· web view-can get info from info sharing session on 13th march 2013 by aiesec ogx department...

HP 2: KEMAHIRAN KOMUNIKASI

HP 3: KEMAHIRAN PENGURUSAN MAKLUMAT DAN PEMBELAJARAN SEPANJANG HAYAT

HP 7: KEMAHIRAN PENGURUSAN DAN KEUSAHAWANAN

Laporan minit mesyuarat:

Minutes of Global Cultural Carnival (GCC) 1 st Meeting

Date: 20th February 2013

Time: 8.35p.m.-10.05p.m.

Venue: FSSK 3A 412

1) Order Meeting called to order at 8.35p.m. by the Organizing Committee President, Tan Ting Ru.

2) Apologies Li Xiao Jia, Zeng LingChao were absent.

3) Agenda 1) Meeting called to order.2) Apologies.3) Remarks by OCP - Explain what GCC is and the goals of GCC.4) Set underground agreement.5) Report by the Secretary.6) Report by the Treasurer.7) Report on the progressions of each portfolio’s chief.8) Report on problem faced.9) A.O.B.10) Remarks by GCC Advisor.11) Announcement of next meeting.12) Adjournment

AIESEC UKM Global Cultural Carnival Meeting Minute

4) Portfolios

3.1-Organizing ChairpersonTan Ting Ru

-introduction to AIESEC

-explain what is GCC and the reason of organizing GCC

-explain the goals of GCC : to attract 50 exchanger for GCDP promote AIESEC in UKM creating learning environment for every AJK and OCs promote cultural understanding.

-Target: UKM students(400 multi ethnics) AIESEC-er from other Universities(50) other students from other universities(50)

-Underground agreement: [Rules which we set together and everyone agrees to follow]

Be punctual for every meeting Follow the timeline plane Share same visions & values Committed and helping each other Come up with creative ideas from each department Long lasting relationship even after event, forming one big

family Get sufficient modal, control the use of money To get what is needed for the event for each department and

informing the amount of budget to ER earlier Making everything smooth, effective, short and precise

especially meeting No misunderstanding (speak up your thoughts) and accept

every opinions with open heart Speak out the weaknesses of each others for improvements.

-Team Identity: OC Team name is DRiFTERs - Do Right For The First Time

-Good news: JPPel has approved the proposal

3.2 – SecretaryLoh Wai Mun

-built a communication system: everyone have to check their e-mail at least 2 days once.

-Sending minutes by e-mail


3.3 – FinanceChoo Qian Wei

-Allocation of budget for each department(expenses): ER RM50; Protocol RM770 Program RM1000 Publicity & Marketing RM2000 Technical RM3630 Exhibition RM3000

-Target for ER is set to get RM10 000- Things that can claim: phone bill(check SPI how to claim)-Reminder for everyone to keep every single receipt properly in order to claim.-Will adjust the budget next week after discussion

3.4 – External RelationsLi Xiao JiaChia Wei Kang

-Working on the proposal-Will bring more news on next week

3.5 – ProtocolEnie Tham Pei Hwa

-Having MC recruitment from next week onwards-Interview for MC will be held-Suggested to approach UKM MC club to get MC by CK Lim(CK Lim will help to get the link)-Ask program how many MC they need.-Confirm the list of VIP and inform Program.-Prepare liason to serve the MCP and VIP

3.6 – ProgramLee Sook HsenZeng LingChao

-deciding whether on indoors or outdoors-Refuse to rush people to go into the hall, thus use mascot to attract people to go inside the hall half an hour before the event starts-Mascot giving lucky draws-square dance for AIESEC-er for beginning inside the hall-then mascot dance alone outside the door and then open the door-Middle of the door, the stage is filled with performers (eg. Seven dwarf)-AJKs can have a practice on the square dance first-15 minutes for promoting AIESEC> GCDP >Perfomance of other countries >Sharing & lucky draw-Contact Protocol to confirm the VIPs that are coming-will invite MCP for info sharing session-VIP including LCP Tan Kar May and MCP Guo Zhang(may invite)-Suggested to have square dance at the end of event-Note that Malay prayers are at 7.20p.m. and 8.30p.m., make some arrangement for the Muslims-Suggested that normally 8.30pm is the earliest time for VIP to reach (to start from banquet) to let the VIP complete their prayers-Will try to invite YBhg. Prof. Tan Sri Dato’ Dr. Sharifah Hapsah Syed Hasan Shahabudin, Vice Chancellor of UKM-Make a program list (tentative)

3.7 – Publicity -Need commitment from OC team to help sharing the post on GCC


& MarketingFoo Hong LenZeng LingChao

Competition-Will post a sample of GCC Photo Liking Competition-the top 3 person who get at least 418 likes for their photos will be the winners-Got feedback from outsiders who are interested to join-Golden time for sharing post (promotion on Facebook) is after 8.00p.m.-Will hang banner if budget is sufficient

3.8 – Logistic & TechnicalRemyzen Bin MoksinLim Cheng Kiat

-Try to recruit more members-Ask program what songs and videos are needed-Suggested to make a trailer-can rent the stage from UKM if doing outdoor and will confirm about the price(if charged)

3.9 – ExhibitionLee Jia ShiuanAmy Gan Chiou Yin

-Designed the backdrop.-Reminders for OC team to actively give comment on the backdrops uploaded in Facebook.-Going to print the backdrop. Price is 90sen per metre square.-Will make few models except for Vietnam & Korea.

