ONE 2009

CORPORATE COMMUNICATIONS UNIT

STANDARD OPERATING PROCEDURES

SOP (CCU) (V1) August 2008

TABLE OF CONTENTS
A. INTRODUCTION......................................................................... 2
1. 2. 3. MISSION AND VISION .................................................................................... 2 GENERAL .................................................................................................... 2 ORGANISATIONAL STRUCTURE OF CCU ........................................................ 2

B. INTERPRETATIONS................................................................... 3
4. 5. DEFINITIONS ................................................................................................ 3 ABBREVIATIONS .......................................................................................... 4

C. OBJECTIVES.............................................................................. 4 D. SCOPE........................................................................................ 4 E. FUNCTIONS ............................................................................... 5
8. ADVERTISING .............................................................................................. 5
8.1. 8.2. 8.3. Scope ......................................................................................................... 5 Advertisements in Newspapers ............................................................... 5 Advertisements in Directories.................................................................. 6 Scope ......................................................................................................... 6 Branding .................................................................................................... 6 Corporate Souvenirs................................................................................. 7 Print Materials ........................................................................................... 7

9.

CORPORATE IDENTITY .................................................................................. 6
9.1. 9.2. 9.3. 9.4.

10.

EVENTS ................................................................................................... 8
Scope ..................................................................................................... 8 MMU Events ........................................................................................... 8 Student Events .................................................................................... 10 Special Events ..................................................................................... 11 MoU/ MoA............................................................................................. 13 Scope ................................................................................................... 14 Normal Visits ....................................................................................... 14 VIP Visits.............................................................................................. 15

10.1. 10.2. 10.3. 10.4. 10.5.

11.

VISITS ................................................................................................... 14

11.1. 11.2. 11.3.

F. APPENDIX A ............................................................................ 17 G. APPENDIX B ............................................................................ 18 H. APPENDIX C ............................................................................ 19 I. APPENDIX D ............................................................................ 22

1

priorities and morale.SOP (CCU) (V1) August 2008 A. 2. 3.2. The Corporate Communications Unit’s mission is to provide extensive coverage. 2. CCU shall report directly to the Senior Director of Operations on all matters. and to promote publicity on the successful development of wealth of resources in education and training. At the same time. The organisational structure of CCU is as set out in Appendix A. in its strive to achieve its mission of projecting Multimedia University as the centre for educational excellence domestically and internationally. Mission and Vision 1. To be the key division that provides commitment to excellence. Corporate Communications Unit strives to project the University as a world-class institution. INTRODUCTION 1. capable of standing on par with other internationally acclaimed tertiary educational institutions of the highest calibre. practices and procedures in relation to all work and other related matters handled by CCU. which includes all faculties. departments and units etc. assisted by the Assistant Managers and supported by administrative staff.3. regulatory or governing document.3. memorandum or guidelines issued by the Management of MMU from time to time including any amendments and variations thereto. CCU is headed and managed by the Head of CCU. concerns.2. All staff within CCU.1.4. The CCU shall adopt and incorporate this SOP as part of the CCU’s standard policies. 2 . including the Head of CCU. 2. Apart from CCU. 2.1. are required to adhere to and comply with this SOP in their day-to-day business operations. 2. expectations. General 2.1. This Standard Operating Procedure (SOP) has been drawn up by the Corporate Communications Unit (CCU) of Multimedia University (MMU) and is enforced with effect from 1/1/2009. This SOP shall be read together with TM’s Subsidiary Policies and any other administrative. Organisational Structure of CCU 3. 3.2. this SOP is also intended to serve as a guide to all other departments within MMU.5. with a balance of values. 3. 1.

