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NTU SPORTS RECREATION CENTRE

5. Services under Student Affairs Office. 6. Roles of Sports

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NTU SPORTS RECREATION CENTRE

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    1. NTU SPORTS & RECREATION CENTRE BRIEFING FOR SUB-CLUBS

    2. 5

    3. 6

    4. 7 ADVISORS FROM S & R CTR

    5. ADVISORS FROM S & R CTR

    6. 9 RE’KRE-AT NTU

    7. 10 RE’KRE-AT NTU

    8. 11 Event Management Checklist Event Proposal & Budget Guest-of-Honour/ VIP Invitation Publicity – University Identity Venue Booking Logistic Support (loan of tables, chairs for basic booth-setup) Sponsors’ Application Booth Label for External Parties Sale of Tickets Grants/ Financial Assistance Risk Management Post-event Report Student Activities

    9. 12 Organizing Events Guest-of-Honour Invitation Clearance must first be sought from S & R Centre for invitation to: The President of the Republic of Singapore The Prime Minister Cabinet Ministers Members of Parliament Top officials and senior management in the public and private organizations Contact your advisors at least 2 months prior to event

    10. 13 UNIVERSITY IDENTITY Logo Usage: The NTU logo consists of the Crest and the NTU Typestyle The logo can only be scaled proportionately The Crest and the University Typestyle must never be separated The entire logo is one graphic with fixed dimensions between the various elements

    11. 14 UNIVERSITY IDENTITY Colours Wherever possible, the Crest should always appear in CMYK and the University Typestyle in the Pantone colours (University Red and School Blue). Where circumstances restrict reproduction to CMYK, the University Typestyle should be reproduced in the CMYK equivalent of University Red and School Blue. Minimum Size To ensure maximum clarity and distinction, the NTU logo should not be represented in a size smaller than 25mm in length. This minimum size should be used only when absolutely necessary. Scaling the Logo The NTU logo can be sized to fit various media. When adjusting the size of the logo, please remember to scale the logo proportionately and not stretch or reduce just the breadth or length.

    12. 15 UNIVERSITY IDENTITY Positioning and Exclusion Zone The preferred placement of the logo is at the top left hand corner of all communications, bearing in mind the required exclusion zone guideline. The exclusion zone guideline given below is mandatory so the logo can always be prominent. The clear space should be a surrounding border that is '5x'; as illustrated - 1 'x' is one segment of the battlement in the Crest.

    13. 16 UNIVERSITY IDENTITY Co-Sponsor/ Co-Organizer When NTU is being recognized as a co-sponsor/ co-organizer/ supporter of an event, our logo should still be prominent. The clear space between the NTU logo and the next logo should be a minimum of '10x' space.

    14. 17 UNIVERSITY IDENTITY Sub-Club Events For sub-club events (eg. NTU Windsurfing Open), use SAO sub-brand Logo instead of the NTU Logo NTU Logo is used only for university-wide major events (eg. National Vertical Marathon) Clear space between the SAO Logo and the next logo of a minimum of '10x' space applies

    15. 18 UNIVERSITY IDENTITY Wrong format Right format

    16. 19 PUBLICITY Banners & Posters Application must be applied at S & R Centre (Mr Lim Kok Heng) prior to the display Upon checking layout conforms with University identify, an expiry stamp will be marked on the banners/posters Banners: display for 1 week Posters: display for 2 weeks All publicity must be removed within 24 hrs after the approved period; otherwise, a fine of $10 will be imposed University identity guideline applies

    17. 20 PUBLICITY Campus Buzz A weekly email newsletter generated automatically from NTU online event calendar on a weekly basis. All NTU students are pre-subscribed to this e-newsletter. Club representatives can input details on their own in the NTU online event calendar via the eNewsReader Admin Module. The details will then be compiled into Campus Buzz on a weekly basis. Campus Buzz is sent every Thursday evening for events in the following week and upcoming events for the month. Hence, club representatives should post their publicity information latest by every Wednesday CITS, together with the Library, conducts regular training sessions for student club representatives on the use of eNewsReader To access eNewsReader, student organizations need to apply for a role-based club computer account.

    18. 21 FACILITIES & VENUE BOOKING Student organizations must seek event approval from S & R Centre advisors before venue booking could be supported and approved.

    19. 22 FACILITIES & VENUE BOOKING Student organizations must seek event approval from S & R Centre advisors before venue booking could be supported and approved.

    20. 23 FACILITIES & VENUE BOOKING Student organizations must seek event approval from S & R Centre advisors before venue booking could be supported and approved.

    21. 24 FACILITIES & VENUE BOOKING Student organizations must seek event approval from S & R Centre advisors before venue booking could be supported and approved.

    22. 25 FACILITIES & VENUE BOOKING Student organizations must seek event approval from S & R Centre advisors before venue booking could be supported and approved.

