Bachelor of Business Administration (Hons)

BBT 2343 EVENT MANAGEMENT

GROUP ASSIGNMENT

EVENT POST-MORTEM REPORT

[ MOTIVATIONAL TALK EVENT MANAGEMENT ]

Submitted by:
Student Name : Ammara Yasmeen Liew Binti Abdullah
: Marlina Binti Haji Jamail
: Ayuni Amirah Binti Rahman
: Norsyarfa’ Syairah Aimi Hanisah Binti Awang Masyadi

Batch Code : BBA YR1 2002E / BBA YR1 1902E

Submitted to:
Unit Lecturer : Mr. M. Senthil Kumar
Date of Submission : 1st March 2023

FACULTY OF BUSINESS. BBT2343 EVENT MANAGEMENT

INTERNATIONAL GRADUATE COLLEGE STUDIES BRUNEI DARUSSALAM.
LIMKOKWING UNIVERSITY

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 TABLE OF CONTENT

1.0. INTRODUCTION 4
1.1. Goals and Objectives of the event 4
2.0 EVENT SUMMARY 5
2.1. Pre-Event Management Process 5
2.2. Date and Time 6
2.3 Event Venue 6
2.4 Segmented Target Market / Audience 6
2.5 Profile of the speaker 7
3.0. ORGANIZATIONAL STRUCTURE 7
3.1. Actual Event Division of Roles and Duties 7
3.2. Member & Student’s Councils tasks 8
3.3. Event Sequence 9
3.4. Venue Preparation 9
3.5. Event Dry Run 9
3.6. Actual Day of The Event 9
3.6.1. Timeline of activities throughout the event 9
3.6.2 Event Floor Plan 11
3.6.3. Registration and Door gift 12
3.6.4 Event Venue Checklist 14
3.6.4. LOGISTICS PRODUCTION SCHEDULE 16
4.0. MARKETING PLAN 20
5.0. EVENT EXPENDITURE 20
6.0. EVENT GANTT CHART 24
7.0. AD HOC TASKS AND PROBLEM EXISTED DURING THE EVENT 28
8.0. RISK ASSESSMENT ANALYSIS / EVALUATION 28
9.0. FEEDBACK OF THE EVENT 29
10.0 CONCLUSION 35

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1.0. INTRODUCTION

Motivation is the fuel that helps people drive towards a goal. At work, it is natural for us to get
caught up in a monotonous day-to-day routine. Employees or students are focused on the tasks
they have to perform, all-day-every day, working on deadline after deadline. When trying to keep
morale high or push towards new goals, it is helpful to provide people with an opportunity to look
at things from a different perspective.

A good motivational speaker may help improve the energy level of the audience by providing
inspiration drawn from their own experiences navigating life and comparing those experiences to
the challenges you face and the objectives you wish to achieve. Frequently, a motivational speaker
may also urge the audience to realize their own qualities and abilities; in other words, they are able
to empower individuals on an intrinsic level.

A half-day event planned and executed by a team of four (4) college IGS part-time students. Our
professional backgrounds and experiences from a variety of organizations enables us to devise a
plan to conduct a motivating talk that will benefit the students and staff of college IGS. Our ability
to conduct such an event has been demonstrated by the combination of our 35 years of combined
professional experience, skills, and shared passion to create extraordinary events

1.1. Goals and Objectives of the event

1.1.1. Goals
Keep students motivated and, with this, increase their performance, team spirit, and
effective results.

1.1.2 Objectives
Inspire students to make a change and greater development of interpersonal communication
skills, developing a positive mindset which enables to boost students morale and leadership
of the lecturers.

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2.0 EVENT SUMMARY

2.1. Pre-Event Management Process

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2.2. Date and Time

The event was held on Saturday, February 11, 2023 from 2:00 PM till 4:30 PM due to the fact that
the speaker was traveling to the holy city of Mecca to perform umrah on the proposal date prior,
which was either January 21 or January 28, 2023.

