Meeting on 24/3/2008

Architectural Society, HKUSU, Session 2008-2009

Executive Committee 7th meeting

Date: 24^th Mar, 2008

Time: 0800

Venue: Society Room

1.     Discussion on Consultation Forum

-        Holding a lunch forum to consult members

-        Suggestion: setting up quorum

-        Suggestion: using question notes

-        Suggestion: Buzz be the Honorary Chairman, using Standing Order but need not to address.

-        Suggestion: without using Standing Order

-        Discussion on the content of the Forum, especially on whether ASO to be discussed and year plan and aims

-        PreO Forum: objectives and details by OC

-        Consultation Forum: O period, recruitment of OC, Coor

-        Suggestion: holding lunch forums for a week or more.

-        It is believed that the time spend on each agendum depends on the nature of the topic to be discussed.

-        Agendum: ASO, M Cup, Trans, HT, OC; I Day, O Day,

-        It is decided to hold lunch forum, several days in a week,

-        Suggestion: O night, can be in a gathering format, divided into two parts

-        Session 1: Aims, General flow:

-        Session 2: Content 3: M Cup: change of objectives and PICs, credit system, roles of ASA and SSà 1 day

-        Session 3: I Day 30 minutes, O Day 15 minutes, Product Sale 15 minutes

-        Session 4: Opening Ceremony

-        Session 5: High Table

-        Session 6: AS Handbook, Transparence, Soc Homepage, card

-        Session 7: Interfac+ AS Briefing + Welfare+ Fin Bud

-        1/4 after sch, 2/4 after sch, 3/4 after sch, 4/4 lunch, 8/8lunch +after school, 9/4 after sch

-        Council: 11/4 or 14/4 lunch

2.     Discussion on ASO

-        Venue: should

-        OC: no Surv members interested now

3.     Discussion on Inauguration

-        Thank you card and souvenirs to helpers

Meeting on 20/3/2008

Architectural Society, HKUSU, Session 2008-2009

Executive Committee 6th meeting

Date: 20^th Mar, 2008

Time: 1800

Venue: Society Room

Attendants: Buzz, Him, Alison, Janet, Jennifer, Bun, Joyce, Jon

1.     Evaluation on Inauguration

1.1  Preparation

- There were problems in inviting guests: only emails were sent to most of the honorable guests outside the University.

- It was too cautious in inviting guests, which results in too little guests participating in the ceremony.

- There was no specific job for each Exco at the beginning

- Resending invitation to guests who had not replied was not effective enough; phone calls given to them received better effectiveness.

- Distribution of work was not even, Bun was one of the PIC but he eventually focused on souvenirs in most of the time.

- Publicity to members was not enough such that there was low member participation.

- Having flower sponsorship successfully reduced the budget.

1.2  On day performance

- The majority of helpers were Architecture members.

- Some helpers were late and in wrong dress code.

- There were missing name cards.

- There were mistakes in programme booklets.

- There were suitable amount of food sponsor. There were various refreshment and of suitable amount.

- Finding food sponsor from friends or families were fine, but it was not suitable to tell others

- Gasoline burners were bought but were lost and not being used.

- The transfer of resources from Knowles Building to Rayson Huang Theatre were efficient due to large number of helpers.

- There were only one Exco in the reception area at the beginning, which was not enough when many honorable guests arrived and crowded in the area.

- The word ‘Architectural Society’ was missing in the signing board.

- An honorable guest arrived 5 minutes earlier at the back entrance which we was not ready at that time. She did not walk pass the reception such that she had to walk downstairs again. She was not given a parking label.

- Receptionists could not recognize honorable guests and gave wrong seats to them at the beginning.

- Some non-guests entered.

- The ceremony was delayed for 25 minutes due to late entrance of some societies.

- Honorable guests did not know when to enter the hall.

- MC forgot to say ‘please raise’ before the demonstration of society song and read society ‘cheers’ wrongly

- The speed of society song was slowered.

- The names of societies from other Universities were said wrongly.