promote. or function organised by MMU on a yearly basis. etc. MMU Events Officer Special Events Student Events Any occasion. including but not limited to Open Day. gathering. In this SOP. under the supervision of STAD Any material produced by the Corporate Communications Unit printed to inform. Ambassadors. or function The Department to which the event belongs to All Deans. These include. Convocation Assistant Manager or staff in charged of the event or task Any non-recurrent MMU event. happening. but are not limited to prospectuses. or publicise any matters relating to Multimedia University and its courses. government or corporate bodies. or function organised by MMU students. Any stopover from embassies. Definitions 4. happening. INTERPRETATIONS 4. Departments.SOP (CCU) (V1) August 2008 B. unless the context otherwise requires. happening.1. Unit. happening. institutions and universities University Literature Visit 3 . create awareness. flyers. Directors and Heads within MMU Any stopover from the Ministry. Chancellors/ Vice Chancellors/ Rectors from Public/ Private Universities Any occasion. collaboration partners. and events and activities. or function occasion. pamphlets. gathering. top management of government and corporate bodies. gathering. Registration Day. gathering. and Any occasion. handouts. Centres within MMU Divisions. have the following meaning: Department Event Event owner Head of Department High-level Visit Faculties. the following terms and expressions shall.

3. D. assistance and other related services from CCU.2. consultation. 6. OBJECTIVES 6. efficiency and consistency by CCU in carrying out its respective functions and duties. to establish a framework of standard process flows and procedures to be adopted by CCU in all related matters. and support to any Department that may request or require the same from CCU from time to time.1.5. 6. CCU is responsible for providing assistance. faculties and units in MMU on the policies. to provide guidance and awareness to all departments. to ensure proper management. Abbreviations 5. practices and procedures of CCU. to outline the underlying policies and principles of CCU.4. 6. to ensure that staff of all departments as well as students in MMU are aware of and will comply with the relevant process flows and procedures for seeking advice. 4 . The scope of processes outlined in this document shall include the primary functions of CCU including but not limited to: Advertising Corporate identity Events Visits 7.1. SCOPE 7. The objectives of this document are: 6. 6.1.SOP (CCU) (V1) August 2008 5. The abbreviations used in this SOP are as follows: CCU FMD HOD IICU MMU MPU NTU PO STAD SEC Corporate Communications Unit Facilities Management Division Head of Department Internationalisation and Institutional Collaboration Unit Multimedia University Multimedia Product Innovation Unit Network and Telecommunications Unit President’s Office Student Affairs Division Security Division C.

FUNCTIONS 8. Prepare finance/ purchase documents and submit to Finance Division for payment. E. Advertising initiated by CCU Request for Direct Purchase Approval from Finance Division.SOP (CCU) (V1) August 2008 7. Advertisements in Newspapers 8.g. Approve space and cost of advertisement.1.1. Prepare Attachment C for payment.2. The printing of advertisements are divided as follows: In newspapers In directories 8. Approve space and cost of advertisement. CCU’s branding unit will go through ad to ensure that it projects the right MMU image and complies with MMU’s brand manual.g. CD Advertising).2. Advertising initiated by other departments Receive request from other departments for printing of advertisement. Zenith). Develop content and send to ad agency for design. Design for advertisement done by ad agency (e. Design for advertisement done by ad agency (CD Advertising). Agency will send advertisement to CCU for approval. Develop content and send to ad agency for design. Agency will send advertisement to CCU for approval. A report will be prepared at the end of each month to indicate the frequency and cost of advertising. CCU’s branding unit will go through ad to ensure that it projects the right MMU image and complies with MMU’s brand manual. Choose a newspaper and determine type of advertisement. Advertising 8. 8.2. Scope The scope outlined in this document includes the roles and job functions of the officer in charge of the printing of advertisements.2. Wait for invoice. Book advertising space with relevant newspaper (through agency: e. 5 . Book advertising space with relevant newspaper (through agency: Zenith).2. CCU shall be responsible for the smooth running of the primary functions and shall be implemented based on the work flow and procedures indicated herein.