2.3 Event Venue

One of the most important decisions for event organizers is selecting a venue. It is critical to
conduct a thorough examination of the venue in terms of the space and appropriateness for the
event, facilities including the furnitures available, AV (P.a. system) equipment and support; and
space to display the catered refreshments. For the event, the event committee has selected the
BMCC Hall of College IGS to conduct the event. The rationale for this is that our intended
audience is the students and staff of college IGS, thus it is convenient. The hall is very spacious
and comfortably fits our crowd.

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2.4 Segmented Target Market / Audience

Since this is an internal event, it is intended for the students and staff of college IGS. For the sake
of simplicity, we chose an online registration system hosted on jotform.com (see photo 1).
Nonetheless, we did have some walk-ins that registered on the spot the day of the event.

Photo 1: Online Registration form using jotform.com

2.5 Profile of the speaker

Cikgu Haji Ali Yusri bin Haji Abdul Ghafor is a well-known motivational speaker and counselor
in the Sultanate. Previously working as Head of the Counseling Unit at the Counseling and Career
Guidance Section, Department of Schools of Ministry of Education. After his retirement, he has
been continuously invited by the Country’s National radio (every Friday afternoon), and various
Government and Private Agencies to deliver motivational and counseling talks, as well as all levels
of educational institutes. Currently, he is one of the lecturers and counselors at Sultan Sharif Ali
Islamic University (UNISSA).

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3.0. ORGANIZATIONAL STRUCTURE

During the course of the event, every member of our team was well-versed in their assigned duty
and performed exceptionally well in that role. We are fortunate enough to also have cooperation
from the student council, which is led by Ms. Aina where they assist us on a variety of tasks.

3.1. Actual Event Division of Roles and Duties

During the event day, The Clover Team managed to organize the event accordingly with the aid
from the Student Councils volunteering to part-take in the event. Thus the event run smoothly as
planned. Despite the proposal planned earlier, the following job description and individual roles
were the scenarios which actually took place on the event day.

3.2. Member & Student’s Councils tasks

A total of eight (8) members from the student council were present to facilitate the event and they
were divided accordingly amongst four (4) of the event members to assist with the allocated tasks.
The followings were the delegated tasks of the student councils and the event committee members:
3.2.1. Recital of prayers (Surah AlFatihah) recited by the head of the student council.
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 3.2.2. Ushers were divided into two (2) teams; main entrance (2 student councils) ushering
at the ground floor and three (3) student councils ushering the attendees to the registration
table, distributing the door gifts and to their seats.
3.2.3. One (1) student council faciltate with the registration based on RSVP attendance.
3.2.4. One (1) of the committee member (Ayuni) together with another student council
were tasked to usher CEO, Head of Academic, invited speaker to their respective seats
3.2.5. The other committee (Marlina) managed the liaison of the P.A. system and
monitoring the sound, the projection of the screen (backdrop) during the event.

3.3. Event Sequence

3.3.1. Preparation for the event

3.3.2. Discussion with KIGS CEO and The Administrative Officers
3.3.3. Discussion with KIGS Head lecturer of student council (Ms Kamilah)
3.3.4. Liaison with KIGS Student’s Councils
3.3.5. Liaison with food catering
3.3.6. Purchasing door gifts for the event
i) Mineral water bottles, and
ii) Cadbury chocobake cookies

3.4. Venue Preparation

3.4.1. Arrangement of seats for VIP, invited speakers and audiences

3.4.2. Checking the Audio System and Visual Screen Projector
3.4.3. Setting up the registration table

3.5. Event Dry Run

3.5.1. Event dry run was done on the night of the event in the presence of committee
members only, and repeated the next morning along with the presence of student
councils.

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3.6. Actual Day of The Event

3.6.1. Timeline of activities throughout the event

Event sequencing throughout the day as described in the following.

