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Official proposal of the duty of Public Relations Team
Course: International Tourism and Hospitality Management 2012/2013
Institution: Segi University
Date: 14 October, 2013
Subject: Official proposal of the duty of Public Relations Team
Designedby: R.Amanda Ramdhian
Mission
Our mission is to strive for excellence.
Vision
To provide outstanding personalized quality services, innovative ideas, and unwavering
dedications.
Director of Public Relations: Amanda Ramdhian
Assistant Director of PR: Norbaizura (registration and stage assistant)
Team Members:
- Bender Kim (waiter during event)
- Tan Kok Keong (logistic during event)
- Tan Ai Jean (waitress during event)
- Lim Sen Sen (waiter during event)
- Godwin Abia Okon (waiter during event)

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Public Relations Team
Roles of Public Relations Team:
Amanda.R
Director of Public Relations
Zura
Assistant to PublicRelations
Director
Team Members
Godwin Lim SenSen Tan Ai Jean
Tan Kok
Keong
BenderKim
PublicRelations
Teams
Stage and Duty
team
Eventplanning/
Creative talent
Team
R&S (Research
and survey)
Team
Photo/
Videographer
Team
Public/Social
Media Team
Sponsorship
Team

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Position Responsibilities
Public Relation Director -The acting person of the PR team
-Responsible for continuous growth of the
team
-Report directly to President & VP
-Keep record of all media and promotional
activities in the society
Public/Social Media Representative -Interact with public (on and off campus)
-To ensure and enhance a good social media
image of the club via online media
(facebook, twitter, instagramand so on)
Research and Survey Team -Tasked to create and collect surveys
through both social and public media
representative
-report to PR director/assistant PR
Photography/Videographer Team -Make sure to capture images and videos
during events
-Performance pictures and videos
-pictures of deco, public, staff, and so on
Stage and Duty Team -task is to ensure that each performance
stays in the time limit zone
-Design stage performance time planning
and minutes of performing
-Responsible for entertainment
-Work with logistic team during event to
ensure stage is well monitored
Event Planning/Creative talent Team -Responsible for recruiting performers
-Design performance proposal
-report to PR director or Assistant PR & VP
-suggest creative ideas for events
Sponsorship Team -Responsible to search for as much as
possible for sponsors
-Report to President and Sales & Marketing
director
-Arranged meeting with sponsors

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Event Planning
Step 1: Resources
 What funds are currently available?
 Who can we target for additional funding resources?
 What environment do you want to create?
 Are the expenses reasonable? Estimated cost per person?
 What resources are available (such as space, furnishings, equipments and services)?
Step 2: Goal setting
 Target population
 What types of marketing will grab target audience?
 What marketing strategies will get them through the door?
 What types of activities will allow you meet your goals?
 Explore idea of partnership (find out what audience taste)
 Would VIP customers be available for our event date?
Step 3: Budget
 Determine resources necessary and cost (material, marketing, food, transportation,
equipment, etc.
 Does budget cover costs?
 Do we need plan B to generate money?
 Ticket cost?
Step 4: Program planning priorities check list
 Determine room set-up
 Contact performers
 Determine light and sound needs
 Determine equipment needs
 Determine door control and security
 Will you have MCs? How they will participate?( Script entire performance)
 Prepare written script for stage manager (light, sound, operators)
 Plan logistic and assign task for event night
 Rehearsal and hiring performers
Step 5: Choosing the recipes
 Available funding
 How will plate look
 Is the food compatible and varied
 How about vegetarian menu
 How is the food served

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The task for PR team was later divided and distributed to sales and marketing, operation and
so on. For the first event, PR team organized the charity event at Segi University. Below is
the poster designed by PR team:
At 9.30 we did our table setting for collection of donation, designed boxes and made the
event more special by using hand printing. Hand printing is a slogan for charity, thus we got
the idea of placing blank paper and people who donated could also do a hand printing to
show their compassion. Below are some of the papers:

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On the first day we collected Rm??
With the help of marketing and sales we did a great job and the students were so involved and
generous. We also collected a lot of cloth, blanket, and food items from students.
On our second day we went from class to class and faculty also for collection of donations,
and some of my team members were at the table to continue for charity collection.
The total of money collected for the second day was Rm??
We also planned a car wash, but unfortunately we could not make it because of some of the
Segi University rules. We were ready for our car wash; even resources for car wash were at
our disposal. Below is the poster we designed for the carwash:
On the day of the event, some members of my team was working under operation team and 3
people was in charge of logistic, stage and registration.

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I, Amanda was the Stage Manager and PR Director. My task was to take care of the stage,
the materials, the participants and all that comes with entertainment as well as fund raising
and marketing the events and boosting sales. For the participants, a facebook group was
created only for performers whereby i could keep in touch with them to know what they will
be performing and we made 2 meeting with them, one was for briefing about event and then
they had to give us an answer whether or not they can participate, the limit of time was 2 days
to think about it. The second meeting was hear the proposal of their performance.
While keeping track of performers, I, also was keeping track of the event schedule so that i
know what time the participant be must ready to be on stage, how many mike must be on
stage, if extra mike needed or instrument and so on.
On the day of the event, since morning there was rehearsal and table decoration, MPH setting
and so on. During the event my team did face my sound problem and mike problem. We had
to run to the sound people and check for back up mike. Members from Operation team also
helped me throughout my difficulties during the event.
In the start of our event, we started with live music and singing, it was mixed language
(French, English, Chinese and Malay).
The participants were very thankful to us for allowing them to perform during our charity
dinner. Many new people performed for first time just for the sake of charity event.