This is the standard procedure for booth duty 2009. The instructions below should be followed but may be changed according to SMUSA’s requirements. All event ics/admin ics/ finance ics should have a copy of this.

Admin/logs

1)      Booking of venue

a.       Venue booking slip to be signed by OSLand then given to OFM to approve of the location

b.      Time(start and end), date and exact location of the booth should be known

c.       Book location in 1-2 week(s) in advance

2)      Duty roster should be arranged beforehand

a.       1-2 laptops should be arranged beforehand

b.      Participants details list prepared in the laptops (Altered accordingly to the events)

3)      Arrange with logistics manager the booth logistics required (i.e. 1-2 tables, 3-4 chairs etc.)

a.       Present your approved booking slip 1 week in advance to the Logistics Manager to loan tables and chair

b.      Get a SMUX Crewie(pre-arrange) to issue you the table(s),chair(s) and trolley from the SMUX Office

4)      Collaborate with events finance ic with finance ic of the team/crew to withdraw the necessary booth box and floating money and receipt booklets (finance responsibility which you have to double confirm)

5)      Indemnity forms are important. Make sure all participants hand in, preferably before the event. (Indemnity forms are found in the booth box)

6)      Make sure setting up and packing up are done properly and logistics returned.

a.       Note: Make sure that a crew member if TM not available is present to open CCA room and to return the logs

1)      After booth, ensure all participants details are entered and indemnity forms kept properly

Finance

1)      Issuances of Receipts

a.       Team finance I/Cs to register event and obtain SMUSA Receipt Books from SMUX Financial Controller.

b.      The Receipt books should be titled on the front page (Name of Team-Event Name-Book Number), eg. SMUX Biking Team-Pelepah Falls-Book 2.

c.       No sharing of receipt books among teams, events or membership fees collection.

d.      The receipt should be signed by the person collecting the money for accountability purposes.

e.      Make sure all fields are inputed, especially date.

f.        Ensure details have been entered correctly.   (e.g.: SMUX camp deposit (at least 20% of participant fees) / full payment)

g.       Use the SMUX Ceremonial Seal on the participants’ copy of the receipts.

h.      In cases of refunds or cancellation:

i.      Get participants to bring back their original receipt.

ii.      Event finance I/Cs to keep the original receipt and attach to the carbon copy of the receipts. Get participant to sign on both copies when they received the refund.

2)      Revenue Collection

a.       Consolidate all revenue when all participants have paid up

b.      Fill in SAC – Annex [C]: Deposit Form and submit all cash to SMUX Financial Controller within 3 days after the consolidation of revenue, i.e. maximum of 3 days after the last booth day
[This is mandatory according to the school's financial procedures.]

3)      Refund Policy

Objective: To refund participants such that SMUX will not incur any loss i.e. refund variable costs

Event finance I/Cs should always place the refund policy at the booth area where it is prominent enough for participants to see. It is also the responsibility of the people on booth duty to explain the policy to participants as clearly as possible.