HP 2: KEMAHIRAN KOMUNIKASI
HP 3: KEMAHIRAN PENGURUSAN MAKLUMAT DAN PEMBELAJARAN
SEPANJANG HAYAT
HP 7: KEMAHIRAN PENGURUSAN DAN KEUSAHAWANAN
Laporanminitmesyuarat:
Minutes of Global Cultural Carnival (GCC) 1st Meeting
Date: 20th February 2013
Time: 8.35p.m.-10.05p.m.
Venue: FSSK 3A 412
1) Order
Meeting called to order at 8.35p.m. by the Organizing Committee President, Tan Ting Ru.
2) Apologies
Li Xiao Jia, ZengLingChaowere absent.
3) Agenda
1) Meeting called to order.
2) Apologies.
3) Remarks by OCP - Explain what GCC is and the goals of GCC.
4) Set underground agreement.
5) Report by the Secretary.
6) Report by the Treasurer.
7) Report on the progressions of each portfolio’s chief.
8) Report on problem faced.
9) A.O.B.
10) Remarks by GCC Advisor.
11) Announcement of next meeting.
12) Adjournment
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 1
4) Portfolios
3.1-Organizing
Chairperson
Tan Ting Ru
-introduction to AIESEC
-explain what is GCC and the reason of organizing GCC
-explain the goals of GCC :
 to attract 50 exchanger for GCDP
 promote AIESEC in UKM
 creating learning environment for every AJK and OCs
 promote cultural understanding.
-Target:
 UKM students(400 multi ethnics)
 AIESEC-er from other Universities(50)
 other students from other universities(50)
-Underground agreement: [Rules which we set together and
everyone agrees to follow]
 Be punctual for every meeting
 Follow the timeline plane
 Share same visions & values
 Committed and helping each other
 Come up with creative ideas from each department
 Long lasting relationship even after event, forming one big
family
 Get sufficient modal, control the use of money
 To get what is needed for the event for each department and
informing the amount of budget to ER earlier
 Making everything smooth, effective, short and precise
especially meeting
 No misunderstanding (speak up your thoughts) and accept
every opinions with open heart
 Speak out the weaknesses of each others for improvements.
-Team Identity:
 OC Team name is DRiFTERs - Do Right For The First Time
-Good news: JPPel has approved the proposal
3.2 – Secretary
LohWaiMun
-built a communication system:
 everyone have to check their e-mail at least 2 days once.
-Sending minutes by e-mail
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 2
3.3 – Finance
ChooQian Wei
-Allocation of budget for each department(expenses):
 ER RM50;
 Protocol RM770
 Program RM1000
 Publicity & Marketing RM2000
 Technical RM3630
 Exhibition RM3000
-Target for ER is set to get RM10 000
- Things that can claim: phone bill(check SPI how to claim)
-Reminder for everyone to keep every single receipt properly in order
to claim.
-Will adjust the budget next week after discussion
3.4 – External
Relations
Li Xiao Jia
Chia Wei Kang
3.5 – Protocol
EnieTham Pei
Hwa
-Working on the proposal
-Will bring more news on next week
3.6 – Program
Lee SookHsen
ZengLingChao
-deciding whether on indoors or outdoors
-Refuse to rush people to go into the hall, thus use mascot to attract
people to go inside the hall half an hour before the event starts
-Mascot giving lucky draws
-square dance for AIESEC-er for beginning inside the hall
-then mascot dance alone outside the door and then open the door
-Middle of the door, the stage is filled with performers (eg. Seven
dwarf)
-AJKs can have a practice on the square dance first
-15 minutes for promoting AIESEC> GCDP >Perfomance of other
countries >Sharing & lucky draw
-Contact Protocol to confirm the VIPs that are coming
-will invite MCP for info sharing session
-VIP including LCP Tan Kar May and MCP Guo Zhang(may invite)
-Suggested to have square dance at the end of event
-Note that Malay prayers are at 7.20p.m. and 8.30p.m., make some
arrangement for the Muslims
-Suggested that normally 8.30pm is the earliest time for VIP to reach
(to start from banquet) to let the VIP complete their prayers
-Will try to invite YBhg. Prof. Tan Sri Dato’ Dr. SharifahHapsah Syed
HasanShahabudin, Vice Chancellor of UKM
-Make a program list (tentative)
-Having MC recruitment from next week onwards
-Interview for MC will be held
-Suggested to approach UKM MC club to get MC by CK Lim(CK Lim
will help to get the link)
-Ask program how many MC they need.
-Confirm the list of VIP and inform Program.
-Prepare liason to serve the MCP and VIP
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 3
3.7 – Publicity
& Marketing
Foo Hong Len
ZengLingChao
-Need commitment from OC team to help sharing the post on GCC
Competition
-Will post a sample of GCC Photo Liking Competition
-the top 3 person who get at least 418 likes for their photos will be the
winners
-Got feedback from outsiders who are interested to join
-Golden time for sharing post (promotion on Facebook) is after
8.00p.m.
-Will hang banner if budget is sufficient
3.8 – Logistic &
Technical
Remyzen Bin
Moksin
Lim Cheng Kiat
-Try to recruit more members
-Ask program what songs and videos are needed
-Suggested to make a trailer
-can rent the stage from UKM if doing outdoor and will confirm about
the price(if charged)
3.9 – Exhibition
Lee JiaShiuan
Amy GanChiou
Yin
-Designed the backdrop.
-Reminders for OC team to actively give comment on the backdrops
uploaded in Facebook.
-Going to print the backdrop. Price is 90sen per metre square.
-Will make few models except for Vietnam & Korea.
 Australia - Kangaroo
 South Africa – elephant/ giraffe
 Germany – car
 China – Panda
 Japan – Sakura flower
 Taiwan - Taipei 101
 Romania – palace of parliament
 Poland - Marsaw mermaid bronze statues
-Will try to ask a polystyrene company to make the models if possible
-for Korea, will try to borrow costume from the embassy.
