Title: Freshers’ Welcome Night 2025 Recipient (To): Student Affairs Committee; Faculty Advisors; Student Council Date: 5 December 2025 Writer (Prepared by): Event Organising Team, Year 1 Representatives Introduction: This proposal outlines a plan to organize a “Freshers’ Welcome Night” for new students joining our university this academic year. The event aims to help newcomers feel welcomed, meet classmates and staff, and learn about campus life and student services. Details about the idea/project: Date & Time: Saturday, 13 December 2025, 6:00 PM – 9:30 PM Location: University Main Auditorium and Outdoor Lawn (backup: Student Hall) Target audience: All first-year students (approx. 800–1,000), faculty representatives, student clubs Activities: Opening speeches by Dean and Student Council (6:00–6:20 PM) Ice-breaker games and team challenges led by Peer Mentors (6:20–7:00 PM) Club fair: booths from student clubs and societies (7:00–7:45 PM) Short cultural performances by student groups (7:45–8:30 PM) Networking & refreshments — time for students to meet mentors and club officers (8:30–9:30 PM) Resources needed: sound system, stage lighting, chairs, tables for booths, refreshments, printing (posters/flyers), security and first-aid support, volunteer ushers (approx. 30) Estimated budget (summary): venue setup & AV — $800; refreshments — $600; printing & decorations — $200; security/cleaning — $150; contingency — $150. Total approx.: $1,900. (Detailed budget sheet can be provided on request.) Organising team & roles: Event Lead, Logistics Coordinator, Volunteer Coordinator, Publicity Officer, Finance Officer, Safety Officer. Goals and benefits: Help new students integrate quickly into campus life and build early friendships. Increase awareness and recruitment for student clubs, improving extracurricular participation. Provide direct contact points (peer mentors, faculty reps) to reduce first-term anxiety and improve student retention. Showcase university support services (counselling, academic advisors, career services). Strengthen community spirit and encourage student involvement in campus events. Conclusion: We respectfully request the Student Affairs Committee’s approval and support for the Freshers’ Welcome Night on 13 December 2025, including a budget allocation of approximately $1,900 and permission to use the main auditorium and outdoor lawn. We believe this event will make a positive impact on new students’ experience and campus engagement. Please consider and approve this proposal so we may finalize arrangements and begin publicity.