Script

Syahmi: Good morning everyone. Is everybody here?

Everyone: Good morning.
Ain: Dewi is absence sir. She apparently sick today.
Syahmi: Okay, thats fine. Lets get started. Were here today to discuss about
the updates for our CSR project which is the Fun-Run. First, lets go over the
report from the last meeting which was held on July 24 th. Right, Ain, over to you.
Ain: Thank you sir. Let me just summarize the main points of the last meeting.
We began the meeting by approving the changes in our sales reporting system
discussed on June 30th. After briefly revising the changes that will take place, we
moved on to a brainstorming session concerning of organizing CSR project. Youll
find a copy of the main ideas developed and discussed in these sessions in the
photocopies in front of you. The meeting was declared closed at 11.30 a.m.
Syahmi: Thank you Ain. So, if there is nothing else we need to discuss, lets move
on to todays agenda. Have you all received a copy of todays agenda? If you
dont mind, Id like to skip item 1 and move on to item 2: CSR project updates.
Ira has kindly agreed to give us a brief on this matter. Ira?
Ira: Before I begin, Id like to get some updates from you all. I suggest we go
around the table first to get all of your input.
Kamal: I have contacted all the related parties regarding the regulations and
safety during the program. It seems that they are okay with it as long as we
provide all the related paperwork. On top of that, we also need to decide who
were going to hire for safety purposes. I do have some suggestions like JPAM or
RELA. They all have their prices along with their regulations too.
Ain: Sorry to interrupt, what kind of paperworks do you need Kamal?
Kamal: Oh, the paperworks are for MBPJ, Police, MAKNA, and other related parties
were going to approach later such as JPAM.
Ain: Okay, I can get it ready for you after this meeting.
Kamal: Thank you Ain.

Syasya: Kamal, can you give me a copy of the quotations from them? I may need
it to calculate the whole cost of the project.
Kamal: Sure Syasya. Ill hand it to you later.
Syasya: Thanks. You may proceed with your updates.
Kamal: Oh, I almost forgot. Although we will hire external parties for safety, we
still need to prepare our own medical team as the requirement given by the
police. This is the map of our route during the program. Maybe we could place a
few checkpoints along the way. Thats my update so far. Fiza?
Fiza: Oh, yes. I have made a report regarding the quotations from all the
suppliers for food. However, this is by assuming that we will provide breakfast
and lunch for the participants, crews and VVIPs. I would like to suggest that for
participants and crews, we provide them with bread and mineral water for
breakfast, and nasi lemak and isotonic drinks for lunch. As for VVIPs, we could
provide them with fried noodles and tea for breakfast, and white rice with few
varieties of dishes and cold drinks.
Syasya: Im afraid I cant agree with that. We cant spend too much on foods and
drinks as our budget are very limited. Maybe we could provide them with
something much simpler. Besides, having nasi lemak for lunch and after a long
walk is not a very good idea.
Fatin: If I may, I have already contacted all the potential sponsors for our event
and some of them could sponsor us some foods and drinks. So, maybe we could
go with Fizas suggestion. However, I do agree with Syasya that nasi lemak is a
no.
Syasya: If thats the case, then its okay. You can proceed Fiza.
Fiza: Oh, okay. Thanks for your opinion. I will replace nasi lemak with something
else. How about an egg sandwich and fruits? What do you guys think?
Everyone: *agrees
Fiza: Okay, we could go with that. Thats my update. Ika?
Ika: So far we only have 50 participants and that is only among our families and
friends of the staff. I suggest that we a lot of advertisements such as banners,
newspapers, television and radio. Through that, we could achieve on getting

3000 participants in short time. Plus, we can also encourage sponsors to sponsor
event and we could offer to advertise our sponsors name in return.
Syasya: If I may, I think its a good idea but Im afraid we also need to be careful
with the advertising cost. We cant afford to be luxurious as our budget are really
tight.
Fatin: Sorry to interrupt. I think I may have the solution for that. I have contacted
several media company that would be interested in sponsoring our event since
we targeted a huge crowd. Some of them have already expressed their intention
to sponsor us. We could ask them to sponsor the advertising cost for us.
Negotiations havent started yet but I do think its far better than expecting big
cash.
Ika: Well that would be great! I have also prepared the quotations for all the
advertising cost that we need. Maybe this could help you get a clear picture of
what we really need. Ill give you a copy afterwards.
Fatin: Sure, that will help a lot. Thanks Ika.
Syasya: If everything goes well then we are no longer have financial difficulties.
Ika: Yes, I do think that will help a lot. Thats my update so far. Fatin?
Fatin: Yes, thank you Ika. I have contacted a lot of sponsors that would be
interested in our event. I also have post some ads on our companys website and
some social media. So far, there are few companies that are interested and some
of them are big companies such as TV3, Media Prima, Gardenia and F&N. They
requested paperworks regarding the event and would like to have a meeting with
us to discuss further.
Ain: Sorry to interrupt. Fatin, could you make a confirmation with them as to
when they are free in order for us to meet. I need the time and date for every
meeting.
Syahmi: I suggest that we pick a date and time for them to come to us and we
could brief about the event in a single day. Its easier that way. The details can be
handle by Fatin. Is that okay?
Fatin: Yes, thats fine. I will contact all the interested sponsors of the date.
Ain: Okay, I will find a suitable time for the brief.

Syahmi: Do you have anything else Fatin?

