[ASA-Official] [ASA Official] ASA Activities Midway

[Kelsey A Becker]

Good morning student group leaders,

Attached are allocations and the map for today's Activities Midway.  Thank you for your patience as we experiment with ways to improve the Midway for incoming students and student groups.

All the best,
Kelsey
________________________________
From: Rebecca Mae Black
Sent: Wednesday, August 29, 2018 5:52 PM
To: asa-official
Subject: [ASA Official] ASA Activities Midway


Dear Student Group Leaders,


Please take note of the following announcements:


1. ASA Activities Midway (Fall Orientation Midway)


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(1) ASA Activities Midway (Fall Orientation Midway)


This year's Fall Orientation Activities Midway will be held in Johnson Rink from 2:30-4:30 PM on Friday, August 31, 2018.


Booth assignments and a map will be emailed out by Thursday night.  If your group filled out a forum for the midway, you have been allocated one table unless otherwise notified.  Groups that are similar in nature but have different audiences (men’s/women’s or undergraduate/graduate) have been assigned a shared booth.  If your group requested a half table, or submitted the form between the application deadline (8/20) and Monday, August 27th, you are guaranteed at least a half table. We are no longer accepting booth requests.

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 1:30 PM.
  *   Groups must check in by 2:00 PM. Groups that are late may be fined $25 and will have to forfeit their table if there is a waitlist.
  *   For the Orientation Midway, ASA early returns must check in with the ASA, in addition to their group(s) checking in.

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.

General Setup

  *   Limit members at booths (NEW) - In an attempt to alleviate congestion at this year’s midway, we are asking that groups limit the number of persons at each booth to 4.  If your group has a half table, please limit your club membership to 2. The ASA will make exceptions for performing groups who are about to or have just performed.
  *   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 points. 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 that 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.

  *   Keep walkways clear at all times (NEW) - No additional furniture, tables, chairs, or large objects in aisles between booths at any time. 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>, and, if necessary, send a description of your activity to <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 4min for their set.
  *   Any music used for your performance should be non-explicit and appropriately censored.
  *   You must submit your music to us by 10:00am EST on 8/31/18.  Submission details will be sent to the relevant groups via email.


Please visit <http://web.mit.edu/asa/publicity/midway.html> for complete details.


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Please feel free to email <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>

________________________________
Rebecca M. Black
PhD Student, Grodzinsky Lab
MIT Department of Biological Engineering
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