Australia - Kangaroo South Africa – elephant/ giraffe Germany – car China – Panda Japan – Sakura flower Taiwan - Taipei 101 Romania – palace of parliament Poland - Marsaw mermaid bronze statues

-Will try to ask a polystyrene company to make the models if possible-for Korea, will try to borrow costume from the embassy.-request from Program department to prepare mascot for Eddie

5) A.O.B. -Ask the advisor about language usage on the GCC event(Malay or English Language)


-Sharing of what we had in MyLDS like costumes, mascots, face painting, exhibition on the things borrowed from the embassy etc.-22nd of February 2013 is the date to stop recruitment and to announce the list for AJK to the AJKs-On-site visit for next week. Exact date will be decided by OCP and will be informed.-Reminder from Low Seong Kiem to remind OC Team and AJK to snap photo throughout the events and preparations for evidence when apply for LC.-Decided that meeting will be held for every Tuesday from 8.30p.m..-The next meeting will be held on the 14th August 2013 (Tuesday) 8.30p.m.-10.00pm at FSSK A3 412.

Meeting called was adjourned at 10.05 p.m..

Prepared by,

_______________ (LOH WAI MUN)Organizing SecretaryGlobal Cultural Carnival (GCC)Universiti Kebangsaan Malaysia (UKM)

Minutes of Global Cultural Carnival (GCC) 2 nd Meeting


Date: 27th February 2013

Time: 8.38p.m.-10.05p.m.

Venue: FSSK 3A 412

1) Order

Meeting called to order at 8.38p.m. by the Organizing Committee President, Tan Ting Ru.

2) Apologies

Li Xiao Jia were absent because he is still in Thailand.

3) Agenda

- Meeting called to order.- Apologies.- Remarks by OCP - Explain what GCC is and the goals of GCC.- Report by the Secretary.- Report by the Treasurer.- Report from each portfolio’s chief.- Report on problem faced.- A.O.B.- Remarks by GCC Advisor.- Announcement of next meeting.- Adjournment

4) Portfolios

4.1-Organizing Committee PresidentTan Ting Ru

-introduction of previous absent Exco, Donald Zeng Lingchao.-Enie Tham has left the OC Team. Lee Pei Si is the new Protocol Exco.-get RM200 from JPPel.-Planning to postpone the date to one week later.-try changing venue to DECTAR-technical will hold all the work before confirmation of availability of DECTAR-problem of using DECTAR: attendance not confirmed so worried of emptiness, people might leave earlier


-will check availability of DECTAR-try to approach Pusat Kebudayaan UKM, arrange time with Pusat Kebudayaan UKM for Wei Kang to meet, either Tuesday & Wednesday-work on appeal for JPPel extra allowance-reminded OC Team and AJK to snap photo throughout the events and preparations for evidence when apply for LC.



-Allocation of budget for each department(expenses):

Management RM100; ER RM200; Protocol RM770 Program RM1000 Publicity & Marketing RM1360 Technical RM3630 Exhibition RM3000

-Make sure receipt has stamp of company, date & write the name of claimer-asked JPPel for phone bills, can’t claim for Digi, Maxis, Celcom-Only I-Talk & Ring-ring card (limit of claim is budget of the department)


-contacted embassy and waiting for them to reply-will try to get reply by this week-Sponsor: haven’t get any sponsor yet as there is too many uncertainties-need more AJKs-ER Proposal prepared in 4 rank(Premium Sponsor, Major Sponsor, Official Sponsor, Supporting Sponsor-depend on the things they sponsor)-try to make GCC endorse by Pusat Kebudayaan of UKM, Menteri, Ambassador –ease in dealing for sponsorships-Urusetia Pembangunan Sumber Manusia-a club in UKM, interested to join, Ting Ru will follow up.-Food stall: can find country food, except Romania & Poland-European food cost around RM 20.-Asia food like Korean, Africa, Taiwan(Zhe ling chicken, chatime), China, Japan are found-South Afrika food can ask FEP-international students to prepare and sell-Chinese food can find Chinese muslim to ensure that it is Halal.

4.5 – ProtocolTai Pei Si

-Newly join the team.-followed up by Ting Ru.


-ER will approach embassy to ask about the performances from the countries- ask ARTISUKMA for performance representing Malaysia-want to have an opening ceremony that can attract people and make the atmosphere cheerful-will allocate man power to guide the participants

4.7 – Publicity -Suggestion to invite whole LC like UM, UPM, not limited to 50.



