Mailer #1 1

EXCHANGE

PARTICIPANT CONFERENCE

Delegate Mailer #1

11th – 13th July, 2014

Dear Delegate,

In this first delegates’ mailer, we would like to extend our warmest welcome to you for your decision to take part in Exchange Participant Conference (EPC) 2014!

For your information, EPC 2014 is an initiative by AIESEC in Malaysia which aims to connect both AIESEC international trainees and local Malaysian youth to discuss about leadership, community development issues while fostering international friendship.

Our conference theme this year is “Youth Boleh”, in which “Boleh” means “can”! In this regards, we thank you for supporting our team purpose to empower more youth, either local or international to be purposeful and empowered young leaders via series of activities that would be held during the conference.

Local Committee of AIESEC in Universiti Teknologi Malaysia (UTM) is proud to be the host of the conference, and therefore you will have the chance to explore the city of the South Peninsular Malaysia, Johor Bahru.

In this very first delegates’ mailer, you will find useful information about the conference, date, agenda outline and other details to facilitate your logistical arrangement. Do read through in detailed and start planning your stay with us

Should you need further assistance, do not hesitate to contact the organizing team at youthboleh@gmail.com.

Best regards,

EPC 2014 Organizing Committee

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Contents

Part 1: Agenda

Outline, Main Events

Part 2: Logistics

Accommodation, Transportation

Part 3: Souvenirs

Part 4: Preparation checklist before

arrival

Insurance, indemnity form

Part 5: Fee and Payment

Fee, payment guideline

Part 6: Checklist

Part 7: Contacts

Organizing Committee Contacts

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EPC 2014 in Johor Bahru, Malaysia

Agenda

EPC 2014 in Malaysia will take place in Johor Bahru, Malaysia from 11th –

13th of July. The outline of the agenda is listed below:

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Outline of EPC 2014

Day 1

•Get to know me & you

•Life in Malaysia

Day 2

•Community development topics

•Building social development projects

•Global Village

Day 3

•Leadership: Better Me & Society

•Goal setting

The conference agenda contemplates other interesting events that allow

delegates to interact with each other and Malaysia culture. In this section,

you will get to know the main events that will happen in EPC 2014.

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Main Events

Saturday, July 12 – Global Village

The Global Village is a festival that celebrates the culture diversity of the Earth. International delegate has the opportunity to show and promote what is unique and amazing from ones country. Local delegates get to enjoy each country’s uniqueness, going from one booth to another.

Delegates will have a country booth. We will connect the delegates from similar country to prepare for the Global Village.

Despite the booths, each country will

have an opportunity to come up on the

stage and introduce your country. This

will the best chance to present your

country! You can dance, sing, do any

performance that represents your

country!

List of preparations

This is a festival that delegates and organizing committees offer to the

city of Johor Bahru.

2 – 5 minutes of traditional performance (each country)

1 – 5 minutes video about your country

Bring decorations to decorate your booth

Bring flyers and information books

Provide traditional food

Showcase traditional handicrafts

Prepare games

Interact with visitors

Be prepared to talk about your country and promote it

You will not have access to electricity and cooking utensils, thus kindly

bring ready-to-serve food.

What do you need to be aware of?

All delegates must attend the Global Village. The committee will supply

basic materials such as stationeries. All other materials must be provided

by yourself.

The Global Village will happen on second day, please make sure you

have packed all necessary materials before departing to the Global

Village venue.

Global Village RULES

o Alcohol is strictly PROHIBITED

o No commercial activities (cannot sell anything)

o Do not use public structures

o Kindly follow committees’ instructions

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Get the chance to explore Malaysia in a whole new level, not as a tourist but

as a local! This is a great opportunity to spend time together, to visit great

places in Malaysia. We have prepared TWO packages, each with its own

uniqueness and worthy for you to explore.

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The COLOURS of

malaysia

Post Tour

Package 1, 13th – 14th of July

The Cultural Exploration. Visit Melaka, the World’s Heritage City.

Limited to 30 persons.

Fee is 47USD, MYR150

Calling out ALL Food lovers and History lovers!

In this trip, you will have the chance to see historical sites built by Portuguese ages ago, interact with a unique mix of culture, buy tonnes of local, cute souvenirs at

cheap prices and eat local delicacies. Melaka is famous of

FOOD!

