Team 2: NYP-in-Action for the community

NYP-in-Action for the community: Party for senior citizens – Team 2

Date: 12 March 2016, Saturday

About the event

NYP-in-Action for the community: Party for senior citizens is a half-day event that allows elderlies from Thye Hua Kwan Moral Society to be exposed to a new environment that they have never been in and to foster bonds between the elderly themselves as well as with the student helpers. The event had different activities panned around the School of Health Science and North Canteen such as: 

1.  Morning tea
2. Morning exercise
3.  Treasure Hunt
4. 5 games booths (Different schools are in-charged of it including EMRS team
5. Karaoke Session
6. Lunch

The previous team 2 was tasked to set up a game booth for the Old Folks SG50 Lunch Event in November 2015. However, it was postponed due to the haze. Thus, this year our team, which is the current team 2 was in charge of the game booth, while the rest of EMRS teams were the table servers to take care of the elderlies.

Pre-event

We made some references to the game that was done by the previous team 2 and make some changes to it. Throughout the preparation for the game, we managed to overcome a few problems by ourselves and of course with the help from our supervisor.

1) We changed the theme from “Monopoly” to “Balik Kampung” which means ‘return to village’ to fit the event’s objectives as we want to attract as many elderlies as possible to be involved in the activities.

2) The game that was done by the previous team 2 was on the cardboard. The length of the game board was the full length of EMRS table. However, we decided to shorten the game board to ¾ of the original game one as we felt that it might be a little tedious for the elderly to hit the ball around. In addition, instead of asking the elderly to hit into the can to win prizes, we make holes on the cardboard for the elderly to hit into it to win, where different holes carry different points.

3) After listening to the advices given by our supervisor to make the game more interactive and challenging, we came up with the idea to add in small obstacles on the game board itself such as small humps, bridge and seesaw.

Preparation of our game booth

Advertising and promotion

We have designed the following for our A&P:
1. Banner: Initially, the plan was to stick the banner onto the wall. However, our supervisor told us that it is not allowed as they were afraid that the tear down of the banner would be messy. So our supervisor suggested us to stick it behind of the game board so we do not need to tear down from the wall and make a mess and also it would not take up too much space.

2. Poster: At first, it was too dull and our supervisor commented that it might not be able to attract the elderlies’ attention, so we changed the colour to brighter tone such as golden brown and also to add in the picture of a Kampung so that it was able to link to the theme of our game.

3. Game rules: Everyone worked together and came up with different languages for the game rules to let most of the elderlies know how to play the game, as not all of them understand English.

Preparation of our A&P

Logistics

The logistic IC made a logistic plan and took the required equipment from the EMRS logistics room and make sure that the equipment that will be used for the game booth is in working conditions. We then realised that some poster stands were not in working conditions. However, we managed to resolve it by exchanging the poster stands with team 3.

Event Day

Before we set up our game booth we faced several problems such as:

1. The prize system

We could not decide on the prize system as there were too many choices. We nearly had an argument with each other. Luckily, one of us took the initiative and decided on the prize system.

2. The placement of the prize table & poster

We are indecisive on where to place the table and poster. Our supervisor then gave us suggestions on where to place them and we followed. 

Eventually, we managed to set up our booth on time. While the rest of the EMRS team were at the north canteen taking care of the elderlies.

Soon, our game booth was crowded with people! We had to modify our game rules as we do not want the elderlies to wait too long for their turn. We also received lots of positive feedbacks from them which gave us a sense of achievement. 

An excited winner getting her prize!

After the games ended, we headed back to the North Canteen to join the elderlies for the karaoke session and lunch. We really enjoyed ourselves during the session where we get to sing and dance with the elderlies. We were also very happy that we managed to hype up the karaoke session.  After that, we helped to distribute the lunch to the elderlies. They then went back after they had their lunch.

We are glad that the event ended smoothly and we fostered stronger bonds within our team. We are also very grateful to have our supervisor’s guidance and make this event a successful one.

