Project Management Assignment

UNIVERSITI TUNKU ABDUL RAHMAN
SETAPAK, KUALA LUMPUR

FACULTY
OF
ENGINEERING AND SCIENCE
UEME4253
PROJECT MANAGEMENT
ASSIGNMENT 1
(Proposal Malaysia Food Festival 2015)
No
1
2
3
4
5
Name
Chin Jian Hong
Loh Kim Pei
Ong Ching Yeh
Pang Tung Hee
Tan Chuan Sheng
Student ID
1106580
1102863
1101876
1102997
0907667
Lecturer: Dr Rajkumar a/l Durairaj

Submission Date: 8 August 2014
Course
3E
CL
CL
CL
3E
UEME4253 PROJECT MANAGMENT
Table of Contents
1. EXECUTIVE SUMMARY.3
2. INTRODUCTION.......5
3. TECHNICAL APPROACH...10
4. IMPLEMENTATION PLAN.17
5. PLAN FOR LOGISTIC SUPPORT AND ADMINISTRATION..23
6. REFERENCE TO OTHER PROJECT...31
7. REFERENCES...36
8. APPENDICES....37
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1. EXECUTIVE SUMMARY
The tourism industry is rapidly growing and constantly expanding in the 21st century.
Malaysia, being a country that is rich and diverse in its culture and heritage, has become an
ideal place for tourist not only to experience the lifestyle and culture but to also partake with
the local lifestyle and one example of doing so is by experiencing the food.
Our company was the organizer of the Malaysia Food Festival 2014 held in Mid Valley
Exhibition Centre, Kuala Lumpur. This event was in fact the 3 rd Malaysia International Food
& Beverage Festival which took place from 3rd to 5th January 2014. More than 100 exhibiting
companies from various countries such as Iran, Taiwan, South Korea, Turkey, Thailand,
China, the United States, Italy, Japan, Singapore, the UK as well as Malaysia took part in this
event.
This food festival provides an opportunity or a stage for visitors to enjoy cuisine and
experience local culture at the same time. Since the success of the first ever Malaysia Food
Festival backed in 2012, this particular event had grown enormous support and cooperation
from all related parties. The Inaugural Malaysia Food Festival 2014 created the biggest
impact for attracting more than 50,000 visitors over the 3 days at Mid Valley Exhibition
Centre.
We hereby propose for the comeback of Malaysia Food Festival in the year 2015 with
reference on the whole progress that will be carried out throughout in preparing for this event.
The event is subjected to take place from 23 rd to 25th January 2015 at the same location. We
hope to bring out another huge success in promoting every countrys latest variety of food
products.
In this proposal, we have attached all the necessary details in preparation for the upcoming
event. The expenses will also be drafted to estimate how much is to spend for the whole
event.
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Event Outline
o Name
Malaysia Food Festival 2015
o Duration
23rd January 2015 to 25th January 2015
o Location
Hall 2, 3 Mid Valley Exhibition Centre
Level 31 Lingkaran Syed Putra,
Mid Valley City, 59200 Kuala Lumpur,
Wilayah Persekutuan Kuala Lumpur
o Opening Time
Daily 10:00 am 9:00 pm
o Admission
Exhibition: Free
o Support (Expected)
Tourism Malaysia
Ministry of Agriculture and Agro-Based Industry Malaysia
Lembaga Perindustrian Nanas Malayisa (MPIB)
Ketengah Holdings Sdn Bhd
Lembaga Koko Malaysia
MiTi Malaysia
o Assistance (Supporting Media)
Foodsion Malaysia
Sedap
DagangHalal.com
FoodExCo
o Management
Fairs & Events Management
2. INTRODUCTION
2.1 Company Overview
Fairs and Events Management is all about exhibitions. We organize and manage
national and international trade and consumer exhibitions. Fairs and Events
Management has established a track record of success in executing high-profile fairs
and events of various types and sizes. We have a new breed of entrepreneurs who is
most innovative, well respected, wealth of experience in the business of organizing
exhibition and managing events of any sizes. These projects often involve precision
integration and expert project management of diverse creative, production, and
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technical talents to maximize results within the time-frame and budget of the client.
We also provide consultancy services in this specialized field. We are independent,
privately owned and retain an entrepreneurial and pioneering tradition.
Fairs and Events Management Strives at all times to make exhibition more effective
for both exhibitors and visitors. We provide a holistic approach from the start to the
end of the project, being thorough throughout the entire life cycle of the project.
These features ensure our exhibitions consistently attract the right mix of buyers and
sellers and high quality of target buyers is maintained. Our strategy plans consists of
four steps. They are:
1) Strategic Plan
Consistent professional approach from conceptualization, developing, delivery,

managing cost effective, first class, efficient and memorable successful event.
Feasibility studies
Technical conference
Outline costs presented
2) Promotions
Comprehensive promotional programme based on a tested marketing mix

