Universiti Tunku Abdul Rahman

Form Title : CHECKLIST FOR ORGANISING ACTIVITY/EVENT

Form Number : FM-DSA-CSU-020 Rev No: 3 Effective Date: 01/06/2016 Page No: 1of 5

Reference for Proposal and Budget Approval

Organising Committee decide to organise Activity/

Project (Course Based/Non Course Based)

Based on approved agenda in the minutes (refer to procedure):

Organising secretary to prepare the proposal

Organisng treasurer to prepare budget (if Applicable)

Optional

Course Based Society

Recommended by Student
Development Committee

Course Based/ Non Course Based Society

Checked by DSA officer- in- charged.

Approved/Not Approved

Approval
DSA HOD- Budget is more
Than RM500
Assistant Manager and
above – Budget is below
RM250

DSA officer-in- Do the necessary

charged will amendment and
register at get the approval
Web2 system from DSA officer-
in-charge later
 UniversitiTunku Abdul Rahman
Form Title : CHECKLIST FOR ORGANISING ACTIVITY/EVENT
Form Number : FM-DSA-CSU-020 Rev No: 3 Effective Date: 01/04/2016 Page No: 2 of 5

Name of Activity/Event: ________________________________________________________________________________________________________________________

Date: ________________________________________ Time: ________________________________________ Venue: _______________________________________

SCALE DEFINITION
Scale Participation Budget Venue Significance Sample Event
Less than 100 Less than - On-campus (classrooms, - No VIPs/guests/external parties involved Weekly gathering, dance classes, small workshops,
Small
pax RM1,500.00 lecture theater) - Only involves UTAR students/community internal competitions
- Any external venue - UTAR VIPS (HoD’s, Deans, Representatives) Gathering Nights, Trips/Outings (1-2 buses), Formal
100 pax RM1,500.00 (trips/visits), - External VIPS (e.g. sponsor representatives, invited guests) Workshops (involving outsiders/professionals), Small
Medium to – - On-campus venue (half - External representatives (e.g. associations/NGO’s/public service) Sized Concert/Performance, Live Drama Show,
500 pax RM5,000.00 MPH, Heritage Hall, - Members of public involved (general members) Launching Ceremonies, Sports Carnival/Clash of the
significant public space) - External Service Providers (e.g. Sound System/Bomba/RELA) Utarians
- Any large external venue, - UTAR VIPS (President, Vice-President and above) UTAR Ball, SUKIPT, Career Fair, Large Concert /
- On-campus venue (MPH, - External VIPS (e.g. Datuks, Mayor, Govt. Representatives) Performance, Street Party/Pasar Malam, Competition
More than More than
Large Grand Hall, significant public
- External representatives (e.g. University Partners, Corporations) with Auditions (e.g. Talent /Idol), Large Marathons/Runs
500 pax RM5,000.00
space) - Members of public involved (e.g. academics, professionals) (e.g. Trekathon, Colour Run, Kampar Run)
- External Service Providers (e.g. Sound System/Bomba/RELA)
Note: Scale is upgraded as long as ANY item defined in a higher scale is met for the event proposed. The exact definition of scale is subject to a case-to-case basis depending on the true nature and complexity of
the event (may be upgraded or downgraded accordingly) at DSA’s discretion.

BEFORE THE EVENT

Time Frame Committee Proposed Date
Task/Duty
Small Medium Large In-Charge Deadline Completed
EXCO MEETING 2 months 4 months 8 months
By the organising body (club/society/task force) to decide, approve and elect/appoint organising committee. before event date before event date before event date
PROPOSAL & BUDGET
1. Proposal
1.1. Executive Summary + Concept
1.2. Organising Committee/Structure/Definitions
1.3. Organising/Program Schedule 2 months 4 months 8 months
1.4. Budget (Projected income/expenses) before event date before event date before event date
2. Documentation Drafts (where applicable)
2.1. Sponsorship list + Sponsorship letter, VIP list + Invitation letter
2.2. Publicity materials (Flyer, Poster, Brochure, etc.)
2.3. Permits, formal letters, etc (for traveling or invitation of outside speakers/judges/performers)
SUBMISSION & APPROVAL
1. Course-Based Societies: Submit and obtain recommendation from the faculty Student Development 1 month 3 months 7 months
Committee.
before event date before event date before event date
2. Submission & approval of final proposal and budget.
DSA to process within 5 working days
 UniversitiTunku Abdul Rahman
Form Title : CHECKLIST FOR ORGANISING ACTIVITY/EVENT
Form Number : FM-DSA-CSU-020 Rev No: 3 Effective Date: 01/04/2016 Page No: 3 of 5

