Meeting 02
21th October 2007 (sun) 12:00 noon @ studyroom
Attendance: representative from all group except group 65
Agenda: Graduation in Russia
1. discussion on venue
after general surveying of venue, we have 2 initial suggestion of venue:
1st venue: HOTEL BALTSCHUG KEMPINSKI MOSCOW
location: near kremlin
capacity of venue: 250
estimated price: 4000 – 6000 USD for 4 hour
pros: prestigous hotel, natural light, high ceiling (easy for hat throwing)
2nd venue: MDM (Московский дворец молодежи )
location: metro Fruzenskaya
capacity: unknown for ballroom, 1500 for theater hall
estimated price: unknown
pros: large venue
# we receive information from Vicky that Moslanka has previously told him that Moslanka
had planned to provide a new venue with capicity of 1000. Moslanka also plans to invite Officials
from Malaysia for the events.
2. discussion on budget estimation
Estimated budget and breakdown details:
(a) venue renting, equipment renting, hall deco : 75 USD
(b) graduation robe, scroll folder: 25 USD
(c) bus transportation: 15 USD
(d) lunch for VIPs: 10 USD
(e) photography & videography: 15 USD
TOTAL: 140 USD (rough estimation without sponsor)
# note: the organising committee will be formed in the 1st official meeting with all foreign students representative attending. Once the committee is formed, they will work more on sponsorship.
3. discussion on venue setting
4. discussion on protocol
0800: student gathers for protocal orientation & rehershal
0900: guest arriving
arriving guest will register, receive their brochure and being escorded to their respective seat by on-site facilitators.
0945: start of ceremony, speech by VVIP
1030: scroll giving
student will be seated according to their scroll receiving sequences. So, even if they ddi not hear the announcement of their names, they will not break the flow. Scroll will be arrange according to groups.
*** Photo while receiving scroll will be taken by professional photograher. Additional photo may be taken but should not take too long (not to disrupt the flow of event)
*** Graduate will receive a folder with university logo instead of their real scroll to avoid mix-up. They will be able to receive their respective scroll at the help-desk during photo session.
*** While receiving the scroll, the sutdents (self-pick photos will be projected on the screen), some info such as nationalities, along with a personal message. (projected slides will be included in the DVD along with the video-recording of the whole event
1130: reciting hippocrates oath
1135: speech by best-students
1145: group photo session
arrangment will be as such:
1st row: seated, 2nd row: standing, 3rd row: on stance, 4th row: high stance
Students are required to submit their height (with heals) so that their position can be pre- determined
1200: end
allocation of work
(1) discussion with Moslanka to know their current plan: Vicky, Kantha
(2) informing dean office about our plans: Vicky
(3) preparing of meeting minutes & survey form, other paperwork: Yip
(4) collect photo for projecting while receiving scroll: all group representative
SURVEY 03:
(1) please comfirm amount of guest which you will be bringing for ceremony in Russia: _____
(2) please state your
(a) height ______ cm (b) height with heels ______cm
(3) please state 2 color you prefer for the graduation robe:
(a) ___________ (b) __________
(4) please state the message you wish for us to project when you receiving the scroll:
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
(5) please state your comment on the current planning (any improvements/suggestions):
_______________________________________________________________________
_______________________________________________________________________
