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ANNNUAL GENERAL MEETING REPORT 07 Nov

ANNNUAL GENERAL MEETING REPORT

REPORT FOR THE ANNNUAL GENERAL
MEETING AND BUDOFEST HELD AT LUGOGO
CRICKET OVAL ON SATURDAY 29TH APRIL 2017.

1. BACKGROUND:
The Annual General Meeting is a Constitutional requirement of the Old Budonians Club held
every year and Budofest is an informal gathering of Old Budonians started in 2015 that aims
at fostering the Budonian spirit. This year, the two events were combined on 29th April, 2017.

2. OBJECTIVES:
a) To bring together Old Budonians to socialise, reminisce and network.
b) To reduce the cost implications of spending on the two events if separated.
c) To save time that would have otherwise been spent planning the two events separately.

3. ROLE OF THE CLUB:
The club was tasked with planning, Organising and overseeing the activities of the whole
event.

4. PREPARATORY ACTIVITIES:
a) Setting up the event Organising Committee which met consequently to plan the event.
This comprised: Peter Kasedde – Chairman, Brian Mwanje – Secretary, Paul Kajubi –
Treasurer, Christine Kasule Mulimba – Member, Paul Waddimba – Member, Arnold
Simbwa – Member, Chris Luswata – Member, Timothy Bukenya – Member & Adrian
Daniel Kayongo – Member.
b) Acquiring venue for the event. The permission to use the venue was given by the
Uganda Cricket Association.
c) Seeking police permission to use event. This included: Jinja Road Police and Anti-
Terrorism Police Naguru to secure the event.
d) Acquiring KCCA event permits. These are got from the Out Door Department at the City
Hall.
e) Sending out invitation letters to service providers and sponsors. Service providers
included: BIN IT – garbage collection, Events Ware House – Stage, Sound & Lighting,
Fotogenix Limited – Tent, Chairs & Tables, Care Clinic & Case Hospital – Ambulance &
First Aid services and casual labour. The Sponsors and exhibitors included: Uganda
Breweries Limited, Vivo Energy (Shell Uganda), Vodafone Uganda, Exceed Institute of
Occupational Health & Safety, State Wide Insurance Company (SWICO), Mr. Timothy
Mabirizi (former executive member & Life Member of the Old Budonians Club), Mr.
Jimmy Rodgers Katende (the Vice President & Life Member of the Old Budonians Club)
& Mr. Edward Kato Sekabanja (Trustee & & Life Member of the Old Budonians Club).
f) Mobilising vendors for the event. These included: Uhuru Restaurant – Food, Glotam –
Juice, Uganda Breweries Limited – Beer.
h) Publicising event on Radio, Newspapers, and Facebook. We had a mandatory AGM Notice run in the New Vision daily newspaper of Friday 31st March 2017. We appeared on air in the Kaliisoliiso & Kirizobagaana Radio Talk shows on CBS Radio and had the event publicised on Facebook, Twitter & Whatsapp – Social Media Platforms.
i) Sending out invitation emails & SMS to Old Budonians in Database. We sent out email invitations and reminders to more than 2400 emails in the database as well as six SMS Messages to over 3,300 Mobile Numbers.
j) Organising funds received from sponsors. Through the bank.
k) Acquiring mementoes for sale at the event.
l) Receiving nominations for executive posts and putting up nominee profiles on social media (Facebook).
m) Coming up with the program for the event.
n) Preparing stationery and equipment such as vendor tags, voter cards for the event.
o) Co-ordinate set up of the venue before the event.

5. EVENT ACTIVITIES:
The venue was set up by night fall on the previous day and by 9am the following day, 29th April 2017, service providers and had already started setting up at their stations.
Members started arriving at around 9:30am and they were registered at the front desk where subscription was also ongoing. Tickets were being sold at the venue entrance.
The Annual General meeting started with a prayer at 11:40 a.m after which there was a
speech from the president, presentation of certificates to Life Members, presentation of
reports and finally voting.
The meeting was closed at 4:00pm and the budofest started with members having lunch and
buying mementoes.
There was music from an old Budonian band and consequently, generation bands got a
chance to sing on the stage which made the event more lively. The dancefloor was opened
and departure was at leisure.

6. ACHIEVEMENTS:
a) Higher number of paid up/ subscribed members.
b) Higher turn up for the Budofest.
c) Awareness of more young people about the club and subscription.

7. CHALLENGES:
a) There was a heavy downpour almost all day which led to reduction in number of people
that turned up for the event.
b) Ticket sales at entrance were poorly coordinated.
c) Poor time management: the event started much later than was planned.
d) Some vendors backed out at last minute.
e) Poor coordination of the event support team.

8. RECOMMENDATIONS:
a) Going to probable sponsors early enough and setting date early.
b) Send invitation letters to target individuals.
c) Scope of vendors and service providers should be increased.
d) The program for event should be made earlier.
e) More games should be included such as rugby, board games and children should be
allocated a kids section.
f) There should be permanent people at check points/ entry points to sell tickets.
g) Class co-ordinators for each year should be identified to work with decade
representatives.
h) Well-Wishers / Non – Budonians should be invited such as those from Gayaza,
Namagunga, Nabbingo, Nyakasura, etc.

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