ACADEMY OF LANGUAGE STUDIES

BACHELOR OF APPLIED LANGUAGES STUDIES

ARABIC IN PROFESSIONAL COMMUNICATION (LG242)

EVENT MANAGEMENT

(HTT 537)

GROUP REPORT WRITING:

“Professional Image Enhancement -

The Power of ABC”

PREPARED BY:

RISK ASSESSMENT COMMITTEE

SUBMITTED TO: DATIN DR HASSNAH WEE

 TABLE OF CONTENT

PAGE

EXECUTIVE SUMMARY 2

CONTENT

1. NAMES OF COMMITTEE MEMBERS 3

2. JOB SCOPES

2.1. BEFORE EVENT 3

2.2. DURING EVENT 3-4
2.3. AFTER EVENT 4

3. RISK MITIGATION PLAN 5-6

4. REVIEW AND SUGGESTION 7

CONCLUSION 8

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 EXECUTIVE SUMMARY

This report is written based on analysis of the risk for the event ‘Professional Image
Enhancement - The Power of ABC’ on 12 December 2020. This analysis delineates the risk of
the event in all factors and bureaus that are involved. All of these risks are to identify the key
constituents shaping, solving and handling it.

The chapter one outlines briefly the job scopes of the risk assessment committee that
we need to concern all the time which is before, during and after the event. In addition, this
chapter also analyzed the risk mitigation that is very important for this event because it helps us
to define the problems and solutions.

Next, in chapter two we are stating the review and suggestions about this event,
especially the risks. In this chapter, we reviewed the whole event and gave suggestions with
details about the risks that have occured in this event, the risk that we are concerned about and
suggestions towards the problem.

Finally, at the last chapter we conclude about the summary of the whole task as the risk
assessment committee and also the things that can be learned from the implementation of the
task.

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1. NAMES OF COMMITTEE MEMBERS

STUDENT’S NAME STUDENT’S ID

1 NOR FADILAH BINTI MURI 2018660156

2 NORKHALIFAH BINTI MUSLIM 2018660468

3 NUR AMALIN BINTI MOHD ANUAR 2018653322

4 NUR LAILI BINTI KUSAIMI 2018200148

2. JOB SCOPES OF COMMITTEE MEMBERS

2.1. BEFORE EVENT

Firstly, our tasks for this committee are to identify risks that have potential to
cause harm towards the event to make sure that the event runs smoothly. Next, our
team has to determine the level of risk taken in the event and find the best solution for
each risk or problems. Other than that, we have to control the risk when the hazard
cannot be eliminated (risk control).Then, we identify and compile who may be at risk
before, during and after the event and we have to understand the methods and
procedures that will be used in conducting the event. Besides, our team also constantly
monitors to ensure risk control remains effective and regularly reviews and updates the
risk assessment during the event planning process. Lastly, we have to settle the
procedures to get and prepare e-certificates for the organizers, speaker and participants.

2.2. DURING EVENT

Next, as we know, the risk assessment committee is one of the crucial teams
during the event. The team needs to take fast steps and solutions to avoid any problems
coming that will give the big impacts to others which is the organizer and the
participants. So, because of that, our team analyzed the possible risks and problems
during the event and determined the person in charge of it. Below is the table of the job
scopes of each committee member and the person in charge.

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 Jobscope Person In Charge Risk Team (PIC)

Prepare a backup content if any technical issues Technical Team Nur Amalin
occur such as preparing a video related with the and Protocol Team
topic.

Use highest resolution such as HD background Technical Team Nur Laili

with different colours to distinguish between the
speaker and the organizers.

Always remind the technical team to contact the Technical Team Norkhalifah
staff in advance to avoid any problems such as
low internet connection.

The role of PIC as a co-host to mute the Technical Team Norkhalifah

participants who are making noise.