Prepare finance/ purchase documents and submit to Finance Division for payment. A report will be prepared at the end of each month to indicate the frequency and cost of advertising. and other details. tagline.1. send a rejection letter to the vendor. This would take anywhere between 3 – 5 days. Scope The scope outlined in this document includes the roles and job functions of the officer in charge of MMU’s corporate identity. Branding 9. Advertisements in Directories 8. banners. 6 .1. Send a confirmation to vendor once Direct Purchase is approved.2.3. If approved.SOP (CCU) (V1) August 2008 A report will be prepared at the end of each month to indicate the frequency and cost of advertising. letterheads. Printed materials Receive proposal from other departments for printing – name cards. MMU’s corporate identity encompasses the following: Branding Corporate Souvenirs Print Materials 9. Prepare Attachment C for payment. Prepare write-up if necessary – depending on directory. Send materials to vendor.2. 9. Wait for invoice. If rejected. envelopes. CCU’s branding unit will study the proposal to ensure that the soon-to-be printed item projects the right MMU image and complies with MMU’s brand manual. posters.1.3. Design layout for advertisement. Advertising invitation from vendors Receive quotation from vendors. Branding officer will advise on the appropriate use of MMU logo. proceed to request for Direct Purchase Approval from Finance Division. colours. etc. Corporate Identity 9. Study and recommend quotation. 8. CCU’s branding unit will go through ad to ensure that it projects the right MMU image and complies with MMU’s brand manual.

Branding officer will take final look on item before confirming and approving design. Once approval is given.SOP (CCU) (V1) August 2008 The relevant department will make the changes in the design if necessary.3.2. If souvenirs are new orders. Get approval of HOD on suggested souvenir. Items are delivered together with Delivery Order (DO) and Invoice.3. Vendor prepares souvenir items.1. students. Request for corporate souvenirs from other Departments Receive request from other Departments.4.5 days. Corporate Souvenirs 9. Identify materials to print/ reprint. normal visitors. Souvenir items to be distributed to the relevant departments when necessary/ requested for. 9. request for purchase either through EPS. normal souvenirs. Provide the required amount of souvenirs to the departments. Determine level of visitor to decide type of souvenir suitable: VIP.3. Once vendor has been selected. Print Materials 9. Discuss design concept and layout with HOD and relevant departments.4. Prepare Attachment C for payment. 7 . Purchase of corporate souvenir items Determine level of souvenir items to purchase: VIP souvenirs. relevant departments may print their item. If souvenirs are repeat orders. Souvenir items are stored in Cyberjaya and sent to Melaka campus. Finalise specifications for vendors or for in-house printing team.1. Pre-printing Perform stock check and monitor movement of publication items. 9. to request for Direct Purchase Approval from Finance for the purchase. etc. Send all relevant documents to Finance to ensure prompt payment. low-end souvenirs. manual quotation or direct purchase depending on item to be printed. Process may take anywhere between 3 . Prepare/ update contents with the assistance of the relevant departments. 9. certify souvenirs and confirm the placement of the MMU logo and other details with the branding unit. Perform stock check on souvenir items at the end of every week.

Vendor to print by due date given.2. and warranty period (if any). 9. Prepare finance/ purchase documents while waiting for publication items. Publication items to be distributed to the relevant faculties/ centres. Send to faculties or relevant centres for approval. Post-printing Items are delivered together with Delivery Order (DO) and Invoice. Get second draft. Final vetting of mock-up before printing.2. MMU Events 8 . 9. Meet with selected vendor to brief on publication item and agree on timeline.3. If rejected. make changes to draft and send back to vendors for amendments. send back to vendor for mock-up. Vendor prepares mock-up of publication items. Events are divided as follows: MMU Events Student Events Special Events MoU/ MoA 10. A report will be prepared at the end of each month to indicate the type. Printing Provide vendor with content for publication items. If approved. frequency and cost of printing 10. Publication items are stored in Cyberjaya and sent to Melaka campus.4. validity of quotation. Get first draft and carry out first round of vetting. Repeat till draft is approved and correct.1. date of delivery.SOP (CCU) (V1) August 2008 Request for purchase either through EPS. Send all relevant documents to Finance to ensure prompt payment. Select the most suitable vendor for the printing job in terms of price. manual quotation or direct purchase depending on item to be printed. Scope The scope outlined in this document includes the roles and job functions of the officer in charge and the arrangements required to handle an event.4. Events 10. Certify mock-up and send back to vendor. and carry out second round of vetting.

