Application - ESN UK NP Feb 2015

GENERAL FORM FOR THE CANDIDATURE FOR HOSTING AN ESN EVENT
NP CARDIFF 2015
13TH UK NATIONAL PLATFORM 2015
Organisation Committee (OC)
Organising section(s):
ESN Cardiff
Head of Organisation Committee:
Chris Lally, Section President 2014-15, ESN UK Education Officer
Members of Organisation Committee:
Ishbel Mackenzie
Joanna Furnival-Adams
Laura Cox
Rhiannon Lewis
Lucy Jones
Claire Brown
Heather Sadler
Local Vice President
Local Trip Coordinator
Local Vice Trip Coordinator
Local Media Representative
Local Secretary
Local Social Secretary
Local Social Secretary
Vice Head of OC
Accommodation
Transport and Logistics
Marketing
Communication
Meals
Social Programme
Contact us: [email protected] – or see the website at esnuk-cardiff.org/np2015
Erasmus Student Network United Kingdom c/o Student Activities Office SUSU, University Road, Southampton, SO17 1BJ
www.esnuk.org / [email protected]
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Experience:
As a relatively new section within ESN UK, the 13th UK National Platform will be the first
national event held by ESN Cardiff. To ensure its success, the OC has enlisted guidance and
support from the ESN National Secretary, who also was the Head of the OC of the NBM
recently held in Norwich.
Over this semester, the OC has organised a lot of trips and social events for the Erasmus
students, including day-trips and evening activities. We liaised with the International Office
of Cardiff university to assist with the Welcome Week for International students. We are
working in partnership with ESN UK Events to participate in ESN UK National Trips.
In addition to this, we have huge wealth of non-ESN organisational experience. Our Head of
OC helped to organise an international conference with the Model United Nations and last
year, one of our OC members was the Race Captain for Cardiff University SnowSports. She
organised regular inter-university competitions and also international ski trips, including
international ski competitions.
Our OC also have had years of involvement within various student-led societies to organise
social events and performances, including language societies, dance and music societies and
Nightline.
As well as our Head of OC being the ESN UK Education Officer, one of our OC members is the
ESN UK National Social Media Coordinator.
Within the OC we have members who have attended two National Platforms, have been on
the OC of NBM Norwich and have attended WEP Utrecht.
Erasmus Student Network United Kingdom c/o Student Activities Office SUSU, University Road, Southampton, SO17 1BJ
www.esnuk.org / [email protected]
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Motivation:
By hosting this event, ESN Cardiff is hoping to augment the respect of other ESN UK sections,
and become a well-established member of the ESN UK family. Through hosting the National
Platform, we hope strengthen our relationship even further with Cardiff University, with
links through both the Guild of Societies and also the International Office.
This would be the first National Platform in Wales; so far there have been NPs held in
Scotland and England, we feel it is now Wales’ turn. As the capital city of Wales, the city of
Cardiff hosts a wealth of opportunities as detailed below, and is perhaps a new part of the
UK for many participants. We wish to motivate all the sections to learn from each other, and
prove that experience is not the only thing which is important within ESN, but that
motivation, teamwork and hard work can prove equally fruitful. Hosting the National
Platform is not just about what ESN Cardiff can gain as a section, but also about what we can
give to the other ESN sections.
Cardiff University Main Building in spring
Cardiff University viewed from above
Erasmus Student Network United Kingdom c/o Student Activities Office SUSU, University Road, Southampton, SO17 1BJ
www.esnuk.org / [email protected]
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Host city
Overview:
As the Welsh capital and largest city, Cardiff is home to the Welsh Assembly Government,
the Millennium Stadium and BBC Wales’ “Doctor Who” and “Sherlock” TV series.
Cardiff Castle now sits at the city centre of this ancient fortress town. With parkland on one
side of this monument and hundreds of shops, bars and restaurants on the other, it is hardly
surprising to see why this beautiful city was
voted “Best Place to Live in the UK” in
2014. There is something for everyone
here. Located directly in the city centre is
St David’s, a modern shopping facility,
which is one of the largest in the UK.