including advertising, direct mail, PR, visit to associations and government
agencies
3) Execution
Execute plan and organize event faultlessly and seamlessly
4) Market Response
Thorough pre & post exhibition market surveys and visitor surveys
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2.2 Objectives
1.2.1 Project Mission Statement
To create a high profile and highly targeted food fair where buyers and sellers
can meet face to face to conduct business in this increasingly digital age.
Tap into the power of human interactions the power of the aesthetics, smell and
taste of food for establishing business relationships which can only exist in an
exhibition.
To create a comfortable and conducive environment for buyers to experience
the food sold and to ensure high buyer traffic for food sold.
To make this project a success with the effort of professional, creative and
skilful team members.
1.2.2 Philosophy
To provide a service of the highest professional standard
Integrity and commitment to all parts of the project
Training and motivating staff to deliver the best in pursuit of mutually agreed
goals set
2.3 Scope of services

1.1. Professional assistance in the implementation of the food fair.
2.1. Comprehensive promotional programme based on a tested marketing mix including
advertising, direct mail, PR, visit to associations and government agencies
3.1. Establish specifications for the fairs programs flow throughout the day.
4.1. Provide venue location and venue set up (e.g. Decoration, Lighting System, and
Sound System).
5.1. Provide risk and backup plan to ensure fair will continue as planned to prepare for all
uncertainties.
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2.4 Location
This event is planned to be held at the Mid Valley Exhibition Centre (MVEC). MVEC
is a purpose-built convention and exhibition facility strategically located in the Kuala
Lumpur City Centre MVEC is proved to be a popular venue as it is strategically
located within one of Malaysias most popular shopping mall, Mid Valley Megamall
and is packed with thousands of visitors daily. In addition, its central location and
good accessibility makes Mid Valley Megamall a destination of choice for locals and
tourists.
It is designed to be pillar-less with generous ceiling height, minimal wall obstruction
and wide entrances. MVEC comes with good exhibition support facilities, which
include a floor trench system for running essential services to designated location
safely. Additionally we have two press conferences/ VIP holding rooms, two purposes
built cargo and two goods lifts to facilitate freight movement directly to our centre.
Each hall has its own management office, public addresses system, industrial wash
area and other amenities.
Strategically located between Kuala Lumpurs Central Business District and Petaling
Jaya, Mid Valley Megamall is accessible via a vast network of roads and highways
that link the Megamall to various residential and business addresses, as well as KL
Sentral, main LRT stations and the Kuala Lumpur International Airport (KLIA).
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We plan to use Hall 2 and Hall 3 of MVEC for the food fair. Hall 2 has a floor area of
1604 square metres and can fit approximately 100 booths. Hall 3 has a floor area of
1256 square metres and can hold about 75 booths. This is ideal for our plan of 150
booths layout. This location is excellent in reaching out to the thousands of shoppers
and visitors to Mid Valley Megamall each day. These shoppers are expected to have
good purchasing power and we are expecting a diverse range of visitors of different
backgrounds and likings in food.
2.5 Layout
2.6 Initial budget estimates

Expenses
Venue Rental
Sound, Lighting and Visual Equipment
Booth and Stage Setup
Publicity and Advertising
Estimated cost (RM)

300 000
35 000
200 000
80 000
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Security
TOTAL
15 000
635 000
2.7 Staff Count

