Proposal Petai Virtual Fun Run (Final)2 PDF

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DTE 3014 EVENT PLANNING PAPER WORK “PETAI VIRTUAL FUN RUN”

DATE 6 FEBRUARY 2021-6 MARCH 2021

ORGANIZED BY : SEMESTER 4 STUDENTS DIPLOMA IN EVENT MANAGEMENT

EVENT OVERVIEW

1.1

Event Title Petai Virtual Fun Run

1.2

Background of Event Virtual Fun Run works just like any other running activity yet the race can be done at

participants’ own choice of location, time and method. It is a distance run or a walking goal you wish to obtain within certain dateline with your preferred choice of location, from trail to park to treadmill, from running domestically to a foreign country. Virtual Run is practically custom made to fit your own liking.To make this Virtual Fun Run a success, we have used an apps called JOMRUN. Here is where the participants can download the apps in their smartphone and register their entrance and it is a crucial method for the organizer to track the running for all the participants registered. Participants need to register their entrance here as before finishing their running, they need to upload all the details needed before the deadline so that the organizer can send the certificates, souvenirs and medals for the finishers. Virtual Fun Run is a good choice to keep a safe thrill of sports in life despite facing a COVID19.

Petai is choosen as the theme for this virtual run. Petai is known as “stinky bean” in English. Despite of the smell Petai has its own appealing attraction among Malaysians as well as people in many South East Asia countries. It is indeed one of Malaysian’s favourite ulam. According to Sinar Harian online newspaper, a total of 6,000 petai bean pod were sold out within three days during the 'petai festival’ in Temerloh Pahang. The petai bean are a common ingredient in Malay cuisine and are frequently added into popular recipes for example sambal bilis petai, sambal tempoyak petai, and ikan bakar petai.. Many successful restaurants also include petai in their menu for example the famous Restoran Ana Ikan Bakar Petai in Bangi, Selangor. In other words, petai has its own fan.

Apart from that petai has its own special characteristic and secret. This plant which grows naturally in lowland tropical forests and is cultivated in Malaysian villages also offers health benefit. According to Ghasemzadeh, Ali (2018) the seeds of petai can be used for alleviating stomach pain and treating liver disease, diabetes, and worm infestations. This petai fame, leads to the birth of Petai Virtual Fun Run. 1.2

Stakeholder The Federal Agricultural Marketing Authority (FAMA) is a marketing agency under the

Ministry of Agriculture and Food Industry. It is responsible for the marketing of agro-food products and agro-based industrial products. The collaboration with FAMA is designed to stimulate and promote Malaysian local vegetables specifically petai especially among young generation. In addition, as FAMA has had experience in run event such as FAMA FUN RUN and OKU Sahabatku Fun Run, the cooperation will enable sharing session in terms of expertise, experience and networking of organizing running events which hopefully will benefit both parties 1.3

Purpose

To provide a platform and promote a healthy lifestyle in a fun and safe way among community during pandemic. 1.5 Objectives •

1.6

To encourage people to exercise and live healthier life.

•

To promote Malaysians’ local vegetables (petai)

•

To run an enjoyable event in the new norm.

Outcomes 1.6.1 Community •

To gain experience running an event in a safer way.

•

To gain new experience by running virtually.

1.6.2 Organizer •

To provide opportunities to student to run an events during the pandemic

•

To enhance organizational skills among student.

1.6.3 Organization • To acquire grant opportunities for future projects • To expanding business network

1.7 Target Crowd 1.1.7 The target audience that the organizer has to achieve is 1000 participants : •

JOMRUN Subscriber

•

Politeknik Student and Staff

•

Gymnasium members

•

Recreational area

•

Fitness Fit Malaysia (Facebook)

•

Jom Kita Lari (Facebook)

•

Larian Malaysia (Facebook)

1.8 Venue 1.1.8 The venue for the event held is any places.

1.9 Date, Time and Length of the event •

Registration period start Date : 15 January 2021

•

Submission Deadline Date : 6 March 2021 Time : 11.59 PM

2.0 EVENT DESIGN 2.1 THEME

Logo Peta

Banner Saiz : (10’ x 5’)

Bunting Saiz : 2’ x 5’

2.2 PRODUCTION 2.2.1 List out for equipment closing ceremony No 1.

Equipment Lcd Screen

Function Flat panel display or other

Quantity

electronically modulated optical device that uses the light-modulating properties of liquid crystals combined

1

with polarizers. Liquid crystals do not emit light directly, instead using a backlight or reflector to produce images in color or monochrome. 2.