Conduct final meeting with all committee members for any last minute updates or changes. note to editor and press release. Event committees will be formed. technicians and MCs are at the venue at least half an hour before the event.2.2. tagging/ place cards. posters. robes and towels. Pre-Event Event owner will inform CCU of the event earliest possible before the event. Confirm that photographer/ camera person. NTU. Check that furniture has been arranged according to agreed layout. and Departments that would be involved in the event. Conduct rehearsals before the event to identify any flaws and incidents that should be avoided during the event. • Promotional materials (i. Call vendors for quotation(s) on souvenir items based on the agreed budget and to get approval from Finance department to proceed. flow of event and other details. CCU to prepare invitation letters/ cards.e.SOP (CCU) (V1) August 2008 10. The formation usually consists of the event owner. Prepare tagging/ place cards and programme books Purchase miscellaneous housekeeping items for VIPs such as titbits. buntings.2. • Budget and cost centre(s) involved • Job distribution and manpower Invite guests and press to event. Ensure that refreshments. toiletries. banners. Identify master of ceremony (MC) and prepare salutations and speech for the event. slippers. montage and/ or backdrop) • VIP(s) and guest souvenir. 10. and to update everyone with the layout. air freshener. Event committee to decide on: • Event venue • Event concept and theme • Event itinerary • Invitation list • VIP to be invited as guests or official • Refreshment menu. Make sure that AV equipment are switched on and in good working condition. Event Day CCU personnel to visit venue one hour before the event. FMD. Call vendors for quotation(s) on promotional items based on the agreed budget and to get approval from Finance department to proceed. programme books and table cloths/ skirting are arranged at their respective places.1. Prepare layout of the event venue once the venue is confirmed. fancy toilet rolls. 9 . Call caterers for quotation(s) on refreshments based on the agreed budget and to get approval from Finance department to proceed.

to provide guidance and to assist STAD in monitoring the event.1. organised with the assistance of STAD. CCU will act in the advisory capacity. All student events would have rehearsals. guests. 10. 10 .3.3. Request for any documents and sponsorship letters. Documents will be given through the STAD officer using the form from STAD. in terms of protocol. Event Day On the event day. • Media – CCU personnel to take care of media registration counter. and other pertinent details. students must bring the tentative programme.3.2. CCU should call for a separate meeting with the students to discuss the coordination of the event. flow of the event. Student Events 10. 10. Pre-Event Receive notification of the coordination meeting for the event. Notification released by STAD officer. Attend coordination meeting to get info on event and to provide assistance to students. seating arrangements.3. Post Event Report has to be completed within 3 days after the event. usher duties. Post Event Report has to be completed within 3 days after the event. CCU to manage the ushers. • Programme flow – CCU to be aware of the agenda of the event and should be prepared to advice working committee members and guests. for vetting.2. 10. colours and other details.SOP (CCU) (V1) August 2008 Check that caterers are on standby at least one hour before the ceremony.3. This means any write-ups prepared by the students have to go through CCU. to be checked by CCU’s branding unit to ensure the proper use of the MMU logo. CCU would be on hand to advise students on seating arrangements.3. 10. media and the programme flow: • Ushers – CCU to make sure ushers take care of the VIP guest(s) that has been assigned to them. ushers and other details as necessary. • Guests – CCU to make sure ushers seat guests according to the agreed seating layout. (Appendix C) During the meeting. During rehearsals. (Appendix B). montage and other materials which they will be using. backdrop. emcee text. emcee speech.

