YB Dr. Santara Kumar
REFLECTION
Organizing an event with the presence of Deputy Minister YB Dr. Santara Kumar brought about unique challenges, deviating from my previous event planning experiences and adding to the pressure during preparations. Leveraging my event coordination knowledge, I aimed for a smooth execution while managing the formalities, such as VIP waiting room arrangements, usher dress codes, seating, and food serving protocols. The involvement of UTM HEP department staff scrutinizing our preparations to align with UTM standards added an extra layer of complexity. Rehearsals with the technical team and ushers, standing by for the souvenir presentation, were crucial to ensure flawless execution, especially with the dignitary's presence. The pressure intensified when YB Dr. Santara Kumar's personal assistant provided feedback on our preparations. Simultaneously, coordinating a police escort through the main gate added to the intensity.
Unexpected news of the deputy minister's delayed arrival due to a flight delay required real-time adjustments to the event flow and emcee script. The event included speeches, a forum with YB Dr. Santara Kumar, and a souvenir presentation. Despite challenges, the event received praise from UTM HEP, recognizing our initiative. Personally, this experience deepened my understanding of event execution, underscoring the importance of meticulous planning and adaptability. Moving forward, the lessons learned will guide early preparations and a better grasp of formal protocols, ensuring future events are executed efficiently.
The event involved speeches from the deputy vice chancellor of UTM Professor Shamsul, speech from the advisor of the club, a forum with YB DR. Santara Kumar along with PMH members and souvenirs giving segment. When YB arrived, the club advisor, lecturers, deputy vice chancellor, the club president and myself as vice president waited for the car in front of Dewan Sultan Iskandar. Then the dinner was served for the VIPs and guests while a video montage of PMH was played on the screen. Furthermore, the forum was held with a fourth year student as a moderator. Several questions were asked to him regarding education and also the current tourism, art and culture status of the country.
This event was a success as UTM HEP praised us for the initiative and efforts on this event. I learned a lot of new knowledge on conducting an event and if this event continues after some time in the future, the club can try to start early preparations and also learn formal protocols to get the work done efficiently.
This program is a meet and greet session of PMH with the Deputy Minister of tourism, arts and culture YB Dr. Santara Kumar which was held on the 19th of June 2022 at Dewan Jamuan Dewan Sultan Iskandar. This event was conducted by the higher committee of Persatuan Mahasiswa Hindu which involved myself as vice director for this particular event. The concept of this event is to arrange a meeting with YB and the PMH club members, since it was requested by YB Dr. Santara Kumar himself wished to give some monetary contribution to the club.
This main committee of this event only involved the higher committee members of the club since the procedures of having a deputy minister to the university was complicated. Moreover, an event with such motive and concept was the very first time for the club. The event was a short arrangement which started at 7pm and ended at 9.30pm with the club members, lecturers and also deputy vice chancellor UTM. The procedure and formalities of handling an event with the presence of ministers were challenging indeed.
With the guidance of our club advisor we planned the event flow and began to arrange for the event. Even though it was a small event the significance was huge.
We had 10 people in the higher committee of the club and segregated the works among us. The news of YB Dr. Santara Kumar’s arrival got to us at the last minute where we only had one week of preparation time. Wr invited very few club members and also lecturers to take part in the event along with the minister and deputy vice chancellor.
We had an emcee from the higher committee and prepared an event flow and also emcee script. Since I have experience as floor manager and protocol department chief of committee I was assigned to handle the same position in this event. Apart from my job scope, we booked the Dewan Jamuan and prepared catheters to provide dinner for the guests and attendants.