Time Agenda

1.00 pm - 1.30 pm : Arrival of Students and Lecturers

1.35 - 1.45 pm : Arrival of CEO of IGS Kolej and Guest Speaker

1.50 pm : Recitation of Surah Al- Fatihah

1.55 pm : Opening Remarks by The Corporate Communication Officer (CCO)

2.00 pm - 3.30 pm : Start of Motivational Talk

3.35 pm - 3.55 pm : Q & A Session

4.00 pm : Souvenir Presentation and Group Photo Session

4.10 pm : Recitation of Surah Al-Asr and End of Event

4.15 pm onwards : High Tea Break and Dismissal of The Event

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3.6.2 Event Floor Plan

For this event, we organized a Theater Style seating arrangement as illustrated in the floor plan /
event layout below.

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3.6.3. Registration and Door gift

There were 50 audiences attended the event; 15 and 35 lecturers of KIGS and students respectively.
Illustration of bar graph and pie chart below indicates the statistical result of the attendees.

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Registered on Jotform Registered on the day of the
Number of audienceevent

Figure : No. of Audiences registered

Lecturers
23%

Students
77%

Figure 2: Percentage of Students and Lecturers

To appreciate the attendees, we have

prepared doorgifts in a pack of 350ml
Mineral Water Bottle from Brunei local
brand “ikhlas” and a box of Cadbury
Chocobakes Cookies (see photo 2).

Photo 2: Door gift

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3.6.4 Event Venue Checklist

Prior to the checking of the event venue, we have prepared for the Venue Checklist as for our
reference and future perusal. At once to verify the types of equipment, facilities, amenities and
other provisions that the event venue could provide as required for the event.

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3.6.4. LOGISTICS PRODUCTION SCHEDULE

Logistics Production Schedule prior to three (3) days before the event day conducted as follows.

MOTIVATIONAL TALK EVENT

LOGISTICS PRODUCTION SCHEDULE

PREPARATORY WORK

Thursday: 09th February, 2023

Start at: Logistics Production Schedule: Finish By:

19:00pm Coordinating a meeting with The Clover Team and Student Councils (as Event Volunteers) 20:00pm
● Discussing on Menu Selection
● Discussing to determine the logistics operation
● Delegating tasks to The Clover Team
● Delegating tasks to Volunteers
● Discussion and briefing on the Rehearsals (The Clover Team and The Volunteers)
● Finalize the selection of goodies for the doorgifts:
1) Cookies
2) Mineral Water Bottle

20:05pm ● Finalized the headcount on RSVP attendees list to proceed payment for food catering 21:00pm
● Printing out the RSVP attendees list
● Creating Registration Form for attendance sheet for the Event Day

21:05pm ● Contacting the food catering 21:15pm

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 ● Confirming payment for the food catering

21:20pm Meeting Adjourned 21:30pm

● Discussion ended with delegating tasks to purchase the goodies for doorfits on
Friday evening (10th February, 2023)
● Handover delegation of task to Logistics Team

21:35pm Logistics Team purchasing goodies (cookies and water bottles) for the doorgifts 22:30pm

SET UP AND REHEARSALS

Friday: 10th February, 2023

Start at: Logistics Production Schedule: Finish By:

17:45pm Entering the event venue (BMCC Hall of Kolej IGS) 18:00pm

18:05pm Unloading boxes of goodies to the BMCC Hall 18:20pm

18:25pm Packing goodies into proper packaging for presentable doorgifts 17:00pm

19:05pm Setting up and taking picture before the event 20:15pm

● Organizing seating arrangement for audiences
● Organizing Registration Table
● Organizing Doorgift packs nearby the entrance
● Setting up PA systems (Audio and Visual Screen Projector) and system testing

20:20pm 1st Dry run (The Clover Team and The Volunteer’s Representative) 20:50pm
● Run down the whole event sequence with Emcee (receiving audiences at the entranc,
recital of closing Doa and then ushering audiences for hi-tea refreshments)

THE EVENT DAY

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Saturday: 11th February, 2023

Start at: Logistics Production Schedule: Finish By:

