least 3 weeks prior to event), submit to Mina Huang (VP Admin) and your reporting VP, and obtain official approval from AFSA executives Note: If you don’t have approval, you CANNOT advertise the event! Contact Terrance Kwok (VP Marketing) to discuss marketing and advertising plan Contact Jasen Xiang (VP Communications) for any forms on website or other technical requirements Contact Bernard Nadeau (BoD Feedback Director) for feedback forms Recruit volunteers as needed www.uwafsa.ca
- 18. Easy as 1 2 3...? After an event/service is executed... Compare budget to reflect actual expenses, collect receipts from committee members, fill out the online reimbursement form, and remit report and receipts to VP Finance (within 2 weeks) Fill out a post events recap with committee members (within 2 weeks) www.uwafsa.ca
- 20. Step 1: Administration - Event/Service Planning Template Identify purpose and target audience, needs of target audience and create programming to address needs Create a list of possible venues and events dates and rank them Number of attendees Rental fees Catering costs Service charges and taxes Midterm Schedule LLC events Other major on-campus events, such as Bomber Wednesday and Warrior Weekend Partnership with LLC or other clubs on campus Discounts on campus: Bomber, UW Catering Services, Fed Hall Subsidy www.uwafsa.ca
- 21. Compare UW Food Services costs with external catering costs, such as Campus Pizza and Sweet Dreams Tea Shop Create a budget Identify resource needed (classroom bookings, AV equipment, faculty involvement) Note: All requests must include the exact classroom/equipment/faculty needed as well as the day and time needed. Mina will be consolidating all room bookings , AV equpiment and SAF resource requests Step 1: Administration - Event/Service Planning Template www.uwafsa.ca
- 22. Follow these rules: All promotional materials will only be created for AFSA and SAF affiliated parties (if you are an external group and desire promotion, please contact Terrance Kwok (VP Marketing) at [email_address] ) Contact VP Marketing 2 weeks in advance with ALL finalized details (i.e. date, time, location, purpose) of the event - we will not publicly release promotional materials until finalized Specify which services you will require (i.e. vlog advertisement, poster, facebook event etc) Specify quantity desired (i.e. how many posters you want printed) - remember it comes out of your budget! www.uwafsa.ca Step 2: Marketing
- 23. DO NOT do the following: Create a Facebook event outside of the UW Fanpage (this will ensure that all marketing communications are streamlined in one location) Post up promotional materials in the SAF Lounge without the approval of the VP Marketing Post up promotional materials in the SAF Building without an Arts Student Union (ASU) stamp (it will get torn down) www.uwafsa.ca Step 2: Marketing
- 24. AFSA Marketing consists of four teams: Video Team: vlog, commercials for events, video interviews etc Graphics Team: posters, merchandise designs Merchandise Team: contacting suppliers, ordering, sales Street Team: class announcements, presentations, sales, acting, runners www.uwafsa.ca Step 2: Marketing - Structure
- 25. Send requests to Jasen Xiang (VP Communications) at least 2 weeks in advance for the following: Mass e-mails to students through UW-ACE Creation of registration/application forms Livecasts Other technical requirements Send website requests to the Manager of AFSA Jonah Hu ( [email_address] ) at least 2 weeks in advance. www.uwafsa.ca Step 3: Communications
- 26. Requesting Feedback: Send request for feedback form to Bernard Nadeau (BoD Feedback Director) ( 1 week in advance). Include a list of possible questions that can be included Collecting the Data: The collected data will be organized by the AFSA Response Committee, and copies will be retained for future AFSA years. If an organizer wishes to view the feedback documents, they must email b.nadeau@uwafsa.ca 2 weeks after the event date. www.uwafsa.ca Step 4: BoD Feedback Director
- 27. In order to be reimbursed for any costs associated with AFSA, ensure that you retain all receipts. The online reimbursement form, full budget, and all receipts must be remitted within two weeks of the event/service. Please also include a detailed description of what was purchased and what it was used for. After your reimbursement has been processed, you will be contacted to arrange the pickup of your cheque. www.uwafsa.ca After the event is executed Step 6: Finance
- 28. Other things to keep in mind… www.uwafsa.ca
- 29. Consistent Marketing Ensure that all promotional and marketing materials are consistent with the “AFSA Marketing Policy” Consistency helps UW students see AFSA in the way we desire ourselves to be perceived It is no guarantee, but it is a starting point www.uwafsa.ca
- 30. AFSA Marketing Policy Promote AFSA in the most appropriate and relevant manner that is aligned with our mission, vision and values. Promotion is not just marketing, but applies to how you present yourself when representing AFSA. www.uwafsa.ca
- 31. Follow these rules… Always use “SAF” when referring to our students (do not distinguish between streams and programs) Never use inappropriate jokes or vulgar language in promotional materials or while speaking to other students Ensure all promotional materials are up-to-date with the most recent details for an event (ALWAYS DOUBLE CHECK WITH THE PROJECT MANAGER) Promotional materials should be screened by the VP Marketing before public release Do not be afraid to ask the VP Marketing if you are unsure, but also trust your own professional judgment! www.uwafsa.ca
- 32. Copy your reporting executives/BoD on all external and major internal communications and provide them with regular updates. Figure out what you need, and ask for the resources as soon as you can. Check resources online. Don’t be afraid to ask for help. If something is not working, let us know. Feedback is extremely important. Privacy & Conflict of Interest Policy www.uwafsa.ca AFSA Communication Basics!
- 33. Your on-campus AFSA execs/BoD Richard Le Page, President: [email_address] Vicky Au, Chair of BoD: [email_address] Nikki Katyal, VP Education: [email_address] Let us know if you need anything done on-campus. www.uwafsa.ca
- 34. AFSA hopes that you can... Gain experience with planning events at UW Become familiar with AFSA and the school programs Develop soft skills Develop your network at school Have fun and meet friends! www.uwafsa.ca
- 35. Upcoming Winter Events Event Date Speaker Series: Manulife CIO Joe Cooper Tuesday, January 19 Frost Party Wednesday, January 20 CGA Speed Networking Wednesday, January 27 Dining Etiquette/Dress Your Best/Semi-Formal Tuesday, February 9 Tips for First-Years Tuesday, March 2 Winter FM/PA Recruiting Night Wednesday, March 10 Tax Clinic Tuesday, March 23 – Thursday, March 25
- 36. Other Events, Dates TBD SAF Goes Skating FM Workshop Winter General Meeting Grad School Crash Course Bubble Tea/Chai EOT Event
- 37. Become an AFSA Exec or Director Elections and appointments for AFSA 2010/2011 will be held in May 2010 Early May - Applications for students interested in an elected or appointed position are available Mid May - Candidates can advertise and answer questions on the AFSA forum during the campaigning period Late May - Elections will be held online and the BoD will select the appointed director positions www.uwafsa.ca
- 38. Questions & Answers www.uwafsa.ca
- 40. Feedback Questions What has been your favourite thing about AFSA? Was there anything that you felt that could be improved? Do you feel that there were enough opportunities to get involved last term? Do you feel that there could be any improvements to the structure of your committee and how operations are run? What would you like to see AFSA do for you in the future? www.uwafsa.ca
Editor's Notes
- #19: (reflect and make recommendations for next year)