TEAM 3 - Under $3 Mini Roadshow

About the event

 

Team 3: Under $3 mini-roadshow

 



Date: 16 March 2016

Venue: Opposite Old Shopping Arcade

Time: 10.30am to 3.30pm

 

 

(From top left to right)

 Shermaine(OIC), Baizurah (A&P), Chun Ler (Mobile selling), Sijie(Finance),Jowi (Finance), Gladys (Finance)

(From bottom row left to right)

Natasha(A&P, Mobile Selling, Kaiqi (Logistics, Mobile Selling),  Wilbur (OIC, Mobile selling), Shawn (Mobile selling)
 Zuriel (Inventory), Jelyn (Inventory)

 

 

 

“Under $3” was a mini-roadshow that we collaborated with NYP Cheers to sell snacks and drinks. We decided to collaborate with Cheers instead of D’Studio as we felt that the demand for Cheers’ products would be higher compared to D’Studio. Moreover, our mini roadshow was held during the school holidays thus consumable products may be more ideal.

These snacks and drinks that we sold were chosen carefully by taking into consideration certain factors, such as price, hot selling and promotional items. After which, as a team, we came up with a theme for our mini roadshow which was “Under the tree”.  Since the products were all under $3, we unexpectedly, randomly thought of a tree since it's pronounced closely to the number "3".

Objectives

The objective for our Mini Roadshow was to hit the target sales that were given to us which was $250. Another objective would be learning the fundamentals of event planning and management. Starting an event from scratch, planning to executing and then proceeding to do the after action review.

Pre-event

 

 

 

After allocating the tasks for each team member, we proceeded to the preparation of the mini-roadshow.

Advertising & Promotion

As we were given a budget of $20, we decided to recycle some previous events' materials to save cost. However, we did purchase some materials from NYP's Popular for our booth decorations.

Everyone played a part in doing up the A&P materials.

Poster

We faced many challenges in the process of designing the poster. Firstly, although using Photoshop was new to our team, we challenged ourselves to be familiarized with the software as we believed that it would be beneficial for us in the future. It indeed took some time but we managed to pull through. We had difficulty brainstorming on the design for our poster to fit our theme, nevertheless we successfully came up with a design. The poster went through several changes due to constant requirements of re-editing. The poster was placed at 5 different locations, 5 days prior to the event, to create awareness about our mini-roadshow event.

Price tags

We designed our price tags in a way that they fit with the theme. Thus, the price tags were in a form of flower pots where the price was written on the bud of the flower. These price tags were for our snacks.

Whereas for the drinks, we wanted to be more creative therefore we came up with a board, with the labels of the drinks pasted on toilet paper rolls to have a 3D-effect.

In order to attract more customers, we designed a signage board for our promotional items, specially handwritten by us.

 Banner

 

We used recycled cardboards and bought colour papers to design our banner, "The tree". It was indeed challenging as we had to ensure that the banner was of acceptable size, weight and height. 
 

Logistics

Our logistics team designed the floor plan so as to finalise the logistics list prior to the event. We came up with a logistic list to avoid any missing fixtures and to be more organized. They also had to make frequent trips to the logistics room to ensure that the fixtures were in good condition.



Event-Day 

After weeks of preparation, the day has finally arrived! Our team was very excited for the event day. Our event was scheduled to start at 10.30am so all of us gathered together, an hour before. While one of the team members went to pick up the ice, some of us went ahead to set up the booth while the inventory team brought down the stocks.

 

 

During the set up, we had a tough time deciding where to place the banner due to its size. We tried placing the banner at the back of the booth, but realised it didn't stand out. Eventually, we decided to place the banner in the front of the booth like how we planned to during our dry run. We tied the banner around two bottles. The bottles acted as support to prevent the banner from tilting forward and falling over.
After successfully setting up the booth, we began to unpack the stocks to put them on display and at the same time, distribute the stocks to the mobile sellers. Fortunately, we managed to get everything done before 10.30am.

Prior to the event, we had assigned the mobile sellers to go to different venues to sell our products. Meanwhile, the rest of us stayed at the booth. Since it was the school holidays, the crowd was quite bad and thus, sales was moving at a relatively slow pace. Business only started to pick up during lunch time as more people came to patronize our booths and our mobile selling teams also came back to the booth to restock the items.

Both the booth members and mobile selling teams used the inventory list to record our sales and this made things easier for us to do the stock check at the end of the day. Everything went rather smoothly except that we had some issues at the cashier. We did not have enough small change for our customers.

 

Tear-Down

 

All the team members contributed in the tear down process as we split the work among ourselves. We moved the remaining stocks back to the EMRS room and organized them. We counted our sales and at the same time, did a stock check. Surprisingly, we exceeded the target sales of $250 and felt the sense of accomplishment and this would not be possible without the guidance of our supervisor and having worked as a team.