Projector

Projector is a type of video projector for displaying video, images or computer data on a screen or other flat surface. It is a modern equivalent of

1

the slide projector or overhead projector. 3.

Rostrum

A raised platform on which a person stands to make a public speech, receive an award or medal, play music, or conduct an orchestra.

4.

Chair

1

An object to be sat on. But as seating design progresses beyond the basic piece of wood of a convenient height, chairs can be seen as objects that fulfil not only this primal function, but also a range of others. The functions of chairs are concerned with: -The physical well-being of the sitter

40

-The psychological well-being of the sitter -People other than the sitter 5.

Round Table

which is used for seated persons to eat meals the coffee table, which is a low table used in living rooms to display

3

items or serve refreshments .

6.

Square Table

A table is an item of furniture with a flat top and one or more legs, used as a surface for working at, eating from or on which to place things.

7.

Stand Bunting

4

Stands Bunting, also known as 3 leg tripod stands, consider as something similar to the T-stand, but it is a little more lighter to carry around. This

2

stand also have an adjustment to fit a size bunting. Well recommended for banner hanging in any event.

8.

Microphone

A microphone is a device that captures audio by converting sound waves into an electrical signal. This signal can be amplified as an analog signal or may be converted to a digital signal, which can be processed by a computer or other digital audio device.

2

Laptop 9.

Laptops combine all the input/output components and capabilities of a desktop computer, including the display screen, small speakers, a

1

keyboard, data storage device, sometimes an optical disc drive, pointing devices (such as a touchpad or trackpad), with an operating system, a processor and memory into a single unit. 10.

Phone / Camera

The operating system and processor are designed perfectly to provide users with impeccable sensors that respond to users actions promptly. Out in the market are numerous mobile phones of various brands and models. Each one has different yet impressive features. 1 A camera is an optical instrument used to record images. At their most basic, cameras are sealed boxes the camera body with a small hole the aperture that allow light in to capture an image on a light-sensitive surface usually photographic film or a digital sensor.

11.

Ring Light

The ring lights main purpose is to cast an even light onto the subject. This reduces shadows in the face and minimizes blemishes, while illuminating the eyes. This is why ring lights are commonly used in portraits, glamour shots, or even videography capturing only one subject.

1

2.3 PROGRAM /ACTIVITIES No. Activities 1. Petai Fun Run

Content Virtual Petai Fun Run will be held for one month from 6 February 2021 until 6 March 2021. This event will be run virtualy since pandemic of Covid 19 which is no physical contact in crowded places. During this event, we will also do some activities such as lucky draw and we also will have closing ceremony for the event. Package of Petai Fun Run Petai Fun Run have 2 package which is 5KM and 21KM. Package 1 : 5KM •

Dry fit shirt

•

Finisher Medal

•

Certificate

•

Fitness Bottle

•

Drawstring bag

Package 2 : 21KM RM60 •

Dry fit shirt

•

Finisher Medal

•

E-certificate

•

Finisher Tee

•

Tumblr

•

Drawstring bag

Terms and Condition Petai Fun Run Registration start on 15 January 2021 Fee: RM 50 (5KM) RM 60 (10KM)

Registration end time 6 march 2021 11:59pm

Submission deadline 6 march 2021 11:59pm

Discount -RM 5 off for 100 participants early birds. -Add on RM10 and register before 20 January 2021 to get your name engraved on medal.

Entitlements will be posted from 13 March 2021 onwards.

2.

Lucky Draw Session

Date : 6 MARCH 2021

This sessions will be on our page Instagram live and participants will join through the platform. Participants need to keep their number that we will provide when they register as a proof. The attendance of participants in this sessions is not restricted. Gift that we given such as : ▪

Voucher JD RM150

▪

Bicycle

▪

Smart Watch

3.

