2013 - April 17, Strait to Taiwan

Event Captains

Food List [1]

Shopping list: [2]

Ideas list (bolded are final decided items): [3]

Drinks

Non-food stuff

Contacts

CAC Stata: Lianne Scott (liscott@mit.edu)
Campus Dining: Tom Lapsley (tommyl@mit.edu)
Electricity: Lianne handled electricity for us this year. The guy listed in previous years' wikis (Steve Gilligan) no longer works Stata.
- Steve told us to contact ajsilva@plant.mit.edu or mdmobley@plant.mit.edu. Emailed them twice and no response, but Lianne got in contact with them
- Note: We weren't told that we were going to be charged for electricity, but at the very end they kind of popped a payment on us.
Tech Cash: June Haggar (jhaggar@mit.edu)

Food

Logistics

Reservation issues this year - lesson learned: start emailing way ahead of time at LEAST two weeks.
- We couldn't get Tim the Beaver this year because another group had already reserved the costume
- The Girls Scouts had already reserved one table, in front of 32-124 where a lot of the outlets are, so we had to cut back on grilled foods that need appliances
- NOTE: It would be really good to set up in-person meetings with these contacts. Email turned out to be really unreliable - I wouldn't get a response for maybe a week. Make sure when you do send an email to include EVERYTHING you want to ask to minimize the number of emails you send in total. I had to ask Lianne over three times about timing issues before she finally answered my question. (She would reply to other questions in her email and ignore that one). On many occasions, I would email someone and get one of those automatic "will be out of the office for the next week" replies.

Reserving Stata
- Fill out the "Student Space Application." Also contact Lianne directly about reserving the space.
- Need to fill out an official event description on the MIT event calendar because we get funding
- In addition to reserving the space, you need to register the event. Go to the Events and Information Center (7-121) to pickup a registration form. There are a lot of carbon copies that you need to get signed by CAC, SAO, the campus police - instructions on the form are really clear.

Meeting with Campus Dining - we met with Tom Lapsley, who took the meeting more as "what do you need from me" instead of "we need your approval so you know we won't kill anyone"
- Asked for - tablecloths, serving utensils, ice. Tablecloths were super nice!
- Tom says he has a good relations with Sodexo
- He provided ice from Forbes Cafe - Kerrianne Donnelly (kdonn@mit.edu) was the one to talk to the day of.

TechCASH Machine
- Reserve the TechCASH machine ASAP, much earlier than two weeks before.
- The first 2 days are free and day 3 on is 5.00 per day. If you use sign-in sheets, the file when processed is a 5.00 fee.

Publicity
- Every student group gets the equivalent of one full page ad in the Tech each year. We used it all for STT. (http://web.mit.edu/asa/publicity/tech-ads.html)
- Infinite Wings: get one of those little side boards that jut out in the infinite. Reservations are available and will be managed on a first-come, first-serve basis. Contact Gayle Gallagher (gayle@mit.edu) for an application.
- Giant CAC boards - applications start in December!
- Wanted to get one of the Lobby 7 kiosks but apparently they're broken?

Volunteers

- Have a laptop at the front booth to let volunteers sign in
- We paid volunteers 2 tickets/hr. Serving is more important than prep because you need the coverage

Non-food

Decorations