-Lucky draw(Wei Kang in charge) prizes as attraction during promotion-sell entrance ticket (RM3) to get attendance & lucky draw number-need confirmation from ER to get info about food stall-posted AIESEC logo so if any other department need, can use it-GCC logo is on the way.-GCC Fan Page: suggestion to every 3 days post one picture, not the whole album.-will post photo by photo for CHINA as suggested (the next destination).-changing cover photo, profile picture as AJK recruitment has stopped.-need ER to help in promote in publicity in media partner and getting the contacts from other universities-Will cooperate with Gilang from COMM department from AIESEC about promoting GCDP video-photos on progressions for each departments can send to Publicity for making trailer or promotion purpose-include an OGX event into GCC Page about Global Education Issues for Taiwan organized by OGX AIESEC


-Listed the items needed to borrow-Targeted UKM to rent canopies for booth with fan & light for each canopy, chairs, banquet, vas, flowers, table for outside & inside use (square or round), plants for decorations-just give the quantity-for Multimedia : waiting for program department to confirm the songs needed-will confirm with Program Department about videos to promote GCDP-Negaraku, Varsiti Kita-Will have a survey question on the logistic things each department needs and the quantity in Facebook.-anything related to technical can be rented, projector,ect also can rent



-cancellation of making polystyrene model which cost RM1k++ each-will start working on the mascot starting next week-photo shooting had posted in group, will make it related to GCDP, will edit-each booth showing 10 countries will make a little ‘Eddie’ that hold the names of the coutries-mascot that program requested will be made (Eddie)-no flags allowed, just use some item as landmark-the blueprints of the stalls: stalls will be at the side of the inner halls of DG-foyer of DG can put handmade things like mascot to attract them-every booth have costume, crafts, etc-Need transport to buy materials needed, can use things from AIESEC room-Need to find a place to do the things and preparation for exhibition.-Can store things prepared in LCP Tan Kar May’s room.-Lee Jia Shiuan & Tan Ting Ru will try to ask PAP to share the place to do the mascots-FEP got prepare own food and sell, can apply for budget for the student from FEP, including Africa. Donald Zeng Lingchao will try to connect to them.-can transfer information on exhibition to publicity department like interesting & funny facts about the countries (eg. Rumours)

5) A.O.B. -Stopped recruitment of AJK. Thus, every department can start having department meeting and tell them what is AIESEC, what is GCC, goal-promote 10 countries, GCDP, AIESEC-every department has to come up with one design for t-shirt-GCC Photo Competition- every OC need to find 5 participants and send to Hong Len-OCP suggest to come up with a list of companies to leverage the ER’s job in cold calling & e-mail session which will be prepared by Friday.-On-site visit will be held on 8th March 2013, Friday.-Tan Ting Ru track on Logistic & Technical and Publicity & Marketing Departments, Vivian Loh Wai Mun track on Protocol and Program Departments, Choo Qian Wei will track on exhibition & External Relation Departments-Shen Feng suggested to have a small event or workshop before the event like AG- need to talk with Seiko -Shen Feng advised to just set the goal, implement the plans and solve any problems appeared.-Share all the problems together and solve together. -Shen Feng introduced Task, PIC, KPI, Target, Deadline, Estimated Time Needed for an Activity. List out the Tasks among AJKs. Break down the big Tasks. Send a copy to AJKs for them to track. -Suggest to have a check list on the task.


-can get info from info sharing session on 13th March 2013 by AIESEC OGX department about Taiwan.-End of March or early of April will have a out campus info sharing session under AEISEC OGX department-The next meeting will be held on the 5th March 2013 (Tuesday) 8.30p.m.-10.00pm at FSSK A3 412.


Prepared by,



Minutes of Global Cultural Carnival (GCC) 3 rd Meeting

Date: 5th March 2013

Time: 8.41p.m.-10.17p.m.

Venue: FSSK 3A 415

1) Order


2) Apologies Qian Wei was absent because she went to Kuantan. Remyzen is absent because he is busy. Amy Gan was absent because not she is not feeling well.

3) Agenda

- Meeting called to order.- Apologies.- Remarks by OCP - Explain what GCC is and the goals of GCC.- Report by the Secretary.- Report from each portfolio’s chief.- A.O.B.- Remarks by GCC Advisor.- Announcement of next meeting.- Adjournment

4) Portfolios


-introduction of previous absent External Relations Excos, (Abraham) Li Xiao Jia and Mohamed Nazmuddin Mohamed Saupi(Dean) and Protocol Excos, Tai Pei Si and Aurora Trimasidy.-Date of GCC has changed to 25th April 2013.