Closing Ceremony

▪

Smart phone

▪

Holiday Trip

Date: 6 MARCH 2021 Venue: CDEC, POLITEKNIK IBRAHIM SULTAN Time: 11.00 P.M to 2.00 P.M Invitation: VVIP Puan Hajah Rashidah Binti Mustapa VIP Cik Hajah Humairah binti Hamzah Puan Nyi Imas binti Mohamad Chong

Lecturer Puan Mazura binti Mahat Puan Maisarah binti Zakariah Puan Asmahani binti Kutip Encik Mohd Faiz bin Mohd Noor

Special Invited Guests Federal Agricultural Marketing Authority (FAMA)

Closing ceremony for Petai Fun Run will be held on 6 March 2021 which is the last day of the event run. Organizer will provide some Hi-Tea for the guests and we will give some souvenirs for all guests. We intend to invite participants from Polytechnic Ibrahim Sultan which is involved to hand over their entitlements openly.

3.0

MARKETING

3.1 Materials management 3.2

Promotion Management

Banner Saiz : (10’ x 5’)

Poster

Bunting Saiz : (2’ x 5’ )

APPS

MEDIA SOCIAL PetaiFunRun2021

3.3 Sponsorship and Collaborators Management NO. 1.

Sponsor and Collaborators

Content JD SPORT AEON TEBRAU MAIN SPONSOR VOUCHER RM150

2.

AL-IKHSAN BANDAR BARU UDA MAIN SPONSOR 1 SET WORKOUT

3.

MR BIKE TAMAN BUKIT DAHLIA MAIN SPONSOR 1 BASIKAL

4.

AL IKHLAS GADGET MAIN SPONSOR SMART WATCH

5.

REALME HQ MAIN SPONSOR SMART PHONE

6.

SYARIKAT ADAMANI TRAVEL BANDAR BARU UDA MAIN SPONSOR PACKAGE PERCUTIAN

7.

FEDERAL AGRICULTURAL MARKETING AUTHORITY (FAMA) COLLABORATION

9.

JOM RUN APPS COLLABORATION

4.0

OPERATION

4.1

Layout Plan

Layout Venue Closing Ceremony

PROGRAM ADVISOR Puan Mazura Binti Mahat Puan Maisarah Binti Zakariah DIRECTOR Anis Sofia Binti Rosman ASSISTANT DIRECTOR Muhamad Fadil Bin Azmee SECRETARY Nur Sarah Binti Mohd Said

TREASURER Wan Afrina Batrisyia Binti Wan Ahmad Sazli PRIZE & SOUVENIR COORDINATOR

TECHNICAL &

MEDIA COORDINATOR

Nurafinalysya

Jaslina

PROTOCOL COORDINATOR

DATA MANAGEMENT COORDINATOR

Ahmad Mirza Bin Zulkarnain

Muhammad Arif

Nur Azreena Narishya

Kavilashiny Teayagu

COLLABORATION MARKETING COORDINATOR

Siti Nursyahirah

5.1.1 Job Description

COMMITTEE

DIRECTOR

DEPUTY DIRECTOR

SECRETARY

TREASURER

SCOPE OF DUTIES • Chair each meeting. • Plan the program work journey. • Coordinate the movement of units. • Monitor and ensure the smooth operation of the program

• Assist the director in planning program work journey • Coordinate the movement of units • Assist in monitoring and ensuring the smooth operation of the program • Manage the entire correspondence • Document all information • about the program in detail • Manage related matters meeting • Prepare program final report • Record minutes of meetings • Assist the secretary in managing work • Prepare meeting minutes and committee attendance list • Manage resources & keep financial records • Get a budget from each unit Prepare financial statements for the final report of the program

Provides a list of collaborative parties that in accordance with the program • List related work movements with companies / industries • Give feedback and follow current developments regarding COLLABORATION AND contributions that can be collected • Provides the requirements requested by MARKETING companies that want to contribute COORDINATOR • Create a program website as information notification platform • Contact the treasurer for promotional expenses • Organize strategies in promoting the program • Make promotions on programs (banners, posters)