BOOKING/APPLICATION SUBMISSIONS (where applicable)

1. Venue bookings (UTAR/external) throughout preparation and execution
2. UTAR Service Requests (Venue Setup/Permissions, Air Conditioning, Security, Access, Transportation,
DCCPR event coverage, etc)
Book/send immediately
3. Equipment Lease (Queue Stands, Audio/Visual, Extensions) Once the proposal/budget is approved
4. External Service Providers (Lighting/Audio/RELA/First Aiders/Refreshments/ Venue – obtain
quote/availability) External bookings subject to DSA advisory
DSA to reply within 5 working days (where VIPs/agreement/funding is concerned)
VIP INVITATIONS (where applicable)
1. Book the event date in UTAR President’s/VIP’s diary via DSA. Venue/service bookings subject to service provider
2. Deliver invitation letter/cards to VIPS guidelines (e.g. classroom regulations/sound
3. Follow-up/update VIPS (UTAR/external) on arrival time and location with itinerary.
system/equipment), to be monitored by DSA during the
SPONSORSHIP (where applicable) booking peroid.
1. Send out sponsorship letters to potentials. Follow up negotiations/proposals with sponsors.
2. Inform & obtain DSA approval for all sponsorship agreements before signing.
3. Confirm/acknowledge sponsorship amount/services upon receipt.
PUBLICITY & PROMOTION (where applicable/on request)
1. Design/Distribute publicity material
1.1. Event Logo/Design Concepts
1.2. Flyers/Pamphlet/Brochure/Posters/Buntings/Banners/Booklet 1 month 3 months 6 months
1.3. Other (Video/Online Campaigns/Decorative Items/Publicity Stunts)
before event date before event date before event date
1.4. All English content to be proof-read by an English lecturer if required.
2. Booth booking, setup and operation.
3. UTAR Website/Intranet/Facebook/Mail Master announcement (via DSA)
All publicity material/content/plans need to be approved by DSA prior to distribution/execution
SALES & FUND RAISING (where applicable)
1. Ticket/Fund Raising plans/schedule to be confirmed with DSA. 1 month 3 months 6 months
2. All income to be submitted to Treasurer and recorded on a daily basis. before event date before event date before event date
3. Funds in excess of RM1,000 cash to be submitted to DFN. DSA to audit accounts from time to time.
ACCOUNTS / BUDGET / FINANCIAL ADMINISTRATION
1. Apply for cash advance / advance subsidy (based on approved budget/if required) 1 month 2 months 4 months
2. Obtain 3 quotes for all types of major expenses (>RM500) from suppliers, select and confirm best/chosen
before event date before event date before event date
supplier.
All agreements/orders involving significant value/external parties are subject to DSA approval.
EXECUTION SCHEDULE / GENERAL ADMINISTRATION
1. Organising Chairperson to confirm the execution schedule (To-Do List) with DSA/adviser
(Bookings/Preparations/Rehearsals/Logistics/etc.) 2 weeks 1 – 2 months 3 months
2. Review all bookings/service requests and VIP/external dealings. before event date before event date before event date
3. Conduct ongoing meetings & planning as per schedule. Identify timelines and deadlines for key tasks.
Update as necessary with DSA/adviser.
PROGRAM (where applicable)
1. Submission of finalized program flow with performers/speakers/judges (detailed bio-data required for 2 weeks 1 month 2 months
outsiders) and description of the performers/talks to DSA. before event date before event date before event date
2. Submission of Emcee Script and Speeches (after proof-read by English lecturer) to DSA.
FINALIZATION 2 weeks 1 month 2 months
1. Finalize attendance, sponsorships, ticket & fund raising sales with DSA before event date before event date Before event date
 UniversitiTunku Abdul Rahman
Form Title : CHECKLIST FOR ORGANISING ACTIVITY/EVENT
Form Number : FM-DSA-CSU-020 Rev No: 3 Effective Date: 01/04/2016 Page No: 4 of 5

