PAP-ARUPS

Minutes of the Meeting

Agenda Topics

Resources
Needed

Person/s
responsible

Deadline

1. Reserve LCD Projectors

Reserve LCDs ( and 6 extra) for each
room write to

Dr. Ronaldo
Motilla

October 7,
2013

Dr. Ronaldo
Motilla

[Date |
time]

Mr. Edre Catulin

Check if LCDs are working fine per
room

2. Get Presentations in advance and then

submit to IT (for virus scanning) and place
in each room

ICTO

DAY 1
3. MC Computer virus concerns: coordinate
with IT and tell to clean computers

4. Hosts (for plenary only) and Script

Suggested Emcees: Mirma Mae Tica,
Marge Acosta, Angie Alcazar, Lynda
Garcia
5. Budget for photographer and
videographer (?)

Isah Yonzon
ICTO

Announcements
Background
information of
speakers/guests

Script Dr. Celia

Aguila
Invite hosts - ?

Agenda Topics
6. Put up an information booth

Place information booths in photocopy

stations

Resources
Needed
Table

Person/s
responsible
Dr. Ronaldo A.
Map of the city (?) Motilla
Volunteers

Information booths will serve as guide for Computer/Laptop

international guests re: where to shop,
Printer (?)
go-too place, etc.

7. Call time and Registration 6:00 AM

Copies of
masterlist
Volunteers

Kits
8. Convention Kits and other materials
-find a room where convention kits and
other materials can be kept
-suggested room: Information Center
9. Welcoming of the Guests at the airport

Isah Yonzon

Lei (garland)
Banners
Van
List of flight
details of
international
guests

Dr. Paz Manaligod

and Dr. Je
Jurisprudencia

Deadline

Agenda Topics

Resources Needed

10. Registration

Signages

a.

Computers

Onsite Registration
Steps: 1st: Register; 2nd: Payment; 3rd:
Get Kits

a.

Pre-registered

b.

Problem Stations/ Information booth

-for troubleshooting
11. Snacks (AM)
-10 classrooms of packed snacks
- NO TICKET, NO MEAL

12. Security
-tell security that NO PAP ID, NO ENTRY
(on the 2nd day)
-assign 2 security guards at the Auditorium
13. Lunch
-

Venues: 5 Tents at the Paz Adriano Grounds;

Covered Court; and Our Ladys Court

Tell food service provider (ELISE) to put

special tables for guests and PAP Board at
OLC

Vegetarian Corner (?)

Person/s
responsible
Isah Yonzon
(reservations)

WiFi Stations (c/o

ICTO)
Dr. Ronaldo A.
Motilla & Dynes
Meal tickets
Volunteers
ELISE (food service
provider)
Security request

Dr. Ronaldo A.
Motilla

signages

Dr. Ronaldo A.
Motilla
ELISE (for
vegetarian corner)

Deadline

Agenda Topics

Resources
Needed

14. Snacks (PM)

tell Food service provider (ELISE)
that snacks will be delivered to their
respective rooms

ELISE

15. Capacity Building of National

Associations
Place volunteers that will serve as
runners
16. Communication: 2-way radios

Person/s
responsible
Dr. Ronaldo A.
Motilla

Gina and Marjie

17. Secretariat Room/ Lounging Room

-find a room where the
speakers/guests can work on their
presentations, etc.
-reserve Executive Conference Room
-order free-flowing coffee from food
service provider (ELISE)

Budget for rental

Venue
Computers/lapto
ps
Couches
Desks

Dr. Ronaldo A.
Motilla
Isah Yonzon
Elise

ICTO (for
computers and
WiFi)

Deadline

Agenda Topics

Resources
Needed

Person/s
responsible

DAY 2

18. Concurrent Sessions

Venue
Session # of pax
VR 1 & 2
1
100
V3&4
2
100
LR 1 & 2
3
100
LR 3 & 4
4
100
AVR A & B
5
100
AVR C & D
6
100
Little Theater (Ethics)
7
300
ESI Conference Room (Dating at
Ginhawa)
8
150

Signages

19. Workshops
-11 workshops instead of 12 (1 of
which will be in a computer room)

Signages

LCD Projectors
Computers
(virus-free)

Isah Yonzon (for

printing of
signages)

Attendance
sheets

LCD Projectors
Computers/Lapt
ops (virus-free)
Attendance
sheets

Isah Yonzon (for

the signages)

Deadline

Agenda Topics
20. Prayer Room
-reserve Residence Hall Seminar Room
or Board Room
21. Distribution of Certificates
-how: participant should answer
evaluation sheet first and then get the
certificate from volunteers
-certificates located at the lower lanai
and upper lanai (reserve lower and
upper lanai)
22. Evaluations
-evaluation sheets should specify
what activities are most liked and
least liked
23. Barrio Fiesta
-activities: dancing, videoke
-hosts are not needed anymore (?)

Resources
Needed
Mats

Certificates
Tables
Chairs
Volunteers

Paper
Printer
Stapler

Person/s
responsible
Isah Yonzon

Deadline

MEETING/ DRY RUN

October 7 Meeting of volunteers

October 19; 9:00 AM (Saturday)

-place should be WiFi ready already

Dr. Ronaldo A.
Motilla
ICTO (for WiFi)