Call vendors for quotation(s) on promotional items based on the agreed budget and to get approval from Finance department to proceed. montage and/or backdrop) • VIP(s) and guests souvenir.1. toiletries. slippers.4. robes and towels. • Promotional materials (i. CCU to advice on content and directions CCU to confirm on design and pass design to vendors for printing. Pre-Event CCU to be notified of event at least 4 weeks before the event. CCU to advice and prepare seating plan and layout of venue. Prepare tagging /place cards and programme books Purchase miscellaneous housekeeping items for VIPs such as titbits. CCU to prepare invitation letters/cards. Special Events 10. note to editor and press release.e. CCU to advice on requirements and layout of venue. Call vendors for quotation(s) on souvenir items based on the agreed budget and to get approval from Finance department to proceed. CCU to set up a working committee of representatives from the above mentioned departments. • Budget and cost centre(s) involved • Job distribution and manpower Invite guests and press to event. • STAD – invitation of students as guests or for assistance. • Photographer and/or camera person. CCU to make sure the following areas of preparation are fulfilled: • FMD – venue cleanliness. CCU to check venue at least 2 hours before event. furniture and electrical functions. • NTU – audio visual and other technical requirements.4. Identify master of ceremony (MC) and prepare salutations and speech for the event. buntings. • MPU – design of promotional materials. posters. banners. 11 . air freshener. Call caterers for quotation(s) on refreshments based on the agreed budget and to get approval from Finance department to proceed.SOP (CCU) (V1) August 2008 10. fancy toilet rolls. Event committee to decide on: • Event venue • Event concept and theme • Event itinerary • Invitation list • VIP to be invited as guests or official • Refreshment menu. CCU to check AV and technical requirements on site at least 2 hours before event.

4.4. Ensure that refreshments. Check that caterers are on standby at least one hour before the ceremony. Confirm that photographer/ camera person. Post Event Report has to be completed within 3 days after the event. 10. Make sure that AV equipment are switched on and in good working condition. • Programme flow – CCU to be aware of the agenda of the event and should be prepared to advice working committee members and guests. • Ushers – CCU to assign ushers to their guest(s) prior to the event day. tagging/ place cards. guests.3. • Media – CCU personnel to take care of media registration counter. Check that furniture has been arranged according to agreed layout.SOP (CCU) (V1) August 2008 • • CCU to advice on manpower requirements. • Guests – CCU to make sure ushers seat guests according to the agreed seating layout.2. CCU to advice PO. location of toilets. staircase. 12 . STAD to make necessary arrangements with students. 10. CCU to call for a run through of event flow at least one (1) day before the event:• All units to be on standby and rectify any problems that occur. Event Day CCU personnel to visit venue one hour before the event. PO – provide speech for President/ VIP based on the content that CCU prepared. technicians and MCs are at the venue at least half and hour before the event. i. programme books and table cloths/ skirting are arranged at their respective places. • Media – CCU to prepare media registration counter. guests. • CCU to check venue and the working order of facilities. • CCU to familiarise with the venue layout. • Guests – CCU to advice ushers on the seating arrangements prior to event day. media and the programme flow: • Ushers – CCU to make sure ushers take care of the VIP guest(s) that has been assigned to them. CCU to manage the ushers. • Programme flow – CCU to distribute a detailed agenda to committee members and working committee at least 1 day before run through day. media and the programme flow on the day of the event. fire exits.e. CCU to manage the ushers.

CCU to prepare: • Invitation letters/ e-mail.5. banners. Contact caterers for refreshment according to agreed budget and menu. Inform the relevant parties for campus tour. Contact MPU for design of promotional materials (i.e. • Note to editor and press release CCU to prepare MoU/ MoA paraphernalia: • 2 fountain pens • 2 blotters • 4 folders • 2 pen holders • place cards • signage • 2 or 4 copies MoU/ MoA documents from IICU Prepare programme book according to agreed agenda. posters. posters. Inform FMD on furniture rearrangements and provide a seating layout for their reference. montage and/ or backdrop) • Souvenirs for signatories. Send the presenter an updated version of MMU Overview presentation slides. Inform NTU for AV (PC. buntings. MoU/ MoA 10.SOP (CCU) (V1) August 2008 10. VIP and guests • Budget and cost centre(s) involved • Job distribution and manpower If required. banners. 13 . Projector and microphone) requirements. Prepare souvenirs for signatories.e. Provide souvenir trays. CCU to invite guests and press to event. VIP and guests within the agreed budget. Inform FMD for lift operator. montage and/ or backdrop) and for photographer and/ or cameraman. Pre-Event CCU to be notified of event at least 2 weeks before the event.1. buntings. CCU to meet up with the parties involved in the ceremony for a joint discussion on the following items: • Ceremony venue • Invitation list • Signatories • Agenda • VIP to be invited as guests or official • Refreshment menu • Promotional materials (i.5. decoration flowers and media registration counter. Inform Security for road signage and escort service for VIP.

