LMS Tea Party brief

[YuTing Yeo]

Greetings! Jasmine, Alfred and Si Rui,

Hope you all are having fun with holidays so far and not too busy with your work/commitments. I am writing this email to help you guys kickstart your plans for LMS Tea Party (approx 2 months from now). By sending this mail early, I don't mean to intrude on your holiday but rather to allow you plan your time well such that your holidays do not get affected :) 

Anyway, here is the brief of what you need to know:

Our traditional vision for Tea Party

To welcome our LMS freshies into our family by means of bonding with professors, seniors and themselves. 

Objectives for Tea Party 2013

- Be a full day orientation before LMS Society expand progressively into full fledge orientations in coming years (cultivate freshies into potential senior attache for future LMS FOCs)
- Be a key avenue to connect cross level friendships between seniors and juniors so that our society vision for cohesive LMS support community is achieved

- To welcome our LMS freshies and help them create opportunities to know classmates beyond their own circles

- Co-Launch Senior Freshmen Buddy Scheme (SFBS) as proposed by Rosxalynd (refer to attached proposal)

Tea Party Background

Traditionally, LMS Tea Parties have been an annual affair since the pioneer batch. Usually taking place on Thurs/Fri of week 1/2 of school in after lunch hours, professors, seniors and LMS freshmen are invited to gather and play simple games, have simple snacks as they get to know one another. 

As a launchpad for future orientations, I am looking at organizing a full-day event stretching into the night (enough time to take public transport home).

Existing Tea Party Challenges

1) Lack of seniors turning up for Tea Party (look into tapping pro-orientation seniors to participate, year 3 should have some keen seniors). 

2) Too short a duration for freshmen to truly understand each other better (however consider Professors having too tight timings to possibly spend a full day participating in orientation with us) Here are some ideas explored so far:

- Choose a Thurs/Fri 2pm and plan orientation activities stretching into after dinner. Professors can participate in Tea Party phase in early afternoon. Following which full day orientation takes over. RISK: Lack of time to bond people with orientation activities

- Choose the 1st/2nd Saturday when term starts and have full day event. RISK: People may not turn up and not sure how Professors take to this.

Points for consideration

- Work with year 3 seniors (Christine, Hannah, Rosxalynd, Elissa) to recruit seniors for SFBS and have them turn up on Welcome Tea and Tea Party (mini orientation)

- Take advantage of NTU Official Freshmen Welcome Tea (held before school starts) to invite LMS freshies to attend Tea Party orientation (most freshies are expected attend this welcome tea as they are expected to receive Matriculation card)

- Get Ann-Marie to share nominal roll of freshmen contact details as soon as she has it ready (possibly by July), so that we can either contact freshmen to (a) connect them with seniors (SFBS) even before school starts (b) invite them to Tea Party. This will make things more personal and welcoming.

1st Workplan draft expected from you:

- Proposal for Tea Party orientation format including but not exhaustive

a) Selected date(s) and time range for Tea Party orientation + Rationale for selection

b) Publicity strategies to ensure high commitment from freshies to attend Tea Party orientation + Rationale for strategy

c) Some possible examples of orientation activities + Rationale for why they will appeal to LMS freshies (note: be open to suggest new games out of traditional orientation activities)

d) Expected budget for Tea Party orientation

- Main responsibilities shared among each of you and sub-responsibilities delegated to remaining LMS exco members (including myself)

**Note that each one of you will maintain primarily overseeing responsibilities to ensure that remaining exco members (including myself) perform responsibilities on schedule**

- Deadlines for various responsibilities leading up till Welcome Day and Tea Party orientation

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Hope that this is not too overwhelming for you so far and understand that annually, Tea Party holds great significance for both our society and freshies. Be assured that every single member in our LMS exco will be accountable to support your planning and execution in every way so please feel free to make full use of the rest of us. Let me know if there is anyone who do not cooperate. I will speak to them personally ;) 

Proposed deadline for your 1st workplan draft: 30 June 2013 (negotiable but note that execution timeline will be tight if we delay finalizing our plans)

PLEASE ASK QUESTIONS if you have anything to clarify. SMS/WHATSAPP/EMAIL anytime at all. 

Have a good week ahead!

Cheers
Yu Ting

[YuTing Yeo]

Hi Alfred, Jasmine, Si Rui,

This LMS Cheat Sheet, wholeheartedly designed by Elissa, Christine and Hannah will have some useful tips. Please do refer to it if you feel lost in your planning :) Note though to adapt only where you deem necessary. 

Cheers

Yu Ting

--

Yu Ting
dance as though no one is watching you, love as though you have never been hurt before, sing as though no one can hear you, live as though heaven is on earth.
- souza

[YuTing Yeo]

Hi Jasmine, 

Attached is your proposal that has been reviewed with comments and suggestions. Please do look through asap and clean up the roles/things to do/modified ideas. Priority now that will need 3 of you to execute will be:

1) Review the comments and suggestions in the proposal

- need not follow my suggestions as long as you have stronger justifications against them

2) Allocate list of responsibilities to every LMS Society member (all of us)

- each of you in charge of a team of members in your respective scope of responsibilities

3) Begin SFBS recruitment and publicity by next Friday

- due to tight timing, just prepare a brief on introduction of SFBS, scope of responsibilities, long term vision for SFBS

- then run through with me before we'll proceed to broadcast

I understand there is quite a bit of things to accomplish and at the same time timing is tight. So I won't dictate the deadline here. Just let me know when will the earliest time 3 of you will be able to proceed with the priorities above. 

Thank you so much for the hardwork so far in coming up with the draft. I understand that all of us are busy in each of our commitments be it camps, outside stuff, hall, internship etc etc and since there is a lot of things that we are doing, please do delegate responsibilities well to relieve the stress and workload. Let's jia you! 

We'll aim to run this successfully and achieve our vision for more bonded freshies!

Cheers

Yu Ting