09:30am Entering BMCC Hall of Kolej IGS 12:00pm

Event Final Rehearsals:
2nd Dry run (The Clover Team and The Volunteer’s Representative)
● Run down the whole event sequence with Emcee (receiving audiences at the entranc,
recital of closing Doa Al-Asr and then ushering audiences for hi-tea refreshments)

Event Starts

13:00pm The Clover Team and Student Council’s receiving Attendees and ushering them to 13:30pm
registration desk and their respective seats
● Lecturers
● Students

13:35pm The Clover Team and Student Council’s receiving IGS Kolej CEO and CCO, and The Guest 13:55pm
Speaker

14:00pm Emcee began to mastering the event ceremony running by event sequence: 15:50pm
● Recitation of Surah Al-Fatihah by Head of Student Council’s
● Opening Remarks by The Corporate Communication Officer (CCO)
● Inviting Guest Speaker to Start The Motivational Talk

15:55pm ● Q & A Session 16:10pm

● Souvenier Presentation and Group Photo Session
● Recitation of Surah Al-Asr for Event Closure

16:15pm Dismissal of Event: 16:45pm

The Clover Team and Student Council’s ushering audiences/attendees of the event to enjoy

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 hi-tea break
● Thanking the Guest Speaker
● Thanking KIGS CEO, COO, Lecturers, Students and KIGS Management Staffs

16:50pm Crowd complete dispersal 17:25pm

Event Closure

17:30pm Event Shutdown Checklist: 20:00pm

Working Committee: The Clover Team & Student Councils
● Clearing and cleaning The BMCC Hall
● Dismantle of equipment (PA Systems, Audio & Visual Screen Projector)
● Re-arranging of chairs and tables back to its normal positions
● Clearing all the food catering utensils and ensuring the cleanliness of the event hall
● Taking picture after the event

20:05pm ● Handover BMCC Hall keys back to Night Security on Duty 20:10pm
● Dismissal of The Clover Team and Student Councils

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4.0. MARKETING PLAN

Technically we developed few strategies for the marketing plan of this event project.
4.1. First, we managed to design and printed two sizes of wall posters; the A4 and A3 size to
announce and alert audiences about the event.

4.2. Secondly, by circulating the e-invitation poster via social media such as over the homepage of
Kolej IGS’s (KIGS) Instagram, the KIGS LMS to indirectly announce and remind the students and
lecturers.

4.3 Another attempt by sticking the posters around the Kolej premise that can be visibly spotted.
For example, sticking the posters around the Kolej’s staircase, student’s notice board, at the
entrance, nearby Surau, lecturer’s office, the administration and finance office, the library, and
also at the BMCC hall’s entrance.

4.4. Another persuasive approach by uploading the digital poster and RSVP link into our personal
Whatsapp status, Whatsapp group chats and personal Instagram page to expedite receiving the
number of responses attending.

4.5. With the spreads of words of mouth by our supportive coursemate, lecturers, family, friends
and acquaintances have eventually accelerated the project. Pondering a great favor to attract the
audience, we also prepared the door gifts upon the entrance of every participant as a gesture of
‘thank you for coming to our event’.

4.6. And to spice up the event’s attraction, we managed the catering of hi-tea refreshment for the
afternoon break, before the dismissal of the event.

5.0. EVENT EXPENDITURE

The nature of the event was a non-profit making because the market segment comprises of KIGS
lecturers, students and the management, totalled to a number of 50 audiences attended the event.
In the following cashflow represents the actual spending of the event, whereby Revenue derived

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from the The Clover Event Management Team’s personal contributions. Each member
contributed about BND96.85, making a total contribution of BND387.40 for the event operation.
Total Expenses for the event as indicated in the cashflow below, with a net revenue (budget
balance) of BND6.86.

Those values with zero (BND 0) budget such as chairs, tables, sofa sets and also Souvenier or
Token of Appreciation for the guest speaker were provided by the IGS Kolej; during the event.

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However, in view of the comparisons between the budgeted and actual, the following cashflow
distinguish the cost-effectiveness performance of the event’s budget allocation.