Remind the participants to use their real name that Technical Team Nor Fadilah
has been registered on Google Form. and Evaluation
Team

2.3. AFTER EVENT

After finishing the event, the risk committee needs to list down the problems and
the solutions that the organizers need to avoid in the future such as the noise and others.
Furthermore, this team also needs to manage e-certificates for the speaker, the organizers and
the participants that are involved in this event. In addition, we need to always follow up with the
APB officer on when the e-certificates will be released. Then, we need to distribute it to all of the
people involved.

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 3. RISK MITIGATION PLAN

Risk Level of Action To Be Taken PIC

Risk

Expectation of receiving less Moderate Invite well-known speakers to Protocol Team

response from participants. attract participants

Expectation of having more Moderate Promote the webinar in a Marketing Team

female participants than male creative way to attract more
participants. men to become participants.

Technical Difficulties – Both High Prepare a backup content if Technical Team

speaker and participants may any technical issues occur and Protocol
encounter technical glitches such as preparing a video Team
such as internet connection. related with the topic.

Use of virtual background
during event -
Low -Use highest resolution such Technical Team
as HD background with
different colours to differ
between the speaker and the
organizers.

Limited interaction between High Provide interesting content Protocol Team

speaker and participants that and include Q&A sessions and Program
may distract the participants' between speaker and Content Team
focus. participants.

Webinar exceeded the allotted High Ensure all PICs to be alert Risk Team and
time. with time management. Marketing Team

Participation exceeds the Low Ensure that PICs for Technical Team
allotted quota. registration are on duty to
close the registration when
entries are full.

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Host/Staff in charge Low -Always contact the staff in
availability on the day of the advance to avoid any
program. problems Technical Team

- The role of PIC as a co-host

Speaker cannot attend at the High Inform the substitute speaker

last minute. to take over the main speaker
for the event if any problem (Zatil Husna)
occurs.

Uninvited guests also enter Moderate -Remind participants to use Technical Team
the WebEx. their real name that have been and Evaluation
registered on Google form Team

-Check participants e-mail

The distribution of e- PIC deals with APB officers Evaluation Team

certificates of the program Moderate regarding the e-certificates and Risk Team
takes time immediately.

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 4. REVIEW AND SUGGESTION

Throughout the process of analyzing all possible risks until the event is over, the risk
assessment committee does not face major problems that cause difficulties throughout the
event. On the other hand, all the risks and solutions that have been listed are highly
emphasized by each member before, during and after the event so that the event is successfully
organized without experiencing any risks. The risk assessment committee has figured out the
best way to avoid any problems during the event. Therefore, the step taken is to remind each
member who has been responsible on the day of the event to always be aware of their
respective responsibilities. One of the methods used is to send a short memo to each of them
several times as a reminder.

There was a problem that occurred during the event which somewhat disrupted the
course of the event. This is when the microphone of the participant who is not in ‘mute mode’
suddenly interrupts the speaker while she is speaking. This has happened several times and
has caused some inconvenience to the speakers and participants at the time. In this regard, we
find that as a risk assessment committee, we have overlooked the issue. Therefore, it makes all
committee members face some difficulties in overcoming the problem. However, this problem
has been resolved as soon as possible by the members in charge. The situation after that is
also under control until the event is over. Other than that, we do not see any other problems that
could pose a risk to the event.

Among the suggestions for improvement is that each committee member needs to
increase sensitivity so that there are no problems overlooked when planning an event. In
addition, to overcome the audio problems mentioned above, one of the effective ways is to lock
the participant audio so that no interruptions will occur. It can be implemented by technical
committee members as hosts.

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 CONCLUSION

In conclusion, a risk mitigation plan is provided to assist in realizing the objectives and
targets of the events. Beside that, the risk mitigation plan is very important and a catalyst for a
good event. The action outlined in the plan is to identify risks and find solutions before, during,
and after events to ensure the events run smoothly without any problems. So, the risk plan not
only helps in avoiding crisis situations but also aids in remembering and learning from past
mistakes. This improves the chance of successful event completion and reduces the
consequences of those risks. Lastly, from this event, the committee members also get to learn
new things about reviewing, and framework in identifying, measuring, monitoring and controlling
risk and then finding solutions.