-request from Program department to prepare mascot for Eddie
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 4
5) A.O.B.
-Ask the advisor about language usage on the GCC event(Malay or English Language)
-Sharing of what we had in MyLDS like costumes, mascots, face painting, exhibition on
the things borrowed from the embassy etc.
-22nd of February 2013 is the date to stop recruitment and to announce the list for AJK to
the AJKs
-On-site visit for next week. Exact date will be decided by OCP and will be informed.
-Reminder from Low SeongKiem to remind OC Team and AJK to snap photo throughout
the events and preparations for evidence when apply for LC.
-Decided that meeting will be held for every Tuesday from 8.30p.m..
-The next meeting will be held on the 14th August 2013 (Tuesday) 8.30p.m.-10.00pm at
FSSK A3 412.
Meeting called was adjourned at 10.05 p.m..
Prepared by,
_______________
(LOH WAI MUN)
Organizing Secretary
Global Cultural Carnival (GCC)
UniversitiKebangsaan Malaysia (UKM)
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 5
Minutes of Global Cultural Carnival (GCC) 2nd Meeting
Date: 27th February 2013
Time: 8.38p.m.-10.05p.m.
Venue: FSSK 3A 412
1) Order
Meeting called to order at 8.38p.m. by the Organizing Committee President, Tan Ting Ru.
2) Apologies
Li Xiao Jia were absent because he is still in Thailand.
3) Agenda
-
Meeting called to order.
Apologies.
Remarks by OCP - Explain what GCC is and the goals of GCC.
Report by the Secretary.
Report by the Treasurer.
Report from each portfolio’s chief.
Report on problem faced.
A.O.B.
Remarks by GCC Advisor.
Announcement of next meeting.
Adjournment
4) Portfolios
4.1-Organizing
Committee
President
Tan Ting Ru
4.2 – Secretary
LohWaiMun
-introduction of previous absent Exco, Donald ZengLingchao.
-EnieTham has left the OC Team. Lee Pei Si is the new Protocol Exco.
-get RM200 from JPPel.
-Planning to postpone the date to one week later.
-try changing venue to DECTAR-technical will hold all the work before
confirmation of availability of DECTAR
-problem of using DECTAR: attendance not confirmed so worried of
emptiness, people might leave earlier
-will check availability of DECTAR
-try to approach PusatKebudayaan UKM, arrange time with
PusatKebudayaan UKM for Wei Kang to meet, either Tuesday &
Wednesday
-work on appeal for JPPel extra allowance
-reminded OC Team and AJK to snap photo throughout the events and
preparations for evidence when apply for LC.
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 6
4.3 – Finance
ChooQian Wei
-Allocation of budget for each department(expenses):







Management RM100;
ER RM200;
Protocol RM770
Program RM1000
Publicity & Marketing RM1360
Technical RM3630
Exhibition RM3000
-Make sure receipt has stamp of company, date & write the name of
claimer
-asked JPPel for phone bills, can’t claim for Digi, Maxis, Celcom
-Only I-Talk & Ring-ring card (limit of claim is budget of the
department)
4.4 – External
Relations
Li Xiao Jia
Chia Wei Kang
-contacted embassy and waiting for them to reply
-will try to get reply by this week
-Sponsor: haven’t get any sponsor yet as there is too many uncertainties
-need more AJKs
-ER Proposal prepared in 4 rank(Premium Sponsor, Major Sponsor,
Official Sponsor, Supporting Sponsor-depend on the things they
sponsor)
-try to make GCC endorse by PusatKebudayaan of UKM, Menteri,
Ambassador –ease in dealing for sponsorships
-Urusetia Pembangunan SumberManusia-a club in UKM, interested to
join, Ting Ru will follow up.
-Food stall: can find country food, except Romania & Poland
-European food cost around RM 20.
-Asia food like Korean, Africa, Taiwan(Zhe ling chicken, chatime),
China, Japan are found
-South Afrika food can ask FEP-international students to prepare and
sell
-Chinese food can find Chinese muslim to ensure that it is Halal.
4.5 – Protocol
Tai Pei Si
-Newly join the team.
-followed up by Ting Ru.
4.6 – Program
Lee SookHsen
ZengLingChao
-ER will approach embassy to ask about the performances from the
countries
- ask ARTISUKMA for performance representing Malaysia
-want to have an opening ceremony that can attract people and make
the atmosphere cheerful
-will allocate man power to guide the participants
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 7
4.7 – Publicity
& Marketing
Foo Hong Len
ZengLingChao
-Suggestion to invite whole LC like UM, UPM, not limited to 50.
-Lucky draw(Wei Kang in charge) prizes as attraction during promotion
-sell entrance ticket (RM3) to get attendance & lucky draw number
-need confirmation from ER to get info about food stall
-posted AIESEC logo so if any other department need, can use it
-GCC logo is on the way.
-GCC Fan Page: suggestion to every 3 days post one picture, not the
whole album.
-will post photo by photo for CHINA as suggested (the next
destination).
-changing cover photo, profile picture as AJK recruitment has stopped.
-need ER to help in promote in publicity in media partner and getting
the contacts from other universities
-Will cooperate with Gilang from COMM department from AIESEC
about promoting GCDP video
-photos on progressions for each departments can send to Publicity for
making trailer or promotion purpose
-include an OGX event into GCC Page about Global Education Issues
for Taiwan organized by OGX AIESEC
4.8 – Logistic &
Technical
Remyzen Bin
Moksin
Lim Cheng Kiat
-Listed the items needed to borrow
-Targeted UKM to rent canopies for booth with fan & light for each
canopy, chairs, banquet, vas, flowers, table for outside & inside use
(square or round), plants for decorations-just give the quantity
-for Multimedia : waiting for program department to confirm the songs
needed
-will confirm with Program Department about videos to promote GCDP
-Negaraku, Varsiti Kita
-Will have a survey question on the logistic things each department
needs and the quantity in Facebook.