PROTOCOL COORDINATOR

• Appoint the council chairman during the program in each slot • prepare a list of invitations for the closing ceremony • Ensure drinking water, food and souvenirs to VIPs • Provide MC & VIP speech text as well as program travel Ensure VIP attendance (follow-up)

TECHNICAL & MEDIA COORDINATOR

• They program logo as well as program committee clothes • Provide equipment and program requirements (each committee) • Provide slide shows & multimedia screenings Take pictures and videos throughout the program

PRIZE AND SOUVENIR COORDINATOR

• Provide souvenirs for VIPs • Provide winners' prizes for competition activities • Provide a certificate of appreciation to the committee Contact the treasurer for gift shopping

DATA MANAGEMENT COORDINATOR

• Collect participant information and data

6.0 FINANCIAL MANAGEMENT 6.1 Cost estimating

BIL 1.

CONTENT

QUANTITY

UNIT PRICE

FUND

RECEIPT

PAYMENT

RM10,000

SOURCE OF INCOME FUND RAISING

PARTICIPATION FEE 1.

Run 5km

700

RM50

RM35,000

3.

Run 21km

300

RM60

RM18,000

TOTAL

PARTICIPANTS

RM53,000

RUNNER ENTITLEMENT Package 5KM 1.

Dry Fit Shirt

700

RM10

RM7,000

2.

Medal

700

RM12

RM8,400

3.

Drawstring bag

700

RM8

RM5,600

4.

Fitness Bottle

700

RM5

RM3,500

5.

E-certificate

700

-

-

TOTAL

RM24,500

Package 21km 1.

Dry Fit Shirt

300

RM10

RM3,000

2.

Finisher Tee

300

RM12

RM3,600

3.

Medal

300

RM12

RM3,600

4.

Drawstring Bag

300

RM8

RM2,400

5.

Fitness Bottle

300

RM5

RM1,500

6.

E-Certificate

300

-

-

TOTAL

RM14,100

PROMOTIONAL AND PRINTING MATERIALS 1.

Banner (10’x5’)

1

RM 60.00

RM60

2.

Bunting (2’x5’)

2

RM 25.00

RM50.00

3.

Poster (A3)

20 HELAI

RM 4.00

RM80

4.

Flyers

200 KEPING

-

TOTAL

-

RM190

FOOD AND BEVERAGE 1.

Makan Tengah Hari

10

RM15

RM150

-Vip -Guest 2.

Participant

5

RM12

RM60

3.

Organizer (pack food)

11

RM10

RM110

TOTAL

RM320

DOORGIFT 1.

VIP

10

RM5

RM50

TOTAL

RM50

TOTAL AMOUNT

RM53,000

NET REVENUE

Summary Participation Fee

RM39,160 RM13,840

Receipt

Payment

Revenue

RM53,000

Runner Entitlement -

Package 5km

RM24,500

-

Package 21km

RM14,100

-

Promotional And Printing Materials

RM190

-

Food And Beverage

RM320

-

Doorgift TOTAL

RM50 RM53,000

RM39,160

RM13,840

GANT CHART PETAI FUN RUN 2021 Month Week Date Task Brainstorming Preparing Paperwork First Meeting Get Paperwork Approval Provide correspondence, memo and required forms Meet Potential Collaborations and Sponsors Promote the event using social media Search and open registration for participants Survey the price for the technical items

JANUARY W3

W4

FEBUARY

W1

W2

W5

W6

3/1

10/1 17/1 24/1 31/1 7/2

W7

W8

MARCH W9

W10

14/2 21/2 28/2

7/3

APRIL

W11 W12

W13 W14 W15 W16

W17

14/3

28/3

25/4

21/3

4/4

11/4

18/4

Confirming the necessary logistic items Second Meeting Record al the expenses Send invitation card to special guests (VIP) Third Meeting Apply for the banner and bunting approval from authoristies Hang the banner and bunting Fourth meeting Site Preparation (Closing Ceremony) Petai Fun Run 2021 take place PFR 2021 Closing Ceremony / Lucky Draw Post Mortem

PETAI FUN RUN 2021 TAKE PLACE

Post Participant Merchandise/Entitlement Dokumentation - Meetin...