[ASA-Official] CPW Midway Booth Allocations, Late Midway Booth Applications

[Tanya M Llanas]

Dear Student Group Leaders,

Please take note of the following announcements:

1. CPW Midway Booth Allocations
2. Late Midway Booth Applications

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1. CPW Midway Booth Allocations

This year’s CPW Activities Midway will be held on Saturday, April 14th from 1:00-3:00 PM in the Johnson Ice Rink. A full list of booth allocations is available at <https://drive.google.com/open?id=18ATCtLxudG1OjQJkFrG2a7koaqjiVFGd <https://drive.google.com/open?id=18ATCtLxudG1OjQJkFrG2a7koaqjiVFGd>>. A PDF of allocations, along with a map of the Johnson Ice Rink layout for the event, will be posted to the ASA website Friday, April 14th at 11:59 PM.

Sign-In and Setup
Your group must sign in with the ASA when you arrive at the Midway.
Groups can start check-in and setup as early as 12:00 PM.
Groups must check in by 12:30 PM. Groups that are late may be fined $25 and will have to forfeit their table if there is a waitlist.

Cancelling
If your group can no longer attend and/or perform at the Midway, please let us know via email at <asa-midway at mit.edu <mailto:asa-midway at mit.edu>> at least 24 hours in advance. Groups that cancel after that point may be fined $50.
Groups that don’t cancel by the time check-in starts will be fined up to $75.
Student groups that signed up for a Midway booth but are no-shows will be fined up to $75 dollars.

General Setup
No external speakers. You may use laptop or other similarly quiet speakers. This is to address numerous extreme noise complaints, allow groups to be able to speak to interested individuals, and for performances to be heard. ASA Board members may ask you to reduce the volume or turn off sound on any speakers if it is causing problems for your neighbors or performances.
Stay at/by your booth. No handing out flyers at the doorway, no blocking the entrance or aisles, etc.
In order to keep walkways clear for fire safety reasons, groups are required to stay within arms’ reach of their table at all times. Do not block any entrances or aisles or hand out flyers at the doorway. Non-compliance may result in a $50 fine.
If your booth is not staffed at any point during the 2-hour period, your group may be fined up to $25.
Groups that leave before the conclusion of the Midway without permission from the ASA will incur a $75 fine.
If your group is bringing large items, doing demonstrations, or using electricity for anything other than laptops or other displays, make sure you review the safety guidelines at <https://ehs.mit.edu/site/content/types-events-activities-need-safety-plan <https://ehs.mit.edu/site/content/types-events-activities-need-safety-plan>>,
 and, if necessary, send a description of your activity to <safe-project at mit.edu <mailto:safe-project at mit.edu>> so they can suggest tips to improve safety.

Performances
Due to the number of performing groups, each performer has up to 5 minutes for their set.
Any music used for your performance should be non-explicit and appropriately censored.
You must submit your music to us by 10:00 AM EST on 4/14/18. A separate email will be sent to student groups performing at the Midway with more information about how to upload music for performances.

For more information, please visit <http://web.mit.edu/asa/publicity/midway.html <http://web.mit.edu/asa/publicity/midway.html>> or email us at <asa-midway at mit.edu>.

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2. Late Midway Booth Applications

If you would like to submit a late application for a CPW Midway booth, please fill out the form at <https://asa.mit.edu/asa/survey?survey_uid=2bb5e151-1784-11e8-97c4-0a25fd5e4565 <https://asa.mit.edu/asa/survey?survey_uid=2bb5e151-1784-11e8-97c4-0a25fd5e4565>> by 11:59 PM on 4/13/18. The ASA Midway team will check the form regularly in the days leading up to the Midway, and will contact student groups individually when and if a booth is assigned.

Please feel free to email <asa-exec at mit.edu <mailto:asa-exec at mit.edu>> with any requests, questions, or other inquiries.

Sincerely,
The ASA Executive Board
<http://web.mit.edu/asa/about/board-members.html <http://web.mit.edu/asa/about/board-members.html>>

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