There will be around 10 to 12 persons in the management and administration
department handling the planning of the fair. As for the technical department, the
stage, light, sound and visual departments would consist of around 30 to 40 personnel
including planners and workers. Procurement team of booth, stage, venue and other
materials will have a staff of 15 to 20 while security at around 10 to 20. Finally, sales
and publicity will have a team of 15 individuals working on promoting the event,
finding collaborations and inviting buyers.
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3. TECHNICAL APPROACH
3.1 Event Stage and Setup
A mobile folding stage of 4
4 m, will be set up by Dheensay & Sons Sdn
Bhd. It is built with heavy duty material installed with wheels that allow easy
movement of stages. They are in a fixed leg height for activities like health
talks, cooking demonstration, eating competition and even lucky draw. The
mobile stage will be dress with black colour skirting to present a cleaner look
without exposing stage frames and wheels. Seats of 60 banquet chairs, also
dress with black chair covers, will be provided.
To each side of the stage, an 85
85 motorized projector screen will be
temporarily installed for the audience to have a closer look on the activities
held on stage. The setting up of the screen is sub-contract to Logic Tree, a
company which have over 10 years of software development experience using
Microsoft .NET Technologies. The company strongly believes that
understanding the customer operation behaviors is the key to success of every
tailor-made operational system. The company ensures that the technologies
and equipment used is the most advanced in Malaysia.
3.2 Sound System
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Sound system is one of the most important elements for the exhibition to carry
out smoothly. The setting up of the sound equipment requires sophisticated
and knowledge to ensure the speech is delivered to our valuable customers.
The company in charged for the installation of sound system is AV Solutions
Integrated Sdn Bhd.
Under Clause 8 of the Terms of Contract, Exhibitors are only allowed to use
up to two (2) pairs of multimedia speakers in every 9 sqm of booths/spaces.
Loudspeakers/sound devices and/or image projection equipment are to be
placed in such a way that sound/image is directed downwards and into the
stand, and not towards or across the aisles. The operation of any sound device
or image projector must not interfere with, or be an annoyance to neighboring
stands. Sound levels recorded at adjacent or opposite stands should not exceed
70 db for all speech, music and sound effects.
The rule above has been introduced to create a conducive-selling environment.
Exhibitors are asked to exercise full consideration for their neighbouring
exhibitors in the projection of sound or music. Fairs & Events Management
reserves the right to reduce the sound level or switch off any-audio visual
display which give rise to complain.
Exhibitors are NOT ALLOWED to bring into the exhibition halls any the
following:
Hailers, External Mixers & Amplifiers, Portable Hi-Fi & Sound Systems
Any Other Devices Capable Of Producing High Volume or sound
3.3 Power Supply & Lighting
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Power supply and lighting connect work in all the exhibition halls will be
carried out by Fairs & Events Managements official contractors.
2.3.1 Power Supply
Basic Power Supplies
The Management Office will install in each booth a single-phase 100 V
AC (50 Hz) control switch and, upon request, another one for threephase 200 V AC (50 Hz). Covering the switches with decorative
materials is prohibited
Electrical work in booths
Exhibitors must carry out electrical work (installation of distribution
boards, lights, fluorescent lights, outlets, etc) using the switches
provided by the Management Office. To prevent accidents caused by
exhibits on display in booth areas, appropriate measures such as having
a technician present in each exhibition area at all times should be
taken.
Power transmission to booths
Power will be available in each booth from 5:00 am, January 23rd to
1:00 am January 26th. However, transmission may be delayed
depending on work in surrounding booths.
2.3.2 Lighting
Since exhibition is essentially a visual experience, light, which is
fundamental to it must be a key factor in any scheme. As such it ranks,
with shape, colour, form, space and texture as one of the basic design
elements.
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Without any exception, exhibitors including those who provide their own
lighting fixtures will be charged the lighting connection fees accordingly.
Lighting connections are charged accordingly to the number of tubes and
bulbs lighted on the stand.

Light boxes are charged according to the number of tubes in each light box,
using the lighting hook-up or connection rate, whichever applicable;
Exhibitors are encouraged to use tubes or higher wattage (maximum 100
watts) wherever possible.

Exhibitors who provide their own lighting fixtures containing wiring
installation must comply with the following procedures
a. Submit detailed drawing of such installation to Fairs & Events
Management for approval.
b. Show proof that such installation is carried out by a registered wiring
contractor with relevant Class of Certificate of Registration issued by the
Director General of Electrical Inspectorate, Malaysia or its equivalent
c. Use materials approved by the Department of Electrical Inspectorate,
Malaysia. Non-compliance of the above would result in immediate
termination of power supply and/or charged with penalty charges by Mid
Valley Exhibition Centre (Hall Owner)

Fairs & Events Management reserves the right to request exhibitors to change
any wiring installation, connection, etc contained in lighting fixtures for
safety reasons.
Exhibitors whose lighting fixtures are found to have been the cause of trips in
power supply will be responsible for all re-energisation charges

One power point is assigned to one machine only. No multi-purpose plug
and/or extension is allowed.
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2.4 Booth Setup

Exhibitors are not allowed to install blinking lights as part of the booth design
and helium & hydrogen balloons are not allowed into the exhibition halls.
2.4.1 Booth Standards
Booths in Row
Row-type areas are comprised of one or several booths, each of which
is 2,970 mm wide and 2,970 mm deep.
Block-type area
Each block area should have a total area calculated by multiplying the
unit area of a booth (9 m3) by the number of booths in the block, then
rearranged in a space with a width-depth ratio of between 2:1 and 1:1.
This will be indicated in a design drawing when booths are assigned.
Booth Height
The maximum booth height is 2,700 mm. This limit may be exceeded by
300 mm in exception cases for installation of minimal lighting and/or
sound equipment (small-size speakers, etc), if necessary for construction
reasons.
2.4.2. Standard Booth Facilities (included in the exhibition fee)

System panel
System panel partitions will be provided to
exhibitors with one-row booth areas, or to
exhibitors with adjoining in-row booth areas.
Exhibitors with in-row booths areas that do not
adjoin another exhibit will not be provided with
system panels. In this case, however, such exhibitors may erect their own
partitions or the Management office will provide there for an additional
charge
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Basic power supply