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6.0. EVENT GANTT CHART

Gantt charts were used to streamline a variety of tasks as an aid in determining possible project paths, taking the guesswork out of
planning, and breaking down the tasks to make it easier for the committee to manage. Furthermore, the event committee used the gantt
chart to establish deadlines that were visible to all team members, making it easier for everyone to coordinate their efforts and meet
deadlines on time.

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7.0. AD HOC TASKS AND PROBLEM EXISTED DURING THE EVENT

Due to the nature of the event with a smaller group of 50 attendees, therefore the ‘Motivational
Talk’ event had been well-controlled. Except for the last-minute change of Speaker to deliver the
opening remarks. Earlier proposed was the Chief Executive Officer to perform the opening
remarks, however shifted to the Corporate Communication Officer to present the speech. Few
attendees left earlier due to personal reasons also left quietly leaving the event to flow smoothly
without interruptions. Visual screen projector and overall sound system also properly functions
and is well controlled. The crowd / the attendees remain seated throughout the entire show. Overall
performance of the event was remarkably well organized. Event sequence flowing smoothly
according to plan beginning with Doa recital of Surah Al-Fatihah until the closure of event ending
with recital of Surah Al-Asr and then attendees enjoying hi-tea refreshment before complete
dismissal of the event.

8.0. RISK ASSESSMENT ANALYSIS / EVALUATION

Prior to the post mortem, it was determined that the occurrence of risks during the event day had
been under controlled due to the well-organized event planning.

8.1. Prior to the event, dry run has been conducted to ensure all the technical facilities such as
sound systems and visual screen projector functioned properly and adequately according to the
event necessities.

8.2. Next, during the dry run (which we conducted twice: 1st on the day before the event, 2nd on
the very morning of the event day) we ran through the event sequence according to the agenda to
ensure the likely scenario prior to the event day itself. At once, trying to verify the likely
occurrence of risk factors if there would be.

8.3. Assessing the risk factor, we encountered two (2) minor consequences.
(1) During the dry-run:
Sound check on the microphone was found to cause a little noise disturbance that might
cause unpleasant noise pollution if that shall occur during the event. Therefore, to mitigate
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 the risk, we managed to switch/change the microphone to another one which we also
performed equipment-sound check on it and proven no faulty to be used. Now the problem
has solved.

(2) During the event day:

It occurred on the very event day, changed of executive to deliver the opening remarks. As
proposed and confirmed earlier, it was the Chief Executive Officer who should be
delivering the opening remarks but was then switched to the Cooperate Communication
Officer to deliver the welcoming speech. To mitigate the sudden swift, it was great that on
that morning rehearsal we re-confirmed again who would be delivering the speech during
the actual event in that afternoon. There we managed to find out who the actual personnel
would be attending to. Now the problem resolved.

Generally, to evaluate the risk assessment, from the rating of Risk Severity seems to be low; that
is 1 (Low Risk) due to the nature of minor problems occurred did not cause any implication to the
event as it has been resolved earlier.

9.0. FEEDBACK OF THE EVENT

To assess the effectiveness of the ‘Motivational Talk’ event, we designed two types of feedback
strategies.
9.1. Audience/Attendees feedback during the 10 minutes Questions and Answers (Q&A) session.
9.2. Audience/Attendees feedback through online survey form

Thus, before adjourning the event, we conducted a 10 minutes Questions and Answers (Q & A)
session to check on how interested the audiences/attendees listening to the talk and how effective
the words delivered from the speaker were to psychologically affect them as part of our goals and
objective conducting this event project.
● Goals
Keep students motivated and, with this, increase their performance, team spirit, and
effective results.

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 ● Objectives
Inspire students to make a change and greater development of interpersonal communication
skills, developing a positive mindset which enables to boost students morale and leadership
of the lecturers.

The following attachments were screenshots of a series of Q&A as climax of the event.

To obtain the event’s outcome, we have prepared an online feedback survey via Google Survey
Form and distributing it to the distinguished attendees. Among the 50 attendees, 12 attendees have
attended to the feedback survey which represents the results as follows.

