MINUTES OF MEETING EC-HICOM OF

CONVOFEST 2016 (POSTMORTEM)

UNIVERSITI TEKNOLOGI PETRONAS

Date: 7th November 2016 Day : Monday

Time: 9pm 1pm Venue: SLB room

Attendance:

1. Nurfarhanah bt Abu Karim

2. Raffaella Pian Cheau Mei Prepared by,
3. Nur Sabrina bt Sobri
4. Amirul bin Abd Salim
5. Nik Azfar Azwanis bt Nik Aziz
6. Prem Raj A/L Thiruchelvan ..
7. Elferra Farrel Timpas (Nur Sabrina binti Sobri)
8. Muhammad Zulkarnain bin Abdul Hadi Secretary 2,
9. Nur Hannani binti Hasman Convofest 2016.
10.Mohd Saiful Akmal bin Abdul Kadir
11.Farah Fateha bt Borhanuddin
12.Mohammad Alif Haikal bin Mohd Radzvan
13.Wan Ahmad Syahrul bin Wan Mohamad
14.Sharifah Syahirah bt Sayed Ali
15.Nur Fathin Syuhada binti Fauzee
16.Abdul Azim b Akbar Ali
17.Kama Shaheed bin Rohizat Approved by,
18.Nur Atiqah binti Musa
19.Muhammad Farhan Asyraf bin Mohd Fauzi
20.Bashariah binti Kamaruddin .
21.G. Khabilan A/L Gobalu .
22.Mohammad Shahme Rizal bin Mohammad Radzi (Fakhrul Rahman bin Abd
23.Ahmad Haziq Fitri bin Ahmad Pauzi Karim)
24.S. Kugen A/L Sengkuttavan Project Manager,
25.Nor Balqis Batrisyia binti Mohd Aminuddin Convofest 2016
 POSTMORTEM REPORT

FEEDBACKS AND IMPROVEMENT

1. Games and Competition

- For CONVOFEST 2016, they have paid more attention to pre-events.
- Convorun 2016 was better executed compared to the previous year.
- For Rainbow Dash, there were a lot of problems that arised, but they
have prepared a guideline if it is planned to be held again.
- For Main event,
Suggest to bring FIFA tournament as a pre-event.
Games that have been prepared are less compared to last year (due
to more focus on pre-event)
For RM1 games, new ideas should be produced and prepare better
prizes for both genders. (food coupons is okay) (Profit : RM700+)
On field games are not encouraged. Focus more on Convosquare
and better have dry games compared to wet. (the weather played a
huge role in this part)
FIFA tournament was a success (Profit : RM1.6K)
- For competitions,
Colouring competition was a success.
1. Its better to make it free.
2. Its easy to obtain sponsor but have to do it early.
3. More than 80 children participated which exceed the
expectation.
4. Be ready for walk ins.
5. Consider the location of the competition. The stage was not that
suitable because it requires a hard surface to colour and it was
hot.
6. Have grander prizes for the winners.
Eating Competition
1. A lot to go through (mainy health safety issues)
2. Think of the food but roti sosej was okay
3. Execute earlier to prevent any problems.
4. Maybe can bring it as a pre-event.
- Request from FNB regarding coupons if needed for RM1 game (Prem
suggested)

2. Logistics
- For layout,
The size and measurement of Convosquare have been done for
future reference.
Need to finalize early for PMMD, KHASS and other concerning party
to prepare.
Problem mainly from PMMD regarding electric usage to finalize
quota. (they sponsored our event)
It was good that tents where put up early to make sure everything is
good.
They focused more on big things compared to small ones such as
 backdrop and comfortability of stage and such.
It was good that the contractor put up switches. This prevents the
whole row from losing electric power if one tent had a shortage.
Have a PIC Contractor, PMMD and KHASS on site on all three days.
Focus on water supply too and not just electric supply.
- Regarding communication,
For each event slot, a PIC is assigned. Anything regarding the event
slot, contact that one person for any changes.
- For stage, think of the light intensity.
- Provide a tablecloth for the VIP room.
- For foodcourt, have a plastic cover on top of the tablecloth. Because
the tablecloth is used for three days.
- For backdrop, think of the size. (better use LED compared to banner)
- Prepare extra tables and chairs because some vendors would request
on the day of event.
- If possible have a precise budget for KHASS every year (RM80 RM85K)

3. Sponsorship and Entrepreneurship

- Problems arised during main event,
Less concern for sponsors food and drinks
Promotion at secretariat booth was low.
- Its best to have a HOD/AHOD/SV that has experience in sponsorship.
- Inform early if any pre-events needs and sponsorship.

