This year's Lunar New Year will be on Sunday, Feb 10, 2013.
Possible dates for an celebration event will be Saturday Feb 16, or Feb 23.
We require volunteers to come forth to help organise the event. The current leadership has organised a few Lunar New Year events so far and are relatively less interested in organising it again. "Been there, done that". We would prefer to use our time and energy towards new and unique events.
It is always fun for new people to give it a go at organising an event as they will have more interest to give it a not just a good try, but put in great effort to make it an event to remember.
To help in the preparation, we have a fair bit of documents, i.e. contacts for Lion Dance troupes, contact for Yu Sheng vendor, list of restaurants that can be possible venues, sponsors that can be approached, evaluations of restaurants visited, menus (for food), financial budget, scripts for MC, presentations used for the slide show, description of roles for other coordinators (i.e. A/V, event setup), description of decorations and games, videos of Lunar New Year celebrations, poster, and brochures (for tables). We will be glad to share this collateral with the organising committee, which should greatly speed up in answering any uncertainties and offer a starting point for planning. We can sit in on the conference calls, emails, and discussions for the event if requested.
For event ticketing, we have our own system on the web site which can handle credit-card based payment and provide tickets and registration lists. You won't have to solve that problem. Table seating assignments (striking a balance between flexibility and orderliness) however is a rather interesting challenge: you are welcome to find your own approach to this too! We generally will fill up at least 120 seats with a high probability of a sell-out situation just prior to the event.
In the past, we've used various tools for collaboration. For example, setting up a wiki with the ability to upload documents generally works. Google Docs can provide a space for shared document editing too. FreeConferenceCall type services provide for multi-party telephone conference; alternatively there are multi-party chat services too. Working on an event like this can be a wonderful opportunity to try out these various collaborative tools, many of which have origins in the Bay Area or may even be from startups you personally know!
To give you an idea of the time involvement, if divided among around 3 chief organisers and 3 sub-coordinators, there will be about 15-30 hours of pre-event prep work for the organisers and 2-5 hours for each of the sub-coordinators. The variables time-wise will be looking for sponsors and around how much design work one wants to put into the programme (i.e. come up with skits, performances, musical videos, games), artwork for the menu, and so on. The event itself should be around 2.5 hours, of which the organisers may spend an additional 2.5 hours on pre-event prep and post-event wrap-up.
The Lunar New Year event is typically co-organised with other organisations. Those whom we have co-organised with in the past include NUSEA (National University of Singapore Entrepreneurship Association), SABA (Singapore America Business Association), IPA (Indonesian Professional's Association), and MITCNC (MIT Club of Northern California). We have received interest from IPA and MITCNC in doing another event this year and will be glad to put the organiser in contact with their respective organisers. It is also possible to engage with say S@S (Singaporeans at Stanford), for example.
Please reply by email if you would be interested to help organise the event or have more questions about the event, roles, or would like to browse the available collateral. We think it will be a great opportunity for someone who is innately interested to give it a shot at organising what should be a popular event. It is really way more fun to work with a group of people passionate about making an event happen, than doing it again another year, so we hope to put together a team of enthusiastic event organisers.
Happy New Year!
on behalf of the