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The Logistics Committee is in charge of all of the technical details of the event, including reservations, the handling of platforms and people needed during the project. As such, the following are some of the concepts that you may encounter during the project planning phase.
Table of Contents
Table of Contents
Before using the Venue Reservation Availability Checker, familiarize yourself with the procedures of how to reserve the venues.
How to use the Venue Reservation Availability Checker:
To check for the full schedule of rooms for the next three (3) months, go to the Venue Query Tab.
Select the venue that you want using the drop down on cell B2. You may type in the venue so that it autocompletes your choices
See the results and use the filters to filter out any unwanted events such as "Regular Classes"
To check for all available venues on a certain date, go to the advanced search tab.
Kindly edit the cells C2:C8 with the corresponding details necessary for your query,
The table will display all available venues that meet your search criteria.
This checker was made and donated to AMS by Johan Cruz (AMS EVP, 26-27)
CFMO Reservation
CFMO Reservation
Recommended for most events. Majority of reservable venues within campus are managed by CFMO.
What can be reserved:
Classrooms, Seminar Rooms, Roof Deck, Lecture Halls, Foyers, Promenade
When to submit:
For small venues (e.g. classrooms), you may send your reservation at least three (3) working days before the desired date. For large venues like Leong Hall, Faura AVR, you may send your reservation at most a month before, at least five (5) days before the event.
How to check for venue availability:
Visit sites.google.com/ateneo.edu/lsreservations/he-venues/venue-availability to view the updated schedule for CFMO-managed venues.
Reservation protocols: (click to expand)
Case 1: small events (no expenses, no changes in venue set-up)
This typically applies to classrooms (e.g. SEC-A 201, F-304, CTC 105).
Email AMS Formator, Sir Janlo (jcapuyan@ateneo.edu), for a Venue Reservation Endorsement. Make sure to include the following details: purpose of reservation, time and date of venue use, expected number of attendees, and venue options.
Take a screenshot of Sir Janlo's endorsement and upload it to CFMO Reservation Form Type 1. Note that this form only accepts responses for the first 60 requests daily during the following times: 9:00 AM - 11:00 AM and 2:00 PM - 4:00 PM from Monday to Friday, and 9:00 AM - 11:00 AM on Saturdays.
Case 2: events with expenses (no changes in venue set-up)
Make sure the Project Proposal Form (PPF) has been submitted and is approved. Consult with your Project Head regarding this.
Take a screenshot of the approval message for the PPF and upload it to CFMO Reservation Form Type 1. Note that this form only accepts responses for the first 60 requests daily during the following times: 9:00 AM - 11:00 AM and 2:00 PM - 4:00 PM from Monday to Friday, and 9:00 AM - 11:00 AM on Saturdays.
Case 3: events with changes in venue set-up
Fill up the CFMO Long Form. See here for a sample filled-out Long Form.
Submit the Long Form through an online consultation or through a window transaction (located near AJHS campus). See CFMO's website for further details.
Note:
For the venues with additional needs (ex. CSR approval from Comm Dept, RMT in coordination with PAC, etc.), you may use this Template Letter of Request of Use of Venues.
Included in this guidebook are the full details for reservation of almost, if not all venues. For big venues such as Leong, Escaler Hall, or Leong Roof Deck, kindly check the guidebook.
This document details reservation protocols for venues all around the campus (including AGS & AHS). These venues are not under the jurisdiction of CFMO.
To explore other non-standard venue options within Campus and their respective reservation procedures, visit the link below.
OSA Reservation
OSA Reservation
Recommended for: casual hangouts, open activities, and tambays (e.g. KYAM).
What can be reserved:
Colayco Pavilion, Kostka Extension, Doghouse, Student Conference Room (in MVP), Music Room (in MVP).
When to submit:
Submit the form at go.ateneo.edu/osa-reservations at least five (5) school days before your target schedule.
How to check for venue availability:
Visit go.ateneo.edu/osavenues-sched to view the updated schedule for OSA-managed venues.
Filling Out the Reservation Form
Under Student Group or Organization, select Ateneo Mathematics Society.
For the Organization Email Address, input: ams.college.org@student.ateneo.edu
Note that our assigned OSA Formator is Sir Janlo Capuyan.
For Off-Campus Events
For Off-Campus Events
📻 Two-Way Radio Borrowing
📻 Two-Way Radio Borrowing
Two-way radios or walkie-talkies can be borrowed from the Office of Social Concern and Involvement (OSCI) for a rate of ₱25.00 per radio unit, per day of use. To borrow, kindly follow the following steps:
At least one (1) week before your event, email OSCI (osci.ls@ateneo.edu) to formally request the use of handheld two-way radios. Include in the email the following details:
Explanation of the nature of your project/event
Purpose of borrow request.
Name of Project/Event
Date and Time
Venue
Expected Number of Participants/Attendees
Number of Radio Units Requested
Point Person and Contact Details
Full Name
Contact Number
Student Email
Wait for OSCI to confirm that the number of units is available and for them to send you the agreement form.