-anything related to technical can be rented, projector,ect also can rent
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 8
4.9 – Exhibition
Lee JiaShiuan
Amy GanChiou
Yin
-cancellation of making polystyrene model which cost RM1k++ each
-will start working on the mascot starting next week
-photo shooting had posted in group, will make it related to GCDP, will
edit
-each booth showing 10 countries will make a little ‘Eddie’ that hold
the names of the coutries
-mascot that program requested will be made (Eddie)
-no flags allowed, just use some item as landmark
-the blueprints of the stalls: stalls will be at the side of the inner halls of
DG
-foyer of DG can put handmade things like mascot to attract them
-every booth have costume, crafts, etc
-Need transport to buy materials needed, can use things from AIESEC
room
-Need to find a place to do the things and preparation for exhibition.
-Can store things prepared in LCP Tan Kar May’s room.
-Lee JiaShiuan& Tan Ting Ru will try to ask PAP to share the place to
do the mascots
-FEP got prepare own food and sell, can apply for budget for the
student from FEP, including Africa. Donald ZengLingchao will try to
connect to them.
-can transfer information on exhibition to publicity department like
interesting & funny facts about the countries (eg. Rumours)
5) A.O.B.
-Stopped recruitment of AJK. Thus, every department can start having department
meeting and tell them what is AIESEC, what is GCC, goal-promote 10 countries, GCDP,
AIESEC
-every department has to come up with one design for t-shirt
-GCC Photo Competition- every OC need to find 5 participants and send to Hong Len
-OCP suggest to come up with a list of companies to leverage the ER’s job in cold calling
& e-mail session which will be prepared by Friday.
-On-site visit will be held on 8th March 2013, Friday.
-Tan Ting Ru track on Logistic & Technical and Publicity & Marketing Departments,
Vivian LohWaiMun track on Protocol and Program Departments, ChooQian Wei will
track on exhibition & External Relation Departments
-ShenFeng suggested to have a small event or workshop before the event like AG- need
to talk with Seiko
-ShenFeng advised to just set the goal, implement the plans and solve any problems
appeared.
-Share all the problems together and solve together.
-ShenFeng introduced Task, PIC, KPI, Target, Deadline, Estimated Time Needed for an
Activity. List out the Tasks among AJKs. Break down the big Tasks. Send a copy to
AJKs for them to track.
-Suggest to have a check list on the task.
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 9
-can get info from info sharing session on 13th March 2013 by AIESEC OGX department
about Taiwan.
-End of March or early of April will have a out campus info sharing session under
AEISEC OGX department
-The next meeting will be held on the 5th March 2013 (Tuesday) 8.30p.m.-10.00pm at
FSSK A3 412.
Meeting called was adjourned at 10.32 p.m..
Prepared by,
_______________
(LOH WAI MUN)
Organizing Secretary
Global Cultural Carnival (GCC)
UniversitiKebangsaan Malaysia (UKM)
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 10
Minutes of Global Cultural Carnival (GCC) 3rd Meeting
Date: 5th March 2013
Time: 8.41p.m.-10.17p.m.
Venue: FSSK 3A 415
1) Order
Meeting called to order at 8.41p.m. by the Organizing Committee President, Tan Ting Ru.
2) Apologies
Qian Wei was absent because she went to Kuantan. Remyzen is absent because he is busy.
Amy Gan was absent because not she is not feeling well.
3) Agenda
-
Meeting called to order.
Apologies.
Remarks by OCP - Explain what GCC is and the goals of GCC.
Report by the Secretary.
Report from each portfolio’s chief.
A.O.B.
Remarks by GCC Advisor.
Announcement of next meeting.
Adjournment
4) Portfolios
4.1-Organizing
Committee
President
Tan Ting Ru
-introduction of previous absent External Relations Excos, (Abraham)
Li Xiao Jia and Mohamed Nazmuddin Mohamed Saupi(Dean) and
Protocol Excos, Tai Pei Si and Aurora Trimasidy.
-Date of GCC has changed to 25th April 2013.
4.2 – Secretary
LohWaiMun
-announce the attendance
-can claim money for transportation by keeping the receipts
4.3 – Finance
ChooQian Wei
-
4.4 – External
Relations
Li Xiao Jia
Chia Wei Kang
Mohamed
Nazmuddin
Mohamed Saupi
-six of the ten embassies replied and waiting for appointment
-Vietnam, Korea, Japan, China did give any respond
-ER proposal has been done
-Cannot go for MO, said LCP
-Bring your proposal to Pemanis like Pepsi (office) ,or around Jalan Lee
Kwan Kew(Factory), can get sponsor of can drinks up to thousands
-waiting for PusatKebudayaan UKM respond for endorsement
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 11
4.5 – Protocol
Tai Pei Si
Aurora
Trimasidy
-Food stall: limited Europe food, mostly focus on Asian food
-ER have to ask embassy for stamps for booklet
-progression will be told next week due to newly joint excos
4.6 – Program
Lee SookHsen
ZengLingChao
-Performance: Trainers from embassy or performance by AIESEC-er
(problem is that too less AIESEC-er in UKM)
-Approach Ambassador club (global)
-Sharing combine to be as 1 session (Suggestion: A talk show: Wai
Long, MCP-Speech)
-Suggestion to include roll call as closing ceremony
-Include lucky draw in tentative
-closing doors for important sessions like Negaraku, speeches
-include ‘Pilot’ concept: Make a booklet (stamp-collecting style) for
them to go collecting all the stamps from each booth during exhibition
-Each booth must include someone from other LC people to introduce
what is AIESEC
-Singer: Sheila Majid to attract Malay
-will do an introduction via video or by MC before each cultural
performance
-Suggestion to replace Japan country with Turkey as an Islamic country
to attract Muslims.
-discuss with ER what kind of workshop to do.
