University of the Philippines-Society for Hotel and Restaurant Progress College of Home Economics University of the Philippines, Diliman

Semester Planning Minutes of the Meeting November 11, 2010

Present Englebert Evangelista Gerniemae Pascua Mark Aranas Roselle Basas Anna Teresa Ortiz Irene Manaig JC Caldo Cayce Mae Cala-Or Maribeth Caras Jan Alexis Cabantug Anika Lotivio

Absent

Upon the certification of Mr. Englebert Evangelista, Vice-President of Internal Committee and Officer-in-Charge, the meeting was called to order at 5:53 p.m. in KFC at UP-Ayala Technohub, with Mr. Evangelista presiding. 1.0 The meeting started with the approval of the group of the proposed agenda by Mr. Englebert Evangelista, Vice-President of Internal Committee and Officer-in-Charge.

Agenda: 1. Publicity Committee 1.A. Pubilisan 1.B. Mail N Key 2. External Committee 2.A. Chocobuffet 2.B. Alumni Database 3. SHARP Week 3.A. Mass 3.B. Open Tambayan and Grand Pakain 3.C. Exhibit 3.D. Gastronobee 4. Calendar of Activities for 2nd Semester 2010-2011

2.0 2.1 2.1.1. 2.1.2. 2.1.2. 2.2 2.3 2.3.1 2.3.2. 2.3.3 2.3.4. 2.3.5. 2.3.6. that the event. 3.0 3.1 3.2 3.3 3.4 3.4.1 3.5

Discussion of the Publicity Committee Major Project--Pubilisan Ms. Pascua, as the Chairperson of the Publicity committee, opened the concern for the Publicity Materials for the event Ms. Manaig also opened the concern for the Publicity material for the Orientation Seminar. Mr. Evangelista suggested contacting Ms. Rinara Aquino and Mr. TJ Olarte and ask for their help in making both materials. Ms. Pascua took the responsibility for contacting Ms. Aquino and Mr. Olarte as suggested by Mr. Evangelista. Mr. Evangelista suggested having a condensed list of all the SHARP events, both major and small projects and events. Mr. Evangelista asked Ms. Lotivio to do the task. Ms. Pascua opened the floor for the review of the Pubilisan performance 2nd semester of last school year, Pubilisan 2010: Kainan sa Kanto at Kalye. Ms. Pascua said that the last years concept was unique but it was executed with poor planning. Mr. Evangelista reviewed the location of the event last year and it has poor lighting and there were failures on the electricity connections. Mr. Aranas commented on the late start of the program and the lack of time for the publicity of the event to students. Mr. Cabantug shared the problems as with the Kitchen duties like having only one stove. Mr. Aranas commented that tickets were also released in a rush. Ms. Pascua concluded that last semesters Pubilisan Activity was ambitious and for this year the organization should go for the simpler one. Ms. Pascua also opened Pubilisan 2008 was a good model to follow where there are sponsors for Discussion and Planning for 2nd Semester Pubilisan 2011 Ms. Pascua set that all members are required for selling of the tickets, unlike last year. The number of the tickets is still to be determined. Ms. Basas suggested that the event is best to be executed at the 3 rd week of January. Ms. Pascua approved the schedule. Mr. Aranas suggested of having a booth at the CHE lobby for publicity of the event to CHE students. Ms. Pascua set ALON Atrium as the most probable venue. Mr. Evangelista made sure that the organization will have no problems sourcing for the lights, particularly spotlights, to be used in the event. Ms. Pascua opened the concern for sponsorship letters.