Send the agreement form and indicate when you will be claiming the walkie-talkies.
Check the walkie-talkies and ask the OSCI personnel instructions about the return of the radios. Usually, it is the earliest possible working day after the day of project use along with an email indicating it was returned.
Tip: Charge the walkie-talkies at least one day before project implementation as usually these are without charge when claiming
💻 Zoom Reservation
💻 Zoom Reservation
For smoother coordination and to ensure timely access to a Zoom link, please fill out the Zoom Reservation Request Form below. This form is intended for official AMS activities that require a Zoom link and when no ExeCom member is available to host.
🛒 Materials Acquisition
🛒 Materials Acquisition
‼️Kindly check the Org Room Inventory first before buying any materials!‼️
Materials Tracker
Materials Tracker
The tracker below is a centralized sheet designed to help you monitor the status of the physical materials needed for your project. It also contains a tracker for the printing requirements for your project. To get started, create a copy of the Materials Tracker Template below.
Guidelines on Receipt
Guidelines on Receipt
To ensure proper financial documentation and facilitate reimbursement, please take note of the following guidelines:
Buying from LS Bookstore
Buying from LS Bookstore
To have payments to the LS Bookstore directly charged to AMS’ DCB (bank account), meaning the AMS account will be the source of payment, you must be accompanied by either the AMS President or the AMS Chief Finance Officer. You may reach out to them through the following contact details:
President: Tori Ching, viktoria.ching@student.ateneo.edu
Chief Finance Officer: Eunice Ang, eunice.stephanie.ang@student.ateneo.edu
OSA-Accredited Suppliers
OSA-Accredited Suppliers
For faster and more efficient payment or reimbursement processing, refer to the sheet below for the list of OSA-accredited suppliers. Unless otherwise necessary (e.g., due to budget constraints or unavailability), it is recommended that you source your materials from these suppliers.
ACCREDITED and REGULAR SUPPLIER as of SEPTEMBER 7, 2023 - for posting.xlsx😋 Food Acquisition
😋 Food Acquisition
The process for food acquisition depends on the supplier, order quantity, and total cost.
Case 1: Fewer than 50 orders
For orders for less than 50 pax, you may place orders through OSA. They will process the order for you. You will no longer also require FSQA clearance
Case 2: 50 or more orders
Case 2.1: Ordering through an accredited supplier
Look through the list of registered food entities below to see whether or not the branch you are ordering from is accredited with Ateneo
Once selected, contact the branch via SMS or Viber based on the provided phone number below and coordinate with them on your order and date and time of delivery. Do not forget to ask for an invoice addressed to Ateneo de Manila. The details for the invoice are:
Company name: Ateneo de Manila University
Address: Katipunan Avenue, Loyola Heights, Quezon City
TIN: 000-707-229-000
For these types of orders, the following information and documents need to be summited to fsqa@ateneo.edu at least 5 working days before the first day of project implementation:
Form 1 – Kindly fill out the necessary details
Form 2 – To be signed by:
an endorser (sir Errol or sir Janlo)
a project head, and
the food provider (you may send the file and ask them to digitally sign before printing or sending and asking other signatories)
The menu that you will serve on the day off (you may just send this as an email detailing what you will serve)
Important note: For every unique supplier, you will need to provide a Form 2 for each, included with the menu you will be ordering and the days that they will deliver. Otherwise, if you are ordering from one supplier, you may either submit one Form 2 and menu you will use for each day of the event if it is a multiple day event or submit separate menus and Form 2's for each day of the event at least 5 working days before said each day. For clarification of the process, you can message fsqa@ateneo.edu or me (Renzo Alvarez, antonio.alvarez@student.ateneo.edu)
Case 2.2: Ordering through a non-accredited supplier (Highly not recommended)
Ordering through a non-accredited is highly not recommended given that it can take at least 3 weeks to process the necessary forms. However, there have been circumstances in which this has been necessary. In general, the process would be to accredit the food provider and then following the steps of Case 2.1. For a detailed approach kindly contact fsqa@ateneo.edu or visit them at their office for the process. Note that this most likely will require you to visit onsite the branch you want to accredit.
List of Registered Food Entities
List of Registered Food Entities
List of Accredited Caterers
List of Accredited Caterers
2025 LIST OF ACCREDITED CATERERS (SY 2025-2026).xlsx⛺ Borrowing Tents
⛺ Borrowing Tents
Tents are not found from the CFMO or any Ateneo office. As such, we can borrow tents either from an outside source or from other orgs. Here are a list of whom we can borrow from. Note: there is a borrowing fee for any org or outside source you wish to borrow from
Celadon
Rate: ₱350/day for 3x3 ft tent, ₱750/day for a 6x3 tent
Primer: https://bit.ly/CelaRentalsPrimer
Request form: https://bit.ly/CelaRentalsRequest2526
SPEED
Kindly contact the SPEED Finance Department for borrowing
SPEED Email: speed.ls@obf.ateneo.edu
JGSOM Sanggunian
Rate: ₱250/day
Answer the General Service Form: bit.ly/GeneralServiceForm
SOSS Sanggunian
Rate: Free but with ₱500 security deposit
Request Form: bit.ly/RGLSOSSJobOrderRequestForm
ARSA
Rate unknown. Kindly contact ARSA for information and procedures for borrowing.
