Society of Petroleum Engineers Universiti Teknologi PETRONAS

Student Chapter

Universiti Teknologi PETRONAS, Bandar Seri Iskandar, 31750 Tronoh, Perak Darul Ridzuan, Malaysia

Departmental Job Scope for Discover PETRONAS

1) LOGISTICS No Main Task(s) Description

1 Book venue for event(s) Seminar Room 6,7 & 8 Undercroft, UTP

Chancellor Foyer

VIP Suite

Green Room

UTP Lake

Clearwater Santuary Golf Resort (Subject to change)

2 Technical stuff Deal with ITMS

3 Engagement with UTP host Contact UTP host for tour around UTP

4 Prepare Accommodation Book accommodation for VIPs who opted to stay a night at UTP and for participants from other universities (either inside or outside UTP)

5 Prepare Transportation Prepare transportation for VIPs (Buggy) and participants from other universities if they are staying outside UTP

6 Assist C&P department in decorating the venues

2) CEREMONY & PROTOCOL No Main Task(s) Description

1 Prepare detailed event flow On 1st and 2nd day of the event

Gala Night Dinner

2 Select Master of Ceremony (MC) for the events

Prepare script

3 Prepare the speeches for advisor Consult advisor on the content of the speech

4 Prepare souvenir for VIPs

5 Decorate the venue Make some decorations to necessary venues

3) PUBLIC RELATION No Main Task(s) Description

1 Invite VIPs VIP includes the officiator, special guests and top management of UTP

2 Invite all the lecturers and staff Official letter or draft email to be sent to all lecturers and staffs including all the necessary information regarding the event.

3 Invite media Invite the media (The Star, NST, Utusan Malaysia, Berita Harian etc) for the event

4 Invite other universities Invite representatives from Perak Universities & Universities which has SPE Student Chapter (Targeted 200 outsiders)

5 Prepare a database for all participants

Keep track of the database of all participants

6 Invite UTP Performing Arts Group (UPAG)

Invite UPAG to perform for gala dinner

4) PROMOTION & PUBLICATION No Main Task(s) Description

1 In charge of posters, buntings and banners

All designed materials must be pasted or hung around UTP at least one week before the event

2 Prepare montage/ corporate video for the event

Montage must be short and precise

3 Design and prepare programme book and brochures

Prepare programme book for VIPs and participants

4 Take photos and record video during event

Liaise with MedTech regarding the video recording

5 Prepare certificate For all committee and participants (if necessary)

6 Update and circulate information regarding the events

Use all possible ways to promote the event to UTP students, including Facebook page and emails.

5) GAMES & ACTIVITIES No Main Task(s) Description

1 Treasure hunt Brainstorming on the possible activities for treasure hunt

Divide tasks for all the committee members

Prepare all the required materials for the treasure hunt

Make sure all participants is involved in the treasure hunt

2 Family day Come out with activities for family day

6) FOOD & BEVERAGES No Main Task(s) Description

1 Prepare food & beverages to all VIPs and participants

Make sure all VIPs and participants got their food & beverages.

Make sure food & beverages are ready before lunch/dinner time

2 Prepare food & beverages to all committees of Discover PETRONAS

Make sure all committees got enough food & beverages throughout the event.

3 Prepare food & beverages for Family Day