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Event Guideline
🔷 General Startup for Event Management
1. Prepare a HICOM lineup
The High Committees are the backbone of an event, having a lineup would be the first step in preparing for an event. The HICOM may include:
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Project Director
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Assistant Project Director(s)
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Secretary
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Treasurer
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Head of Department(s)
2. Create a planning timeline
A full tentative for the event including the PIC for each session shall be created to ease the progress of the event. A master Gantt Chart can be done for the committees’ references.
3. Complete a proposal and seek approval for the said proposal
The proposal is to be approved by respective advisors of each club and Chair of the Department (for Academic Clubs only), only then can proceed to the next step. Organizers need to be ready to work with a few departments of UTP including CSD, CCD, HSE, PMMD, etc. If the event is deemed high risk by the organizing committee, insurances can be requested and be included in the budget of the event.
For the sponsorship part of the proposal, here are some information that could help the organizers to plan their budget:
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CSD could only sponsor a maximum of 60% of the event’s budget while YUTP can sponsor up to 30% of the budget
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10% of the budget must be from the students’ contribution, be it from sales revenues, fundraising, etc.
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It is highly encouraged to plan at least 1 month before the event date itself, especially big events that would require a lot more funds that usual events.
🔷 Centre for Student Development (CSD)
1. Submit the SA E-MEMO (Previously known as CSD E-MEMO) Form
All student-led program in UTP must go through and get approval from CSD, even if no budget from CSD is requested. Without the approval, the program shall not be recognized as a UTP program and will not be counted in the Tiering System for clubs and societies by Student Development Excos of SRCUT
Submission to CSD must be as follow:
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Project Director
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Assistant Project Director(s)
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Secretary
E-Memo Submission Link
2. Approval
Once the E-Memo is approved by CSD, an email notifying the organizer their E-Memo is endorsed and approved. Once this email is received, organizers can proceed with the relevant work for the event. If the event requires any sponsorship from YUTP, an email to YUTP officer (Puan Shafina, shafina.radzi@utp.edu.my) must be done to inform regarding the request of sponsor with attached e-memo and proposal.
Required document to be sent to YUTP officers are as below:
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SDA Fund Request (Sample)
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Approved E-Memo
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Proposal
🔷 Corporate Communication Division (CCD)
1. Submit the Request for Event (RFE) Form
Organizers for events are required to fill in the RFE form if:
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Require booking of one of the venues listed AND/OR
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Involved external parties AND/OR
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Require external invited guests/VIPs AND/OR
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Level of the program is higher or equivalent to inter-university level
From RFE form, CCD also can assist in:
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Require booking of one of the venues listed AND/OR
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Involved external parties AND/OR
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Require external invited guests/VIPs AND/OR
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Level of the program is higher or equivalent to inter-university level
If the event invites VIPs that are of the higher ups, the speech must be prepared for the VIP and must go through CCD for approval.
The RFE Form must be attached together with the following documents:
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Approved memo from CSD
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Approved proposal (if any)
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Email trail or Outlook calendar invitation with regards to the event (optional)
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Programme Details
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List of Venues
Template of Request for Event:
The RFE Form must be submitted 14 working days before the actual event day, failure to do so may resulted in submission to be not entertained
2. Request for UTP Merchandise & Design Approval (If any)
To produce any kind of merchandise that has UTP Logo, you are required to fill in a Microsoft Form made by Corporate Communications Division (CCD) to get the approval of using the university logo. UTP merchandise guideline can be referred to here.
Microsoft Form link: UTP Merchandise & Design Approval Request
Important documents and information required are:
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Design of the product (PDF or Picture format
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Memo of acknowledgement or approval from Event/Club/Organization Advisor
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Name of the vendor where the merchandise is being produced
If you have not received any updates on the request after 3 to 5 working days, please send an email to En Azam (azam.alias@utp.edu.my) to get updates on the request.
🔷 Health, Safety and Environment (HSE)
1. Submit HSE Risk Assessment Form
All physical events are encouraged to fill in the HSE Risk Assessment Form.
However, if your event includes external parties or requires members and/or participants to be in a location outside UTP or is a high-risk event, the HSE form MUST BE COMPLETED.
The HSE Risk Assessment form include:
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Hazard Master List
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Hazards and Effects Register (HER)
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Control and Recovery Barriers
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Critical Activity Catalogue (CAC)
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Remedial Action Plan (RAP)
E-Memo Submission Link
2. Inform HSE regarding External Contractors and Vendors (IF ANY)
If event involves external contractor:
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Assign a contractor PIC that is responsible to ensure contractor complies HSE rules & regulation.