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Using a likert scale of 1-5; (Very Effective, Effective, Neutral, Not Effective, Very Not Effective).
Results showed that among 12 responses stated;
● 5 attendees (41.7%): stated that the Motivational Talk was Very Effective
● 6 attendees (50%): stated that the Motivational Talk was Effective
● 1 attendee (8.3%) stated that the Motivational Talk was Very Not Effective

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Using a descriptive short answer question, the above statement derived from the 12 attendees
with positive responses which determined that overall Motivational Talk Event was indeed helpful
and impactful to the listeners.

Using a likert scale of 1-5; (Very Effective, Effective, Neutral, Not Effective, Very Not Effective).
Results showed that among 12 responses stated;
● 6 attendees (50%): rated the Motivational Talk was Very Effective
● 4 attendees (33.3%): rated the Motivational Talk was Effective
● 1 attendee (8.3%): rated the Motivational Talk was Neutral
● 1 attendee (8.3%): rated the Motivational Talk was Very Not Effective

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Using a likert scale of 1-5; (Very Satisfied, Satisfied, Neutral, Dissatisfied, Very Dissatisfied)
Results showed that among 12 responses stated;
● 6 attendees (50%): rated the Event’s presentation of the venue was Very Satisfied
● 5 attendees (41.7%): rated the Event’s presentation of the venue was Satisfied
● 1 attendee (8.3%): rated the Event’s presentation of the venue was Very Dissatisfied

Using a likert scale of 1-5; (Very Satisfied, Satisfied, Neutral, Dissatisfied, Very Dissatisfied)
Results showed that among 12 responses stated;

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 ● 7 attendees (58.3%): rated the Event’s presentation of the venue was Very Satisfied
● 4 attendees (33.3%): rated the Event’s presentation of the venue was Satisfied
● 1 attendee (8.3%): rated the Event’s presentation of the venue was Very Dissatisfied

Analyzing the above results, majority of the representative respondents/attendees returning

positive feedbacks regarding the effectiveness of the Motivational Talk Event that impacted the
attendees/audiences. However, only 1 negative feedback which indicate that with such an
optimistic event, one could feel indifferent which shows that that kind of person might have a
personality problem negative attitude about just anything/anyone, or simply saying ‘a pessimist!’.

10.0 CONCLUSION
In conclusion, every event organizer ought to familiarize with the key elements of event
management such as infrastructure, target audience, attendees, event agenda, event venue and
media. The foremost step is to brainstorm with committee members about the type of event to
hold, whether it will be a leisure event, cultural, social or personal event.

The next step is to decide whether the event will be a non-profit or commercial event. The most
important thing very event organizer can do to ensure the event is properly planned is to create an
event-planning checklist. It is necessary to list the resources, such as the people involved in the
event, who are the members or staff, including volunteers, ancillary resources if needed, and so
forth, such as using the ‘Gantt Chart’ by streamlining a variety of tasks as an aid to determine
potential project paths, taking the guesswork out of planning, and breaking down the tasks to make
them easier to manage for the committee. The event committee also used the Gantt chart to create
deadlines that were visible to all team members, making it easier for everyone to coordinate their
efforts and meet deadlines on time.

Any risks that may happen on the day of the event should be assessed pre-event from minor risks
to high scale risks such as sudden change of activity from the agenda as planned, the absence of
speaker, number of attendees maybe less than what has been obtained from the RSVP, the
equipment used such as projector, laptops, speakers, AV system might malfunction and so forth.

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To sum up this post event report, it can be justified that any event must have good collaboration,
flexibility, and planning with rationalism in order to obtain mutual understanding from every
member of the organizer. Furthermore, if the event committee knows how to simplify things,
planning an event can be fun and exciting by reducing complexity with tools like the gantt chart
and assessing potential risks that may arise before, during, and after the event to ensure a smooth
start.

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APPENDICES
1. PHOTOS OF OUR ACTIVITIES

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2. Question & Answers FORM

3. FEEDBACK SURVEY FORM

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