🤳 Streaming
🤳 Streaming
Streaming is a very effective way of being able to boost the org's reach and a strong way of promotion of the org's activities. To set-up streaming, here are the following requirements. For a more detailed approach, you may contact the Externals Vice President (johan.russell.cruz@student.ateneo.edu) on how to set-up streaming and request equipment
Equipment
Equipment
The following equipment will be needed for streaming. For equipment not available, kindly request these from the corresponding offices at least one (1) week before the borrowign date.
2 Laptops (with HDMI ports)
HDMI Wires – Can be requested from DITS, Math Dept (via sir Errol and sir Eden)
Cameras – Can be requested from Math Dept, DITS
Video Capture Card – Try requesting from DITS or CFMO
Ethernet Cable – Can be requested from DITS, Math Dept.
Applications
Applications
The following applications will need to be installed for streaming:
OBS Studio
Chrome (for facebook)
Equipment Set-up
Equipment Set-up
When requesting materials from DITS, you may also ask help from them for the set-up of the streaming services. Inform as well Sir Errol if you plan to stream since he would be familiar with the process and equipment needed. You may also consult them on the specifics in case anything was missed in this guide.
OBS Set-up
OBS Set-up
The set-up for the stream may be dependent on the purpose for streaming as well as what you will want to broadcast. The following is only a recommendation of the number and set-up of scenes for OBS for onsite projects (experience from Sipnayan):
IDLE Screen, 2 versions
Split Screen, 2 versions
PPT, minimized and full screen
PPT + CAM1
PPT + CAM2
PPT + 2 CAMS
Dynamic Screen (mostly a combination of previous screens)
If possible, having transitions between scenes would also help improve the experience of viewing. Note however that the focus of streams should be a pleasant viewing experience as such, do not convolute the stream too much.
Here are some online guides on how to set-up OBS if you have never used it before.
Facebook permissions and set-up
Facebook permissions and set-up
Kindly inform the DocPub Head and Externals Vice President of your intention to stream. This is to give you permission to stream on the main AMS Facebook page. Alternatively, you can stream on your project's own Facebook page and ask the AMS Facebook page to broadcast it as well.
Make sure to add a delay to your stream through OBS
For a video guide you may watch this: How to Stream on Facebook with OBS (Complete 2026 Guide)
🖨️ Using the Org Printer
🖨️ Using the Org Printer
The AMS Org Room (MVP 216) houses a DCP-T720DW printer intended strictly for organizational use only. Only materials necessary for org-related activities (such as registration forms, props, and project documents) may be aprinted.
Proper Usage
Proper Usage
Always check that the printer is in good working condition (e.g., no paper jams, sufficient paper and ink).
Default to black-and-white printing unless color is absolutely necessary to help conserve resources.
Transport Guidelines
Transport Guidelines
The printer may only be transported (1) within the Ateneo LS campus, and (2) with permission from the President (viktoria.ching@student.ateneo.edu) or the Secretary General (antonio.alvarez@student.ateneo.edu).
Please ensure proper handling at all times.
Troubleshooting
Troubleshooting
Immediately report any technical issues (e.g., jams, ink issues) to the Secretary General.
You may also refer to this link for basic troubleshooting.
Damages
Damages
Any damage caused must be reported immediately. The responsible individual will be required to shoulder the repair costs.
Ink
Ink
The model of the printer is Brothers DCP-T720DW. Ink can be bought in office warehouse. Please take note that these usually run out quickly in store so best to buy as soon as possible.
🗒️Other Processes (DSWS Guide, First Aid Kit Guide)
🗒️Other Processes (DSWS Guide, First Aid Kit Guide)
Reservations for Org Boards, Lampposts, E-Boards, etc.
Reservations for Org Boards, Lampposts, E-Boards, etc.
The Department of Student Welfare and Services (DSWS) offers PMD – Promotions, Monitoring, and Documentations Services for organizations. These include the usage of:
Usage of org boards;
Posting of tarpaulins,
Lamp posts or grilles; and
Usage of e-boards.
Learn about their processes in DSWS' Client Manual.
Some notes:
Any promotional material can only stay up to a max of two (2) weeks. For every day beyond the last day of posting, a Php 100 fee will be sanctioned on to the org.
Submission of requests must be at least 3 clear working days prior to the first day of reservation.
You may check for availabilities here and send request through this form.
Request for Ambulance and/or First Aid Kits
Request for Ambulance and/or First Aid Kits
For events that may arise to an emergency (e.g., outside activities in hot weather, food eating contests), see this document for the procedure for requesting for an ambulance or an emergency medicine kit.
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