Duties of each Congress Committee Coordinator CONGRESS CHAIRPERSON : ASSOC. PROF. DR. AMIR AKRAMIN SHAFIE VICE-CHAIRPERSON : PROF.

DR. MOMOH JIMOH E. SALAMI

-

Schedule Congress Committee meetings. Plan agenda for each. Prepare Congress time line. Determine Congress insurance requirement and get appropriate coverage. Maintain complete set of records for archival purposes. Submit oral report to Steering Committee. Work with Steering Committee to prepare programmes for Congress. Work with committee members to help them with their areas of responsibility. Work with Executive Secretary to prepare registration procedures and forms. Work with Registration Chair to ensure preparation of Congress packets name tags, maps, programs, meal tickets, general information. Have supply of extras including blank name tags. Prepare VIP packets. Develop VIP welcome policy and procedures. Prepare Congress evaluation forms and arrange for them to be distributed and received at Congress. Identify mobile committee members to assist the running of Congress.

SECRETARY : BR. SYED TAHIR B. SYED MOHAMED

-

Attend all Congress Committee meetings. Keep complete records. Prepare to turn in records, including blank copies of any forms used, at conclusion of Congress. Calls for progress meetings. Prepares minutes of meetings. Prepares port-mortem report after the Congress. Release thank you mail to VIPs, Keynote Speakers and Sponsors.

TREASURER : SR. NOR AZURA BT. AINI @ ABAS -

Attend all Congress committee meetings. Keep complete records. Prepare to turn in records, including blank copies of any forms used, at conclusion of Congress. Work with Congress Chairman to establish overall budget for Congress. Work with Congress Chairman and Secretary on final Congress report. Work with Secretary to set up checking account, credit card account, and system for monitoring conference expenses and incoming revenue. Work with Sponsorship Chair to develop procedure of sponsorship process. Establish procedure to reimburse committee members for phone calls, copies and postage. Reimburse individuals or organization in a timely manner. Plan to train Treasurer of next Congress.

WEBMASTER : PROF. DR. A.H.M. ZAHIRUL ALAM Attend all Conference committee meetings. Provide publicity for Congress. Prepare releases IIUM webpage. Liaise with Conference Chair in setting up a Congress website to help automated responses for abstract submission. Work with Congress committee to assure that Congress information is included in the IIUM Homepage.

SPONSORSHIP : IR. ZAKI ZAINUDIN

-

Attend all Congress Committee meetings. Keep complete records. Prepare to turn in records, including blank copies of any forms used, at conclusion of Congress. Coordinate with Publicity/Public Relations Chair to solicit door prizes. Work with Secretary to ensure that thank yous are mailed promptly at the end of the Congress.

Work with Finance Chair

o

To maintain records of monies received.

o To ensure checks are submitted in a timely manner.

o

To develop procedures for sponsorship process.

Work with Sponsors o Prepare sponsorship forms. o Approach and identify sponsors.
o

Obtain sponsorship for advertisement in programme book, Congress kit, etc.

o Obtain cheques for sponsorship payment. o Establish deadlines for return of invitations on sponsorships.
o

Give opportunities to sponsors to advertise in Congress programs under social events and/or donate door prizes.

TECHNICAL / AUDIO VISUAL : ASST. PROF. DR. SIGIT PUSPITO WIGATI JAROT Attend all Congress committee meetings. Work with Conference Chairs o Screen program plans. o To ensure program is balanced during Congress. o See to the speakers specifications and presentations. Assist Conference Chairman o In contacting and finalizing keynote speaker o In establishing programme schedule and assign rooms to programme o In obtaining biographical information in speakers and presenters. Identify chairpersons for sessions (parallel etc.) Assess AV requirements for programs. Coordinate AV needs for each program, prepare detailed chart. Determine charges for equipment rented from Congress site.

Prepare a detailed schedule of equipment needs with room assignments. Arrange for return of equipment. To liaise with PR officer of hotel. Using schedule of AV required for programs, make sure that AV is delivered and set up for program. Assign people to check individual meeting rooms for proper setup. Find out how to contact facility staff to resolve problems.

VENUE / FOOD : ASSOC. PROF. DR. AISHA HASSAN ABDALLA Attend all Congress committee meetings Work with Conference Chair to plan for meal functions, determining schedule, budget, menu (including vegetarian meals), and program. Prepare meal tickets. Coordinate volunteers to take tickets at meal functions and any other Congress events requiring ticket admission. Coordinate with technical and logistic chair for tables and chairs for meals. Prepare dining venues.

REGISTRATION : ASSOC. PROF. IR. DR. ZURAIDA AHMAD Attend all Congress committee meetings. Liaise with Logistic Chair on table and chair requirements for registration settings. Prepare guest book. Work with Conference Chair o On VIP packets making sure they include name tags, certificates and meal tickets. o Make sure that packets for all presenters contain name tags, certificates and meal tickets if authorized. o To coordinate registration process. Schedule volunteers to help with registration.

Train volunteers and prepare them to double as information desk. Assemble list of anticipated questions and answers for use by volunteers during the Congress. Liaise with PRO on the MC, seating arrangement and provide holding room for VIP. To ensure availability of Musolla.

BACKDROP / BUNTING / LOGISTIC : BR. ZAHIR HUSSAIN SYED MEERA Attend all Conference committee meetings. Liaise with Conference Chair on speakers specifications and presentations. Liaise with IP for facilities. Oversee backdrop and settings of rooms and equipments. To prepare banners. Prepare necessities for opening session. Provide a room for equipment storage. Prepare a floor plan to identify Congress location. Arrange program signs each day of Congress. Change signs according to program schedule. Liaise with security unit on parking, elevator and other security matters. Prepare signages. Liaise with OSH unit on any safety issues.

SOUVENIRS : ASST. PROF. DR. ZAHURIN HALIM Attend all Conference committee meetings. To prepare ad conduct feedback forms for each sessions. Coordinate with Sponsorship Chair to solicit door gifts from local merchants. Prepare souvenirs, draft speech and usher for VIPs. Arrange for volunteers to be available for work on last-minute details/problems as needed by Conference Chair.

Prepare and distribute Conference kit. Coordinate preparation of Conference packets name tags (for participants and committee members), maps, programmes, meal tickets, general information. Have supply of extras including blank name tags.

PUBLICATION : ASST. PROF. DR. NOREHA ABD MALIK Attend all Conference committee meetings Release brochures and invitation letters to Deans, Directors, Head of units/divisions in IPTAs and IPTS. Secure ads for program book. Work with Conference Chair to provide written biographies for all speakers and an overview of the Congress to be included in programs and press releases. To obtain materials from keynote and invited speakers.

INVITATION : SR. HAZRANI HASAN BASRI Attend all Congress committee meetings. Arrange for message board for Conference attendees. Send invitation letter/card to top management, participants and VIPs. Send invitation to external/potential participants, IPTAs. Prepare text of MC speech. Feedback on RSVP. Determine dress code suitable for Congress. Allocate a liaison officer. Ushers. Prepare opening remarks for programme book. Prepare list of participants, presenters and guests.