4.7 – Publicity
& Marketing
Foo Hong Len
ZengLingChao
- Inviting LC Sunway, LC UM, UPM,
-will provide a poster for promotion
-focus invitation more on universities without AIESEC like Lincoln,
Inti(Nilai), etc
-come up with a draft first and send to Dean, not too crowded, must
convey the message that want to be sent
-Priorities on design t-shirt and poster for the moment
-Produce slides or power point to promote GCC
-Not focusing in FB only.
-Come out with simple poster this week. Later, design a good one and
send to Dean’s friend to print.
-Promotion via faculty and foreigner teacher
-Booklet in a form of passport, including GCDP information, think of
ways to make people keep the booklet for long
-compare and contrast the content in flyers and booklet (confirm with
Dean)
-Have to come out with the Booklet content by next week
-Started China promotion
-Edit the cover photo to promote by adding caption of GCC
-Suggestion to have a booth at Pusanika or promote via Exchangers
Essemble
-Focus on what we have to do first, follow the timeline plan
-GCC photo competition can be launched once the logo is produced
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 12
4.8 – Logistic &
Technical
Remyzen Bin
Moksin
Lim Cheng Kiat
-Request from SookHsen to prepare a video to introduce the OC list
-Logistic list is done but not complete, waiting for more input from the
OCs of other departments
-venue application documents will be passed by OCP to CK after done
-get the height of the stage by next week
-get the letter of changing dates from Secretary by next week
-apply for transportation after event as event ends at 11pm
-every video will be done by this month like introduction to AIESEC
4.9 – Exhibition -Each booth including interesting fact, costume, etc
Lee JiaShiuan
-exhibition booth will be located inside the hall, food stall will be
Amy GanChiou located outside the hall, photo shooting will be located outside the hall
Yin
-Example of mascot: Autralia-Kangaroo
-Reminder to prepare one corner for Malaysia
-Suggested to have workshops during exhibition (Example: Paper
cutting competition before the event, can get materials from embassy)
-had bought the materials and will start doing the mascots these few
days
-will try to find the way to hang the backdrop on the wall, inside
DewanGemilang
-get the size of the stage from ER before doing the printing
-think of something to do in every booth to attract visitors
-Suggestions of activity at every booth: draw the picture (cartoon) of
visitors, play some mini games, face painting, etc.
-get video from Global Village MyLDS 2013 as reference (example:
play the game before trying the food)
5) A.O.B.
-Exchangers Assemble- OGX team will organize an info session on 20th March 2013 at
3B 301 with videos showing the world is in need and need our help, then each OGXer
profile will be displayed, including AIESEC culture and how the ‘hero’ save the world,
EB Sharings, 15 mins for how many universities in Malaysia and how many graduates are
competing with you.
-Theme: “Take you to where the world is going.”
-Every OC send their AJK list that are free on the event day with time and send to
SookHsen.
-The next meeting will be held on the 12th March 2013 (Tuesday) 8.30p.m.-10.00pm at
FSSK A3 412.
Meeting called was adjourned at 10.17 p.m..
Prepared by,
_______________
(LOH WAI MUN)
Organizing Secretary
Global Cultural Carnival (GCC)
UniversitiKebangsaan Malaysia (UKM)
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 13
Minutes of Global Cultural Carnival (GCC) 4th Meeting
Date: 12th March 2013
Time: 8.51p.m.-10.17p.m.
Venue: FSSK 3A 412
1) Order
Meeting called to order at 8.51p.m. by the Organizing Committee President, Tan Ting Ru.
2) Apologies
Donald ZengLingChao is not coming because he is rushing on the department jobs.
3) Agenda
-
Meeting called to order.
Apologies.
Remarks by OCP
Report by the Secretary.
Report from each portfolio’s chief.
A.O.B.
Remarks by GCC Advisor.
Announcement of next meeting.
Adjournment
4) Portfolios
4.1-Organizing
Committee
President
Tan Ting Ru
-
4.2 – Secretary
LohWaiMun
-announce the attendance
- information about coding for letter
-announcement of news about endorsement by PusatKebudayaan UKM.
4.3 – Finance
ChooQian Wei
-get money from SeongKiem
4.4 – External
Relations
-Wei Kang is in charge of the embassy team while Abraham is in
charge of sponsorships.
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 14
Li Xiao Jia
Chia Wei Kang
Mohamed
Nazmuddin
Mohamed Saupi
-Got respond from Embassies of four countries including Poland,
Germany, South Africa and Romania.
-Some of the embassies need send to send letter which mention about
the reasons of organizing GCC, what outcome does we expect, etc,
which will be done by this week
-Went to Poland embassy today and will get the reply by this 2 weeks
-can ask Poland ambassador to sponsor us some amount of money
-sponsor from Poland either send representatives or sponsor us in terms
of cash
-we claim RM5k from Poland Ambassador and it’s confirmed that we
will get at least RM3k and they will give us 10 materials for exhibition
including traditional dolls, posters, postcards, videos, traditional
costumes for 2 people to wear and walk around.
-South Africa can’t participate due to their national day and they can
provide postcard only, but not exhibition stuffs.
-will meet PusatKebudayaan UKM tomorrow with OCP
-finalized the proposal and will send to secretary
-will direct approach this Thursday and Friday
-Will phone up Yescare
-four class of sponsorships: Premium sponsor-RM5000.00(pay in cash);
Major sponsor- RM3000.00(pay in cash); Official SponsorRM2000.00(pay in cash); In Kind-RM2000.00(pay in cash)
-try to get printing and t-shirt sponsorship
4.5 – Protocol
Tai Pei Si
Aurora
Trimasidy
-though of making a 2D aeroplane for opening ceremony
-aeroplane can include in backdrop
-emcee script is prepared
-WaiLoong as one of the emcees
-ideas for usher shirts: air-stewardess
-invitation to TNC and KetuaPusatKebudayaan is held on as the letters
need to be seen by the advisor of GCC first
-letter to MCP and invitation for other LC will be settled by COMM
Department of AIESEC LCUKM.
