MANAGEMENT DEPARTMENT

• Leader: Nur Alya Natasya Binti Zamzam

• Secretary: Khairunnajwa Binti Khairul Annuar
• Hosting: Qistina Kaiyisah Faqihah Binti Nooresyam
• Media:
1. Haziq Iskandar Bin Mohd Saleh (Leader)
2. Muhammad Aiman Darwisy Bin Hisham
3. Muhammad Afiq Aizam Bin Rashidi
• Pa System: Aqil Irfan Syah Bin Dzulkifli
• Floor Planning:
1. Hanessa Balqis Binti Abdul Rahim (Leader)
2. Danila Adreyana
3. Flessia Penny

Good morning, everyone, and welcome to our meeting with the management
department. I am Nur Alya Natasya Binti Zamzam, and I will be leading the
discussion today. As we all know, the upcoming event is critical to our
organization, and we must ensure everything runs smoothly.

We have several important topics on our agenda today that require our
attention and decision-making. I am delighted to see all of you here and look
forward to a productive and fruitful discussion.

Firstly, let's introduce our management department members. Along with

myself, we have Khairunnajwa Binti Khairul Annuar as our secretary.
Moving on to the event management roles, we have the Hosting committee,
Alya Qistina Kaiyisah Faqihah Binti Nooresyam. For the Media, Haziq Iskandar
Bin Mohd Saleh is the media Leader, and Muhammad Aiman Darwisy Bin
Hisham and Muhammad Afiq Aizam Bin Rashidi as the following committee.
More, we have the PA System committee, Aqil Irfan Syah Bin Dzulkifli and
Floor Planning committee, Hanessa Balqis Binti Abdul Rahim as the Leader,
Danila Adreyana and Flessia Penny as the following committee.

Let's get started with our discussion and decision-making process.

Let’s start with our Secretary Committee, Khairunnajwa Binti Khairul
Annuar, who will be responsible for ensuring that attendance is accurately
recorded and that everyone is adhering to the schedule. Let's hear from her
about her tasks.
 Thank you for having me, Host, Nur Alya Natasya. My task as a secretary
Wawa comittee has several important tasks to ensure that attendance is accurately
recorded and managed throughout the event.
Alya Can you tell us more about those tasks?
Of course. Firstly, I’ll be responsible for taking attendance at all events. This
will involve maintaining accurate records of attendance, including the names
Wawa
and affiliations of those present, and updating them in real-time to ensure that
we have an up-to-date list of attendees.
Alya That sounds important. What else will you be doing?
I'll also prepare attendance reports for the organizers, indicating the number
of attendees, who attended, and who didn't attend. These reports will provide
a comprehensive view of attendance patterns, enabling the organizers to make
informed decisions about future events. Additionally, I'll manage the sign-in
Wawa
sheets for the attendees, making sure that they are legible and accurately
reflect the names and affiliations of those present. This will involve
monitoring the sign-in process to ensure that it runs smoothly and addressing
any issues that may arise.
Haziq I see. What about punctuality?
Ensuring punctuality is also a critical part of my committee's role. I’II be
monitoring attendees' arrival times and making sure that they adhere to the
Wawa scheduled program. This will involve communicating with attendees to ensure
that they understand the importance of being on time and addressing any
issues that may arise.
Hanessa That's great. What about attendees who have questions about attendance?
As the attendance committee, I’II be responsible for responding to any
attendance-related queries from attendees or organizers, such as issues with
sign-in sheets or attendance records. I’II work closely with the event
organizers to ensure that any issues are addressed promptly and efficiently.
Wawa
Additionally, I’II be monitoring and enforcing attendance policies set by the
organizers, such as mandatory attendance for certain sessions or workshops.
This will involve communicating the policies to attendees and ensuring that
they understand the consequences of non-compliance.
That's fantastic. Thank you for sharing all of that with us. It sounds like the
Alya
Attendance Committee has a lot of important work to do during the event.
Yes, I definitely do. My job is essential to the success of the event, as
Wawa accurate attendance records ensure that organizers can track participation and
make informed decisions for future events.
Absolutely. It's clear that attendance is a critical component of any event, and
Alya your job as a committee plays a crucial role in managing it. Thank you so
much for sharing your insights.
Thank you for having me, Nur Alya Natasya. I am excited to be a part of this
Wawa
event and to ensure that attendance is accurately recorded and managed.
You’re welcome Khairunnajwa. Now let’s move on to Qistina, as the Hosting
Alya
Committee, you will be responsible for various tasks related to the event's
 emceeing and hosting. Can you tell us a bit about how you plan to approach
these tasks?
Absolutely. For planning and organizing the event, I plan to work closely
with the event organizers and other committees to create a detailed timeline
and ensure that all aspects of the event run smoothly. I understand the
importance of effective communication and collaboration in achieving this
goal.
Qistina
In terms of creating the event program, I plan to carefully consider the order
of speakers and performers, the timing of each segment, and any other
relevant details to ensure that the program flows smoothly and keeps the
audience engaged.
Alya That sounds important. What else will you be doing?
As for scriptwriting, I plan to research and craft an engaging and entertaining
script that includes well-written opening and closing remarks, introduces
speakers and performers effectively, and maintains a cohesive and engaging
flow throughout the event.
Qistina
To ensure a smooth execution of the event, I will be rehearsing and practicing
the emcee script extensively, working with the technical and stage crew to
coordinate all technical aspects of the event, and keeping track of time
management to ensure that everything stays on schedule.
Your plan for hosting the event sounds great! How do you plan to handle any
Alya
unexpected situations that may arise during the event?
To prepare for unforeseen circumstances, I plan to work closely with the
technical and stage crew to troubleshoot any technical issues that may arise
during the event. I will also make sure that I have a contingency plan in place
Qistina
for any unexpected changes to the event schedule or program. Additionally, I
will stay calm and composed to ensure that the audience feels at ease, even if
there are any unexpected situations.
That's a great point, Qistina. Keeping a cool head under pressure is crucial
Alya when hosting an event. Khairunnajwa, do you have any thoughts or questions
for Qistina?
Yes, Qistina, what kind of audience will be attending the event, and how do
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you plan to tailor your hosting style to suit their preferences?
That's a great question, Khairunnajwa. The audience will be comprised of a
diverse range of individuals from different backgrounds and age groups. To
cater to their preferences, I plan to make the event as interactive and engaging
Qistina as possible. I will try to incorporate elements that will appeal to a broad range
of tastes, including humor, music, and other interactive activities.
Additionally, I will work closely with the event organizers to ensure that the
program reflects the preferences of the audience as much as possible.
Thank you for your insightful responses, Qistina. Does anyone else have
Alya
questions or comments for Qistina?
I do. Qistina, what qualities do you think are essential for a successful emcee,
Danila
and how do you plan to embody these qualities during the event?
 Thank you for your question, Danila. In my opinion, some essential qualities
for a successful emcee include confidence, charisma, the ability to think on
your feet, and excellent communication skills. To embody these qualities
during the event, I plan to practice my emcee script thoroughly and rehearse
Qistina
my stage presence to ensure that I am confident and comfortable on stage. I
will also work closely with the performers and event organizers to ensure that
I can effectively communicate with them and think on my feet if any
unexpected situations arise.
Thank you, Qistina, for your responses. It's clear that you have put a lot of
thought and effort into your plans as the Hosting Committee.

