The usefulness of Event Plan!

Hey guys, I am back again! Hope everyone is doing well in the Internship and have gained some experiences.

I have been busying in preparing activities for the children from Tadika Sedidik Miri. They visited Pustaka Negeri Sarawak, Miri few days ago. I have been assigned to participate in this event for organizing some activities for the children. As the target audience was children, so I will need to figure some activities that the kids will really enjoy and love it.

In order to make the event go smoothly and successfully, I have used EVENT PLAN to prepare for this event. I learnt the format of event plan during Public Relations Techniques unit. I would say Event Plan is really useful when we are planning an event.

It is useful because it ensure that I am on the right track. As we need to write the event objective in the event plan, thus it has reminded me that every activities that I have planned should consistent with the event objective and the target audience. For example, the event objective was to promote Pustaka Negeri Sarawak, Miri to the children. Therefore, I have suggested the event to be conducted at the Auditorium. It was because it not only can help to promote the Auditorium of Pustaka Negeri Sarawak, Miri and it also has a huge space to carry out some activities. The activities that have carried out were bringing the children for a tour, telephone game and singing session. Telephone game is a game which the first person will be given a piece of paper that consisted of an animal. Based on their understanding, they will need to act to their friends behind them. Then, the message will pass from one to another and the last person will need to stand up and say the animal out.

Besides, it helps to reduce the risk of having an unsuccessful event. It is because I will need to think of the risk assessment and back-up plan. Thus, by having an event plan I could list down any possible risks that might happen and try to avoid it when I am preparing for the event.

In addition, event plan also helps to ensure the person that responsible for the tasks will be finished in the given time. In the event plan, we need to draw a table which consists of few elements such as person responsible, actions and date to be completed. Therefore, this has provided a clear instruction that the person responsible will need to finish his/her tasks within the given time. By having this table, it can help to increase the efficiency and effectiveness.

Now, lets see pictures! :)

Kids group photo when they were just arrived at Pustaka Negeri Sarawak, Miri

First activity: Tour at Multimedia Galeri (MMG)

 When they were at Children Infotheque

Second activity: Telephone game

Third activity: Singing session ( They were so happy when the "twinkle twinkle little star" music was playing)

Group Photo 

Lastly, I am glad that an event plan has made the event went successfully and I feel happy when I saw the children enjoyed the activities. Although I have met hardships when I was planning for the activities, I gone through it and I have gained a lot of experiences which I never had it. I would say that it has made me to be a better person in handling the event or activity in the future. An advice to my peers, I strongly recommend you guys to utilize the event plan when you are planning for an event or activity during your internship or in your future career. 

All the best! 

Regards, 

Daphney Koh

17635884

Curtin University, Sarawak Malaysia. 

The heartaches and headaches of event planning

How does one plan a successful event? As the saying goes, if there is a will there is a way. Unfortunately, that did not ring true for my experience in event planning during my placement at Interhill. Yes, the events were executed in the end, the outcome however were rather disappointing.

My first task as an intern was to plan an International Women's Day (IWD) event. As written in my prior post, this event came to be a collaboration between Interhill and Top Dog Factory to provide a free Muay Tai session for Interhill's female staff.

Naturally, being my first ever event, I poured my heart and soul into it. Angelyna, my supervisor was encouraging and offered suggestions. The first headache came when setting the date for the event, IWD is celebrated annually on the 8th of March, as the company's working hours is from 8 to 5, Monday to Friday and half a day on Saturday it was a challenge to actually come up with a timing when employees would feel encouraged to attend the event. The event was eventually set to happen in the last week of March. Preparation for the event went smoothly, with agreements for the venue and program coming through, the posters and invitations were eventually sent out and some attendance were confirmed.

The heartache however came on the day of the event, as only a handful of women staff turned up for the event. Nonetheless, we still went through with the event. I was told that this was a usual scenario as employees shied away from this sort of activities. This was a disappointing start to my internship, but the event itself was worthwhile.