-Invitation to student representatives in UKM should be done by
protocol department, get the full list from Hong Len
-Survey on the price for banquet: PuriPujangga too expensive, RM25
for Chancellery for 7 types of food which we can request from them
-will discuss with KKM Caterings
-signboards is in progress (had 2 designs)
4.6 – Program
Lee SookHsen
ZengLingChao
-suggestion from AJKs to show what is GCDP other than cultural
performance
-show how the programme is going on during GCDP-show video on
how they organize project, anything related to GCDP besides the
culture
-plan to ask international student to help doing the cultural videos
-suggestion to replace with games if can’t find performances
-exhibition will stop when the program starts
-have games before the program starts to fill the gap between exbition
and starting of program
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 15
4.7 – Publicity
& Marketing
Foo Hong Len
ZengLingChao
-two main coming event is Pusanika Booth and Exchanger Assembles
-assigned members to promote the posters
-Pusanika, thumb printing, photo shooting, selling voucher ticket
-publicity is designing the ticket
-need man power for promotion at Pusanika on 25th March for a week
-need man power from OGX department for explaining things
-will prepare backdrop for photo shooting
-flyers will discuss with dean and booklet
-colour and design of t-shirt will be confirmed tonight
-get the contact of dealer for t-shirt from SookHsen
-get program form SookHsen next week
-Answer to “What is GCDP?” have to be finalized and upload for
everyone to make a consensus
-Oral promotion at faculty will be started after the booth promotoin at
Pusanika
-will confirm the number of people coming with logistic for the number
of chairs from other LC.
-Free ticket will be given out by having a small lucky draw for people
at Pusanika
-TM department is doing the survey form relating GCDP to give away
the free tickets
-suggest exhibition department to get some photos of progression as
promotion
-bunting will be prepared and hanged on the main road (3feetx1feet)
-Pusanika booth can use items used from MyLDS 2013
4.8 – Logistic &
Technical
Remyzen Bin
Moksin
Lim Cheng Kiat
CK is handling Logistic and Remy is handling Technical.
-will be doing videos of introduction of EXCOs and AJKs, what is
AIESEC
-videos can get from the video making competition, refer ShenFeng
-suggestion on the GCDP video can be made by interviewing the
international students to attract international students to come on event
day
-allocate time for protocol video for opening ceremony (lifting of
aeroplane)
-prepare a place and transport for VIP for banquet
-Video to introduce Excos-will make one day for everyone to take
photos and videos
-make a time for all AJK for photo shooting for introduction video
-will work on promotional video for GCC
4.9 – Exhibition
Lee JiaShiuan
Amy GanChiou
Yin
-Already started to do the model
-Can only prepare model for South Africa (giraffe) to represent South
Africa
-after 20th March, OCP, Secretary and Treasurer will contact
International student from Africa
-backdrop will change colour for the words are not eyes-catching
enough
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 16
-get item list by doing google doc.
5) A.O.B.
-Got RM3000.00 from LCUKM. RM1000.00 will be given for exhibition.
-Will have our supper after the next meeting.
-Will have an AJK day, cooperate with TM department AIESEC LCUKM.
-The next meeting will be held on the 21st March 2013 (Thursday) 8.30p.m.-10.00pm at
FSSK 3A 412.
Meeting called was adjourned at 10.17 p.m..
Prepared by,
_______________
(LOH WAI MUN)
Organizing Secretary
Global Cultural Carnival (GCC)
UniversitiKebangsaan Malaysia (UKM)
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 17
Minutes of Global Cultural Carnival (GCC) 5th Meeting
Date: 21st March 2013
Time: 8.47p.m.-10.20p.m.
Venue: FSSK 3A 412
1) Order
Meeting called to order at 8.47p.m. by the Organizing Committee President, Tan Ting Ru.
2) Apologies
Donald ZengLingChao is not free. Aurora Trimasidy and Chia Wei Kang is absent as
they went to Garuda Cup. Remyzen Bin Moksin is absent as he has to attend an event.
3) Agenda
-
Meeting called to order.
Apologies.
Remarks by OCP
Report by the Secretary and Treasurer.
Report from each portfolio’s chief.
A.O.B.
Remarks by GCC Advisor.
Announcement of next meeting.