Each booth space will have a 100 V or 200 V power supply with 1 kW
capacity.
Booth number plate
A booth number plate will be attached to the top of each booth sidewall
Standard package
For decoration using standard-size items, as follows:
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4. IMPLEMENTATION PLAN
4.1 Organizational Chart
Project Manager
Ong Ching Yeh
Asst. Project Manager
Pang Tung Hee
Publicity Manager
Chin Jian Hong
Asst. Publicity Manager
Lau Hong Tee
Logistic and Security Manager
Mohd Rasyad Faiz
Asst. Logistic and Security Manager
Julie Ding
Public Relation & Media Manager
Tan Chuan Sheng
Asst. Public Relation & Media Manager
Zulaiqa Harun
Technical Manager
Loh Kim Pei
Asst. Technical Manager
Belinda Ti
Stage and Booth Manager
Dennis Lee
4.2 Monitoring and Evaluation

The setting up of booths and logistics are monitored on site by the person in charge.
No periodic reports are needed as the time frame of the project is short. The person in
charge is wholly responsible to ensure that all elements pertaining to their parts are
completed on time.
A meeting will be called if there are special issues that are inter-related between tasks.
A meeting agenda format and guideline is provided in the appendix. Furthermore, a
market survey and a visitor survey will be conducted before and after the event. This
will allow us to gauge the needs of the exhibitors and consumers. This will allow us to
continually monitor and improve the fair to meet the expectations of buyers and
consumers, both for the current project and future projects.
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4.3 Action Plan

No.
Action
Responsibility
Timelines
Duration(days)
Predecessor.
Partner to
consult/engage
Resources
Project Manager
24/10/14
Financial
1
1.1
Initiation
Define Requirement
1.2
Define Specific
Functionality
Project Manager
24/10/14
1.1
1.3
Project sponsor reviews

project charter
Project Manager
27/10/14
1.2
1.4
Choose a venue
Project Manager
28/10/14
1.5
1.5
Setup Budget
30/10/14
1.3
1.6
Setup Schedule
Department
Manager
Department
Manager
Malaysian Cocoa
Board,
KPDNKK MITI,
MPIB
Malaysian Cocoa
Board,
KPDNKK MITI,
MPIB
Malaysian Cocoa
Board,
KPDNKK MITI,
MPIB
Mid-Valley
Shopping Mall
Management
-
30/10/14
1.3
Time
2
2.1
Planning
Create preliminary scope
statement
Determine project team
Project team meeting
Project Manager
7/11/14
Project Manager
Project Manager
7/11/14
18/11/14
1
7
1.1
2.2
People
2.2
2.3
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2.4
2.5
Develop project plan

Submit project plant
2.6
Milestone: Project plan

approval
Marketing and Advertising
Define requirement &
functionality
Develop advertising
strategy
Design registration form
Logistic and Security
Define requirement &
functionality
3
3.1
3.2
3.3
4
4.1
4.2
4.3
Develop a logistic and

security plan
Draw up list of securities
4.4
Draw up an emergency plan
4.5
Draw up a layout of the

venue
Technical
Define requirement and
functionality
5
5.1
5.2
Choose the audio and visual

system
Project Manager
Asst. Project
Manager
Project Manager
12/11/14
13/11/14
4
1
1.5
2.4
14/11/14
2.5
Marketing
Manager
Marketing
Manager
Marketing Team
19/11/14
People
19/11/14
3.1
19/11/14
3.2
Logistic and
Security
Manager
Logistic and
Security Team
Logistic and
Security Team
Logistic and
Security Team
Logistic and
Security Team
19/11/14
People
19/11/14
10
4.1
3/12/14
12
4.2
3/12/14
12
4.2
3/12/14
10
4.2
Technical
Manager
19/12/14
Technical Team
24/12/14
5.1
Media, FM
Broadcasting
-
Mid-Valley
Shopping Mall
Management
-
People,
Materials
Materials
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5.3
5.4
Develop a backup plan

Finalise the setup plan
5.5
Testing phase
5.6
6
6.1
6.2
6.3
6.4
6.4
7
7.1
7.2
Install stage background

Booths
Develop the layout plan
Develop a design plan
Order necessary furniture
Setup Booths
Testing
Control
Project Management
Project status meeting
7.3
7.4
8
8.1
8.2
Risk Management
Update project management
plan
Closeout
Audit procurement
Document lessons learned
8.3
8.4
Update files/records
Gain formal acceptance
8.5
Archive files/documents
Technical Team
Technical
Manager
Technical
Manager
Technical Team
24/12/14
24/12/14
7
7
5.1
5.1
21/1/15
5.6
20/1/15
5.4
Booth Manager
Booth Team
Booth Team
Booth Team
Booth Team
19/12/14
26/12/14
26/12/14
20/01/15
22/02/15
6.1
6.1
6.3
6.4
Project Manager
Project Manager
24/10/14
8/12/14
10/12/14
24/10/14
15/9/14
Whole Project
2
Whole Project
Whole Project
28/1/15
2/2/15
2
1
2/2/15
5/2/15
1
1
6/2/15
Project Manager
Asst. Project
Manager
Audit
Asst. Project
Manager
Admin
Asst. Project
Manager
Admin
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4.4. Developing and Creating WBS (Gozinto Chart)
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4.5 Operational Schedule (*subjected to change)