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Package 2, 13th – 15th of July

The Bay & Island Retreat

Visit Tioman Island, one of the

most beautiful island in the world!

Limited to 20 persons.

Fee is 90USD, MYR280

Calling out ALL Beach boys and

girls!

In this trip, you will have the

chance to swim across the crystal

clear ocean, roll around white

sandy beach, touch the ever

colourful and lively coral reefs. Lie

down and enjoy the gift of nature.

Post tour is finally open for registration! Post tour fees covers all accommodation, transportation and meals during

post tour only for all delegates.

Please fill in this form to register for post tour:

https://youthboleh.wufoo.com/forms/post-tour-registration/

Accommodation

Everyone attending EPC 2014 will be staying in the dormitories of Universiti

Teknologi Malaysia, Johor Bahru from 11th – 13th of July. 2014. All of the rooms

allocated are equally alike, with single bed, a study table, a wardrobe and

communal toilets and bathrooms. Males and females have separated blocks.

Delegates need to check-in latest by 9:30am.

Check-in point is Kolej Rahman Putra Office G01, Universiti Teknologi

Malaysia.

Map:

https://www.google.com/maps/place/Kolej+Rahman+Putra/@1.5569999,103.632128,17z

/data=!4m2!3m1!1s0x31da76a96650e46d:0x9759eeb7824436d6

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During conference

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Transportation Check-in point is Kolej Rahman Putra Office, Universiti Teknologi

Malaysia, Johor Bahru.

Directions are provided from university’s main entrance.

By public bus from other states

Go to the nearest bus stations with busses going to Johor Bahru (JB). Buy a

ticket to Skudai and alight at Sri Putri station. Then take a taxi to Universiti

Teknologi Malaysia.

By public bus from Johor

Alight at Skudai’s Sri Putri Station and take a taxi to Universiti Teknologi

Malaysia.

By car

Follow the sign board to Pontian if you are around Johor Bahru.

If you are from Plus Highway, take Exit to Skudai/UTM.

• Continue onto Jalan Skudai

• Take left to the ramp to Lebuhraya Skudai – Pontian

• Keep right at the fork and merge onto Lebuhraya Skudai – Pontian

• Slight left to stay on Lebuhraya Skudai – Pontian

• Slight left toward Jalan Universiti

• Turn right onto Jalan Universiti

• You will be welcome by our Security Officers at the Main Gate of UTM

at the end of Jalan Universiti

By Train (KTM)

Make sure your ticket is to Johor Bahru. From Johor Bahru Train Station,

you can take a taxi or public bus to Taman Universiti. From Taman

Universiti, it will be 5 minutes drive from UTM. You can take a taxi from

Taman Universiti bus stop.

By Plane

Alight at Senai Airport, then take a taxi to Universiti Teknologi Malaysia

(UTM). The fare is around MYR30.

Exchange Participant Conference has exclusive sets of souvenirs for sales!

We are currently opening pre-order now! Order here EPC Pre-order form

Souvenir No.1

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Souvenirs

Youth Boleh Wristband

Available in Yellow, Dark Blue, Green, Red and Black.

In MYR

3.5 for 1piece

15 for 5 pieces

In USD

1.2 for 1 piece

5 for 5 pieces

Youth Boleh T-Shirt

Each delegate will be entitled ONE Youth Boleh T-Shirt. If you would like to purchase more, please fill in the form.

Available in Dark Blue only.

In MYR

25 for 1 piece

In USD

10 for 1 piece

Insurance

Your safety is our top priority. We would like to ensure that you have

sufficient safety support throughout your duration of participation.

For international delegates, kindly make sure you have bought travel

insurance which is valid from 11th – 13th of July and/or 11th – 15th of July is

you are participating Post Tour. You are required to send a softcopy of your

insurance 3 days prior to conference Kindly send your insurance copy to

youthboleh@gmail.com with subject EPC – Insurance – Name – Country.

For local delegates, you can choose to buy travel insurance for post tour

only. Insurance charges are not included in conference fees, kindly pay for

insurance and conference fees together.

We, organizing committees are not responsible for any losses, injuries and

incidents happened caused by delegates.

Indemnity Form

All delegates are required to fill in and sign the indemnity form. Indemnity

form is a written agreement between organizing committee and delegates.