Adjournment
4) Portfolios
4.1-Organizing
Committee
President
Tan Ting Ru
4.2 – Secretary
LohWaiMun
-There will be a meeting for all the AJKs on 27th March 2013
-announcement of attendance
4.3 – Finance
ChooQian Wei
4.4 – External
Relations
Li Xiao Jia
Chia Wei Kang
Mohamed
Nazmuddin
Mohamed Saupi
- got responses from 8 countries – confirmed (5 of the 8 countries is in
progress, 3 other countries are in the process of negotiating)
-2 countries did not give any respond- Taiwan & Vietnam
-contacted most of the country
Will call back Korea and china tomorrow or latest by Friday as last call
was called from last Friday
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 18
-Turkey embassy: arranged to meet but due to miscommunication, have
to meet again
-every email should CC to partners (excos of the same department)
-will discuss about Vietnam –as didn’t get respond form the embassy
and since there’s no idea for exhibition
Sponsorship: one of the AJK, Beh Lee Wen, secured a cosmetic
company who agreed to sponsor some cosmetic for goodies bag;
sponsorship from Red Bull is in the process of negotiation,
-last week had some marketing, PIC for Air Asia is not in, thus not
successful
-change the strategy: instead of direct approach which is very costly, we
call and email first, hopefully will bring in more company
-food stall – out of man power, AJK commitment problem
-media partner: lack of man power; purpose: to create the hype before
the event starts
-will discuss with AJKs first about food stalls
-try to get more fly tickets for lucky draws: Air Asia, MAS-cheaper
price
4.5 – Protocol
Tai Pei Si
Aurora
Trimasidy
-Opening ceremony is in progress
-emcee script is out, waiting for the program list before handing in to
PRO
-seeking for ways to find trainer
-handling with TNC n KPK
-invitation list for organization will be reconfirmed again
-designs for souvenirs related to 10 countries for VIP
-finding model for souvenir relating globe
-banquet-ordered: KKM-RM9 per person
-will use partition board for banquet
4.6 – Program
Lee SookHsen
ZengLingChao
-suggested to invite Jinny Boy/FM DJ as attention grabber too
-5 minutes earlier before VIP reach –have video on silent phone
-singer haven’t decided yet
-Germany performance-will be contacted again
-Korea-7 dwarfs
-sharing about GCDP-will try to find person to share(not necessary the
same country)
-lucky draw: first price-Ipad, 2nd price-Air Asia ticket, 3rd price: Nike,
Adidas,
-Ting Song will be doing the sharing about Poland
-singer will be the climax-Suki Low from One In a Million
-Fashion Show: some people wearing traditional costume and walk
-every AJK will have painted face on the event day
-ask Jaclyn from ball room dance do samba
-at the entrance, there will be 2 girls ‘checking on the tickets’ and stamp
-square dance would be outside the hall
-Hong Leng will leave for course trip for this Sunday until the next
Wednesday
-might not be able to promote at Pusanika due to limited place as all the
place are fully booked for next week
4.7 – Publicity
& Marketing
Foo Hong Len
ZengLingChao
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 19
-a malay guy from KKM offers to share the place in Pusanika with
RM400 at paras 3
-promotion at pusanika including promotion on the carnival, RM 5what programme, artis, food stalls, etc
-have AJK standing in front of stairs n give flyers
-booth: giving 15 free tickets away for the best 3 photos
-ticket printing will be 5 tickets per page
-next week will start giving flyers
-poster and flyers design will be processed tonight, official bunting
design would be alike with poster but longer
-ShenFeng could help printing for the bunting
-will finalize on the things to be explained as oral promotion
-t-shirt-finalized the design, contacted the dealer and waiting for reply
-confirm with the price and start printing by this week
-Turkey and Vietnam promotion will be started by this Monday
-GCDP photo liking competition-make announcement on the rules on
choosing the best photos which is the most inspiring quotes
4.8 – Logistic & -sent the letter to JPPel and approved, will send the approved letter to
related department
Technical
Remyzen Bin
-booked DG form 22nd -26th April 2013
Moksin
-will discuss about photo shooting with Remy and will be announced
Lim Cheng Kiat -prepare an oral announcement before ceremony starts like airport
-ask about another set of PA system for outdoor square dance
4.9 – Exhibition -will try to finish 8 models by next week before April
Lee JiaShiuan
-Romania and Poland-might be doing large backdrops for photo
Amy GanChiou shooting
Yin
-Google doc to create the list for content for each booth
-face illustration-invite from central market
-OCP, Secretary and Treasurer will think about the things to do in
exhibition
5) A.O.B.
-The next meeting will be held on the 28th March 2013 (Thursday) 8.30p.m.-10.00pm at
FSSK 3A 412.
Meeting called was adjourned at 10.20 p.m..
Prepared by,
_______________
(LOH WAI MUN)
Organizing Secretary
Global Cultural Carnival (GCC)
UniversitiKebangsaan Malaysia (UKM)
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 20
Minutes of Global Cultural Carnival (GCC) 5th Meeting
Date: 28th March 2013
Time: 8.35p.m.-10.38p.m.
Venue: FSSK 3A 412
1) Order
Meeting called to order at 8.35p.m. by the Organizing Committee President, Tan Ting Ru.
2) Apologies
Vivian is absent as she’s having artisukma performance.
3) Agenda
-
Meeting called to order.
Apologies.
Remarks by OCP
Report by the Secretary and Treasurer.
Report from each portfolio’s chief.
A.O.B.
Remarks by GCC Advisor.
Announcement of next meeting.
Adjournment
4) Portfolios
4.1-Organizing
Committee
President
Tan Ting Ru
4.2 – Secretary
LohWaiMun
4.3 – Finance
ChooQian Wei
4.4 – External
Relations
Li Xiao Jia
Chia Wei Kang
Mohamed
Nazmuddin
Mohamed Saupi
-announcement of attendance
-Progress is slow
-AJK not responsive and didn’t committee
-Abraham will start calling the company this week and supervise the
process.
-CK suggest to set a date for marketing selling and dateline for cocalling
-Have few choices and not just focus on one
-To set a lower target and target is based on yourself
-Send the invitation for company to partner with AIESEC
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 21
-Ting Ru suggest send letter to SME company as well, not just focusing
on big company
-9 countries (will contact Australia next week, contacted korea plaza in
Ampang but no update)
-3 countries did not give any respond- China, Taiwan & Vietnam
-Australia will have printing material for exhibition
-Planning to go embassy with AJK
-Requesting for excuse letter
-Requested for the amount of printing booklet
-Food stall team
-Need a formal letter from secretary for invitation
-Urging for food stall, which is coming, and sponsorship.
4.5 – Protocol
Tai Pei Si
Aurora
Trimasidy
4.6 – Program
Lee SookHsen
ZengLingChao
4.7 – Publicity
& Marketing
Foo Hong Len
ZengLingChao
-Everything in progress
-VIP invitation, people will come but not sure who’s coming,
- Showing VIP’s sign board
-Participant’s sign board will be in 1.5 meter
-Souvenir for VIP will be globe shape (just VIP, TNC, KPK)
-Souvenir for sponsor, will request 10-15 flags from JPPel
-Emcee script is almost done, waiting for program flow before handing
in to PRO
-Still looking for male formal emcee
-Suggesting to use online system for SPA form in the ticket counter
-Confirmed performances: dancing calligraphy performance from
PusatKebudayaan, WayangKulit (still need to negotiate the price),
singer performance(Suki), Korea performance(7 drafts)
-Requested international students for fashion show
-Already come out with the story line but not confirmed yet
-Requested to promote Suki new song (untukkamu)
-Tell Suki our event’s target and mission
-Need protocol to prepare some simple food for the performers
-Sarawak student need costume
-Have no news for lucky draw suggest to use one special thing from
embassy
-Need manpower list, just let program department know although AJK
is all full. e.g. time, number of people
-Confirm with dealer (epithnet) because they have the address
-Hope can improve the quality for printing
-Will be paying deposit to the dealer this Saturday
-Start to promote Romania, Poland
-Having negative feedback from student, spam too much on the country
(like travel agent, selling the hot spot of the country)
-Decide lesser picture for the remaining 4 countries
-AJKs are posting pictures every minute
-Ting Ru suggest to give more inspiring quote instead of just hot spot of
the country
-Requested photos from ER on going to embassy
-Requested more relevant pictures for GCC
-Promote what we have in GCC! E.g.: Suki is coming.