Exhibitors must work within the time frame of the Operational Schedule as follows:
Date
21 January 2015
(Build-up, 1st Day)
Time
9:00 am* 9:30 pm*
1:00 pm* 9:30 pm*
10:00 pm
10:00 pm
9:00 am* 9:30 pm*

10:00 am* 9:30 pm*
22 January 2015
(Build-up, 2st Day)
10:00 pm
10:00 pm
10:00 am
23 January 2015
(Actual 1st Day)
9:00 pm
10:00 am
24 January 2015
(Actual 2nd Day)
9:00 pm
10:00 am
25 January 2015
(Actual 3rd Day)
9:00 pm 11:00 pm*
10:00 am* 4: 00 pm*

26 January 2015
(Tear-down day)
4:00 pm*
Action
Build-up
Parties Involved
Fairs & Events
Managements official
contractors
Build-up
Other Contractors
Loading
Bays Exhibitors
& All
Closed
Contractors
Hall Close
Fairs & Events
Management,
Exhibitors & All
Contractors
Continued Build-up Fairs
&
Events
Managements official
contractors
Move-in & Set-up
Exhibitors
& All
Contractors
Loading
Bays Exhibitors
& All
Closed
Contractors
Hall Close
Fairs
&
Events
Management,
Exhibitors
& All
Contractors
Hall Open
Fairs
&
Events
Management
&
Exhibitors
Hall Close
Fairs
&
Events
Management
&
Exhibitors
Hall Open
Fairs
&
Events
Management
&
Exhibitors
Hall Close
Fairs
&
Events
Management
&
Exhibitors
Hall Open
Fairs
&
Events
Management
&
Exhibitors
Move
Out
All Fairs
&
Events
Exhibits
Management,
Exhibitors
& All
Contractors
Tear Down
Exhibitors
& All
Contractors
Hall Close
Exhibitors
& All
Contractors
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5. PLAN FOR LOGISTIC SUPPORT AND

ADMINISTRATION
5.1 Logistic and Security Plan
Hall 2
Figure 1: Hall 2 Layout
Figure 2: Hall 3 Layout

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The above will be the layout plan of the exhibition hall. There are two main entrances/
exits at Hall 2 while there is only one entrance/exit door at the Hall 3 shown in Figure
1 and 2 as above. Security guards are employed at designated entrances to uphold the
safety of the food fair. The total floor area of hall 2 is approximately equal to 1604 m 2
which is equivalent to 17365 ft2 while the total floor area of hall 3 is approximately
equal to 1256 m2 which is equivalent to 13519 ft2. Therefore, an estimation of 100
booths and 50 booths (occupied area of 9 m 2 for each booth) can be setup in the hall 2
and hall 3 of MVCE, respectively. Moreover, there are 6 exits door at both hall 2 and
hall 3 which are for the emergency purpose.
5.2 Risk and Backup Plan
There will have some uncertainties and risks encounter in this food fair therefore a
back-up plan or a substitute course of action is needed. Of course, the first risk is
about the electricity. In this food fair, many of instruments or devices e.g., oven,
cooker, lights and air-conditioner and so on are said to be dependent on the electricity
supply. If blackout happened, it will ruin the food fair. In order to prevent this kind of
unexpected situation, there will have extra power generator provided in the food fair.
Thus, even with a blackout, the extra power generator will replace the present of
electricity. Another big risk in this food fair is the flame effects.
Although the organizer observe the fired codes frequently to avoid hazards caused by
flame effects, it is better if there is a plan to guarantee the safety of the all the people
involved in this food fair. As there still have the risk that will cause fire, then all the
participants and visitors may follow the 6 exit doors at the hall 2 in order to get rid of
the risk and accident.
Fire escape routes have been planned and will be pasted on the walls of the hall in
case any fire happened during the event. All consumers will follow the fire escape
route to leave the hall and follow another escape route to leave the convention center.
The below are the fire escape route for both the exhibition halls.
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5.3 Event Promotion and Advertising
Fairs and Events Management is responsible for developing a supportive solution to

ensure the event is to be successful and obtain best result. Our company will work
collaboratively with other Public Relation (PR) companies that are expertise in such
event and seek the valuable advices from these companies.
Fairs and Events Management will collaborate with StarcomTM to deliver or advertise
the event information to the public through different medium. StarcomTM is one of the
renowned international advertising agency specialize in creating creative idea,
planning and provide professional advice for their customers. Since founded in 1959
this USA based company currently has over 750 employees and it is the worlds
second largest media counsel and media buying group. Fairs and Events Management
strongly believes from the experience and resources of Starcom TM, they will produce
phenomenon results. On the other hand, our company can assists the StarcomTM in
many ways by providing the local culture data together with the professional
management skill of our company to ensure we can reach our defined goal.
Social media and networking are on rising trend, handheld devices such as smart
phone, tablet and laptop are the important marketing tools for advertising the event.
Of the two famous mobile platforms, the Android and iOS system are popular among
the youngster as well as technology savvies. Starcom TM will design an application
which will be available on both Android and iOS, this application will provide the
latest update of the event details, location map and contact details.
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StarcomTM has many years of experience in advertising on printed media industry; it

