Minxin GX Club Organisation Framework
50 Students · 8 Functional Teams · 5 Priority Product Teams
Phase 1: Fundraising (Dec 2025 – Mar 2026) · Phase 2: Outreach & GX Fair (Apr – Jul 2026)
"Connecting Hearts, Inspiring Action" – Students, Teachers & Parents turning empathy into impact
8 Functional Support Teams
Students have ONE main product team but may join 1–2 functional teams based on interests and time.
Design & Creative Team
6–8 students · Art, graphic design, creativity
Responsibilities:
- Design merchandise (t-shirts, hoodies, bags, stationery).
- Create posters, flyers and social media graphics.
- Develop visual identity for all GX events.
- Produce infographics explaining GX Foundation work.
Supports: Merchandise, Coffee Booth, GX Fair, Escape Room
Research & Content Team
7–9 students · Research, science interest, writing
Responsibilities:
- Research GX Belt & Road projects and global health topics.
- Gather key statistics and stories for events.
- Prepare educational slides, quiz content and info cards.
- Support Escape Room storylines and puzzle content.
Supports: All projects (especially workshops, Fair, Escape Room)
Event Planning Team
7–9 students · Organisation, logistics, planning
Responsibilities:
- Plan GX Fun Run route, timing and schedule.
- Manage room bookings and permissions.
- Prepare event timelines and checklists.
- Plan layout for GX Fair and Escape Room traffic.
Supports: GX Fun Run, GX Fair, Escape Room
Finance & Budget Team
5–6 students · Maths, detail-oriented, responsible
Responsibilities:
- Track all income and expenses for each project.
- Prepare and maintain budgets.
- Set pricing with product teams (entry fees, merch, coffee).
- Prepare financial summaries for GX Foundation and school.
Supports: All products – financial oversight
Marketing & Communications Team
6–8 students · Communication, social media, public speaking
Responsibilities:
- Write announcements for assemblies, homerooms & parents.
- Develop campaigns for each fundraiser and event.
- Coordinate messaging with school leadership.
- Help script MC roles for big events.
Supports: All projects – promotion & outreach
Media & Documentation Team
5–6 students · Photography, videography, editing
Responsibilities:
- Take photos and videos at all key moments.
- Create short recaps for students, parents and GX.
- Maintain media archive for future storytelling.
- Support Escape Room and Fair with highlight videos.
Supports: All projects – documentation
Operations & Logistics Team
6–7 students · Practical, hands-on, reliable
Responsibilities:
- Set up and tear down event spaces.
- Manage equipment, materials and storage.
- Operate Coffee Booth and goodie bag stations.
- Reset Escape Rooms between groups.
Supports: Coffee Booth, GX Fun Run, GX Fair, Escape Room
Administration & Reporting Team
4–5 students · Writing, organisation, detail
Responsibilities:
- Prepare event proposals and permission forms.
- Keep minutes of meetings and attendance.
- Coordinate deadlines and submissions.
- Compile final reports for each product and full year.
Supports: All projects – admin backbone
Product Execution Teams
Each product has a small core team with clear roles. Functional teams give specialised support across products.
Product 1: GX Fun Run
Phase 1 · Dec 2025 – Mar 2026
Lead: Project Lead (1 student)
Goal: 100–200 participants @ 30 RMB → HK$6,000–12,000 for GX causes.
Sub-teams:
- Route & Safety (3): route choice, markings, safety briefings, first aid point.
- Registration & Finance (3): sign-ups, payment tracking, participant lists.
- Goodie Bags (3): sourcing, packing, distribution, inventory.
- Marketing & Day-of (3–5): promotion, MC, finish-line experience.
Product 2: Coffee Grinding Booth
Phase 1 · Dec 2025 – Mar 2026
Lead: Product Manager (1)
Concept: Students grind and sell coffee from Belt & Road countries, sharing stories linked to GX work.
- Research & Sourcing (3): origins (Honduras, Timor Leste, Cambodia, Vanuatu, Laos), facts, suppliers.
- Design & Packaging (2–3): labels, bags, booth visual identity.
- Operations (4–6): booth setup, grinding, packaging, sales, hygiene.
Product 3: Merchandise Workshop & Sales
Phase 1 · Jan – Mar 2026
Lead: Workshop Director (1)
Output: Student-designed GX t-shirts, hoodies, bags, stationery.
- Content Development (3): GX themes, design briefs, examples.
- Workshop Facilitation (4–6): guide design sessions, collect submissions.
- Production & Logistics (3–4): vendor quotes, orders, quality checks.
- Sales & Distribution (4–6): sales booth, order tracking, delivery.
Product 4: GX Fair (Multi-Booth Event)
Phase 2 · Apr – Jul 2026
Lead: Event Director (1)
Concept: Whole-school GX festival with multiple themed booths.
- Medical Skills Workshop: basic first aid demos, link to GX medical missions.
- Cultural Fair: Belt & Road cultures, games, displays.
- STEAM Booth: simple science demos and “innovation for good”.
- Food Stalls: snacks and drinks with light adult support.
- Games & Activities: quizzes, challenges, prizes.
- Coordination Team: signage, registration, documentation, clean-up.
Product 5: GX Global Health Escape Room
Phase 2 · 1–2 event days (Apr – Jul 2026)
Lead: Escape Room Director (1)
Concept: Students “solve” global health missions (outbreaks, cataracts, water, crisis response) through puzzles and clues.