-announce the attendance-can claim money for transportation by keeping the receipts


-

4.4 – External RelationsLi Xiao JiaChia Wei KangMohamed Nazmuddin

-six of the ten embassies replied and waiting for appointment-Vietnam, Korea, Japan, China did give any respond-ER proposal has been done-Cannot go for MO, said LCP-Bring your proposal to Pemanis like Pepsi (office) ,or around Jalan Lee Kwan Kew(Factory), can get sponsor of can drinks up to thousands


Mohamed Saupi -waiting for Pusat Kebudayaan UKM respond for endorsement-Food stall: limited Europe food, mostly focus on Asian food-ER have to ask embassy for stamps for booklet

4.5 – ProtocolTai Pei SiAurora Trimasidy

-progression will be told next week due to newly joint excos


-Performance: Trainers from embassy or performance by AIESEC-er (problem is that too less AIESEC-er in UKM)-Approach Ambassador club (global)-Sharing combine to be as 1 session (Suggestion: A talk show: Wai Long, MCP-Speech)-Suggestion to include roll call as closing ceremony-Include lucky draw in tentative-closing doors for important sessions like Negaraku, speeches-include ‘Pilot’ concept: Make a booklet (stamp-collecting style) for them to go collecting all the stamps from each booth during exhibition-Each booth must include someone from other LC people to introduce what is AIESEC-Singer: Sheila Majid to attract Malay-will do an introduction via video or by MC before each cultural performance-Suggestion to replace Japan country with Turkey as an Islamic country to attract Muslims.-discuss with ER what kind of workshop to do.

4.7 – Publicity & MarketingFoo Hong LenZeng LingChao

- Inviting LC Sunway, LC UM, UPM,-will provide a poster for promotion-focus invitation more on universities without AIESEC like Lincoln, Inti(Nilai), etc-come up with a draft first and send to Dean, not too crowded, must convey the message that want to be sent-Priorities on design t-shirt and poster for the moment-Produce slides or power point to promote GCC-Not focusing in FB only.-Come out with simple poster this week. Later, design a good one and send to Dean’s friend to print.-Promotion via faculty and foreigner teacher-Booklet in a form of passport, including GCDP information, think of ways to make people keep the booklet for long-compare and contrast the content in flyers and booklet (confirm with Dean)-Have to come out with the Booklet content by next week-Started China promotion-Edit the cover photo to promote by adding caption of GCC-Suggestion to have a booth at Pusanika or promote via Exchangers Essemble-Focus on what we have to do first, follow the timeline plan-GCC photo competition can be launched once the logo is produced



-Request from Sook Hsen to prepare a video to introduce the OC list-Logistic list is done but not complete, waiting for more input from the OCs of other departments-venue application documents will be passed by OCP to CK after done-get the height of the stage by next week-get the letter of changing dates from Secretary by next week-apply for transportation after event as event ends at 11pm-every video will be done by this month like introduction to AIESEC


-Each booth including interesting fact, costume, etc-exhibition booth will be located inside the hall, food stall will be located outside the hall, photo shooting will be located outside the hall-Example of mascot: Autralia-Kangaroo-Reminder to prepare one corner for Malaysia-Suggested to have workshops during exhibition (Example: Paper cutting competition before the event, can get materials from embassy)-had bought the materials and will start doing the mascots these few days-will try to find the way to hang the backdrop on the wall, inside Dewan Gemilang-get the size of the stage from ER before doing the printing-think of something to do in every booth to attract visitors-Suggestions of activity at every booth: draw the picture (cartoon) of visitors, play some mini games, face painting, etc.-get video from Global Village MyLDS 2013 as reference (example: play the game before trying the food)

5) A.O.B. -Exchangers Assemble- OGX team will organize an info session on 20th March 2013 at 3B 301 with videos showing the world is in need and need our help, then each OGXer profile will be displayed, including AIESEC culture and how the ‘hero’ save the world, EB Sharings, 15 mins for how many universities in Malaysia and how many graduates are competing with you. -Theme: “Take you to where the world is going.”-Every OC send their AJK list that are free on the event day with time and send to Sook Hsen.-The next meeting will be held on the 12th March 2013 (Tuesday) 8.30p.m.-10.00pm at FSSK A3 412.


Prepared by,

_______________ (LOH WAI MUN)Organizing SecretaryGlobal Cultural Carnival (GCC)


Universiti Kebangsaan Malaysia (UKM)

Minutes of Global Cultural Carnival (GCC) 4 th Meeting


Time: 8.51p.m.-10.17p.m.

Venue: FSSK 3A 412

1) Order


2) Apologies

Donald Zeng LingChao is not coming because he is rushing on the department jobs.

3) Agenda

- Meeting called to order.- Apologies.- Remarks by OCP - Report by the Secretary.- Report from each portfolio’s chief.- A.O.B.- Remarks by GCC Advisor.- Announcement of next meeting.- Adjournment

4) Portfolios


-


-announce the attendance- information about coding for letter-announcement of news about endorsement by Pusat Kebudayaan UKM.