maintains good partnership with all major local press media that covers the English,
Bahasa Malaysia, Chinese and Tamil speaking public. Traditional printed media still
maintain a good penetration rate in Malaysian market, for this reason advertising on
printed media is believed to have a good impact on spreading the event to the public.
The targeted readers are those potential visitors and exhibitors, information for the
visitors are generally more comprehensive than the exhibitor which will include the
event launch date, location and contact details. Information for the exhibitors will not
be much published on public printed media but it will be available on the requested
basis.
Mobile advertising is a form advertising technique that is attaching the advertisement
on the moving vehicle. StarcomTM is responsible in designing the poster and
contacting the relevant operator to place the advertisement. Generally, public buses
such as RapidKL and METROBUS are those targeted operators, Light Rail Transit
(LRT) and Monorail Transit will also be our target operators. In such situation, the
whole Kuala Lumpur city will be flooded with the advertisement of this event and this
creates a topic for the public.
In order to build a strong bond with other related agency or people for this event, our
company will seek the help from the Public Relation (PR) company, of all competitors
Edelman is of our selected company. Edelman is a renowned PR company that has
more than 60 years of experience in PR segment and has a good reputation in the
industry. Some of the milestones achieved by the company are helping Finland
overcome the reputation crisis on 1962, repositioned Kentucky Fried Chicken as KFC
on 1975, as an event launcher for Xbox 360 of Microsoft in 15 major markets on 2010
and numerous examples. The company continues to excellence their business and
because of this our company Fairs and Management will work collaboratively with
them.
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Edelman will be responsible in seeking the participation of the related organizations

and people. In order to obtain relevant permits and ensure smooth operation of the
event, getting support from the government is vital. Thus, Edelman will be much
focus on creating a strong bond between the government and the organizer. Other than
focus on related organizations, celebrities and entrepreneurs are of the inviting list.
The following are the list of potential media in Malaysia
Technology Magazines/
News Media:
Blogs:
HWM
The Borneo Post
Utusan Malaysia
T3 Magazine
The Edge
Utusan Borneo
CHIP Magazine
Malay Mail
China Press
The Tech Insider
New Straits Times
Kwong Wah Yit Poh
Nuffnang
The Star
Nanyang Siang Pau
The Sun
Makkal Osai
Berita Harian
Malaysia Nanban
Harian Metro
Tamil Nesan
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5.4 Projected Budget

Projected Expenses
Item
Venue rental
Sound, visual and
lighting Setup
Booth and stage setup
Material
Salaries/benefits
Advertising
Guest speaker
Remuneration
Consultancy
Security
Legal fees
Insurance
Cleaning services
Public relation
Description
Rental fee payable to the
event location owner
Fee payable to
subcontractor
Fee payable to
subcontractor
Purchases of stationary,
computers and others
Fee payable to event
staffs
Fee payable to
subcontractor
Remuneration for the VIP
or guest speaker
Consultation fee for the
event
Fee payable to
subcontractor
Fee for seeking legal
advice and signing
agreement
Insurance fee for the
event
Fee payable to
subcontractor
Fee payable to
subcontractor
Cost of monitoring and

evaluation
Expenses on monitoring
and evaluating the event
Project planning and

management
Logistics and
transportation
Expenses on planning and

managing the event
Expenses on transporting
the resources
Quantity
6 Days
/
/
/
/
/
/
/
3 Days
/
/
/
/
/
/
/
Cost
RM
50,000
RM
35,000
RM
200,000
RM
40,000
RM
40,000
RM
80,000
RM
5,000
RM
10,000
RM
5,000
Total
RM
300,000
RM
35,000
RM
200,000
RM
40,000
RM
40,000
RM
80,000
RM
5,000
RM
10,000
RM
15,000
RM
5,000
RM
5,000
RM
50,000
RM
20,000
RM
30,000
RM
50,000
RM
20,000
RM
30,000
RM
30,000
RM
30,000
RM
50,000
RM
20,000
RM
50,000
RM
20,000
Total
Projected
Expenses
RM
930,000
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Projected Incomes
Item
Booth Rental
Advertising
Government Sponsor
Souvenir
Description
Rental payable for each
booth for three days
Income from the
advertiser
Expected amount money
sponsor by government
Sale of event souvenirs
such as T-Shirt, badges
and others
Quantity
150
Amount
Total
RM8,000 RM1,200,000
RM100,000
RM100,000
RM10,000
RM10,000
RM20,000
RM20,000
Total
Projected
Income
RM1,310,000
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6. REFERENCE TO OTHER PROJECT