Now let’s move on to our, Media Committee which Haziq Iskandar Bin
Alya
Mohd Saleh as the media Leader, and Muhammad Aiman Darwisy Bin
Hisham plus Muhammad Afiq Aizam Bin Rashidi as the following
committee. So, Haziq can you tell us a bit about how you plan to approach
your tasks?
Sure, I am happy to answer that, my team task for media comittee has several
Haziq important in capturing and preserving the best moments of the event and we
want to ensure that the event is remembered in the best possible way.
How many photographers will you need for the event, and what equipment
Flessia
will your team be using?
We will need three photographers equipped with high-quality cameras,
Afiq lenses, lighting equipment, and one phone camera. We want to ensure that we
capture the event in its best light, even in low-light conditions.
I see. What about post-processing and editing? How long does it take, and
Alya
how do you choose which photos to include in the final product?
Sure! We typically use professional photo editing software like Adobe
Lightroom or Photoshop to edit our photos. We may adjust elements like
brightness, contrast, saturation, and color temperature to make sure the photos
look as good as possible. We may also crop or straighten the photos if
necessary. Overall, our goal is to ensure that the final product is of high
quality and represents the event in the best possible way.
Aiman

We usually take a few days to sort through the photos, choose the best ones,
and edit them to ensure they are of high quality. We also consider the event's
theme, the moments that best capture the essence of the event, and the
audience's reactions.
That sounds like a lot of work. How do you guys ensure that the
Aqil photographers capture the right moments and adhere to the event's guidelines
or requirements?
We will provide a shot list to ensure we they capture the essential moments.
We will communicate throughout the event to ensure we are capturing the
Aiman
right moments and adhering to any guidelines or requirements.
 Plus, after the event, we will make sure to organize and archive the photos so
that they are easily accessible for future use. We may categorize them by type
of photo or by time. We may also include metadata such as the date, location,
and event name to make it easier to search for specific photos in the future.
That's great. And how do you ensure that the photographers conduct
Alya
themselves in a professional manner at all times?
We have a code of conduct that we follow, which includes respecting
attendees, adhering to relevant codes of ethics, and dressing appropriately.
Afiq
We also brief our photographers before the event to ensure they understand
their responsibilities and conduct themselves accordingly.
I appreciate your commitment to professionalism and ensuring that the event
Alya
is remembered in the best possible way. Thank you for sharing this with us.
You're welcome and thank you for having us. We’re looking forward to be
Haziq working with you to capture all of those special moments and keep it as
memories.
Now let’s move on to Aqil, as the PA System, you will be responsible for
various tasks related to the event's PA System. Does anyone have any
Alya
questions or concerns regarding the responsibilities of the PA system
committee?
I have a question. What if there are unexpected technical issues during the
Wawa
event? How will the committee handle that?
Thank you for your question. If there are any unexpected technical issues
during the event, I will troubleshoot the problem as quickly as possible. I will
Aqil
have backup equipment on hand, and I will be prepared to make any
necessary adjustments to ensure that the event can continue smoothly.
That's great to hear. It's important to be prepared for any unforeseen
Alya circumstances. What if there is feedback or interference during the event?
How will that be handled?
Thank you for your concern Alya. I will be monitoring the sound quality
throughout the event to ensure that there is no feedback or interference. If any
Aqil
issues arise, I will make adjustments to the sound system to resolve them
promptly.
How will the committee ensure that the equipment is in good working
Alya
condition for future events?
Thank you for your question. After the event, we will pack up and store the
sound system and related equipment carefully to prevent any damage. We
Aqil
will also perform regular maintenance checks to ensure that everything is in
good working condition for future events.
Thank you for your response. It's important to take good care of the
equipment to ensure that it lasts for future events. Does anyone else have any
questions or concerns? If not, we can move on to the next committee.
Alya
Now let’s move on to our Floor Planning committee, Hanessa Balqis Binti