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Email En Azimie (azimie.ahmad@utp.edu.my) to inform about contractor details
3. Food Safety (IF ANY)
Event organizer shall ensure food servicing of the event always complies with the Food Act 1983 and Food Hygiene Regulations 2009 requirement to avoid any food poisoning and other food and water carrier diseases
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Compulsory Food Handling Certificate, Typhoid injection for all caterers including food trucks
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Compulsory food holding for catering event involving public or any event involving more than 100 people
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Restrict numbers of serving per caterer to minimize risk of food poisoning from single sourcing
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Use of biodegradable packaging material for food packs is encouraged
Food sampling bags must be requested from HSE through UCS at least 5 days prior to the event day. Food sampling to be done on event day by event organizer.
4. Submit Journey Management Plan (IF ANY)
If event involves travelling outside of UTP
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Email En Azimie (azimie.ahmad@utp.edu.my) Journey management plan, include route planning
5. Sports and Recreation events
The organizer must submit the RFE form to inform the HSE officers. For every sport and recreation event, the organizing committee must prepare a medic team which will be handling the first aid kit and will be in contact with Klinik Redza if any emergency happens.
6. Water activities
Events are not advised to include any water activities. If the organizer persists, they shall refer to HSE officers for any safety procedures (e.g., giving medication to prevent any infectious diseases to spread)
7. HSE video safety briefing
All events which are held inside of an UTP building must include the HSE video safety briefing.
❗ IMPORTANT NOTICE ❗
Every event may be subject to an on-site inspection before the beginning of the event. HSE has the right to prohibit commencement of events or to stop any event activity if the conditions are deemed unsafe or violate any applicable rules, regulations, and procedures in UTP.
🔷 Property Management & Maintenance Department (PMMD)
1. Venue booking (including green room, VIP and waiting room)
Organizer may book the venue at the set date for the event through Ubooking at least 14 days prior to the actual event date. Any booking will only be approved after RFE Form has been endorsed by CCD
Organizers can request equipment such as chairs, tables, the air conditioner, VIP sofa, etc through Ubooking also. The layout must be emailed to En. Adlan (adlan.zulkafeli@utp.edu.my)
If the organizers wish to book the guest house in UTP for VIPs, they shall do so through Ubooking
2. Transportation booking
Organizer may book for UTP transportations including buses, lorry, etc. To do so, request for UTP Transport Form must be filled in and email to En Azhari (azharzz@utp.edu.my). The transportation will be provided according to request, according to the availability of the transport on the said date.
Transportation booking form: Request for UTP Transport Form - (PMMD).pdf
2. Any other request (e.g.: hang the banner, chairs)
Organizer may request any others works such as hanging the banner and arrange the chair. This can be done by creating a case in UCS and send it to PMMD.
🔷 Centre for Academic Excellence (CAdEX)
1. Classroom booking
Organizer may book the classrooms available in UTP at the set date for the event through UCS at least 7 days prior to the actual event date. Below are the Terms and Condition taken from CAdEX.
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An applicant is allowed to book the classroom for two (2) weeks period only. Should he/she intend to extend the booking, he/she need to lodge a new request through UCS.
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For non-academic activity, the applicant needs to attach the event memo signed by the event advisor and approved by Centre for Student Development (CSD) for the event to be conducted. The memo shall include objective of the event, venue, date and name of the event.
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For pre-event activity (meeting, training, rehearsal, etc), the specific memo/letter mentioning the venue required, date and name of the pre-event activity signed by the event advisor should be provided.
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The approved memo shall be valid for one (1) month only for classroom booking purpose.
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CAdEX will process the booking requisition within five (5) working days.
🔷 Security Services Department
Please refer to the Security Services department for your event involves any of these:
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Visitors pass, for external guests
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Roadblock, traffic, and parking management
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Crowd control
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Other services involving Security
Email Pn Suhaila (suhaila.zaker@utp.edu.my) / En Ramli (ramlirazak@utp.edu.my) to request security services.
🔷 Information Technology and Media Services (ITMS)
If the event involves any electrical equipment which needed to be booked from ITMS, students will need log case through UCS. Once the request is approved, the organizer shall collect the requested items at the ITMS office.
Once the venue is booked through PMMD, the PA system would also need to be booked through UCS to ITMS and the PA system can only be control by selected ITMS staffs and trusted student