I am surprised when my supervisor assigned me to organize an annual event for Interhill - PETIPUN Scholarship Grant ceremony. This annual scholarship grant ceremony is organized by Interhill yearly to show that they commit themselves in helping the local community. This Scholarship Grant catered specially for the Penan people which is one of the local ethnic groups in Sarawak where they are vulnerable and youngest among all the other ethnic groups. The government are more protective towards them as their adaptability towards the change in society is very slow.
Let's get back to the topic
This event lets me understand the basis of organizing an event. Things such as catering selections, media advisory/ media relations, PA system rentals and etc. Due to the fact that I am new in organizing an event in this scale, my supervisor guide me throughout the process. There are many things to be learn during and after the whole process of organizing this ceremony. I will then further explain the process, lesson learnt and challenges below.
Process, Lesson learnt and Challenges
Process, Lesson learnt and Challenges
Catering, the first thing that I choose to start with. Catering may seems to be very easy as caterer can be found everywhere, but the important part is to select the catering that is within the budget yet favorable to everyone. Due to my lack of experience in this field I had to go around and ask for catering service to fit my needs. It took me around two days to quote and select from several caterer after comparison and discussion with my supervisor. Although catering was done at the first place, accident are unpredictable and the caterer called two days before the event to inform that they are unable to cater the catering service due some technical issue. Luckily, I am able to get in touch with the catering service from the last year's scholarship grant ceremony on that particular day.
PA system booking and rental. This is one of the easiest among all the other thing which only needs me to call, book the date and quote the price. Overall this particular section do not give me any trouble and it went very well.
Next, arranging the scholarship grant receiver. There are 14 Penan students who managed to chosen to receive the scholarship grant and these 14 student are located in different places. As the organizer, it is my duty to arrange and contact these 14 lucky students for them to attend this ceremony. Among the 14 students, luckily there are 11 students who are currently studying in Miri. Other than that, the another three located at Bintulu(one) and Kuching(two). My supervisor then ask me to research and match a flight for the three student for a day trip.
Aside from that, contacting the PETIPUN authorities to join and attend this ceremony is a must as they are the association which take cares of the Penan community. Inviting the PETIPUN chairperson and the vice chairperson is quite a task for me as they are hard to contact and arranging the proper timing for them to attend the event is one of the factor I had to hustle.
Last but not least, media advisory/media relations. Due to the fact that this is an annual event and there is already a sample of the media advisory from last year, I am very lucky that my supervisor only requests me to make change according to the previous one then email and fax to the media outlets that is listed as our target. On the day of the event itself, I'm the media relations person. It was nerve-wrecking for me at first, as I have been told and fueled with the mind set of media personnel are mostly "bad" in their attitude. So, I was then assigned to ready media kits and beverages for them when they arrive.
Upon the arrivals of the media, my friend who is interning with me named Daniella she told me that I totally change into another person and talk differently while I'm interacting with the media people. I did not notice it until the end of the event after she reveals it to me.
Throughout this event, I learn a lot of stuff, things like dealing with the media in person, arranging event dates, arranging catering services, and basically event management stuff. Polishing me for the real deal in future that I am going to face. Thanks to my supervisor, for letting me to handle and organize this event which also is one of the important events for Interhill.
Till next time,
Chen Hau Yung
Miri Sarawak Campus
PA system booking and rental. This is one of the easiest among all the other thing which only needs me to call, book the date and quote the price. Overall this particular section do not give me any trouble and it went very well.
Next, arranging the scholarship grant receiver. There are 14 Penan students who managed to chosen to receive the scholarship grant and these 14 student are located in different places. As the organizer, it is my duty to arrange and contact these 14 lucky students for them to attend this ceremony. Among the 14 students, luckily there are 11 students who are currently studying in Miri. Other than that, the another three located at Bintulu(one) and Kuching(two). My supervisor then ask me to research and match a flight for the three student for a day trip.
Aside from that, contacting the PETIPUN authorities to join and attend this ceremony is a must as they are the association which take cares of the Penan community. Inviting the PETIPUN chairperson and the vice chairperson is quite a task for me as they are hard to contact and arranging the proper timing for them to attend the event is one of the factor I had to hustle.
Last but not least, media advisory/media relations. Due to the fact that this is an annual event and there is already a sample of the media advisory from last year, I am very lucky that my supervisor only requests me to make change according to the previous one then email and fax to the media outlets that is listed as our target. On the day of the event itself, I'm the media relations person. It was nerve-wrecking for me at first, as I have been told and fueled with the mind set of media personnel are mostly "bad" in their attitude. So, I was then assigned to ready media kits and beverages for them when they arrive.
Upon the arrivals of the media, my friend who is interning with me named Daniella she told me that I totally change into another person and talk differently while I'm interacting with the media people. I did not notice it until the end of the event after she reveals it to me.
Throughout this event, I learn a lot of stuff, things like dealing with the media in person, arranging event dates, arranging catering services, and basically event management stuff. Polishing me for the real deal in future that I am going to face. Thanks to my supervisor, for letting me to handle and organize this event which also is one of the important events for Interhill.
Till next time,
Chen Hau Yung
Miri Sarawak Campus
2 comments:
Hi Jacky,
I had interesting time reading your blog post. I must agree, after experiencing the process of running an event, I realised how much time and efforts are being put in in order to make the event a success.
I was in charge of communicating with the press, guests of honors and participated schools to confirm on their presence for the event. And on the day of the event, every single person has to be active and alert in case of a pop out emergency which requires our PR capabilities and skills.
Hope you are doing just great at your placement. Looking forward for your next post!
Sincerely,
Ivy Tang
Miri Campus
15632964
Hello there Jacky,
What an interesting thing you're doing there and how i wish i could join you as well.
I was given the position to attend to the higher ups when my supervisor told me to do it and i know how it feels.
Hope you are doing well there.
Cheers.
Jonathan Philip
15836863
Miri Campus
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