Fatin: No, thats my updates. Syasya?
Syasya: I have prepared a cost budget for our event. It is not yet finalise as there
are so many things that need to be confirmed. However, this is a glimpse of what
our event would cost us. We couldnt afford to have big budget as our financial
status isnt that strong. On top of that, with the economic crisis thats happened
recently, we need to be very careful with our expenses. I believe we could use
this opportunity to give exposure to the society of our existence and what we
could achieve. That way, we can make our companys name a strong hold.
Ika: I agree with Syasya. This is an opportunity that cannot be missed. Its a huge
advertising contribution and since we will spend a lot for it, we cant let it fail.
Syasya: Yes, Ika is right. Im expecting an increase in revenues by at least 30%
after the event.
Syahmi: Thats good news. We do spend a lot on this event and I dont want to
see it fail. Therefore, I need full cooperation from everybody and make this a
huge success for us.
Everyone: Yes, sir!
Syahmi: Anything else, Syasya?
Syasya: Thats all from me today. Farouq?
Farouq: Oh, yes. For our event to be recognised, we need big media company to
bring us on a big stage. I have listed the companies that we could hire for our
media equipment and for photography. It is not cheap as everything will be done
professionally and I do strongly suggest that we go for this company I suggested.
We couldnt afford to look bad to the society. I hope our budget will be sufficient.
Syasya: I understand Farouq. I will look into the matter later. Maybe you could
negotiate further with them to close a better deal.
Farouq: I will try my best. Thats my update. Afiqah?
Afiqah: Yes, as for souvenirs, I suggest we give goody bags that consist of MAKNA
merchandise and ours. Its a great way to advertise ourselves among
participants. For the crews, I suggest we provide them a t-shirt so that everyone
looks uniform. As for the VVIPs I suggest we give them a pluck of appreciation

from our company. Oh, and not to mention a certificate to all participants and
crews involved.
Syasya: Did you manage to find suppliers that can offer low price?
Afiqah: Yes. I have listed several suppliers along with their quotation. I can give
you a copy after this.
Syasya: Thanks Afiqah.
Afiqah: Thats my update.
Syahmi: Okay, anything else? Ira?
Ira: Yes. Thank you for everyones update. It seems that everything is already in
place. Now, I would like to brief of the tentative of the program. Everyone should
get a copy in front of you. The program is on 3 rd December 2016. Registration will
start at 7 a.m. until 8 a.m. Breakfast will be distributed at the same time. Our
companys Board of Directors will arrive at 7.15 a.m. and other VVIPs at 7.30
a.m. So, at that time, I need someone to escort all the VVIPs to the waiting area
where breakfast for them will be served as well. Ain and Syasya, can both of you
greet the VVIPs and escort them?
Ain: Yes, sure.
Syasya: Yes, of course.
Ira: Okay, then Syahmi, youll have to wait at the waiting room and entertain the
VVIPs before the opening ceremony.
Syahmi: Okay.
Ira: The opening ceremony will commence at 8 a.m. Syahmi will give a short
speech followed by our companys president and founder, Dato Mohd Farid
Ariffin, and then from MAKNA. After the ceremony, we will start the program with
Zumba at 8.30 a.m. for a warm up. Farouq, could you find us a Zumba trainer
that could lead the Zumba?
Farouq: Yes, of course. I will look into it later.
Ira: Okay, thanks Farouq. At 9 a.m., the Fun-Run begins. During this time, our
crews should already be at each checkpoint and police should be ready
throughout the route. At the same time, our team should also be patrolling to
make sure everything runs smoothly. Safety crews should be ready at all times

and the cameraman will also be out there filming everything. This is the peak
time and everyone should be alert. During this time, theres going to be many
booths selling products for the non-participant to get involved. We will also need
some crews that can control the crowd. Safety is also important at the booths as
injury and theft may occur. The run will end at 12 p.m. and crews should be
ready for prize giving ceremony. At this hour, we will also distribute lunch for the
participants. Crews can have theirs by turns during the run. A team to guard the
time should also be ready at the finish line. At 12.30 p.m., prize giving ceremony
will start. Prizes to those who manage to finish first to fifth will be distributed.
After that, we will give a gift of appreciation to the VVIPs as the closing of the
event. The VVIPs will then be escort back to the waiting room to have lunch. We
need to make sure that the VVIPs will be escorted every time. Crews then will be
cleaning the area and packing everything. I estimate everything will be finished
before 2 p.m. The crews will be paid after that. I think thats everything. Any
questions?
Afiqah: Yes. You mention earlier that they will be prize giving ceremony for the
participants. I didnt present it during my updates just now. Should we give them
medal, perhaps? Its cheap and easy.
Ira: Yes, that will suffice.
Syasya: If I may, how many crews are expecting?
Ira: The expected participants is 3000 and there will also be a big crowd. Maybe
300?
Syasya: Okay. I would like to suggest that we pay these crews for RM100 each. Is
that okay?
Ira: Yes, that will be more than enough. Any other questions?
Syahmi: Unfortunately, were running short on time. Well have to leave that to
another time.
Ain: Okay, before we close, let me just summarize the main points:
1. Paperwork need to prepared for the regulations as well as the invitations
2.
3.
4.
5.

for the VVIPs.

We required 300 crews for the program.
We also need to make a heavy advertising to get 3000 participants.
Sponsorship meeting will be held for the interested sponsors.
A new budget is to be calculated to sync with the changes made today.

Thats about it.

Syahmi: Thank you Ain. Right, it looks like as though weve covered the main
items. Is there any other business?
Ira: Can we fix the next meeting, please?
Syahmi: Good idea Ira. How does Friday in two weeks time sound to everyone?
Lets meet at the same time, 11 oclock. Is that okay for everyone?
Everyone: Agrees*
Syahmi: Excellent. Id like to thank everyone for coming to the meeting today.
The meeting is closed.