-get money from Seong Kiem


4.4 – External RelationsLi Xiao JiaChia Wei KangMohamed Nazmuddin Mohamed Saupi

-Wei Kang is in charge of the embassy team while Abraham is in charge of sponsorships.-Got respond from Embassies of four countries including Poland, Germany, South Africa and Romania.-Some of the embassies need send to send letter which mention about the reasons of organizing GCC, what outcome does we expect, etc, which will be done by this week-Went to Poland embassy today and will get the reply by this 2 weeks-can ask Poland ambassador to sponsor us some amount of money-sponsor from Poland either send representatives or sponsor us in terms of cash-we claim RM5k from Poland Ambassador and it’s confirmed that we will get at least RM3k and they will give us 10 materials for exhibition including traditional dolls, posters, postcards, videos, traditional costumes for 2 people to wear and walk around.-South Africa can’t participate due to their national day and they can provide postcard only, but not exhibition stuffs.-will meet Pusat Kebudayaan UKM tomorrow with OCP-finalized the proposal and will send to secretary-will direct approach this Thursday and Friday-Will phone up Yescare-four class of sponsorships: Premium sponsor-RM5000.00(pay in cash); Major sponsor- RM3000.00(pay in cash); Official Sponsor-RM2000.00(pay in cash); In Kind-RM2000.00(pay in cash)-try to get printing and t-shirt sponsorship


-though of making a 2D aeroplane for opening ceremony-aeroplane can include in backdrop-emcee script is prepared-Wai Loong as one of the emcees-ideas for usher shirts: air-stewardess-invitation to TNC and Ketua Pusat Kebudayaan is held on as the letters need to be seen by the advisor of GCC first-letter to MCP and invitation for other LC will be settled by COMM Department of AIESEC LCUKM.-Invitation to student representatives in UKM should be done by protocol department, get the full list from Hong Len-Survey on the price for banquet: Puri Pujangga too expensive, RM25 for Chancellery for 7 types of food which we can request from them-will discuss with KKM Caterings-signboards is in progress (had 2 designs)


-suggestion from AJKs to show what is GCDP other than cultural performance-show how the programme is going on during GCDP-show video on how they organize project, anything related to GCDP besides the culture-plan to ask international student to help doing the cultural videos-suggestion to replace with games if can’t find performances


-exhibition will stop when the program starts-have games before the program starts to fill the gap between exbition and starting of program


-two main coming event is Pusanika Booth and Exchanger Assembles-assigned members to promote the posters-Pusanika, thumb printing, photo shooting, selling voucher ticket-publicity is designing the ticket-need man power for promotion at Pusanika on 25th March for a week-need man power from OGX department for explaining things-will prepare backdrop for photo shooting-flyers will discuss with dean and booklet-colour and design of t-shirt will be confirmed tonight-get the contact of dealer for t-shirt from Sook Hsen-get program form Sook Hsen next week-Answer to “What is GCDP?” have to be finalized and upload for everyone to make a consensus-Oral promotion at faculty will be started after the booth promotoin at Pusanika-will confirm the number of people coming with logistic for the number of chairs from other LC.-Free ticket will be given out by having a small lucky draw for people at Pusanika-TM department is doing the survey form relating GCDP to give away the free tickets-suggest exhibition department to get some photos of progression as promotion-bunting will be prepared and hanged on the main road (3feetx1feet)-Pusanika booth can use items used from MyLDS 2013


CK is handling Logistic and Remy is handling Technical.-will be doing videos of introduction of EXCOs and AJKs, what is AIESEC-videos can get from the video making competition, refer Shen Feng-suggestion on the GCDP video can be made by interviewing the international students to attract international students to come on event day-allocate time for protocol video for opening ceremony (lifting of aeroplane)-prepare a place and transport for VIP for banquet-Video to introduce Excos-will make one day for everyone to take photos and videos-make a time for all AJK for photo shooting for introduction video-will work on promotional video for GCC


-Already started to do the model-Can only prepare model for South Africa (giraffe) to represent South Africa-after 20th March, OCP, Secretary and Treasurer will contact International student from Africa


-backdrop will change colour for the words are not eyes-catching enough-get item list by doing google doc.

5) A.O.B. -Got RM3000.00 from LCUKM. RM1000.00 will be given for exhibition. -Will have our supper after the next meeting.-Will have an AJK day, cooperate with TM department AIESEC LCUKM.-The next meeting will be held on the 21st March 2013 (Thursday) 8.30p.m.-10.00pm at FSSK 3A 412.


Prepared by,




Date: 21st March 2013

Time: 8.47p.m.-10.20p.m.

Venue: FSSK 3A 412

1) Order


2) Apologies Donald Zeng LingChao is not free. Aurora Trimasidy and Chia Wei Kang is absent as they went to Garuda Cup. Remyzen Bin Moksin is absent as he has to attend an event.

3) Agenda

- Meeting called to order.- Apologies.- Remarks by OCP - Report by the Secretary and Treasurer.- Report from each portfolio’s chief.- A.O.B.- Remarks by GCC Advisor.- Announcement of next meeting.- Adjournment

4) Portfolios


-There will be a meeting for all the AJKs on 27th March 2013


-announcement of attendance



- got responses from 8 countries – confirmed (5 of the 8 countries is in progress, 3 other countries are in the process of negotiating)-2 countries did not give any respond- Taiwan & Vietnam-contacted most of the country


Mohamed Nazmuddin Mohamed Saupi

Will call back Korea and china tomorrow or latest by Friday as last call was called from last Friday