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 22
-Design for main poster is still in the progress
-Main poster is using for bunting(100)
-Will promote in UNITEN!
- Will have 150 A3 poster
-Requested everyone to spare one slot in the promotion booth
-Post something around UKM
-Digital board
-Will be printing 1000 flyers in black and white! Promote in GCC and
AIESEC
-T-shirt will be done in less than 10 days
-How should one person promote GCC not GCDP!
-Entrance fees will be RM5!
-Booth activity, photo session, ticket selling, and oral promotion
-Doing videos, will post the video to the OC page when it’s done
-Will start doing the video for EXCO and AJK after holiday
-Will settle things next week
-Will prepare walkie-talkies(max number)
-Still finding for projector screen and projector
-Location of the projector depending on the screen projector
-Suggest to contact KKM about the stage
-Will borrow red carpet from UKM
-Do the blueprint for the food stalls and all
4.9 – Exhibition -Haven started anything for Germany, Romania, and Poland
Lee JiaShiuan
-Stop the progression for few days and will start working again
Amy GanChiou tomorrow and will finish everything before mid semester break
Yin
-Requested for the size of the stage ASAP
-Logistic only manage to get 10 exhibition boards
-Will upload photo for model
-Wei Kang suggested to make the thing grand because embassy is
concern about the booth
- Will use balloon to surround the DG and still thinking for something
else
4.8 – Logistic &
Technical
Remyzen Bin
Moksin
Lim Cheng Kiat
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 23
5) A.O.B.
-Have a day to meet all the OC and AJK.
-The next meeting will be held on the 3rd April 2013 (Wednesday) 8.30p.m.-10.00pm at
FSSK 3A 412.
Meeting called was adjourned at 10.38 p.m..
Prepared by,
_______________
(CHOO QIAN WEI)
Organizing Treasurer
Global Cultural Carnival (GCC)
UniversitiKebangsaan Malaysia (UKM)
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 24
Minutes of Global Cultural Carnival (GCC) 7th Meeting
Date: 3rdApriil 2013
Time: 8.39p.m.-10.20p.m.
Venue: FSSK 3A 412
1) Order
Meeting called to order at 8.39p.m. by the Organizing Committee President, Tan Ting Ru.
2) Apologies
Remyzen Bin Moksin is absent as he has to attend a programme. Abraham Li Xiao Jia
could not attend as he was at KL by that time. Lee SookHsen is away from UKM for
personal stuffs.
3) Agenda
-
Meeting called to order.
Apologies.
Remarks by OCP
Report by the Secretary and Treasurer.
Report from each portfolio’s chief.
A.O.B.
Remarks by GCC Advisor.
Announcement of next meeting.
Adjournment
4) Portfolios
4.1-Organizing
Committee
President
Tan Ting Ru
4.2 – Secretary
LohWaiMun
-GCC AJK Meeting on 16th April 2013
-OCP will do one agenda and each exco will in charge of one sessions
during AJK day
-will distribute tickets to each department for AJK to sell
-reminder to update at FB OC Team during mid-sem break
-reminder to OC Team to be aggressive in the FB AJK group
-still dealing with the Indonesia performance
-prepare certificates for emcees, performers and narrators because don’t
have LC
4.3 – Finance
ChooQian Wei
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 25
4.4 – External
Relations
Li Xiao Jia
Chia Wei Kang
Mohamed
Nazmuddin
Mohamed Saupi
-haven’t get money
-got rejected by 2 companies
-went to Korea embassy- can give some materials for games and can
provide some printed materials, Korea fan, and two pieces of costumes,
will try to negotiate for more pairs as it’s deposit based
-went to Korea society, Korea class/school
-considering for food stalls:
-most of the restaurants are non-Halal
-McD can provide voucher for participants (RM5), no need to include
their logo for any publication
-CLARA: Abraham contact most with Lee Wen
-Indonesia embassy: will try to ask Indonesia students in UKM to help
us as not contacting the Indonesia embassy
-booth for exhibition: postcards, pictures, display materials can get
from embassy
-POLAND: can prepare food for us, confirmed coming, they will
design their own booth, need to confirm about transporting the
materials and food
-GERMANY: don’t have culture things, no money
-marketing operation will be carried out on Friday by Abraham and
Ting Song.
-OCP will be going to central market
-Iran things are easy to find
-central market and Petaling streets have many S&E things and
traditional things.