Another challenge that I faced was getting the press release for an After School Project published. As the event was held in late April, right when the Sarawak Elections were coming to a climax, the media release was not published as the press focused their coverage on issues concerning the election.

But of course, my experience at Interhill has not been all doom and gloom. Nonetheless, the purpose of this post is to be honest about the challenges that I have faced, in doing so I am able to identify my shortcomings when planning these events. For starters, I should have had the foresight to plan my event when it does not coincide with other big events. Additionally, I have learned that it is a must to continuously engage the staff when inviting them to an event in order to make them to feel welcomed and comfortable to show up for the event.

Daphne Margaret Jolly
17895620/7E4A2937
Curtin Sarawak Campus

The Drawing Board - Planning our Event!

 

The Drawing Board – Planning our event

 

Exciting times ahead! We are planning an event!

My internship at Channel 9 Perth has seen a lot of meetings and pitches but now we are putting our ideas and plans into action, creating an event! At Channel 9 everyone at the Perth offices have accepted me as a new addition to staff, never have I felt uncomfortable or unequal. This is why at the many meetings and brainstorming sessions we have had I am given opportunity to contribute ideas and add value, making this event doubly exciting for me!

The event in question is apart of a larger event called ‘Kids Wonderland’, which Channel 9 have partnered with Perth City to sponsor, the overall event is a 9 day carnival for kids and their families, with expected attendance of over 45,000 people! Channel 9’s involvement also includes running our own kids attraction to engage with the community but also to raise awareness of the launch for ‘The Voice 2016’. To start off with we brainstormed ideas, it was interesting to note that the head of marketing at Channel 9 still used white-boards all around his office to create idea maps, even with great technology available sometimes the simplest things are the best way to go. Criteria for this event was that we needed to make it a draw card for audiences at the event, fun for kids and of course Voice related. After a few different suggestions and working out the pros and cons we settled on creating a karaoke event for kids! We have plans to recreate the Voice stage and have cardboard cutouts of the famous judges for photos as well!

After deciding what we wanted to do for the event we then had to figure out what materials we would need, how much we wanted to spend and how we could best utilise the space we were allocated. To sort through this we sketched a rough version of the area, then we made a list of materials we already had, such as the stage backdrop, lights, tables and television. Then went on the hunt around the station to see what we could find, such as an appropriate sized stage, microphones and other items such as red carpet and bollards. Having then made an inventory of what we already had we started searching for what we needed, such as a karaoke machine and appropriate merchandise to give the kids as well.

Many emails and phone calls were made to get quotes on materials and meetings with merchandise providers were attended to see the most appropriate products to have designed. So now the stage we are at is we have an event, we have equipment, and we have materials in production which I can’t wait to see the final product for! Now all we need is guest appearances! So currently brainstorming some ‘Perthanalities’ who could get up on stage with the kids and make the event extra special, getting the Channel 9 brand out there, whilst creating awareness for the launch of ‘The Voice 2016’!

I can’t wait to share this experience with you all! Watch this space!

- Maddi

The End of the Beginning

The End of the Beginning

By Alaine Bailey-Bentley Campus

Today was supposed to be my last day at Momentum Forum but unfortunately I was not able to complete it (although I had already completed by 20 required days previously). I had been up vomiting all night and had a fever. I had to call up Barbara regretfully and tell her I could not come to work as I still had a fever and abdominal pain. After going to the doctors he told me it was food poisoning. I wish I could have made up my last day but I begin work at my new internship next week so am unable to do it but I did thank Barbara sincerely for such a great opportunity-both on the phone and in email.

Working for Momentum Forum Events I learnt many things about how to form and maintain relationships with clients, advertise yourself to the public and companies, how to research and contact companies as well as other handy tools such as using Mail Chimp, designing a newspaper advert and writing media releases. It was definitely a worth while experience and I wish Barbara all the best for her next event, the Men in Black Ball which I know will be fabulous if the International Women’s Day Luncheon was anything to go by.