-Turkey embassy: arranged to meet but due to miscommunication, have to meet again-every email should CC to partners (excos of the same department)-will discuss about Vietnam –as didn’t get respond form the embassy and since there’s no idea for exhibitionSponsorship: one of the AJK, Beh Lee Wen, secured a cosmetic company who agreed to sponsor some cosmetic for goodies bag; sponsorship from Red Bull is in the process of negotiation,-last week had some marketing, PIC for Air Asia is not in, thus not successful-change the strategy: instead of direct approach which is very costly, we call and email first, hopefully will bring in more company-food stall – out of man power, AJK commitment problem-media partner: lack of man power; purpose: to create the hype before the event starts-will discuss with AJKs first about food stalls-try to get more fly tickets for lucky draws: Air Asia, MAS-cheaper price


-Opening ceremony is in progress-emcee script is out, waiting for the program list before handing in to PRO-seeking for ways to find trainer-handling with TNC n KPK-invitation list for organization will be reconfirmed again-designs for souvenirs related to 10 countries for VIP-finding model for souvenir relating globe-banquet-ordered: KKM-RM9 per person-will use partition board for banquet


-suggested to invite Jinny Boy/FM DJ as attention grabber too-5 minutes earlier before VIP reach –have video on silent phone-singer haven’t decided yet-Germany performance-will be contacted again-Korea-7 dwarfs-sharing about GCDP-will try to find person to share(not necessary the same country)-lucky draw: first price-Ipad, 2nd price-Air Asia ticket, 3rd price: Nike, Adidas,-Ting Song will be doing the sharing about Poland-singer will be the climax-Suki Low from One In a Million-Fashion Show: some people wearing traditional costume and walk-every AJK will have painted face on the event day-ask Jaclyn from ball room dance do samba-at the entrance, there will be 2 girls ‘checking on the tickets’ and stamp-square dance would be outside the hall

4.7 – Publicity -Hong Leng will leave for course trip for this Sunday until the next



Wednesday-might not be able to promote at Pusanika due to limited place as all the place are fully booked for next week-a malay guy from KKM offers to share the place in Pusanika with RM400 at paras 3-promotion at pusanika including promotion on the carnival, RM 5- what programme, artis, food stalls, etc-have AJK standing in front of stairs n give flyers-booth: giving 15 free tickets away for the best 3 photos-ticket printing will be 5 tickets per page-next week will start giving flyers-poster and flyers design will be processed tonight, official bunting design would be alike with poster but longer-Shen Feng could help printing for the bunting-will finalize on the things to be explained as oral promotion-t-shirt-finalized the design, contacted the dealer and waiting for reply-confirm with the price and start printing by this week-Turkey and Vietnam promotion will be started by this Monday-GCDP photo liking competition-make announcement on the rules on choosing the best photos which is the most inspiring quotes


-sent the letter to JPPel and approved, will send the approved letter to related department-booked DG form 22nd -26th April 2013-will discuss about photo shooting with Remy and will be announced-prepare an oral announcement before ceremony starts like airport-ask about another set of PA system for outdoor square dance


-will try to finish 8 models by next week before April-Romania and Poland-might be doing large backdrops for photo shooting-Google doc to create the list for content for each booth-face illustration-invite from central market-OCP, Secretary and Treasurer will think about the things to do in exhibition

5) A.O.B. -The next meeting will be held on the 28th March 2013 (Thursday) 8.30p.m.-10.00pm at FSSK 3A 412.


Prepared by,

_______________ (LOH WAI MUN)Organizing SecretaryGlobal Cultural Carnival (GCC)


Universiti Kebangsaan Malaysia (UKM)



Time: 8.35p.m.-10.38p.m.

Venue: FSSK 3A 412

1) Order


2) Apologies Vivian is absent as she’s having artisukma performance.

3) Agenda


4) Portfolios


4.2 – SecretaryLoh Wai Mun4.3 – FinanceChoo Qian Wei

-announcement of attendance

4.4 – External RelationsLi Xiao JiaChia Wei KangMohamed Nazmuddin

-Progress is slow-AJK not responsive and didn’t committee-Abraham will start calling the company this week and supervise the process.-CK suggest to set a date for marketing selling and dateline for co-calling


Mohamed Saupi -Have few choices and not just focus on one-To set a lower target and target is based on yourself-Send the invitation for company to partner with AIESEC-Ting Ru suggest send letter to SME company as well, not just focusing on big company-9 countries (will contact Australia next week, contacted korea plaza in Ampang but no update)-3 countries did not give any respond- China, Taiwan & Vietnam-Australia will have printing material for exhibition-Planning to go embassy with AJK-Requesting for excuse letter-Requested for the amount of printing booklet-Food stall team-Need a formal letter from secretary for invitation-Urging for food stall, which is coming, and sponsorship.