-will try to ask about stamps from embassy
-will contact A&W for RM5 per set for food stalls
-embassy will send employee as representative to the event
4.5 – Protocol
Tai Pei Si
Aurora
Trimasidy
-posted protocol department progression into OC team group
-opening ceremony and signboard has been confirmed
-need 2mx3m table for signboard
-invitations: just confirmed with the secretary for TNC, TNC will come
in person unless he got Kementerian meeting
-KetuaPusatKebudayaan(KPK): if no speech session for him, he won’t
come, will confirm again after mid-sem break
- TNC, KPK, Guo Zhang, OCP, MC Representatives as VIPs
-LCP will contact Guo Zhang again to confirm the schedule
-will invite Iran Society too
-OCP will CC to Peksi about invitation to China Society
-Indonesia members will come (around 20 people)
-Emcee: formal emcee script(English and Malay) is handled by Peksi,
Sean Lee and Yong Shi as for formal emcee, Wai Long and Malynda
will be the informal emcee
-ask Ming Chai or ShenFeng to train emcees
-usher settled
-souvenirs: try to apply from JPPel like photo frame
Banquet: ordered five from VIP
-discuss with programme about number of performers for food
-lucky draw box will be prepared by protocol
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 26
4.6 – Program
Lee SookHsen
ZengLingChao
-Artisukma has confirmed to perform three performances: one dance
involving three races performance, one musical instrument
performance, and one welcoming performance.
-requires a small lorry to transport musical instruments
-Sarawak performance has changed to Sabah performance from UKM
(RM100)
-Wayangkulit performance has changed to Silat from UKM (RM80)
-Certificate and food is required for performers to get lower price
-Aurora will try to ask performers from Garuda Cup event as Indonesia
performance
-Tentative will be changed as Artisukma request time for solat
-would confirm the blueprints and size of stage with CK again to know
how the musical instrument being placed
-have to reconfirm the total number of performers again for food and
certificates
-silat performance are not really related for cultural performance and
not recommended
-try to deal with artisukma again for more performance like
performance for other country (eg: Vietnam ,etc)
-reconfirm about musical instrument if they need plug and update CK
-have to include one session for GCDP Photo Competition winner
announcement
-confirm the songs of performers (make sure is suitable and not too
boring)
4.7 – Publicity
& Marketing
Foo Hong Len
ZengLingChao
-just started the booth this week
-so less people come to help, cause the booth to start late and less
efficient
-final poster for event is in the process and will be coming out tonight
-Hong len will invite the winners to the event
-department ajk will decide the winners
-digital board in AIESEC Malaysia page will be started
-asked SookHsen to promote event in MIDAS and UKM Radio too
-after 12 days the t-shirt will be out
-stamps for each country for booth
-will not provide transportation as requested by INTI
-Lim KokWeng has not reply yet
-UNITEN, MMU, UNITEN, MSU, New Era are invited
-invitation to each LCP will be sent by LCP Tan Kar May
-Booklet: the content will be handled by Hong Len, Dean will try to
help and improve in the designs later
-update OCP about the price for stamps for exhibition booth
-can start create event in FB to start inviting people after come out with
the poster, every Exco try to invite their friends
-can ask the touching video from exhibition department for publicity
-suggestion to promote at PTSL, faculty and College after mid-sem
break
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 27
4.8 – Logistic &
Technical
Remyzen Bin
Moksin
Lim Cheng Kiat
Logistic update:
-transport from 5pm-8.30pm can’t secure any bus
-can provide bus (at least one) to fetch people back starts from 11pm.
-try to ask for bus price from outside (budget under RM150 each bus)
-things that is secured: 5 sofas for VIPs, plastic chairs-300, small
platform (1.2x1.4x0.12m height)-4, canopy (6mx6m)-10,
papanpameran (1.2x1.2x1.8)-10, mejabulatjamuan -1 for vip, 1 for
dancer, meja pameran-20 (long and can flip one),
-PA system-1 set, can get 1 day before event, (check on the standard)
-get 3 microphones (try to get wireless microphones)-try to appeal for
more
-canopy fans-10, lights-20, DVD player-1, podium-1, projector-2,
tripod screen-2, speakers(pembesarsuara)- 2, walkie-talkie 8 (not
confirmed)
-lightning for performance still on the process, try to ask
PusatKebudayaan
-try to apply for cushion chairs
-application for another 200 chairs and 10 papanpameran is in the
process
-stage: survery price 10mx10mx1m-RM3k, stairs included cover, still
trying to negotiate for the stage5mx10mx1m
-backdrop: haven’t think how to hang the backdrop
-try to ask KKM for partition board
-prepare a map to DewanGemilang
-try to borrow form DECTAR for red ropes for protocol
-request tray for protocol
-request form programme to prepare small lorry to transport musical
instruments
Technical:
-try to use airplane mode instead of silent mode
-reminder to prepare every slides for every performance
4.9 – Exhibition - finished 2 models: Turkey calligraphy art, Korean Traditional
Lee JiaShiuan
Costume
Amy GanChiou -another 2 almost finished: kangaroo (Autralia), panda (China)
Yin
-giraffe just started, Taipei 101 (30%),
-3 models haven’t start yet :Romania, Poland, Germany
-photoshotting backdrop
-Vietnam costume almost finished
-can start setting and decorate on 22nd April onwards
-booth backdrop 9x4m RM30 each (RM300 for 10 countries)
-will go DG to measure how big is the size of the booth
-mascot for Eddie: no idea how to do, (requires RM1000 if need people
to do)
-cooperate with Wei Kang for the things to put in booth to know how to
place the materials
-backdrop will be in 2D only
-need some narrator for Seed Of Hope Exhibition: OCP will forward
the list for narrator to ShenFeng.
-need powerful speaker for each booth (10 AIESEC-ers)
-Seed of Hope: Make a board for them to write their wish.
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 28
5) A.O.B.
-if anyone contacted any other external relations, must tell ER.
-make AJK know more about GCC in the FB GCC 2013 AJK Team group.
-a schedule is made to promote in AJK group: Monday-Publicity, Tuesday- External
Relations, Wednesday-Protocol, Thursday-Programme, Friday-Technical, SaturdayExhibition
-The next meeting will be held on the 16th April 2013 (Tuesday 8.30p.m.-10.00pm at
FSSK 3A 412.
Meeting called was adjourned at 10.20 p.m..
Prepared by,
_______________
(LOH WAI MUN)
Organizing Secretary
Global Cultural Carnival (GCC)
UniversitiKebangsaan Malaysia (UKM)
AIESEC UKM Global Cultural Carnival Meeting Minute
Page 29