Mr. Evangelista pinpointed that since there will be two major events, particularly Pubilisan and Chocobuffet, both happening on two consecutive months-January and February, the organization should make sponsorship letters that showcases both events. Mr. Evangelista said that in the letter Pubilisan will be set as a minor project and Chocobufffet will be the major project. 3.5.2. Ms. Pascua suggested having solicitation letters to be released to the members as well. 3.5.3 Ms. Ortiz suggested that in the solicitation letter, there should be incentive for the person who will give the highest amount. 3.5.4 Mr. Evangelista suggested that the concern for solicitation is best to be raised at the General Assembly so that every member of the organization will be there. 3.5.5 Ms. Pascua said that the theme of the event is to be discussed after looking for the sponsors since the theme will be given by the sponsor. 3.5.6 Ms. Pascua asked for the database of the sponsors. 3.5.7 Ms. Ortiz confirmed that Ms. Joanna Sy and Ms. Missy Eustaquio both have a copy the database. 3.5.8 Ms. Pascua opened the problem for fax of sponsorship letters because Mr. Caldo and Ms. Basas confirmed that the HRIM Departments fax is for the faculty only. Ms. Pascua told everyone to look for opportunities on faxing. 3.5.9 Ms. Pascua also opened the problem on calling sponsors because everyone in the group is in school until 4pm. Ms. Caras suggested the Landline Super Duo which costs Php600. Mr. Evangelista said to have a landline sim card to be bought. The matter is still to be discussed further. 3.5.10 Ms. Basas suggested that there should be at least two (2) landline phones in the organization for contact of sponsorships to be distributed with the 2nd and 3rd year members, which composes most of the population of the organization. 3.5.11 Ms. Pascua shared information about her Series function sponsor. Ms. Pascua said that their function sponsor, with the business of food equipments, is always willing to sponsor events only that they should have the opportunity to sample their equipments. Ms. Pascua will give the group updates as she is to contact her sponsor. 3.5.12 Ms. Pascua suggested that the organization should also engage in company hopping in order to have many sponsors. 3.5.13 Ms. Pascua also suggested to have priority contacts in the database, most probably those companies in the Food and Beverage field. 4.0 4.1 category. 4.2 The first Mechanics, Categories, and Prices for the Pubilisan Ms. Pascua set that the competition will still be by individual and it will have 4 categories. Ms. Pascua said that there will be maximum of 30 participants per Ms. Pascua also set the price per ticket will be in the range of Php 50-70. But the ticket price is still subject to change after sponsorships and solicitations are placed. price for the competition will be Php500, but is also subject to change.

3.5.1

5.0 Ms. Pascua suggested that there should be a website of SHARP in order to attract sponsors. Ms. Pascua also said that the organization should have more interactive online accounts.

5.1 5.2 6.0 6.1 6.2 6.3

Ms. Pascua said that she will be making another Facebook group account and a Twitter account. Ms. Pascua also said that she will be delegating the making of the main website of SHARP to Ms. Angelica Parana. Discussion on the Mail N Key, the organizations publication. Mr. Evangelista suggested that there should be a person solely assigned for the documentation, taking pictures, of each organization event and undertakings. Mr. Evangelista also suggested that each committee should list their activities so that everyone will know about it. Ms. Pascua suggested that the event heads should submit write-ups of their events right after. This serves not only for the Mail N Key but also for proper documentation.

7.0 As the Publicity Committee were done on discussing their matters, Mr. Evangelista, the Officer-in-Charge, opened the floor for the discussion of the External Committee concerns to be headed by Mr. Aranas, the External Committee Chairperson. 7.1 7.1.1 Discussion on having the Alumni Database.

Mr. Aranas suggested that the organization should send electronic mails or texts greeting each alumnus and alumna. Mr. Aranas said that they should feel reconnected with the organization more for updates and not for financial concerns. 7.1.2 Mr. Aranas also suggested that the alumni of the organization should also be given copies of the Mail N Key. 7.1.3 Mr. Aranas took the responsibility of producing the Alumni Database. Mr. Aranas target end date is by the end of this year. 7.2 7.3 7.3.1 Mr. Evangelista opened the discussion on the Alumni Dinner. Mr. Evangelista said that the organization is just to find sponsorship and caterings for the dinner. Discussion on Chocolate Buffet.

Mr. Aranas said that the theme of the event is to be opened for decision making after the re-affirmation period. 7.3.2 Mr. Aranas said for this years Chocolate Buffet, the same process of work delegation will be applied as last year--by sign-up sheet. Mr. Aranas targeted the release of sign-up sheet during the re-affirmation period. Also, Mr. Aranas will be delegating each External committee members in every work group of the event as assistant members. 7.3.3 Mr. Evangelista suggested that there should also be a Preliminary Function Report and Final Function Report to be submitted for each major event for documentation. 8.0 Logistics for Chocolate Buffet 2011.

