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The Logistics Committee is in charge of all of the technical details of the event, including reservations, the handling of platforms and people needed during the project. As such, the following are some of the concepts that you may encounter during the project planning phase.
CFMO Reservation
CFMO Reservation
Recommended for most events. Majority of reservable venues within campus are managed by CFMO.
What can be reserved:
Classrooms, Seminar Rooms, Roof Deck, Lecture Halls, Foyers, Promenade
When to submit:
For small venues (e.g. classrooms), you may send your reservation at least three (3) days before the desired date. For large venues like Leong Hall, Faura AVR, you may send your reservation at most a month before, at least five (5) days before the event.
How to check for venue availability:
Visit sites.google.com/ateneo.edu/lsreservations/he-venues/venue-availability to view the updated schedule for CFMO-managed venues.
Reservation protocols: (click to expand)
Case 1: small events (no expenses, no changes in venue set-up)
This typically applies to classrooms (e.g. SEC-A 201, F-304, CTC 105).
Email AMS Formator, Sir Janlo (jcapuyan@ateneo.edu), for a Venue Reservation Endorsement. Make sure to include the following details: purpose of reservation, time and date of venue use, expected number of attendees, and venue options.
Take a screenshot of Sir Janlo's endorsement and upload it to CFMO Reservation Form Type 1. Note that this form only accepts responses for the first 60 requests daily during the following times: 9:00 AM - 11:00 AM and 2:00 PM - 4:00 PM from Monday to Friday, and 9:00 AM - 11:00 AM on Saturdays.
Case 2: events with expenses (no changes in venue set-up)
Make sure the Project Proposal Form (PPF) has been submitted and is approved. Consult with your Project Head regarding this.
Take a screenshot of the approval message for the PPF and upload it to CFMO Reservation Form Type 1. Note that this form only accepts responses for the first 60 requests daily during the following times: 9:00 AM - 11:00 AM and 2:00 PM - 4:00 PM from Monday to Friday, and 9:00 AM - 11:00 AM on Saturdays.
Case 3: events with changes in venue set-up
Fill up the CFMO Long Form. See here for a sample filled-out Long Form.
Submit the Long Form through an online consultation or through a window transaction (located near AJHS campus). See CFMO's website for further details.
Note:
For the venues with additional needs (ex. CSR approval from Comm Dept, RMT in coordination with PAC, etc.), you may use this Template Letter of Request of Use of Venues.
OSA Reservation
OSA Reservation
Recommended for: casual hangouts, open activities, and tambays (e.g. KYAM).
What can be reserved:
Colayco Pavilion, Kostka Extension, Doghouse, Student Conference Room (in MVP), Music Room (in MVP).
When to submit:
Submit the form at go.ateneo.edu/osa-reservations at least five (5) school days before your target schedule.
How to check for venue availability:
Visit go.ateneo.edu/osavenues-sched to view the updated schedule for OSA-managed venues.
Filling Out the Reservation Form
Under Student Group or Organization, select Ateneo Mathematics Society.
For the Organization Email Address, input: ams.college.org@student.ateneo.edu
Note that our assigned OSA Formator is Sir Janlo Capuyan.
To explore non-standard venue options within Campus and their respective reservation procedures, visit the link below.
For Off-Campus Events
For Off-Campus Events
💻 Zoom Reservation
💻 Zoom Reservation
For smoother coordination and to ensure timely access to a Zoom link, please fill out the Zoom Reservation Request Form below. This form is intended for official AMS activities that require a Zoom link and when no ExeCom member is available to host.
🛒 Materials Acquisition
🛒 Materials Acquisition
‼️Kindly check the Org Room Inventory first before buying any materials!‼️
Materials Tracker
Materials Tracker
The tracker below is a centralized sheet designed to help you monitor the status of the physical materials needed for your project. It also contains a tracker for the printing requirements for your project. To get started, create a copy of the Materials Tracker Template below.
Guidelines on Receipt
Guidelines on Receipt
To ensure proper financial documentation and facilitate reimbursement, please take note of the following guidelines:
Buying from LS Bookstore
Buying from LS Bookstore
To have payments to the LS Bookstore directly charged to AMS’ DCB (bank account), meaning the AMS account will be the source of payment, you must be accompanied by either the AMS President or the AMS Chief Finance Officer. You may reach out to them through the following contact details:
President: Chrislyn Mañero, chrislyn.manero@student.ateneo.edu
Chief Finance Officer: Dennis Go, dennis.go@student.ateneo.edu
OSA-Accredited Suppliers
OSA-Accredited Suppliers
For faster and more efficient payment or reimbursement processing, refer to the sheet below for the list of OSA-accredited suppliers. Unless otherwise necessary (e.g., due to budget constraints or unavailability), it is recommended that you source your materials from these suppliers.
4 OSA Regular Suppliers.xls😋 Food Acquisition
😋 Food Acquisition
The process for food acquisition depends on the supplier, order quantity, and total cost.
Case 1: Fewer than 50 orders
No additional steps are required.
Simply place an order, making sure to keep a copy of the following: Manual Official Receipt, Sales Invoice, Tape Receipt, Electronic Receipt, or Acknowledgment Receipt.
Case 2: 50 or more orders, or daily food orders totaling at least ₱5,500 from JFC food chains
Highly recommended
Jollibee Foods Corporation (JFC) food chains include Jollibee, Mang Inasal, Chowking, Red Ribbon, Burger King, and Greenwich. This case involves the assistance of the Office of Student Activities.
Case 3: Other suppliers not covered in Cases 1 and 2
See the sheet below for a list of registered food entities. Fill up this form and acquire its corresponding requirements. Send the filled-up form to fsqa@ateneo.edu.
🖨️ Using the Org Printer
🖨️ Using the Org Printer
The AMS Org Room (MVP 216) houses a DCP-T720DW printer intended strictly for organizational use only. Only materials necessary for org-related activities (such as registration forms, props, and project documents) may be printed.
Log Sheet
Log Sheet
Before printing, fill out the log sheet completely.
If you encounter any issues (e.g., paper jams, low ink), note them in the “Notes” section so the next user is informed.
Proper Usage
Proper Usage
Always check that the printer is in good working condition (e.g., no paper jams, sufficient paper and ink).
Default to black-and-white printing unless color is absolutely necessary to help conserve resources.
Transport Guidelines
Transport Guidelines
The printer may only be transported (1) within the Ateneo LS campus, and (2) with permission from the President (chrislyn.manero@student.ateneo.edu) or the Secretary General (deanne.algenio@student.ateneo.edu).
Please ensure proper handling at all times.
Troubleshooting
Troubleshooting
Immediately report any technical issues (e.g., jams, ink issues) to the Secretary General.
You may also refer to this link for basic troubleshooting.
Damages
Damages
Any damage caused must be reported immediately. The responsible individual will be required to shoulder the repair costs.
🗒️Other Processes
🗒️Other Processes
Reservations for Org Boards, Lampposts, E-Boards, etc.
Reservations for Org Boards, Lampposts, E-Boards, etc.
The Department of Student Welfare and Services (DSWS) offers PMD – Promotions, Monitoring, and Documentations Services for organizations. These include the usage of:
Usage of org boards;
Posting of tarpaulins,
Lamp posts or grilles; and
Usage of e-boards.
Learn about their processes in DSWS' Client Manual.
Request for Ambulance and/or First Aid Kits
Request for Ambulance and/or First Aid Kits
For events that may arise to an emergency (e.g., outside activities in hot weather, food eating contests), see this document for the procedure for requesting for an ambulance or an emergency medicine kit.
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