Cardiff has the most green space per
person in the UK, with easily accessible
parks. The city centre also offers some of
the UK’s best nightlife, with a wide variety
of bars, pubs and nightclubs within easy
walking distance of each other. Cardiff Bay
(a short journey away) offers attractions such as the impressive Wales Millennium Centre,
classy bars and restaurants, with stunning views across the Bay. Cardiff is a relatively
compact city, encompassing that perfect balance of vibrancy and community. All of the main
city attractions are within walking distance of one another.
Founded in 1883, Cardiff is one of Britain’s leading universities. Based on number of
applications, it is also one of the most popular. Within a short walking distance of Cardiff city
centre, Cardiff University’s historical buildings are often used as a site for filming
productions for the BBC. The university has, in current years, invested millions of pounds in
the modernisation of the city-based campus.
An array of modern facilities now contrasts
and complements the university’s beautiful old
buildings. In addition to this development, the
University has poured money into the ultramodern Students’ Union, to create the brandnew nightclub “Y Plas” as well as modern study
spaces and heavily discounted food and drink
outlets.
Pictures: (above) Cardiff’s bustling city centre. (Below) “Y Plas”, the SU nightclub seen by day
Erasmus Student Network United Kingdom c/o Student Activities Office SUSU, University Road, Southampton, SO17 1BJ
www.esnuk.org / [email protected]
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Prices:
Cardiff is one of most affordable cities in the UK. Earlier this year, MoneySupermarket.com
took a survey of different cities based on criteria such as the cost of renting, average
salaries, unemployment rates and general happiness.
Transport
A short-hop bus ticket within the city centre costs £1 for a single journey, with an unlimited
day ticket for £3.60.
Drinks
A pint of beer ranges from £1.89 in the Students’ Union to about £3 in town. A drink and
single mixer is usually about £2.
Snacks and Food
Vending machines in the Trevithick building (where we hope to hold the plenaries) sell
snacks for about £1. A bottle of coke is currently £1.30, a chocolate bar is 80p. A cooked
breakfast from the Students’ Union costs £3.49.
Vending machines within the Trevithick Building
Erasmus Student Network United Kingdom c/o Student Activities Office SUSU, University Road, Southampton, SO17 1BJ
www.esnuk.org / [email protected]
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Travel:
Train:
Cardiff Central Station has direct trains services every 30 minutes to/from London
Paddington (journey time approx. 2 hours) via Bristol for the West Coast Main Line, with
advance off-peak fares available from £18.30 each way, as well as other direct services
to/from Birmingham, Manchester and Southampton every hour (click here for times and
bookings).
When booking your train tickets, select Cardiff Queen Street Station. You will arrive on Main
Line trains at Cardiff Central, where one of the OC will meet you to help you find the right
platform for the 3 minute train journey to Queen Street (trains leave roughly every 5
minutes). This station is just a ten minute walk from the hostel.
Coach/Bus:
Megabus and National Express run direct services from Central London to Cardiff, with
Megabus prices typically around £5 each way in advance.
Road:
Cardiff is just off the M4 and is easily connected to the motorway network. When travelling
west on the M4, leave the motorway at Junction 29, follow the A48(M)/A48, signposted
Cardiff East and South, to the A470. Follow the A470, signposted City Centre and follow local
signs to the hostel.
Airports:
Cardiff Airport [CWL] is a short bus ride from the city centre with a frequent service - buses
leave every 20 minutes.
However, the best airport for budget airlines is Bristol [BRS]. There are easyJet flights from
Glasgow, Edinburgh and Newcastle. Bristol Airport has direct coach services to Cardiff
(National Express and Greyhound Coaches) which usually run every two hours during the
day; bus tickets usually start at £10-£12 each way.
See also:
http://www.cardiff.ac.uk/locations/directions/
Cardiff Central Station
Erasmus Student Network United Kingdom c/o Student Activities Office SUSU, University Road, Southampton, SO17 1BJ
www.esnuk.org / [email protected]
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Basic information about the event
Date:
The weekend of 13-15 February 2015 would suit us best; however either date from the
Open Call is possible.