    23. 26 FACILITIES & VENUE BOOKING Student organizations must seek event approval from S & R Centre advisors before venue booking could be supported and approved.

    24. 27 Organizing Events Sponsors’ Day Scheme to assist student organizations in sponsorship soliciting efforts Application for Aug, Sep and Oct 08 is now open Criteria sponsors who have given cash/kind donations value S$100 and above events/projects approved by S & R Centre had not been allocated booths at any events for the sponsorship    cash and carry terms only; and sales value not exceeding $300

    25. 28 Organizing Events Sponsors’ Day Scheme to assist student organizations in sponsorship soliciting efforts Application for Aug, Sep and Oct 08 is now open Application Procedures Submit application form to S & R Centre Only 1 sponsor per student organization may come in each time; priority given to first time applicants. Approval will be based on sponsorship amount, nature of booth and availability. If sale of food/drink items, only commercial pre-packed and licensed vendor allowed. Attach NEA license as supporting document. Once approved, a booth label will be issued , please ensure that sponsor display the label  prominently.  Logistics arrangement is managed by student organizations. Instructions will be given for loan of tables and chairs (max of 2 tables and chairs per sponsor) from storerooms near Canteen A/B. Booth is managed by the sponsor.

    26. 29 Organizing Events Display of Booth Label by external parties All approved external parties brought in by student organizations during their events are required to display a booth label. Seek approval from S & R Centre for event and sponsors intended Complete the  Booth Label and submit all forms (one form for one sponsor/vendor) to S & R Centre (Mr Lim Kok Heng) for official stamp. Display the label clearly in front of the sponsor's booth during event period (with blue tack or adhesive tapes). Booths without approval labels may be asked to leave immediately.

    27. 30 Organizing Events Sale of Tickets For student organizations other than societies which wish to organize projects such as carnival, concert, bash etc involving sale of tickets Submit the design of ticket to the Office of Finance through the NTU Sports Club for approval prior to printing Upon approval by Office of Finance, NTU Sports Club to submit design of ticket to S & R Centre at least 1 week before sale of tickets S & R Centre will print the serialized tickets before sale of tickets is allowed to proceed

    28. 31 Website to SAO Services Campus & Community Clubs & Community Student Activities

    29. 32 FINANCIAL ASSISTANCE/ SPONSORSHIP Internal Support: S & R Centre Subject to approval by Deputy Director (Sports and Recreation) SAO Subject to approval by Mrs Seah Wai Choo, Divisional Director (Student Activities) Other Departments not appropriate except for Alumni Affairs Office Clubs to submit event proposal & budget to their advisors for support & recommendation A brief report with photographs to be submitted to S & R Centre/ SAO for reference within 2 weeks of event

    30. 33 FINANCIAL ASSISTANCE/ SPONSORSHIP External Organizations: National Youth Council The National Youth Council administers various types of grant and award schemes to motivate youth organizations and young people to arrive at a youth sector that is vibrant, highly-connected and self-sustaining. Website: http://www.nyc.gov.sg Disbursement Copy of approval of grant by NYC to be given to S & R Centre for reference Donation Transmittal Form to be completed by S & R Centre to effect grant transfer

    31. 34 FINANCIAL ASSISTANCE/ SPONSORSHIP External Organizations: Project Network under Social Development Unit (SDU) Project Network is a scheme introduced by SDU in 2003 to fund programmes organized by University and student bodies to enhance social interaction opportunities and promote social skills. Website: http://www.lovebyte.org.sg/ Disbursement Original receipts & set of photocopied receipts to be submitted to S & R Centre Advisors endorse “Certified True Copy for SDU Grant” on set of photocopied receipts (summary breakdown of receipts for easy reference) Clubs to submit photocopied set to SDU for disbursement of grant Grant will be credited to NTU Clubs to submit original receipts to FIN to transfer grant to club A/C

    32. 35 FINANCIAL ASSISTANCE/ SPONSORSHIP External Organizations: Sports Partnership Promotion Programme Funding support by Singapore Sports Council Presented by Louise Do not ask for financial support from Singapore Pools except for donation in-kind

    33. 36 MANAGING RISKS (always consult your advisors) All safety parameters must be looked into (eg, pre-particpation screening; crowd control; safety equipment, emergency vehicle, etc) Establish emergency SOPs: Whom to contact, where & how to get help Keep advisor informed For overseas trips, make available a list of members’ particulars plus next-of-kin contacts for your advisor Indemnity Form / Parental-Release Form Get sample copy from advisors Participants must understand the risk of event/activities they have signed up for. Insurance Public Liability coverage Protection for participants (especially for high-risk events)

    34. 37 EFFECTIVE CHANGEOVER Your responsibility does not end when the new committee has been set up. Proper passing down of relevant, important information is very important. To facilitate planning, try to establish recurring events and plan early (before the new AY). Key personnel should be elected before the Sem 2 Exams.

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