6.1 Malaysia Food Festival 2013
Synopsis:
Products displayed are Noodles & Pasta, Sauces & Seasoning , Convenient &
Instant Food , Sweet & Confectionery and Meat & Poultry.
Category:
Festivals / Exhibitions / Fairs / Expos
Details:
Operating Hours: 10:00 am to 9:00 pm
Free Admission
Attracted more than 50,000 people
Over 100 exhibitors participated in the event
Unique marketing platform
Event Highlights: Buy & Win, Lucky Draw, Free Gift
Activities: Health talks, cooking demonstration, eating competition
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6.2 ASEAN Logistics and Transport Show 2013
Synopsis:
ASEAN Logistics & Retail Show 2013 made an inaugural debut in Malaysia
to campaign the first official trade exhibition and conference for green logistic,
halal logistic and supply chain management.
Category:
Logistics/ Transport/ Business
Details
Opening Hour: 10:00 am 6:00 pm
Admission : Trade & Professional only
Participated by 200 companies from 10 countries
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Supported By: Federation of Malaysia Freight Forwarders
Exclusive Official Media: PassAgeNow, CardsNow
Official Shipping Media : Asian Shipper
Supporting Media : Asian Trucks, Truck & Bus, The Tyreman,

BusinessLink Directory, Asia Success
6.3 SAMPE Asia 2012
Synopsis:
SAMPE Asia 2012 is a global attraction for advanced material and process
industry professionals. Reach key decision makers. Benefits offered through
this event includes exhibits, networking opportunities, an interactive forum ad
technical sessions with a focus on emerging technologies and their practical
applications
Category:
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Exhibition/ Conference/ Others

Details
Draws over 300 attendees and exhibitors from 20 countries in Asia,

Europe, Africa and North America
Free exhibit hall pass meet with global companies
Event Features: Two conference tracks: Todays Global Composites

Applications and Tomorrows Green Materials Opportunities
Keynote presentation by Mr Andreas Wullner, Managing Director of

SGL Automotive Carbon Fibers, USA
Exhibit: Make new contacts in Asia-Pacific region as an exhibitor
Student poster session: Results of student competition: designing &

building structure with green composites
Numerous networking opportunities: welcome reception, lunch each

day in the exhibit hall and sponsored coffee breaks
6.4 AQUAFAIR 2010
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Synopsis:
AQUAFAIR Malaysia - Malaysian International Ornamental Aquatic Industry
Exhibition & Conference will tap the vast potential for fish farming. The event
will strongly stress on fishing. It will be the podium for the exhibitor cash in
on the unique opportunity that this innovative exhibition has to offer.
Category:
Exhibition/ Conference/ Competition/ Others
Details
Opening Hours:
25 & 26 November 2010 10:00 18:00 (Trade Buyers and
Professionals)
27 & 28 November 2010 10:00 20:00 (General Public)
Exhibit Profile: Breeders exporters and importers of ornamental fish

(freshwater and marine), aquarium accessories and related-products,
book and periodicals, medicine, drugs and treatment chemical,
landscaping, aquarium plant and etc.
Special Activity:
Ornamental Fish Competition
Technical & Trade Seminar
Supported By:
Malaysian Aquarium Fish Breeders Association
Discus Society of Malaysia
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7. REFERENCES
King Koh (2014) Eat and Fun with Malaysia Food Festival 2013. Retrieved July 31, 2014 from
http://www.everydayonsales.com/53674/eat-and-fun-with-malaysia-food-festival-2013
(2011) Aquafair Malaysia 2010: Malaysia Aquarium of the World.
Retrieved July 31, 2014 from www.aquafairmalaysia.com.my
Malaysia Fair (n.d) ASEAN Logistics &Retail Show 2013. Retrieved July 31, 2014 from
http://www.malaysiafair.com/2012/05/asean-logistics-retail-show-2013/
(2013) 200 companies to participate in Asean Logistics and Transport show.
Retrieved August 1, 2014 from http://www.thestar.com.my
SAMPE Asia (2012) SAMPE: Connecting the Advanced Materials and Processes
Community Worldwide. Retrieved August 1, 2014 from
http://www.nxtbook.com/nxtbooks/sampe/journal_20120102/index.php?startid=40
(2013) Malaysia Food Festival at Mid Valley attracts 60,000 visitors
Retrieved August 1, 2014 from http://www.thestar.com.my
(2006) Electronic Design and Solution Fair 2006 Exhibition Preparation Guide
Retrieved August 1, 2014 from http://www.edsfair.com
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8. APPENDICES
Appendix A: Meeting Agenda
Meeting called by: Project manager
Date/Time: 15 January 2014 @ 11:00 - 13:30
Location: Fairs and event Managements Head Office, meeting room 1
Attendees:
Project Manager
Ong Ching Yeh
Asst. Project Manager
Pang Tung Hee
Publicity Manager
Chin Jian Hong
Asst. Publicity Manager
Lau Hong Tee
Logistic and Security Manager
Mohd Rasyad Faiz
Asst. Logistic and Security Manager
Julie Ding
Public Relation & Media Manager
Tan Chuan Sheng
Asst. Public Relation & Media Manager
Zulaiqa Harun
Technical Manager
Loh Kim Pei
Asst. Technical Manager
Belinda Ti
Stage and Booth Manager
Dennis Lee
OBJECTIVE
To address any arising inter- related issues and problems.
SCHEDULE
11:00 to 11:15: Introduction to problem
11:15 to 1:15: Discussion
1:15 to 1:30: Questions and comments All
ROLES/RESPONSIBILITIES
Record meeting minutes: Karen Tee (Secretary Project Manager)
Note-taking: Dayangku Nisa (Secretary Asst. Project Manager
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Visitor Survey
Thank you for your visit to our food fair. Please take some time to answer some
questions regarding the fair. Your responses are much appreciated.
1)
2)
3)
4)
Name:______________________________
Age:_______
Gender: Male/Female
How did you hear about this fair? (tick one or more)
Advertisement in newspapers
TV
Radio
Internet
Friends
Nowhere was not aware until arrival
Others:___________________
5) On the following scale, where 0 is very poor and 10 is excellent, how
would you rate the following aspects of the fair? (circle on number)
Variety of food and sellers
1
2
3
4
5
10
Price of food sold

