9th Exco Meeting Minute
Date: 18th March
Venue: FSSK 3A 506
Present: Chongyee, Chawyeh, Amy, Junkai, Jiahui, AikFatt, Laviz, John, Szeyi, Aiphing, KaiYee, Kelly, Tianni, LiYuan, YiihLin,
Absent: Chaiven, Vivy, Gwen, JyhChyuan, Sheeleei, Yuyi, MeiYen, Crystal, Raymond
1.0 Group Report
1.1 Stage Deco:
1.1.1 DONE
Measure length & area of stage
Design decoration for stage (backdrops and add on)
1.1.2 TO BE DONE
Produce decoration for stage (backdrops and add on)
Put on the Decoration on stage on NTLP
Confirm materials needed
1.1.1 NOT DONE
Know where the switches are.
Plan the lighting progression & feel for every program & performance (song & dance…)
Cooperate with program group
Control the light on the stage for the whole event.
Plan and make a permanent mascot
1.2 Technical:
1.2.1 DONE
Propose idea, plan & produce silent clip
Plan MMS
1.2.2 TO BE DONE
Make Stage plan (arrange for instrument, vocalist, formal emcee standing place …)
Go DECTAR to check and measure the area n length of stage
Check plug in DECTAR,( power, projector etc)
Make list for General Instruments/equipment for all performance/every song (refer back every song instrument list]
Prepare multimedia show, silent clip (Thursday), all slides and presentation that need to be shown on projector. In charge of event day, promotional, rehearsal and other video shooting and photography and upload.
Produce MMS
Plan a day to have photo shooting session (for every group)
Find Negaraku, varsity kita
Plan and produce PV
Prepare recording & its equipment in every rehearsal
Make sure there is enough tool for record and shooting and prepare a backup
1.2.3 NOT DONE
Take quotation from Major Seven
Learn the details of quotation and discuss system needed together with Producer group, Lighting group and Program group
Prepare slides for songs(lyrics) *get info from producer group
1.3 Programme
1.3.1 DONE
Choose which songs to be accompanied by dance
Emcee interview
Find emcee
1.3.2 TO BE DONE
Arrange the program flow (before Sunday)
Contact MV company
-Think of MV story, find actors, shoot and produce video
Choose and train runners,催场
Choose which songs that needs short clip
Train emcee
Prepare emcee script (formal & informal)
Do 道具
Prepare background music needed
1.4 Dancer
1.4.1 DONE
Audition or recruitment for dancers
Dance accompany songs,伴舞 (at least 1 song, discuss with producer)
集训for dancer
1.4.2 TO BE DONE
Get finalized contact list from dancer’s AJK for NTLP
Get time table from dancers
Prepare practice time table
Prepare a minimum of 2 dances
Dance choreography
Dance songs editing
Dance follow the themes that have been decided
Discuss dance camp video
1.5 Producer
1.5.1 DONE
Conduct Producer’s Group meeting
Get finalized contact list from performers/producer’s AJK for NTLP
Arrange musician, vocalist, producer, and arranger.
Group fixed band, prepare pocket songs. (for external performance, FM publicity)
Filter submitted song demos
Prepare a practice timetable
Prepare rehearsal comment form.
Confirm songs for KTSN performance.
1.5.2 TO BE DONE
Get time table from performers/producer’s AJK
Finalize arrangement of songs
Translate lyrics <Chinese Lyrics into BM
Update and confirm lyrics from lyricist
Update song improvement with each producer
Prepare finalized early arrangement (1 month before NTLP) 1 song for MV, another song for Dancer 伴舞, (discuss with program and dancer)
Prepare feedback forms.
Do audio recording.
Plan MV storyline.
AJK photo shooting session this SUNDAY (after rehearsal)
Rehearsal for PAPKTSN
1.6 Protocol
1.6.1 DONE
Propose attire for miss etiquette in meeting
1.6.2 TO BE DONE
Update UKM protocol rules through PRO
Sending kata alu-aluan & TNC speech that have been prepared by secretary to PRO for approval (booklet).
Opening ceremony proposal (idea, material, design, follow the theme)
Design & make Signature board for VIP
Design and send invitation card to VIP & TNC. (send together with formal letter, prepared by secretary)
TRAIN Miss Etiquette (find n tell miss etiquette what to prepare, wear n do. & arrange miss etiquette to usher VIP / President)
Prepare the name list of important peoples for reference during giving speech
Prepare guest room for VIP.
Prepare Souvenir for VIP &VVIP.
Prepare jamuan ringan (if needed).
Prepare invitation for 校内华, 校外华团etc
when cut 披风
OC PROP
1.7 Logistics
1.7.1 DONE
Finalize exhibition idea
Measure DECTAR area
Surat kelulusan for NTLP
Apply papan pameran
1.7.2 TO BE DONE
Buy materials
Apply help from Wismaaman for help in controlling traffic and carpark.
Apply vase, sofa set, and bonsai.
Apply tables, chairs.
Apply restroom for VVIP, VIP
Apply additional stages & stair cases.
Apply red carpet (borrow from PAP)
Prepare tape to stick the red carpet & labels
Prepare parking slot for VVIP and VIP.
Prepare place for bus to stop and park.
HALL PLAN
Directory (指示牌)
Emergency route (火警路线)
Prepare rest room for performers and AJK
In charge security back stage.
Prepare box and pen
Assign people who collect feedback form
Prepare cleaning tools for the clean & clear on NTLP.
Cleaning the place after the event
Allocate people to direct audience to their seats.
Apply permission on putting up poster and giving out flyers (JPPEL, Wisma Aman,PUSANIKA)
1.8 Marketing
1.8.1 DONE
Quotation for printing (at least 3)
Check out the pass year sponsorship & advertiser, find them again
Prepare marketing proposal include advertisement (package), budget
Propose MO strategy
Givebacks to sponsor & advertiser (eg. 锦旗/cert/Free ticket n etc…)
Media sokongan – CARI.com
1.8.2 TO BE DONE
Donation card (print and distribute)
Find main sponsorship as much as possible
Selling item before and during NTLP (extra income)
Send back booklets & tickets to sponsor once printed
Design advertisement, design booklet
排版 arrangement of advertisement, get template from publicity
TEKAN template for ajk
Ticket selling strategy/package
Goodies bag arrangement (2/4)
Disediakan oleh:
Saw Chaw Yeh
Setiausaha
New Tune Music Workshop UKM