-Everything in progress-VIP invitation, people will come but not sure who’s coming,- Showing VIP’s sign board-Participant’s sign board will be in 1.5 meter-Souvenir for VIP will be globe shape (just VIP, TNC, KPK)-Souvenir for sponsor, will request 10-15 flags from JPPel-Emcee script is almost done, waiting for program flow before handing in to PRO-Still looking for male formal emcee-Suggesting to use online system for SPA form in the ticket counter


-Confirmed performances: dancing calligraphy performance from Pusat Kebudayaan, Wayang Kulit (still need to negotiate the price), singer performance(Suki), Korea performance(7 drafts)-Requested international students for fashion show-Already come out with the story line but not confirmed yet-Requested to promote Suki new song (untuk kamu)-Tell Suki our event’s target and mission-Need protocol to prepare some simple food for the performers-Sarawak student need costume-Have no news for lucky draw suggest to use one special thing from embassy-Need manpower list, just let program department know although AJK is all full. e.g. time, number of people


-Confirm with dealer (epithnet) because they have the address-Hope can improve the quality for printing-Will be paying deposit to the dealer this Saturday-Start to promote Romania, Poland-Having negative feedback from student, spam too much on the country (like travel agent, selling the hot spot of the country)-Decide lesser picture for the remaining 4 countries-AJKs are posting pictures every minute-Ting Ru suggest to give more inspiring quote instead of just hot spot of the country


-Requested photos from ER on going to embassy-Requested more relevant pictures for GCC-Promote what we have in GCC! E.g.: Suki is coming.-Design for main poster is still in the progress-Main poster is using for bunting(100)-Will promote in UNITEN!- Will have 150 A3 poster-Requested everyone to spare one slot in the promotion booth-Post something around UKM-Digital board-Will be printing 1000 flyers in black and white! Promote in GCC and AIESEC-T-shirt will be done in less than 10 days-How should one person promote GCC not GCDP!-Entrance fees will be RM5!-Booth activity, photo session, ticket selling, and oral promotion


-Doing videos, will post the video to the OC page when it’s done-Will start doing the video for EXCO and AJK after holiday-Will settle things next week-Will prepare walkie-talkies(max number)-Still finding for projector screen and projector-Location of the projector depending on the screen projector-Suggest to contact KKM about the stage-Will borrow red carpet from UKM-Do the blueprint for the food stalls and all


-Haven started anything for Germany, Romania, and Poland-Stop the progression for few days and will start working again tomorrow and will finish everything before mid semester break-Requested for the size of the stage ASAP-Logistic only manage to get 10 exhibition boards-Will upload photo for model-Wei Kang suggested to make the thing grand because embassy is concern about the booth- Will use balloon to surround the DG and still thinking for something else


5) A.O.B. -Have a day to meet all the OC and AJK. -The next meeting will be held on the 3rd April 2013 (Wednesday) 8.30p.m.-10.00pm at FSSK 3A 412.


Prepared by,

_______________ (CHOO QIAN WEI)Organizing Treasurer Global Cultural Carnival (GCC)Universiti Kebangsaan Malaysia (UKM)



Date: 3rd Apriil 2013

Time: 8.39p.m.-10.20p.m.

Venue: FSSK 3A 412

1) Order


2) Apologies

Remyzen Bin Moksin is absent as he has to attend a programme. Abraham Li Xiao Jia could not attend as he was at KL by that time. Lee Sook Hsen is away from UKM for personal stuffs.

3) Agenda


4) Portfolios


-GCC AJK Meeting on 16th April 2013-OCP will do one agenda and each exco will in charge of one sessions during AJK day-will distribute tickets to each department for AJK to sell-reminder to update at FB OC Team during mid-sem break-reminder to OC Team to be aggressive in the FB AJK group-still dealing with the Indonesia performance


-prepare certificates for emcees, performers and narrators because don’t have LC



4.4 – External RelationsLi Xiao JiaChia Wei KangMohamed Nazmuddin Mohamed Saupi

-haven’t get money-got rejected by 2 companies-went to Korea embassy- can give some materials for games and can provide some printed materials, Korea fan, and two pieces of costumes, will try to negotiate for more pairs as it’s deposit based-went to Korea society, Korea class/school-considering for food stalls:-most of the restaurants are non-Halal-McD can provide voucher for participants (RM5), no need to include their logo for any publication-CLARA: Abraham contact most with Lee Wen-Indonesia embassy: will try to ask Indonesia students in UKM to help us as not contacting the Indonesia embassy-booth for exhibition: postcards, pictures, display materials can get from embassy-POLAND: can prepare food for us, confirmed coming, they will design their own booth, need to confirm about transporting the materials and food-GERMANY: don’t have culture things, no money-marketing operation will be carried out on Friday by Abraham and Ting Song.-OCP will be going to central market-Iran things are easy to find-central market and Petaling streets have many S&E things and traditional things.-will try to ask about stamps from embassy-will contact A&W for RM5 per set for food stalls-embassy will send employee as representative to the event


-posted protocol department progression into OC team group-opening ceremony and signboard has been confirmed-need 2mx3m table for signboard-invitations: just confirmed with the secretary for TNC, TNC will come in person unless he got Kementerian meeting-Ketua Pusat Kebudayaan(KPK): if no speech session for him, he won’t come, will confirm again after mid-sem break- TNC, KPK, Guo Zhang, OCP, MC Representatives as VIPs-LCP will contact Guo Zhang again to confirm the schedule-will invite Iran Society too-OCP will CC to Peksi about invitation to China Society-Indonesia members will come (around 20 people)-Emcee: formal emcee script(English and Malay) is handled by Peksi, Sean Lee and Yong Shi as for formal emcee, Wai Long and Malynda will be the informal emcee-ask Ming Chai or Shen Feng to train emcees-usher settled