4. Campaign and Promotion

- 1st wave
Flyers and stickers all around UTP (good idea)
However, it sticks on the table and walls and is hard to remove.
- 2nd wave
3D Art ( can be done but do it management sponsors)
Lack of promotion for 2nd wave.
Advice : be firm with the design, find street artist because it is
cheaper
- 3rd wave
Promoting outside of UTP (it was okay)
Thanks to Housewife Design which sponsored half of the material.
Synthetic paper is very good to stick around shops but can try use
art paper which is much cheaper.
- For sponsors from FNB, ask if its possible to stick at their restaurant to
promote CONVOFEST.
- For banner to be put up outside UTP, be sure everything is in BM. Sent
to only one place for approval.
- Have a proper timeline to ensure optimum promotion.
- For committees, have a good mix of foundation and degree students.
- Try boost promotion on Facebook ( include in budget )
- When a sponsor is confirmed, promote them on social media)
- Provide a Campro member at the entrance of Convosquare to promote
the tentative for the day.
- Live updates dont have to post a lot but make sure content is well
seen by all.
- Have initiator and tracker to keep update with shares from committee.
 - Distribute workload to other committees
- Be clear with the budget proposed to prevent any mishap.

5. Creative Media
- There were not enough of photographers on hand during event day.
- Avoid using CMD manpower during main event.
- Include in database if anyone had a camera.
- Inform the size earlier for backdrop, mock cheque to ease the
designing team.
- To pass pictures to campro team, better pass through a pendrive rather
than uploading it. The wifi connection is not that good.
- Prepare a laptop to take in pictures each day.

6. Entertainment and Social

- Commitment should be focused on during the recruitment drive.
- HOD and AHOD should have experience in terms of Public Relation
- ENS has to clarify early with Logistics regarding layout.
- For Jelajah Ilmu,
Have all committees involve.
A bit hard to execute because its held at different daerah.
- Hai Jiran Sebelah and Jom Raya was a success.
- Student Performance was very good because no budget was used.
- Be more precise on what kind of food is needed to ease FNB.
- Have battle of the band on Saturday Night. Maybe Have elimination
round in Convo-month.
- For main event,
Senamrobik went very well. It was a plus because the instructor,
Kak Zura from Petronita, bring half of the crowd.
Better to not collab with MPP for event slot. Problems arise from it.
UTP Tour went well. Problems that arise are the number of schools
available to come. This is due to schools having exams at the time.
Ceramah went well. Problems arise were the lighting which makes it
very hot for the speaker on stage.
Estimate the number of audience to prepare chairs.
Concert went well. Suggestions for concerts is to prepare
accommodation earlier and set the rooms that will be prepared by
us in the MOA.
Think of the exit route for artist for safety reasons.
Have an opening performance before the concert to attract
audience.
Firework show went very well.
Choice of artist should be chosen properly. Have a variety of
performance.
Set budget clearly for artist.

7. Food and Beverage

- Total sponsors obtained are 27.
 - Prepare a tent for committee and not at the foodcourt.
- Inform the other departments regarding any changes to ensure no
misunderstanding.
- Be more specific on what kind of food needs to be prepared to help
ease the team.

8. Ceremony and Protocol

- Have DVC sign for the approval of invitation letter earlier to prevent
last minute outcomes.
- For Opening Ceremony, dont go for VIPs outside. Just have VIPs from
inside.
- Have something before Opening Ceremony to attract audience.

9. Business and Merchandise

- Choose a HOD who has experience in business.
- If not, have a clear description and jobscope to ease and help make the
planning easier.
- Vendor should only go through BnM and not anyone else.
- Exclude BNM team from manpower to handle merchandise and
vendors.
- For vendor pass, have only BNM handle to prevent any problems.
- Have a variety of food for better satisfaction from customers.

10. Human Resources Management

- For Family Day,
They could not confirm early due to late replay of availability
Problems - Activity : Flying Fox ( have to wait long) find another
activity
- For evaluation form,
Do it online rather than hardcopy
Remind and ask the respective HOD/AHOD if there are a change in
marks.
- For Main event,
Be strict on whose one duty for night shift.
HOD should be good in dividing the task.