Visits are divided as follows: Normal Visits VIP Visits 11. pass MoU/ MoA documents to IICU personnel. • Two CCU personnel to blot and exchange MoU/ MoA documents between the signatories and witnesses. as well as between the two parties signing.5. Record in the visit book. Book the visit venue and refreshment. 10. Confirm that signatories. campus tour presenters. send a gentle reminder to all parties involved to ensure everyone is prepared.5. Identify the level of importance. • Cameraman/ photographer to capture photo of the handshake of two signatories with the backdrop in the background or the witnesses and guests from both parties. Check that caterers are on standby at least one hour before the ceremony.2.2.3. technicians and lift operator are at the venue at least half an hour before the visit.2. photographer/ cameraman. During the ceremony. Scope The scope outlined in this document includes the roles and job functions of the officer in charge and the arrangements required to handle a visit. Report has to be completed within 3 days after the event. 11.1. Normal Visits 11. Upon assignment by HOD Confirm the acceptance by sending a confirmation letter or email.SOP (CCU) (V1) August 2008 A day before the visit. Visits 11. Post-Event After the ceremony. Make sure that AV equipment are switched on and in good working condition. Ensure that refreshments. Identify objective of the visit.1. 14 . programme books and other signing paraphernalia are arranged. 10. Event Day CCU personnel to visit venue one hour before the event. tagging/ place cards. guests.

2. Prepare souvenir within the budget that has been approved by HOD. Post Visit Report has to be done within 3 days after the visit. 11. Record in the visit book. 11. campus tour presenters.2.2. Get non-executives’ assistance to print the programme books and to prepare the information kits. Request for Campus Tour from faculties for labs and Digital Library.SOP (CCU) (V1) August 2008 Plan for the visit agenda. 15 . Upon assignment by HOD Confirm the acceptance by sending a confirmation letter or email. Plan for the visit agenda. Choose the caterer can offer food within the budget. Day before the Visit Send a gentle reminder to all parties involved with the visit to ensure all preparations are done as planned. (Appendix D) 11.3. Use visit checklist form to ensure all arrangements are done. visit facilities and lift operator (FMD).3. Request for Campus Tour from faculties for labs and Digital Library. Switch on all AV equipment (PC. VIP Visits 11. Wait for the guests. Day of Visit Check visit venue one hour before the visit. panel to invite and get HOD approval.3. Call caterers for refreshment IF there is refreshment provided. Inform panel. Arrange the programme books and information kits. Update the MMU Presentation Slides and perform a test run of the MMU Corporate Video.4. Projector and microphone). Cameraman (MPU). Check the visit venue arrangement. visit facilities and lift operator (FMD). and technician to be at the venue at least half an hour before the visit. Technician (NTU) and Security for road signage.1. Invite panel to attend the visit by sending an email at least 3 days before the visit. panel to invite and get HOD approval. Technician (NTU) and Security for road signage and escort.2. 11. Identify objective of the visit. Call for refreshment quotation. Book for the visit and refreshment venue IF necessary. To inform panel and campus tour presenters IF the guests arrive late. Identify the level of importance. Invite panel to attend the visit by sending an email at least 3 days before the visit.

Check the visit and refreshment venue: sofas/ settees. chairs and flower arrangements.2. Projector and microphone).4. Day before the Visit Send a gentle reminder to all parties involved with the visit to ensure all preparations are done as planned. and lift operator to be at the venue at least half an hour before the visit. Arrange the programme books and corporate folders. Wait for the guests. cameraman. Get 3 quotations for refreshment. Use visit checklist to ensure that all arrangements are done. technicians. Update the MMU Presentation Slides and perform a test run of the MMU Corporate Video. Call caterer for refreshment IF necessary. Post Visit Report has to be done within 3 days after the visit. 11.3.3. Inform panel. 16 . Day of Visit Check visit venue one hour before the visit. programme books and corporate folders. 11.SOP (CCU) (V1) August 2008 Get non-executives’ assistance to print the programme book and to prepare the corporate folder. Prepare souvenir within the budget that has been approved by HOD. Choose caterer that can provide food within the budget.3. Arrange the tagging. campus tour presenters. Switch on all AV equipment (PC. To inform panel and campus tour presenters IF the guests arrive late.3. (Appendix D) 11.