Abdul Rahim as the Leader, Danila Adreyana and Flessia Penny as the
following committee. So, Hanessa can you tell us a bit about how you plan to
approach your tasks?
 Sure, I am happy to answer that, my team task for floor planning comittee is
responsible for designing and planning the layout of a physical space to
optimize its functionality and aesthetics. Plus, our committee is responsible
Hanessa
for surveying the venue and creating detailed floor plans that indicate the
location of tables, chairs, stages, and other equipment. We also consider
factors like traffic flow, accessibility, and safety.
That sounds great. How do you ensure that the floor plans are integrated
Alya
seamlessly with other committees like PA System?
We collaborate closely with other committees to ensure that our plans are
integrated seamlessly. We provide our floor plans and coordinate with the PA
System committee to ensure that the sound equipment is located in the right
place for optimal sound quality.

The first area to consider is the outdoor space, where we plan to set up two
tables, one on the left and one on the right, with four chairs. These tables will
serve as counters for the distribution of food and preloved items. We have
included a diagram with an arrow indicating the flow of people, which will
Danila
guide attendees as they approach each counter before entering the indoor area.

Moving on to the indoor space, this is where the main event will take place.
We have designated a specific area for seating, and all attendees will be
provided with a place to sit and eat. Additionally, we have arranged for the
MC to conduct the event on the left side of the space.

Thank you for listening to our plans for the setup of the event. If you have
any questions, please feel free to ask me directly.
That makes sense. What happens if we need to make adjustments to the floor
Qistina
plan?
We are always willing to make adjustments to the floor plans based on
feedback from organizers or other committees. We'll work with you to ensure
that the space is set up exactly how you envision it.
Hanessa
Plus, to create a welcoming atmosphere and set the tone for a formal dining
experience, we will arrange the chairs and tables before the event begins. This
not only ensures the comfort of the guests but also encourages conviviality
and encourages socializing.
Great. What about safety regulations? How do you ensure that the venue is
Aiman
safe for attendees?
Safety is always a top priority for us. We ensure that all safety regulations are
followed, including making sure that all emergency exits are clear and that all
Danila
equipment is set up safely. We'll also make sure that any potential tripping
hazards are addressed, such as by taping down cables or cords.
Perfect. And what happens after the event? Who oversees the tear-down of
Afiq
the venue?
 We oversee the tear-down of the venue, making sure that everything is
returned to its proper place and the venue is left in good condition. We'll also
make sure that all equipment is stored properly for future events.

We oversee the tear-down of the venue, making sure that everything is

returned to its proper place and the venue is left in good condition. We'll also
make sure that all equipment is stored properly for future events.

Plus, we will also make sure that we have all the necessary cleaning supplies
Flessia
and equipment such as bin bags, paper towels, and cleaning cloths ready.

This ensures that we can immediately start the break-down and clean-up
process as soon as guests leave and also ensures that your team can handle
any urgent messes as they arise. Since cleaning up can be a big job, it is
important to work together as a team and assign tasks to each member so that
the workload is shared equally. This will not only ensure that the job is done
faster but will also prevent team members from becoming exhausted after
working the entire event.
Thank you, Floor Planning comittee, for that.
Alya
Alright, before we end this meeting, let's summarize the action points and
next steps that we've agreed upon during this meeting.
Sure, I'll start. We've decided to proceed with taking volunteers attendance for
Wawa
Homeless People Charity Visit
And we've also agreed to make an interactive and engaging as possible
Qistina
hosting.
Plus, we’re also getting clear on getting our task on the teamwork for
Haziq
photographing and editing.
Additionally, we need to prepared the needed items and finalize the floor
Hanessa
planning.
Great, thanks for the summary. Now, can you guys take charge of your tasks
Alya and responsibilities as a committee?

Everyone Yes
Perfect. We'll have a meeting again next time to check on everyone's progress
Alya and make any necessary adjustments. Thank you all for your hard work and
dedication to this cause.
Everyone Thank you.