1
2
3
10
Quality of food sold

1
2
3
4
10
Layout and navigation around the fair

1
2
3
4
5
6
7
10
6) Further comments:
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
___
Market Survey (for exhibitors)
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Thank you for participating in this food fair. Please take some time to answer some
questions regarding the fair. Your responses are much appreciated.
1) Company:______________________________
2) On the following scale, where 0 is very poor and 10 is excellent, how
would you rate the following aspects of the fair? (circle on number)
General response of visitors
1
2
3
4
5
10
Amount of visitors
1
2
3
4
10
Willingness of visitors to purchase items

1
2
3
4
5
6
7
10
Fair layout
1
2
10
3) Further comments:
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
___
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Appendix B: Project scheduling using Gantt chart for Malaysia Food Festival (Overall)
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Appendix C: Project scheduling using Gantt chart for Malaysia Food Festival Gantt chart (detailed)
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Project Management Assignment

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UNIVERSITI TUNKU ABDUL RAHMAN

SETAPAK, KUALA LUMPUR

Lecturer: Dr Rajkumar a/l Durairaj

UEME4253 PROJECT MANAGMENT

UEME4253 PROJECT MANAGMENT

UEME4253 PROJECT MANAGMENT

UEME4253 PROJECT MANAGMENT

Consistent professional approach from conceptualization, developing, delivery,

Outline costs presented

Comprehensive promotional programme based on a tested marketing mix

Execute plan and organize event faultlessly and seamlessly

UEME4253 PROJECT MANAGMENT

2.3 Scope of services

UEME4253 PROJECT MANAGMENT

UEME4253 PROJECT MANAGMENT

UEME4253 PROJECT MANAGMENT

2.6 Initial budget estimates

Estimated cost (RM)

UEME4253 PROJECT MANAGMENT

2.7 Staff Count

UEME4253 PROJECT MANAGMENT

A mobile folding stage of 4

4 m, will be set up by Dheensay & Sons Sdn

To each side of the stage, an 85

85 motorized projector screen will be

3.2 Sound System

UEME4253 PROJECT MANAGMENT

3.3 Power Supply & Lighting

UEME4253 PROJECT MANAGMENT

UEME4253 PROJECT MANAGMENT

Lighting connections are charged accordingly to the number of tubes and

bulbs lighted on the stand.

watts) wherever possible.

Valley Exhibition Centre (Hall Owner)

power supply will be responsible for all re-energisation charges

UEME4253 PROJECT MANAGMENT

2.4 Booth Setup

2.4.2. Standard Booth Facilities (included in the exhibition fee)

UEME4253 PROJECT MANAGMENT

Basic power supply

UEME4253 PROJECT MANAGMENT

UEME4253 PROJECT MANAGMENT

Ong Ching Yeh

Asst. Project Manager

Pang Tung Hee

Chin Jian Hong

Asst. Publicity Manager

Lau Hong Tee

Logistic and Security Manager

Mohd Rasyad Faiz

Asst. Logistic and Security Manager

Public Relation & Media Manager

Tan Chuan Sheng

Asst. Public Relation & Media Manager

Loh Kim Pei

Asst. Technical Manager

Stage and Booth Manager

4.2 Monitoring and Evaluation

UEME4253 PROJECT MANAGMENT

4.3 Action Plan

Project sponsor reviews

UEME4253 PROJECT MANAGMENT

Develop project plan