- Story & Puzzle Design (3): define 3–4 rooms, narratives, puzzle chains.
- Props & Build (3–4): props, lockboxes, printed materials, room decoration.
- Game Masters & Operations (4–6): brief teams, run timers, reset rooms, manage paid “bonus clues”.
Can be run stand-alone or as a “premium experience” during the GX Fair.
Priority Projects – Feasibility & Impact
Overview of how each product scores for G7–G11 students and GX Foundation alignment.
High feasibility · Medium feasibility · High impact
GX Fun Run
Phase 1 · Dec 2025 – Mar 2026
HIGH IMPACT
GX alignment: “Saving lives” theme with clear financial result.
Budget: HK$3,000–4,000 · Expected: HK$6,000–12,000 raised.
Coffee Grinding Booth
Phase 1 · Dec 2025 – Mar 2026
MED–HIGH IMPACT
GX alignment: Belt & Road countries + storytelling about GX projects.
Budget: HK$2,000–3,000 · Expected: steady income + strong awareness.
Merchandise Workshop & Sales
Phase 1 · Jan – Mar 2026
HIGH IMPACT
GX alignment: students co-create the GX visual identity.
Budget: HK$3,000–4,500 · Expected: strong ownership + visible presence in school.
GX Fair
Phase 2 · Apr – Jul 2026
VERY HIGH IMPACT
GX alignment: full “festival” of humanitarian themes and STEAM.
Budget: HK$4,000–5,000 · Expected: 300–500 visitors & strong community engagement.
GX Global Health Escape Room
Phase 2 · 1–2 days
HIGH IMPACT
GX alignment: teams “experience” the pressure of solving health crises.
Budget: HK$2,000–3,000 · Expected: intensive awareness + concentrated fundraising.
Standalone Science Fair / Medical Workshop: better integrated inside GX Fair with smaller, focused booths.
Very complex STEAM builds: suitable only for a small dedicated subgroup, not whole club.
5-Phase Implementation Roadmap
Step-by-step guide to move from idea → structure → delivery.
Phase 1: Team Formation & Training
November 2025
- Interest survey for all 50 students (skills + preferred projects).
- Assign students to product and functional teams.
- Run orientation sessions for each of the 8 functional teams.
- Agree on weekly/bi-weekly meeting times.
- Open communication channels (WeChat/WhatsApp + shared folder).
Phase 2: Project Selection & Annual Plan
Mid-November 2025
- ExCom and Teacher Advisors confirm 3 fundraising products for Dec–Mar.
- Outline GX Fair + Escape Room concepts for Apr–Jul.
- Submit Annual Plan + budget to GX Foundation.
- Confirm financial framework (seed grant, reporting, timelines).
Phase 3: Detailed Planning (Phase 1)
Late Nov – Dec 2025
- Product teams build detailed timelines and assign roles.
- Finance prepares event budgets and pricing.
- Research & Design prepare content and visuals.
- Admin submits event proposals about 1 month before each major event.
Phase 4: Execution (Phase 1 – Fundraising)
Dec 2025 – Mar 2026
- Run GX Fun Run, Coffee Booth and Merchandise in sequence or overlapping.
- Hold short weekly check-ins with product leads + Teacher Advisors.
- Media team documents events; Finance updates the running total.
- Collect quick feedback from students and parents after each event.
Phase 5: Evaluation & Phase 2 Preparation
Mar – Apr 2026
- Submit event and financial reports within 2 weeks of each fundraiser.
- Hold reflection sessions with student leaders (what worked, what to change).
- Refine GX Fair and Escape Room based on Phase 1 experience.
- Confirm adult support and any external partners for Phase 2.
Parent & Teacher Support Framework
Adults keep students safe and realistic, while leaving leadership and creativity to young people.
Teacher Advisors – Key Roles
- Approve all event proposals, budgets and communications.
- Oversee safety, safeguarding and basic risk assessment.
- Coordinate with school leadership and operations team.
- Review financial reports and sign reimbursements.
- Hold regular check-ins with ExCom & product leads.
- Submit required documentation to GX Foundation.
Parent Volunteers – How They Help
Target: Around 50 parents involved across the year.
1. Event Day Support
- Supervise GX Fun Run route and refreshment points.
- Support Coffee Booth, GX Fair and Escape Room supervision.
- Help with set-up, registration and clean-up.
2. Professional Skills
- Design, marketing, finance, photography, medical expertise etc.
- Short “micro-mentoring” for student teams.
3. Resources & Logistics
- Transport materials; share vendor contacts; donate items for bags or prizes.
Parent Communication Plan
- Month 1: GX Club parent orientation – explain structure and year plan.
- Ongoing: WeChat/WhatsApp group for updates and sign-ups.
- Pre-event: simple brief (who, when, where, safety notes) 1 week before.
- Post-event: thank-you message, impact summary, photos.
Expected Commitment Levels
- Teachers: 2–3 hours/week + event day presence.
- Parents – Active: 1–2 events (4–6 hours each).
- Parents – Light: 1 event (2–3 hours) or resource support.
- Student Product Leads: 3–5 hours/week during active periods.
- Student Members: 2–3 hours/week, depending on exam timelines.