MERAK 19'
MERAK 19'
MERAK 19’ is an annual dinner of Kolej Tun Dr. Ismail, it was held on 18 April 2019 and organized by Jawatan Kuasa Mahasiswa (JKM KTDI). This program was to inculcate good values such as affection, empathy and unity among residents of Kolej Tun Dr. Ismail. It also arganised to give appreciation to every residents who has been contributing to the college. The dinner was attended by Deputy Senior Regisrar of Students’ Affairs, Tn Hj Dahari Bin Hj Derani, Principal of Kolej Tun Dr. Ismail(KTDI), Lt Kol Dr. Mohd Noor Azli bin Ali Khan, Department Chair of School of Computing, Prof. Dr. Abd. Samad bin Haji Ismail, Principal of Kolej Tun Cancelor(KTC), Prof. Ir. Dr. Sharul Kamal Bin Abdul Rahim, Principal or college K9&K10, Dr. Mohamad Amir Bin Shamsudin and President of Kolej Tun Dr. Ismail (KTDI), Umar Alfaruq bin Abdul Muthalib. During the dinner, the participants were presented with a performance from JKM KTDI 18/19 and Aksara KTDI. The dinner continued with the presentation of special awards for student and fellows. Among the awards were award for “King and Queen of The Night” and Best Post in Instagram with the caption of “Masih Ingatkah Dikau”.
Why did I join this program? What I want to learn from this program? This program was my first program as a crew. While working behind the scene, I was able to learn the process on how to organized an annual dinner and what need to be prepared for the event to be held smoothly. In addition, I learn on how to handle the events and situation in hectic environment. Just like any other annual dinner I found there’s no different on the event activities and agenda, the differences is only on how the team manage to handle the event successfully to satiesfy other party who pay some amount of money to join the dinner. Besides, this program help me a lot to enhance my self confident and my communication skill as I need to work with new people.
As it was my first program as a crew, I was first hesitate about a lot of things such as am I doing the work correctly? Can I really involve or help other unit do their things? Should I tell them the ideas that I have during the meeting? I even hesitate to ask question that was lingering on my mind during the meeting with all members who organized this program.
As I was in the activity unit, there’s nothing much to do during preparation cause we need to handle during the event take place. Although I can speak with stranger I found it difficult for me to communicate and speak up my mind with my fellow crew. As it was my first experience, something are taken lightly by me, and I tend to communicate less with the group. Besides, I was being too dependent on my partner who is a leader of our activity unit at that time.
However, the involvement made me realized that it is important to communicate with my group, same as working environment where we are requires to adapt with the environment fast and communicate with people we never encounter before.
Now, I think it is important for me to initiate and adapt to the culture of new communities and work. In addition, it is important for me to be able to act professionally and responsibly in carrying out my duties. I also need to not only listen actively but also need to respond accordingly and shouldn’t hesitate to ask although for simple questions.
After this event take place, I was able to improve my communication skill on the other program. As I used to watch and control the situation of the event, I somehow manage to learn and try to be less panic and calmly overtake the situation. I realized that panic won’t help to sooth the situations, thus although failure is not something that we want to happen, but if it does, it could teach me a great lesson so that I could try not to make the same mistake in the future.
During the annual dinner, the management could be seen a bit hectic since the beginning of the event. During the registration of attendees, the crew could be seen a bit panic to handle the situation as the attendees rush and not really queuing and scattered around the hotel area. It could be seen that the event was handle a bit rush and we were not able to grab the attendees attention to more priority agendas as they were busy wondering around the hotel and taking photos. I think it is due to the no preparation for movement beforehand. Thus, a better preparation is needed and should be consider as priority for the management of the event. I also think a management unit is needed to lead the other unit and crew to control the situation during the event.
Due to the budget constraint, crew need to control the portion of food taken by students although it is a catering buffet, I also in charge to ensure the participants are queuing during the serve time. However I think instead of controlling the portion, some event should try to reduce the budget on sourvenir or payment for the entertainment such as photo booth. It is also unnecessary to held an annual dinner in place far from the university as it will consume some amount of time to travel and some amount of money for the transportation of the bus for students from UTM.
For this event, my leader was not really communicating with me, we are thinking and do our own task without minding to discuss for improvement of ideas, this help me realizes the important of communicating, although we are respecting each other ideas but we are lack of team work. I think on the next event I need to not only think for the alternative ideas but also need to expand on and discuss the ideas with members.
This annual dinner was lead by our President of Kolej Tun Dr. Ismail (KTDI), Umar Alfaruq bin Abdul Muthalib. Although he was busy with his schedule during the process of planning the event, he did his best on ensuring we are comfortable and able to handle the task given. From there I observed, a leader need to be flexible and need to have the ability to lead and influence team members to complete given tasks. How does this relate to me? I taught me on how to be a good leader and what I need to have to become a leader that would understand other people’s attitude and behaviour, respect their ideas and have mutual trust.
Although the event was successfully organized, I think some management part need to be improve. Some of the crew also mention during the post mortem that our Principal of KTDI, Lt Kol Dr. Mohd Noor Azli bin Ali Khan is seen to be not as satiesfied as he does during the last MERAK 18’.
Firstly, to organized program or an annual dinner, we need to consider the time constraint especially when the event is held on night. A better schedule planning and confirmation of unit to handle certain task need to be confirm before event take place. Communication is also the key to ensure all unit is ready in the position during the event to control the situation because from what I’ve observed some of the crew walking aimlessly and wandering around the event although the situation was not under control and hectic at the moment. I also learnt that we need to act effectively and imaginatively in difficult situation.
Secondly, I think for a big event, budget constraint is something that is priority and need an alternative method as we should not depends on sponsorship because company rarely would like to sponsor for this kind of events. From the experience I gained for helping the sponsorship unit, I was told by the leader that company rarely would sponsor annual dinner event unless it would benefit them, unlike any other program like running, school’s festival and more. Moreover, with the long preparation period, unit such as special task unit or activity unit that had less task should consider to market or sell stuff as a backup money. We need to use entrepreneurial mindset in dealing with problems.
In addition, as the attendees are required to pay some amount of money to participate in this event, we have the responsibility to make them satisfy and content about the money they spent. Although it is hard to comply with every demand but we should at least make the event memorable so that the attendees won’t regret spending their money in such event. I realized that when dealing with program that requires payment I need to ensure that the program would really benefit them.
This event taught me on how to organized an annual dinner and made me realized the important element and the improvement of management for the future event. I hope that next time from this experienced, I’m able to manage this kind of situation more smoothly and calmly.