The previously given date (since rescinded) would not have been possible due to an RBS 6
Nations Rugby match being held in the Millennium Stadium on Friday 6th February, which
would have made accommodation and transport expensive and difficult to source for both
the OC and participants.
Participation Fee:
The maximum final price for all participants and guests who enrol by the deadline will be
£42.
We will charge a higher price of £55 for those who miss the deadline by up to two weeks.
This participation fee includes two nights’ accommodation (Friday and Saturday night) and
all food. There will be no extra travel costs, as Cardiff is a compact city.
Number of participants:
The total maximum number of attendees is 60.
Erasmus Student Network United Kingdom c/o Student Activities Office SUSU, University Road, Southampton, SO17 1BJ
www.esnuk.org / [email protected]
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Programme:
Friday: Arrivals. Walking tour of the city of
Cardiff by a member of the OC, dinner in a
traditional pub, leading on to an ESN pub
golf.
Saturday: Plenaries during the day, lunch
on the University campus. Dinner in a
traditional pub, followed by drinks,
followed by a club night at the Students’
Union night club with local Erasmus
students. There will be time to
change/freshen up back at the hostel.
Sunday: Check out of hostel. There will be
a room available in the University for
storing luggage. Plenaries during the day,
including lunch on the University campus.
There will be facilities available for
participants to wait until their transport
home.
Breakfast is included in the hostel, and all
other meals (lunch and dinner) will have at
least three options including at least one
vegetarian option. We will make
arrangements
for
other
dietary
requirements, provided we are made
aware of these in advance.
Above: Millennium Stadium
Centre: National Museum of Wales
Below: Cardiff Castle
All of these key landmarks are in the heart of the
city and will feature on the guided city tour.
Erasmus Student Network United Kingdom c/o Student Activities Office SUSU, University Road, Southampton, SO17 1BJ
www.esnuk.org / [email protected]
8
Venues
Accommodation:
Participants will be accommodated at the Nomad Hostel in Cardiff. Private rooms will
accommodate 6-8 people, with approximately 1 shower for every 6 people.
Nomad Hostel
It is just 6 minutes’ walk from Nomad to the Trevithick building, where our plenaries are
expected to be held.
Trevithick building
This hostel is on a quiet street just outside of the city centre, within easy walking distance of
Cardiff’s many bars and clubs. The Ernest Willows, where we will be eating dinner, is just 6
minutes’ walk away on bustling City Road.
The Ernest Willows pub is spacious and well located
Erasmus Student Network United Kingdom c/o Student Activities Office SUSU, University Road, Southampton, SO17 1BJ
www.esnuk.org / [email protected]
9
Plenary Sessions:
The plenary sessions will hopefully be held in the Trevithick Building, which is very close to
the accommodation. This is part of a wide range of buildings within Cardiff University. All
rooms available to us will have a projector, sound system, and are connected to Eduroam, so
wireless internet is provided. Most rooms have a desktop PC, and USB ports. All rooms have
sockets for laptop/phone chargers. There will be a separate area for coffee breaks provided.
A room for small group sessions
The Trevithick building has a lot of space
Additional Programme:
Friday: On the Friday evening, after the guided walking tour of Cardiff, organised by
members of the OC, we will be having dinner in a traditional pub. There will be the option of
going to a club in the heart of the city’s night scene, about a 15 minute walk from the hostel.
Saturday: During after-dinner drinks in a local bar, the NP participants will be introduced to
local ESNcard holders for a joint social and icebreakers organised by the OC. We will then be
going to the Students’ Union nightclub, called Y Plas (the Mansion, in Welsh). There is a
possibility of making this a Responsible Party event, so by including local ESNcard holders,
the RP message can reach a much wider group of people.
Sunday: After plenaries finishing at 6pm we anticipate most people to wish to travel home
as soon as possible. Participants are welcome to wait in the plenary rooms and store their
luggage there for as long as necessary that evening. We can provide entertainment as
necessary, for a slight extra cost for those staying.
