Midterm Care Packages

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Contents

Event Description

Care packages spread happiness!

Price - 1 for $4 and 3 for $10

Each package includes: Pocky, Hello Panda, 2 Gummies, 2 Lychee Jellies, 2 Hi Chew, Choco Pie, 2 Rice Crackers + personalized message


Also, when making them feel free to create an ATS sweatshop! Invite your friends over to put them together and buy some snacks for them to eat. DO NOT make them all by yourself. That's a bad time.

Event Links


Preparing

  • 0) Make sure secretary has booth booked for necessary days
  • 1) Prepare online Google form
  • 2) Send out sheet for exec to sign up for booth in advance -- example form with booth shifts, instructions, orders, etc
  • 3) Get supplies (see supplies section); don't forget to call CMart in advance to warn them we're buying a ton of snacks! (new as of March 2017)
  • 4) Prepare a couple sample bags for booth
  • 5) Print in color MANY care package slips (200 slips = 50 pages with 4 on a page) + paper cut them (page can be found in the google drive)
  • 6) Prepare colorful pens for customers to hand write messages at booth (There should be a set in turnip bag)
  • 7) Make mini signs for booth!
  • 8) Fill out Techcash request form **ask presidents
  • 9) Let exec know what to do (send out instructions sheet on what to do -- emphasize things like write "FILLED AT BOOTH" and FAQs like "We will deliver on XXX") (ALSO EMPHASIZE THAT FORMS MUST BE FILLED OUT FOR EVERY ORDER and that if you put your ID down, techcash WILL be taken, so if people pay with cash make sure their ID isn't entered in!)
  • 10) Make sure you have the turnip

Supplies

Prepare ~400 bags (messages are left inside with name showing to prevent tearing off of ribbon. it is also easier to tie). (6 orders of assorted bags weren't enough for November 2015, so maybe get more than estimated for 400) As of November 2015, ~120 extra bags and half a roll of ribbon are in stud, so check beforehand before ordering :3 As of March 2016, bag sealer!! So no need for ribbons? In the past it was decided that ribbon was worth the effort because it's pretty

Buying Snacks at CMart

Snacks we now buy in bulk, which requires interaction (and speaking Chinese *gasp* with the lady in charge, who also recognizes Tiff Wang.)

  • Hello Panda - $4.29 per 10 packs(so we have been buying Koala March in the recent past (started because C-Mart didn't have Hello Panda for about a year. Be aware that this can happen. They are most likely to be out of lychee jellies, but you can also try H-mart for those since they're pretty important), but Hello Panda is better quality so we're switching back. Not sure how they come, but most likely it'll be similar to Koala March, and it'll be 10 packs per small box, and each big box should probably contain 8(?) small boxes.) ($3.99 per 10 Koala March)
  • Gummies - $2.80 for 21 gummies (sometimes 24 depending on the flavor (the ones in the normal combo pack have 24/pk)) (snacks aisle)
  • Hi Chew - $1.80 for 20 pieces (snacks aisle)
  • Choco Pie - $2.30 for 12 individual pies (snacks aisle, either brand is fine) (Alternative: Custard Cream Cakes $3.99 for 12 packs)
  • Pocky - $4.00 for 9 individual packs (checkout area)
  • Lychee Coconut Jellies - $4 for 42 jellies (entrance to snacks aisle, opposite side from Hello Panda)
  • Rice Crackers - $9.98 for 88 crackers (snacks aisle, often in the featured snacks area up front)
Type of Snack Number of small boxes per big box Number of snacks per small box
Hello Panda 8 10
Gummies 21 or 24
Hi Chew 20
Chocopie 8 12
Pocky 8x6 (Big box of 4 chocolate, 4 strawberry) 12
Lychee Jellies 6 42
Rice Crackers 88