Manager Visits & Events Melaka Clerk Cyberjaya Clerk Cyberjaya Clerk Melaka 17 . A&P Cyberjaya Asst. Manager Visits Cyberjaya Asst. APPENDIX A ORGANISATIONAL STRUCTURE Manager Head of CCU Secretary Asst. Manager Event Mgmt Cyberjaya Asst.SOP (CCU) (V1) August 2008 F. Manager Press & Publication Cyberjaya Asst. Manager Branding.

SOP (CCU) (V1) August 2008 G. APPENDIX B STUDENT ACTIVITIES INFORMATION FORM STUDENT AFFAIRS DIVISION Student Activities Information Form Event Name Date Time Venue Expected VIP Summary Department / Unit STAD : : : : : : Comments/ Remarks Signature and Stamp CCU PO 18 .

INVITATIONS Guest List Mailing List Design Invitation Letters Invitation Cards RSVP (One Week Before Event) PRE-EVENT PREPARATIONS Agenda MC Text Salutation Speech VIP / President Programme Book Foreword Signature of VIP Agenda Picture Write-Up Guest Book VIP Souvenir Etching of VIP Souvenir PRESS ARRANGEMENTS Press Registration Table / Chairs Press Registration List Note to the Editor Press Kit Press Release Speeches 3. 19 . PUBLICITY MATERIALS Banner Flyer Poster 2.SOP (CCU) (V1) August 2008 H. PARTICULARS ACTION BY COMPLETION DEADLINE REMARKS 1. APPENDIX C CHECKLIST FOR STUDENT ACTIVITIES NO. 4.

Rostrum . 7.Plants Tagging .VIP / President / Organizing Chairperson / MCM / Press Logo Backdrop Coffee Table with table cloth Flowers Coasters Mineral Water and Glasses Chairback VENUE FOR REFRESHMENTS Layout . VENUE FOR MAIN EVENT Layout .SOP (CCU) (V1) August 2008 .Seating of VIP/President / Organizing Chairperson/ MCM/Press .President Relevant Flyers / Brochures Souvenir 5.Stage .Minister .VIP / President / Organizing Chairperson / MCM / Press Flowers Table Cloth Serving Dishes/VIP Table Cutlery Mineral Water and Glasses Coasters HOLDING ROOM Sofa Chair back Flowers Table Cloth 6. 20 .Seating of VIP/President / Organizing Chairperson/ MCM/Press .Caterer’s Set-Up/Serving Area Tagging .

21 . VENUE FOR PRESS CONFERENCE Table Cloth Sofa / Chairs Flowers Mineral Water/Glasses/Coasters POST-EVENT ARRANGEMENTS Certificate of Appreciation Return of ALL borrowed items 9.SOP (CCU) (V1) August 2008 Mineral Water and Glasses Coasters 8.

SOP (CCU) (V1) August 2008 I.Escort No. Email circular to panel – inviting to attend the visit. cleanliness. One assigns reply for visit confirmation to guests.Objective of the visit . 10.Discuss with HOD Update MMU Slides/ Video Agenda (who else to invite) Souvenir . of students from the visitor’s country List of International Students 3.Photographer & presentation Refreshment . 7. . 11.Lift.Who to invite? . standby NTU . 9. 6.Venue & Food Tagging Security . 22 . 2. 8.To standby for any technical emergencies MPU .MMU Business Unit/ Souvenir Shop Email to request set-up: FMD .High Level/ Normal . 4. 5. APPENDIX D CHECKLIST FOR VISIT 1.