1. PRE EVENT ACTIVITIES
This will include making arrangements for meetings, site visits and inspections, and giving all necessary information to enable the event owner/organizer to understand and know about the conference infrastructure and landscape in Kuching (example: number of hotels, logistics and manpower, conference venue, sponsors). During this time, the event owner/organizer will also enable better understanding of the requirements and intricacies of the proposed event to be conducted. This will provide both parties (the event owner/organizer and UCSI COMMS to fully ensure that delivery will meet with stated requirements.
UCSI COMMs will also advise on the scope of facilities available, negotiate for pre event hosting and to ensure that pre-event services meet with the client’s satisfaction.
2. THE PROPOSAL PLAN TO THE CLIENT
The proposal plan details the PCO’s (UCSI COMMS) scope of duties and service deliveries within the stipulated timeframe. The scope of work will start upon mutual agreement of both parties to be signed and agreed upon. The Plan will start at the prescribed schedule right up to down time (dismantling, closing of account, submission of closing report and sign off)
3. THE PLANNING OF THE EVENT
Upon awarding of the PCO contract to UCSI COMMS, and in 30 calendar days, a full and detailed schedule of the activity plan and descriptions with timelines will be furnished to the Secretariat to be amended if required, confirmed and approved for UCSI COMMS to proceed. The job scope will be conducted in the following stages not necessarily in that order and will be in concurrent or overlapping stages.
4. PROCUREMENT PERIOD
This will entail checking and negotiating of all venues for the best possible rates and fees for the event which will include the venue, hotels, transportation and to receive all submissions of quotations from the said suppliers of the above stated services. All these will be duly tabulated and informed to the Secretariat for scrutiny and deliberation. Confirmations of all procurement of services will be made only when receiving written (or confirmed in minutes of meeting held) to the PCO.
5. CONFERENCE SPEAKERS & CONFERENCE PROGRAM
This will start immediately for UCSI COMMS to source for the appropriate speakers according to the theme, topic structure and program sessions as directed by the Secretariat. At this time the Conference program is designed and can be content added over the period. UCSI COMMS will contact, negotiate and discuss fees, logistics with prospective speakers. All prospective speakers will be deliberated for approval by the Secretariat. UCSI COMMS will ensure that all speakers, confirmed by contractual agreement, will be arranged for to be in time for the conference. All fees, deposits will be remitted upon written instructions and reimbursed to the PCO or to be paid directly by the Secretariat.
6. CONFERENCE PROPER – MANAGEMENT OF THE CONFERENCE & THE SOCIAL PROGRAMS
The management of the conference proper will be checked (before) for venue readiness and will be signed off through a conference checklist by the designated officer of the conference venue. All support staff and team for the event, other than secretariat members, will be provided for the duration of the conference (support staff does not include technicians). Pre registration desks will be set up at major hotels where delegates are staying to facilitate the registration process and registration desk on the conference day itself. UCSI COMMS will source for suitable venues for the Event’s social programs and will propose to the Secretariat for approval.
7. LOGISTICS MANAGEMENT
UCSI COMMS will handle and facilitate transportations arrangements such as shuttles to and fro from the major hotels to the conference venue and vice versa, transportation to the social evenings. Speakers’ and Secretariat members’ transportation will include airport transfers in addition to the above. Transportation for Secretariat members will be separate from the delegates’ transportation schedules/shuttles. Transportation charges for rental hire or per head fee will be borne by the Secretariat.
8. WEBSITE DESIGN, CONSTRUCTION AND DELEGATE BOOSTING ACTIVITIES:
UCSI COMMS will undertake to design, construct and upload the event domain of which domain name will be agreed upon and approved by the Secretariat. We will also source for adwords as a strategic move to prompt visitors to the site. Adwords will be agreed upon and advised or furnished by the Secretariat. The site will be monitored on a full time basis till shut down and will include market statistics which is included in the report to the Secretariat. We will also pursue hyper linkages to other relevant sites such as hospitality associations in the region, via related government sites such as BIMP EAGA, MITI, MATRADE as well as hospitality related organisations such as suppliers, manufactures, appointed regional distributors etc. The website e-link will also be used for electronic mailing to prospective delegates.
9. MEDIA & PUBLICITY CAMPAIGN:
UCSI COMM will organise, plan and conduct publicity campaigns via newsletters, media releases, and (audio, print and electronic). All campaign and publicity materials will be screened and approved for distribution and publication by the Secretariat. This will also include arranging for interviews for key officers of the Organiser.
10. DELEGATE PROGRAM/SPOUSE & ACTIVITIES (PRE & POST EXCURSIONS):
Selected tour operators will be commissioned to propose pre and post conference excursions covering the highlights of the destination. Spouse programs and activities will also be incorporated for the duration. Tour desks will be made to station at the major (or Official) Hotel and Conference venue. All tour and excursion charges and fees will be borne by the delegates direct. Selected tour operators are committed to provide complimentary (FOC) tours to speakers and secretariat members.