As for me and my future, I have gained another internship with a food blogger. After meeting with her, she promised to help me improve my written skills as well giving me the opportunity to manage her social media accounts (something I am very interested in as a Mass Communication student). She also mentioned that I will be involved in helping her created EDMs, a marketing calendar for her Crust pizza shop that she owns, as well as creating emails and contacting local sponsors for both her blog and her shop. I will always fondly remember Momentum Forum Events as a place that introduced me to the working environment and professional environment and for that I am eternally grateful. This internship has definitely been a worthwhile experience and my advice to future student of the unit is to choose somewhere that is in your desired field as you never know, but it may lead to a job opportunity after your internship completion!

Hello Darlink and Feedback.

Hello Darlink and Feedback

By Alaine Bailey-Bentley Campus

I arrived a little early to the Hello Darlink Talkshow shoot today incase there were any problems and also just so I could take in all the setup of media equipment. It was quite fascinating watching Rex and his son Matthew (the two camera men of the day) rearrange the Medaesthetics office into a space that they could film an interview. It took many small adjusts to get the cameras in different positions to ensure all desirable angles where captured.

When Barbara arrived she quickly went off with Doctor Ehsan Jadoon to go over the interview questions to ensure he was happy with all language that was being used. This left me to chat with Rex who I found to be very friendly and well informed of PR. He began explaining the best ways to interview people and gave me tips to use if I was ever working in a business that experienced a crisis and I were then required to address the media. He also explained the different reasons for setting up furniture and cameras in certain places-something I found interesting, as I had wanted to be a part of the media industry because I chose to pursue PR.

All went smoothly during the filming of the interview; Rex at one point did blatantly stop Barbara if she couldn't be understood or hesitated too long. Seeing the way Barbara was unfazed by his constructive criticism really impressed me because it showed me even someone as experienced as Barbara still needs direction some time, and she was more than willing to hear to Rex’s suggestions-and most importantly-listen to them.

Once the interview was finished and Ehsan had to leave to go to an appointment, we had to pack up as quickly as possible and go to our next location –Robbie’s bouquet in Subiaco where the second interview would be taking place. The moment we got there Barbara headed straight for the change rooms, inspiring Robbie to change his plain top to a black sparkly one. She came out in a completely different outfit (cream two piece) that looked amazing on her. She even found a handbag at the bouquet to match her outfit (while also giving Robbie some small bit of business as a token of respect and appreciation for allowing her to interview him). Barbara had asked if Robbie would like to run through the questions before hand just like Ehsan but he had opted to hear it while being filmed so it was raw and natural rather than staged if he had to answer the questions over and over.

The interview went uninterrupted, except when buses and motorbikes zoomed past the store and Rex had to call a halt to the interview until they passed so the sound levels wouldn't be interrupted.

The next few days at Momentum Forum were just comprised of more research. I must admit it has become a bit tedious and my research standards had begun to drop- something I had not picked up on. But as I went in on Tuesday after the public holiday Stacey sat down with me and addressed this with me. She told me my research has to be more specific as there were many gaps. I was confused by what she meant ‘gaps’ but as I asked, she clarified that some names were missing to contact. I then explained that I could not find those names and therefore that is why they weren’t listed. She quickly understood, nodding her head and told me to make sure to clarify and write ‘no name’ if I could not find any on their website.

I think I was still at the stage where I was thinking this was a university course where everything I do will be marked, and acknowledged but nothing would really come from it after completing it. Stacey’s talk with me definitely made me realize that everything I do must be clear and to a high standard. I can’t expect people to read my mind and understand that the missing information is due to me being unable to locate the information; they will instead interpret it as laziness and sloppiness.

Other tasks that I was asked to help complete included:

-       Double checking VIP guest names before they were printed

-       Writing an introduction for Barbara to read out when awarding Rabia Siddique the Most Inspiring Women of 2016 in the community category for International Women’s Day

-       Creating social media posts for different Facebook pages to celebrate Internationals Women’s Day

-       Helping edit and write an AV sheet for the event.

I am excited and nervous for the actual event, which is in three days time (on Friday)!