Erasmus Student Network United Kingdom c/o Student Activities Office SUSU, University Road, Southampton, SO17 1BJ
www.esnuk.org / [email protected]
10
Other Social Programme Ideas:
Subject to the timetable from the CT, we have the ability to hold a Welsh session for
participants to try traditional Welsh food such as bara brith, Welsh cakes and cawl offered
for participants to try alongside a brief introduction to the funnier aspects of the Welsh
language. This could be done in the plenary rooms and could be used as a brief, themed
icebreaker session or as a break from plenaries further on in the conference.
There is also a possibility of hiring a dance studio within the Students’ Union, with teachers
from one of the student societies, Dance-Sport. This could be a fun, informal ballroom
dancing taster session for all participants of the NP.
Transportation:
The city of Cardiff is very compact, and we will be walking everywhere. Participants will be
made aware of taxi numbers, but it is unlikely these will be necessary.
Provided participants supply the OC with estimated arrival times in advance, there will be a
member of the OC stationed at both train stations in Cardiff (Queen’s Street and Central) as
well as at the bus station, and (if necessary) Cardiff Airport.
Map:
The map is interactive.
Erasmus Student Network United Kingdom c/o Student Activities Office SUSU, University Road, Southampton, SO17 1BJ
www.esnuk.org / [email protected]
11
Planned Milestones
Commencement of the project:
September 2014
Milestones:
September – Initial investigations and quotes; first budget
October –
Secured funding from the Students’ Union,
October –
Meeting with University to discuss the bid, submitted application for funds
October –
Completed budget and application
November – Selected as OC
November – Reserve accommodation, book venues
November – Secure private sponsorship, discuss special discounts with partners
November – Produce final budget, announce final prices
December – Registration and payment
January –
Book final food; confirm accommodation
January –
Complete rooming allocations; issue Survival Guide; plan Pick-Up Service
February –
EVENT
March –
Feedback from event, submission of final budget accounts
Ending of the project:
March 2014
Planned budget of the project
Internal expenses:
Catering (2x lunches, 4x coffee breaks)
Welcome Packs (Snacks)
Safety Fund
OC Travel Expenses:
TOTAL INTERNAL EXPENSES:
£ 433.44
£ 4.67
£ 300.00
£ 20.00
£ 758.11
External expenses:
Hotel (2 nights including 2x breakfast)
Catering (2x dinners)
Additional Programme (1x club entry)
TOTAL EXTERNAL EXPENSES:
£ 2160.00
£ 552.00
£ 207.00
£ 2919.00
Income:
Participation Fees:
Students’ Union Grant:
Fundraising Event:
Section Contribution:
TOTAL INCOME:
£ 2520.00
£ 300.00
£ 300.00
£ 557.11
£ 3677.11
Erasmus Student Network United Kingdom c/o Student Activities Office SUSU, University Road, Southampton, SO17 1BJ
www.esnuk.org / [email protected]
12
Income from external sources:
The other income we are planning to receive – other than the participation fees – is the
grant provided by the Students’ Union, along with a planned £300 through fundraising
events.
Possible grants:
Aside from our income from the participation fees, we have a provisional grant from the
Students’ Union of £300. Although Cardiff University itself is not providing us with income,
they are willing to support us through the organisational aspects of the conference.
Potential obstacles, risks and limitations:
These are fully explained in Appendix 1
Comments, other related information
This budget is a “worst case scenario.” We are hoping to make further savings through group
discounts with regards to many aspects of the planned budget, such as the catering and
accommodation. We have reduced the expected participation fees to £42 to reflect this.
Our safety fund of £300 (£5 per anticipated participant) will allow us to cover any extra
costs, as well as having substantial reserves in our section account for any unforeseen
budgetary problems.
Author, Date
Heather Sadler, Imogen Philp, Ishbel Mackenzie, Lucy Jones, Rhiannon Lewis, Chris Lally
Collated by: Heather Sadler, 1st November 2014
We, the applying OC for the NP 2015, declare hereby that all provided information is correct,
especially in terms of the budget. We know that we are bound to the promises we made here.