11. FACILITATING GOVERNMENT & CORPORATE SUPPORT
UCSI COMMS will facilitate all appointments for seeking government and corporate support in the areas of hosting (cash or kind), endorsement support of the event, assistance in permits and waivers( incoming equipment, etc) as well as approvals for premises or venues as needed. The PCO will also seek endorsement and support from the relevant government authorities for MDA’s CSR Project which can or may include sponsorship (accommodations, equipment, flights, meals etc)
12. CSR PROJECT MANAGEMENT
UCSI COMMS will facilitate to source and seek for support (private and public) and assistance for the CSR Project and will ensure maximum acceptance from the benefactors of this CSR Project. Separate progress reports will be submitted on the CSR in accompaniment with other reports. Expenses to be incurred through or required by travelling, accommodations and flights will be borne by the secretariat if there is no sponsorship or hosting of the items.
13. REPORTING STRUCTURE
The PCO will submit progress reports monthly, which will be sent through email attachments with copies in discs to the Secretariat for records. The PCO will ensure all due transactions are duly recorded, reported and remitted to the Secretariat and due disbursements of delegate and exhibition fees minus the service fees respectively. UCSI COMMS will commit to a maximum of 4 outstation trips within Malaysia for the duration of its contractual obligations. Additional requests for travelling for the purpose of reporting or briefing to the Secretariat will be borne by the Secretariat.
14. DELEGATE BOOSTING AND EXHIBITION BOOTH BOOKINGS
UCSI COMMS will conduct delegate boosting activities by ensuring its dedicated website is visible to the intended market segment and will be responsible for procurement of adwords to drive potential delegates to the site. The delegate boosting via email will include e-blasts of not less than 4 times via its online registration and booking portal. Additional delegate boosting will be carried out via its websites activities on social network platforms, banner hosting in relevant hospitality associations and hospitality related host websites (hyper linkages). The delegate boosting campaign will also be included in relevant government portals such as MATRADE, MITI, SCORE, SCB, and STB and similar. The event will also be announced in the governments Calendar of activities for the State as well as include in the Ministry of Tourism Event Calendar (print and online). The PCO will also, only with the support and sponsorship of SCB, attend MDA or relevant events as advised by the Secretariat, attend such events to promote this event. Promotional space will be negotiated for approval and clearance and if needed, paid for by the Secretariat. The website will also include a dedicated section for prospective exhibitors to the conference with full information, exhibition layout plan, measurements, booth fees and sponsorship section for organisations. All booth payments can be paid online through UCSI COMMS’ online booking engine and will also be able to reserve the booth locations after payment has been made. Online booking service fees charged per transaction is 3.5 % for conference delegate fees and 8.5% for conference exhibition fees.
15. CONFERENCE MANAGEMENT
UCSI COMMS will handle all media and publicity for the Conference as well as where needed, the invitations for the official ceremonies to respective and relevant VIPS and Sponsors and government agencies. The media and publicity activities will include media releases, features on speakers, conference program, and radio interviews of the event with the Organiser as well as electronic promotional activities. Printing of public displays such as banners, billboards, radio jingles, and flyers, leaflet including permit and council fees will be borne by the Secretariat. The PCO will assist with all applications to facilitate.
16. SPONSORSHIP MANAGEMENT
UCSI Comms will identify, source for and negotiate with potential organisations (hospitality suppliers, manufactures, etc) and related agencies for sponsorships (airlines, hotels) and grants (government agencies and NGOs). UCSI Comms will receive 20% in cash sponsorships secured. All cash sponsorships will be, upon confirmation, paid to the Secretariat. UCSI Comms’ commissions will be reported through its reporting format and will invoice accordingly. Sponsorships in kind will be at the discretion of the Secretariat to remit what it deems fit as service commission to UCSI COMMS.
17. ONLINE BOOKING PORTAL FOR DELEGATE & EXHIBITION SERVICE FEES
UCSI COMMS will charge a service fee of 3.5% per transaction for conference delegate fees and 8.5% for Exhibitor booking and payments (3.5% administrative charges and 5% commission to UCSI COMMS)
18. PUBLICATIONS, COLLATERALS, CONFERENCE PROGRAM, FLYERS
UCSI COMMS will assist to design the conference program, flyers, and collaterals and any publications needed to boost the awareness and publicity of the event. Printing charges will be borne by the Secretariat. All advertising fees for the conference booklet and program which are sourced will be part of the Secretariats revenue to offset its printing costs. Major sponsors and associations who sponsor will receive free advertisements though these collateral and will be subject to the discretion of the Secretariat and instructed to UCSI COMMS. Destination brochures, travel guides and maps will be requested from the state’s tourism authorities.
19. CONFERENCE KIT/BAG & SOUVENIRS OR GIFTS
UCSI COMMS will assist to source for proposals and quotations for the abovementioned from vendors/suppliers to submit for the Secretariats’ approval. Design and type will be determined by the Secretariat and costs will be borne by the Secretariat.
20. EVENT BUDGETING
The PCO will prepare the event budget after client brief to be approved by the Secretariat and budget reports will be prepared on a frequency determined by the Secretariat. A Performa event budget has been constructed and will be submitted upon PCO award of services of which budget will be scrutinized, amended and to be approved by the Secretariat.
21. PCO CLOSURE OF ACTIVITIES AND RELEASE
Closure of the PCO contract will include the submission from UCSI COMMS the closing report, financial statements and clearing of financial matters (billings, invoices etc) and release signed by the Secretariat.