2. Confirm VIP attendance & preparations

2.1. VIP Holding Room / Handling (Pickup & Accompaniment)
2.2. VIP Seating Arrangement / Interactions (Opening/Speech/etc)
2.3. Media/Sponsors/Guest Handling (if any)
3. Final run through of the Execution Schedule.
3.1. Verify all bookings/permissions/service requests/external suppliers/performers
3.2. Update on preparations/rehearsals/venue plans.
4. Authorize any remaining payouts from account.
PRE-EVENT
1. Final check on venue, facilities, equipment and manpower. 1 day before the 1 day before the 1 day before the
2. Review/rehearse program flow/execution schedule for event day. event event, event,
3. Prepare VIP Holding Room, rehearse VIP interactions (Opening/Speech/Prize Giving), confirm +1 pre-rehearsal +2 pre-rehearsals
Media/External handling procedures
VENUE HANDOVER
Upon gaining access to the venue
1. Confirm & Fill the “Event Assessment form” with DSA Staff-in-Charge upon gaining access to the venue.

DURING THE EVENT

Time Frame Committee Proposed Date
Task/Duty
Small Medium Large In-Charge Deadline Completed
SIGN-IN
1. Confirm attendance of committees/departments/manpower. 1-2 hours before 4-6 hours before 6-12 hours before
2. Verify all equipment/facility/venue conditions
start start start
3. Report to DSA Staff-in-charge and seek assistance for any issues/emergencies requiring immediate
attention.
EXECUTION
1. Flow through program/execution schedule as rehearsed/planned. Advance scheduling to ensure smooth As per required Min. 15 mins
Min. 30 mins
execution. advance
advance scheduling
2. Report to DSA Staff-in-Charge any issues/incidents for immediate action. scheduling
3. Photography / Videography / Event Coverage

AFTER THE EVENT

Time Frame Committee Proposed Date
Task/Duty
Small Medium Large In-Charge Deadline Completed
POST EVENT
1. Cleaning up and rearrange tables/chairs to required layout as per venue requirements.
2. Removal of all event decorations/equipment/items from used venues. Move items to safekeeping if it Immediately after the event
cannot be returned to owner immediately.
3. Set schedule to remove all publicity material, clear out booths, etc.
SIGN-OFF Immediately after the event
1. Report to DSA Staff-in-charge upon completion of post-event cleanup. DSA to verify that all necessary
works completed before allowing committee to sign out. OR
2. Venue Handover: If ready for handover, immediately fill the balance of the “Event Assessment Form”.
3. Summary /feedback of the event and quality of services provided. Report any
Up to maximum 1 working day after the event
concerns/issues/damage/loss.
 UniversitiTunku Abdul Rahman
Form Title : CHECKLIST FOR ORGANISING ACTIVITY/EVENT
Form Number : FM-DSA-CSU-020 Rev No: 3 Effective Date: 01/04/2016 Page No: 5 of 5

4. Return all leased equipment items

5. Clear out all publicity material, booths and event properties (if any) from public areas.
POST MORTEM
1. Sign-off all departments and duties from all committees. Resolve all claims and payments.
2. Conduct post mortem meeting & prepare post-mortem/activity report including:
2.1. Minutes of Post Mortem Meeting
2.2. Finalized organizing committee list / attendance Within 14 working days after the event
2.3. Event Summary (as per schedule/department report) with photos
2.4. Income Statement with original proof of income/expenses (i.e. ticketing carbon copy receipt,
original receipts w. stamp for expenses). Include any remaining account requisitions/submissions
2.5. Approvals of organizing committee
3. Submit post-mortem report to DSA for verification/approval.
All criteria mentioned below may also be subject to changes on a case-to-case basis and serves only as a general guideline. DSA may impose additional/stricter or reduce/remove guidelines accordingly subject to
the event at hand. Such changes will be noted in the checklist by the Staff-in-Charge

Important Notes
1. Invitation to Minister or external Guests must go through President and send out at least 2 months before the event day.
2. Request of message from Minister or external Guest for booklet purpose and sponsorship for the event must gain approval from President.
3. Progressive meeting to be carried out once a week to update the status of each department.
4. Meeting to be conducted by the main organising committee (subject to performance of the organising committee)
4.1. At least 3 times before the event after the proposal and budget are approved (small/medium scale activity/event).
4.2. At least 6 times before the event after the proposal and budget are approved (large scale activity/event).

Monitored by Confirmed by

________________________ _____________________________
Staff-in-charge HoD, DSA