Please download the form here,

http://issuu.com/tifaong9/docs/indemnity_form.docx

then send the scanned filled form (softcopy) to youthboleh@gmail.com with

subject EPC – Indemnity – Name – Country.

Upon arrival, please bring the printed version during check-in.

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Before you travel

Payment Summary

Kindly make payment by 5th of July. Any late payments after 5th of July will be penalized MYR20 or 7USD.

Upon receiving your payment and transaction proof, we will send you a confirmation email. To check with payment, please email to youthboleh@gmail.com

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Fee and Payment

Types of Payment Amount (MYR)

Amount (USD)

Payment schedule

Conference fee (Early bird)

90 30

By 5th of July

Conference fee (Standard)

110 35

Post tour Package 1: 150

Package 2: 280

Package 1: 47

Package 2: 90

Insurance (for local delegates)

15 -

Before and after conference accommodation/ meals

5/meal 1.6/meal During check-in

Payment deadline is by July 5 2014, 11:59pm GMT+8. This section helps you to

make payment using several ways.

What you must know about payment:

• All types of fee must be paid in Malaysia Ringgit (MYR) only.

• There is no discount for delegates arriving late or leaving early. Delegate will

be charged equally.

• For delegates paying during check in, only cash is accepted. Credit and debit

cards are not accepted.

• All extra charges for cash transfer/payment are paid by delegates.

Bank Transfer

All payments are to be made in MYR only. You are encouraged to transfer your

conference and insurance (if any) fee to organizing committee bank account. EPs

can ask TN Managers to help them pay to organizing committee’s bank account

first.

Account Name: Ng Hui Yeen

Account Number: 01290011161525

Swift Code: CIBBMYKL

Bank Name: CIMB Bank Berhad

Reference: EPC fee, [Name]

Money Gram

Send money from MoneyGram’s office. Refer to

http://global.moneygram.com/my/en/how-to-send-money to know how to send

money. Then send us the scanned copy of send form to youthboleh@gmail.com

along with reference number.

Country: Malaysia

City: Johor Bahru

Province: Johor

Receiver’s First Name: Hui Yeen, Last Name: Ng

Please send all transaction proof to youthboleh@gmail.com else your

payment may be deemed invalid.

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Payment Guideline

Global Village preparation

Post tour registration,

https://youthboleh.wufoo.com/forms/post-tour-

registration/

If needed, apply for before and after conference

accommodation,

https://youthboleh.wufoo.com/forms/before-and-after-

conference-accommodation/

Confirm mode of transportation coming to conference

venue

Souvenir pre-order, Pre-order

Insurance, send copy of insurance to

youthboleh@gmail.com (international delegate only)

Indemnity Form,

http://issuu.com/tifaong9/docs/indemnity_form.docx

Payment

Send payment transaction proof to

youthboleh@gmail.com

Join Facebook group, Youth Boleh delegates

https://www.facebook.com/groups/586932794760720/

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Checklist

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Organizing Committee

Organizing Committee President

Erik Chia Zhong Yi

Vice President of Finance and Administration

Ng Hui Yeen

Vice President of Logistics

Chan Xin Sian

Team Member of Finance and Administration

Chee Kween Wai

Vice President of Delegate Servicing

Tifa Ong Hui Peng

ong.huipeng@aiesec.net

Team Member of Delegate Servicing

Saidus Salehin

Team Member of Logistics

Tan Chuan Heng

Team Member of Logistics

Voon Hui Chin

Team Member of Logistics

Evelyne Tan Yi Ling

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Organizing Committee

Vice President of Marketing and Communications

Faiq Wafi

Team Member of Marketing and Communications

Sia Bao Yi

Team Member of Marketing and Communications

Hafiz Bin Ismail

Team Member of Business Development

Tng Choon Siong

Team Member of Business Development

Chang Lin Song

Team Member of Business Development

Mohammed Al-Alas

Team Member of Global Village

Nurazreen Afiqah

Team Member of Global Village

Muhammad Hazeem

Vice President of Global Village

Chloe Chang Chi Shin

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Vice President of Post Tour

Chen Kian Woon

Team Member of Post Tour

Christian Hadrien

Team Member of Post Tour

Ng Lin Zhi

We, the organizing committee team welcomes you to

Exchange Participant Conference with the spirit of

YOUTH BOLEH!

See you soon!

Have question? Drop your question at youthboleh@gmail.com