Total Records

  • November 2011 - 395 bags sold, 787.27 spent for a total profit of 564.73. Wait, wat, who filled out the line beginning with (March 2015)?
  • April 2012 - 192 sold, 372 spent for 270 profit (Remember. Care Packages were designed to spread happiness! But feel free to make money too)
  • April 2013 - 284 sold
  • (March 2015?) - 395 bags sold, 787.27 spent for a total profit of 564.73
  • (November 2015) - 458 bags sold, made $1556 cost $839, profit $717) <- probably most from ATS exec tbh, also would be more if Kevin Ng actually bought 500 bags to make Macgregor box bigger than Next House box
  • March 2016 records are skewed BECAUSE PEOPLE FORGOT TO FILL OUT FORMS OTL but according to the sheets, around 468 bags? Ish?

Post Sales

  • 1) Generate online care packages with Victor's script
    • a) Go to the spreadsheet
    • b) Download as a tsv file
    • c) CAREFUL: If you do not want the slips to be generated, be sure to write down FILLED AT BOOTH or TO BE DONE in the message cell.
  • 2) Generate another spreadsheet to sort by dorm
    • a) Go to the spreadsheet
    • b) Go to tools --> script manager --> New-->Create script for ... Spreadsheet (click spreadsheet in the left column)
    • c) Replace the file with: 
function processSpreadsheet() {
var activeSpreadsheet = SpreadsheetApp.getActiveSpreadsheet();
var originalSheet = activeSpreadsheet.getActiveSheet();
var data = originalSheet.getDataRange().getValues();

var processedSheetName = "Sorted By Dorm";
activeSpreadsheet.insertSheet(processedSheetName);
var processedSheet = activeSpreadsheet.getSheetByName(processedSheetName);
processedSheet.appendRow(["Sender", "Recipient", "Dorm"]);
for (var i = 0; i < data.length; i++) {
    var names = (data[i][7].replace(/\"/g,"") + ' ').split(/[0-9]+\)/g);
    var dorms = (data[i][8].replace(/\"/g,"") + ' ').split(/[0-9]+\)/g);
    for (var j = 0; j < data[i][5]; j++) {
      var name = names[j+1].trim(); // + 1 because the first thing is blank
      var dorm = dorms[j+1].trim();
      processedSheet.appendRow([data[i][1], // sender name
                                name, // recipient name
                                dorm, // recipient dorm
                               ]);
  }
}
}
    • d) Go to tools --> script manager --> run the function named processSpreadsheet
    • e) A new sheet should be generated containing the sender, recipient, and dorm

3) Deliver to dorms, telling front desk that you'll send an email to the dorm list with who should pick up packages 4) Email the following message, with the recipients sorted alphabetically. Combine any duplicates and indicate how many care packages they receive if more than one.

Hi !

ATS care packages have been delivered! If your name is on the following list, please go to the front desk to pick yours up!

Recipients:


Enjoy! ~ Your friendly ATS exec (:


  • Maseeh -- maseeh-talk@mit.edu
  • McCormick -- mccormick-announce@mit.edu
  • Baker -- baker-forum@mit.edu
  • PiPhi -- have someone on the inside take care of it ;)
  • BC -- bc-talk@mit.edu (make sure to write blue for bc-talk or your email won't go through (or any other color))
  • MacGregor -- macgregor@mit.edu
  • New House -- nh-forum@mit.edu
  • Next House -- next-forum@mit.edu
  • Simmons -- sponge-talk@mit.edu
  • East Campus -- ec-desk@mit.edu (or ec-residents@mit.edu) (avoid mailing to ec-discuss@mit.edu, since many people filter that)
  • Senior House -- avoid emailing senior house as a mailing list. Since we don't usually have many recipients, we send individual email to the recipients (you can look them up on people directory)
  • Also email individually to random, tang, sydpac, frat / sorority recipients individually

Other Notes

  • Suggested changes: Fill out form only when they pay, if they pay and want to return slips later, mention "PAID AT BOOTH, TO BE RETURNED" to clarify
  • Include an optional field to have a different sender (this will break scripts but can easily be fixed)