Erasmus Student Network United Kingdom c/o Student Activities Office SUSU, University Road, Southampton, SO17 1BJ
www.esnuk.org / [email protected]
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APPENDIX 1
PROGRESS REPORT
NP CARDIFF
FEBRUARY 2015
Erasmus Student Network United Kingdom c/o Student Activities Office SUSU, University Road, Southampton, SO17 1BJ
www.esnuk.org / [email protected]
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Progress
Organising Committee:
The core OC has been formed and roles assigned to cover all the
key areas. Additional volunteers will be recruited nearer the time, if
necessary.
Project plan:
An outline plan has been formed, with details to be added as the
project develops.
Venues:
Plenaries:
Cardiff University has agreed to provide us with suitable rooms, but
this cannot be finalised until the event is confirmed as going ahead.
Rooms can only be booked three months in advance. The precise
rooms available to us will be determined nearer the time, based on
numbers participating.
Accommodation:
A good venue has been contacted, but will only be booked when
the event is confirmed as going ahead. If we are selected, we will
pay a 10% booking fee to hold 60 rooms, then will pay the
remainder on arrival of our guests in February. A more expensive
backup alternative has also been contacted.
Food:
We have contacted several different venues, and will be making a
selection and formal booking after selection to host the NP.
Friday Club Night:
Booking for a club night is not normally done this far in advance.
There are many clubs to choose from in Cardiff, with competitive
prices, so we will make a selection nearer the time.
Y Plas (Union Club):
We have contacted the box-office of the Students’ Union and have
been offered a reduction on price of normal entry.
Erasmus Student Network United Kingdom c/o Student Activities Office SUSU, University Road, Southampton, SO17 1BJ
www.esnuk.org / [email protected]
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Logistics:
Transportation:
We will be walking everywhere, so no transport is needed.
Meet-and-greet / Pick-up service:
Until selection, and participants informing the OC of arrival
methods/times we cannot plan this further. All OC members are
aware of the commitment involved in providing a Meet-and-Greet
service.
Budget:
Please see the full budget at the end of this PDF for more accurate
figures.
Income:
Participation Fees:
Students’ Union Grant:
Fundraising Event:
Section Contribution:
Expenditure:
Food:
Accommodation:
Social Programme:
OC Expenses:
£ 2520.00
£ 300.00
£ 300.00
£ 557.11
£ 990.11
£ 2160.00
£ 207.00
£ 320.00
Pending
Pending
Pending
Confirmed
Est. cost allocated
Quotes allocated
Quote allocated
Maximum allocated
Erasmus Student Network United Kingdom c/o Student Activities Office SUSU, University Road, Southampton, SO17 1BJ
www.esnuk.org / [email protected]
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APPENDIX 2
RISK ANALYSIS
NP CARDIFF
FEBRUARY 2015
Erasmus Student Network United Kingdom c/o Student Activities Office SUSU, University Road, Southampton, SO17 1BJ
www.esnuk.org / [email protected]
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Definition of potential
menaces
Scenarios (results of the
menace for project)
Taken precautions
1. Cancellation of funding
1.1. Budget deficit
We will contact private
sponsors and other partners.
There is a possibility to hold
more fundraising events.
2. No choice of plenary rooms 2.1. Less ideal room
We have contacted the
University, and we will be
notified before the rooms
become available to book, to
ensure we are at the front of
the ‘queue’. All rooms in
Cardiff University will meet
the requirements of the NP.
3. Problems booking hotel
3.1. Not enough rooms
We have contacted another
hostel within a similar pricing
band.
3.2. Increase in price
compared to budget
Safety fund; bigger section
contribution, private
sponsorship, fundraising.
4.1. Increase in price
compared to budget
Use safety fund etc.
4.2. Not enough space for
everyone
Contact our backup restaurant
to advise availability.
4. Problems with booking
restaurant
Erasmus Student Network United Kingdom c/o Student Activities Office SUSU, University Road, Southampton, SO17 1BJ
www.esnuk.org / [email protected]
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APPENDIX 3
BUDGET
NP CARDIFF
FEBRUARY 2015
Erasmus Student Network United Kingdom c/o Student Activities Office SUSU, University Road, Southampton, SO17 1BJ
www.esnuk.org / [email protected]
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Erasmus Student Network United Kingdom c/o Student Activities Office SUSU, University Road, Southampton, SO17 1BJ
www.esnuk.org / [email protected]
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