-souvenirs: try to apply from JPPel like photo frameBanquet: ordered five from VIP-discuss with programme about number of performers for food-lucky draw box will be prepared by protocol


-Artisukma has confirmed to perform three performances: one dance involving three races performance, one musical instrument performance, and one welcoming performance.-requires a small lorry to transport musical instruments-Sarawak performance has changed to Sabah performance from UKM (RM100)-Wayang kulit performance has changed to Silat from UKM (RM80)-Certificate and food is required for performers to get lower price-Aurora will try to ask performers from Garuda Cup event as Indonesia performance-Tentative will be changed as Artisukma request time for solat-would confirm the blueprints and size of stage with CK again to know how the musical instrument being placed-have to reconfirm the total number of performers again for food and certificates-silat performance are not really related for cultural performance and not recommended-try to deal with artisukma again for more performance like performance for other country (eg: Vietnam ,etc)-reconfirm about musical instrument if they need plug and update CK-have to include one session for GCDP Photo Competition winner announcement-confirm the songs of performers (make sure is suitable and not too boring)


-just started the booth this week-so less people come to help, cause the booth to start late and less efficient-final poster for event is in the process and will be coming out tonight-Hong len will invite the winners to the event-department ajk will decide the winners-digital board in AIESEC Malaysia page will be started-asked Sook Hsen to promote event in MIDAS and UKM Radio too-after 12 days the t-shirt will be out-stamps for each country for booth-will not provide transportation as requested by INTI-Lim Kok Weng has not reply yet-UNITEN, MMU, UNITEN, MSU, New Era are invited-invitation to each LCP will be sent by LCP Tan Kar May-Booklet: the content will be handled by Hong Len, Dean will try to help and improve in the designs later-update OCP about the price for stamps for exhibition booth-can start create event in FB to start inviting people after come out with the poster, every Exco try to invite their friends-can ask the touching video from exhibition department for publicity-suggestion to promote at PTSL, faculty and College after mid-sem


break


Logistic update:-transport from 5pm-8.30pm can’t secure any bus-can provide bus (at least one) to fetch people back starts from 11pm.-try to ask for bus price from outside (budget under RM150 each bus)-things that is secured: 5 sofas for VIPs, plastic chairs-300, small platform (1.2x1.4x0.12m height)-4, canopy (6mx6m)-10, papan pameran (1.2x1.2x1.8)-10, meja bulat jamuan -1 for vip, 1 for dancer, meja pameran-20 (long and can flip one),-PA system-1 set, can get 1 day before event, (check on the standard)-get 3 microphones (try to get wireless microphones)-try to appeal for more-canopy fans-10, lights-20, DVD player-1, podium-1, projector-2, tripod screen-2, speakers(pembesar suara)- 2, walkie-talkie 8 (not confirmed)-lightning for performance still on the process, try to ask Pusat Kebudayaan-try to apply for cushion chairs-application for another 200 chairs and 10 papan pameran is in the process-stage: survery price 10mx10mx1m-RM3k, stairs included cover, still trying to negotiate for the stage5mx10mx1m-backdrop: haven’t think how to hang the backdrop-try to ask KKM for partition board-prepare a map to Dewan Gemilang-try to borrow form DECTAR for red ropes for protocol-request tray for protocol-request form programme to prepare small lorry to transport musical instrumentsTechnical:-try to use airplane mode instead of silent mode-reminder to prepare every slides for every performance


- finished 2 models: Turkey calligraphy art, Korean Traditional Costume-another 2 almost finished: kangaroo (Autralia), panda (China)-giraffe just started, Taipei 101 (30%),-3 models haven’t start yet :Romania, Poland, Germany-photoshotting backdrop-Vietnam costume almost finished-can start setting and decorate on 22nd April onwards-booth backdrop 9x4m RM30 each (RM300 for 10 countries)-will go DG to measure how big is the size of the booth-mascot for Eddie: no idea how to do, (requires RM1000 if need people to do)-cooperate with Wei Kang for the things to put in booth to know how to place the materials-backdrop will be in 2D only


-need some narrator for Seed Of Hope Exhibition: OCP will forward the list for narrator to Shen Feng.-need powerful speaker for each booth (10 AIESEC-ers)-Seed of Hope: Make a board for them to write their wish.

5) A.O.B. -if anyone contacted any other external relations, must tell ER.-make AJK know more about GCC in the FB GCC 2013 AJK Team group. -a schedule is made to promote in AJK group: Monday-Publicity, Tuesday- External

Relations, Wednesday-Protocol, Thursday-Programme, Friday-Technical, Saturday-Exhibition

-The next meeting will be held on the 16th April 2013 (Tuesday 8.30p.m.-10.00pm at FSSK 3A 412.


Prepared by,



· web view-can get info from info sharing session on 13th march 2013 by aiesec ogx department...

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