8.1 8.2 8.2.1 8.2.2

The target number of guests for the event will be 200pax. The options for the location of the event will be NIML and ALON Atrium and FN laboratory. Mr. Caldo said that the most probable free days of the NIML is Thursday and Friday. Mr. Aranas said that the 3rd year batch is responsible for contacting Series people of this semester for knowing the dates of their functions so as not to parallel with the Chocolate Buffet. The most probable date will be on the week of UP Fair for larger market scope. The time set for the event is 6-9pm. The most probable ticket price will be Php300-350. There will be a pre-order price of Php320. In this years Chocolate Buffet, the menu will consist of appetizer, pasta as the main dish, and dessert as buffet. The work groups of the event will be headed mostly by the 3rd year members. 8.7.1 8.7.2 8.7.3 8.7.4 8.7.5 8.7.6 8.7.7 8.7.8. The event Function Manager is Mr. Mark Aranas. The event Dining Room Manager is Rinara Aquino. The event Sales and Marketing Managers are Ms. Angela Viloria and Ms. Cayce Cala-Or. The event Purchasing Manager is Ms. Jen Cruz. The event Housekeeping Manager is Mr. JC Caldo. The event Executive chef for Pasta is Mr. Alexis Cabantug. The event Executive chef for Appetizer is still to be determined. The event Executive chef for Dessert is still to be determined. The practicumer members of the organization will be sought as the consultants of the work group heads. 8.8.1 8.8.2 Ms. Kaye Olib will most likely be the consultant for pasta. Ms. Jacy Yao will most likely be the consultant for dessert. The ticket distribution will most likely be on the 4th week of January or during the Pubilisan 2011. As the discussions about the External Committee matters ended, Mr. Aranas volunteered of making sponsorship letters for both Pubilisan and Chocolate Mr. Evangelista opened the floor for the discussion of SHARP week.

8.3 8.4 8.5 8.6 8.7

8.8

8.9 9.0 Buffet. 10.0

10.1

Discussion on the Exhibit.

10.1.1 Mr. Evangelista suggested that this years exhibit must not have small and blurry pictures. 10.1.2 Mr. Evangelista suggested that the exhibit could be a collage like what the Community Nutrition students have set for their function at the CHE lobby. 10.1.3 Mr. Aranas suggested that there should be an Audio Visual Presentation like the exhibits of students in the College of Engineering which is a great strategy for catching the attention of students. 10.1.4 Mr. Evangelista suggested that the exhibit must also contain the pictures of the members. Mr. Evangelista suggested on calling a photo shoot for the exhibit. 10.1.5 Mr. Evangelista said that the Publicity Committee will be responsible of the pictures of the organization covering its activities. 10.2 11.0 Mr. Evangelista set the Gastronobee as the responsibility of the Acad Committee. Setting Up the Calendar of Activities (DRAFT) Online Registration for Re-affirmation Manual Re-affirmation period Submission of Other requirements-photocopy Form 5 and ID Start looking for applicants Sign-up sheet for Chocolate Buffet work group Finalization of Schedule of Members and Committee (c/o Internal Committee) CTS and TBA Distribution of Pamphlets/Brochure about SHARP General Assembly Week (both for the org and each committee) Start working on Website of SHARP Preparation of each committee for ORSEM Pubilisan and Chocolate Buffet concept paper ORSEM Start Alumni Database Release Alumni Database letter Start Pubilisan and Chocolate Buffet Sponsorships (call, fax and company hopping) Landline for sponsorship Christmas Party Alumni Database Pubilisan Pubmat and Ticket printing

November 16 Novermber 17-19

November 19 November 20 November 23-26

November 30-December 3

December 17 December 18-31

January 4-7 January 11-14 January 18-21 January 25-28 February 8-18 February 22-March 3

Pubmat and Ticket Release for Pubilisan Pubmat Booth at CHE lobby Amazing Race Chocolate Buffet Pubmat and Ticket Printing Pubilisan Pubmat and Ticket Release for Chocolate Buffet Chocolate Buffet Preparation and Executions of SHARP Week

There being no other matters to discuss, the meeting was adjourned at 9:16 p.m.

Prepared by: Roselle Joy Anne A. Basas Internal Committee

Approved by:

Englebert Evangelista VP for Internal Committee/ Officer-in-charge

Anna Teresa Ortiz Assistant Finance Officer

Gerniemae Pascua Publicity Committee Chairperson

Mark Aranas External Committee Chairperson

Anika Lotivio Internal Committee Chairperson

Irene Manaig Human Resource Committee Chairperson

Cayce Cala-Or Finance Committee

Maribeth Caras Finance Committee

Juan Carlos Caldo Human Resource Committee

Jan Alexis Cabantug Human Resource Committee

Noted by:

Prof. Walter Robles Adviser