ACADEMIC ACTIVITY PROPOSAL

Ver V5 01012021
PAHLAWAN ZAMAN KOVID-19
ORGANIZED BY GROUP 10 SECTION L3. LECTURER: MS. NORZAREEN
PROGRAM/CLASS MPU 3113 HUBUNGAN ETNIK
DATE FROM 13/9/2021 TO 22/10/2021
VENUE ONLINE
TIME 10AM TO 10PM

IMPORTANT
1. Proposals for major events must be submitted at least 1 month prior to the event, while
proposals for minor events must be submitted 2 weeks prior to the event. Any last minute
proposals/events may not receive full support from the other departments (Maintenance
Office/OAR/SSD)
2. Minor events are events that do not have any physical publicity or promotional material and
only involve 1 or 2 class rooms/lecture halls or auditorium. It can done with minimal or no
setup assistance by Maintenance (AFM). (minor AV equipment that 1 person can handle
without Maintenance staff being present)
3. Confirmed booking of venue can only be done AFTER all relevant parties have verified and
approved the event.
4. First approval of the proposal must be given by the lecturer/staff/advisor. (Lecturer/staff/
advisor will be contacted for any enquiries regarding the event). Approval DOES NOT
guarantee the availability of the date or the venue.
5. Please write the descriptions and include all required details (floorplans, itinerary, etc.) in full
detail as reference will be made to it. AFM cannot be blamed if the setup or manpower was
as planned due to lack of details in your proposal
6. Action will be taken against the organizing committee, in the event of any FRAUD is
committed.
7. Please print out the required sections in double-sided to save paper. Guidelines not required
to be printed, but the signature section must be printed.
8. REMINDER: ONLY staff and lecturers can deal with OAR and PR. Students are NOT allowed to
book with OAR and email to Corporate PR on PR issues. SSD can clear internal campus promo
materials with minor info. External promo materials still need Corporate PR approval.

ORGANIZING CHAIRPERSON/PIC/CLASS REP. (must have 2 names)

NAME PROGRAM STUDENT/STAFF PHONE NO. EMAIL
ID

Toon Kai 6011-

AUP J20032190 J20032190@student.newinti.edu.my
Xing 11428830

Phang Jia 6012-

AUP J20032283 J20032283@student.newinti.edu.my
Xuan 6363846
 OBJECTIVES

Short-term goals: To collect as much as appreciation messages from the public and
show appreciation to the frontliners.
Long-term goals: Spread awareness to the public about the hard work of the frontliners.

Estimated number of Participants: 50

GUEST(S) OF HONOR (if any)

1. FULL NAME: DESCRIPTION:
_____________________________

2. FULL NAME: DESCRIPTION:

_____________________________

CONTENT
TASK
DELEGATION Organizing Chairperson: Toon Kai Xing
- Person-in-charge of the event
- Monitor the progress of the event
- Guide and advice the committee

Vice Organizing Chairperson: Phang Jia Xuan

- Assist the organizing chairperson
- Monitor and advice the committee

Secretary: Lam Mei Fun, Oh Yi Chaw

-Handle paperworks
Program Coordinators: Phang Yi Yong
- Manage activites
Social Media Coordinators: Lee Zi Kai
 - Control the Instagram account/ responsible for postings
Content Creators: Chow Bo Xuan
- Find/ create content, design captions
Designers: Tan Wen Min, SAFFA SHAQREENA BINTI SHAHRIL
. Design the posters

PROGRESS
TIMELINE [08/ 2021]
Aug 26 – 1st Meeting
Aug 27 - 2nd Meeting
[09/ 2021]
Sep 5- 3rd Meeting
Sep 6- Finalize and generate the website link (for appreciation
post)
Sep 8- Create an Instagram account and brainstorm for
content ideas
Sep 10- Finalize everything including the link and some posters
Sep 13- LAUNCH (include the link)
Sep 15, 16, 17- postings
Sep 22, 23, 24- postings
[10/ 2021]
Oct 1,2,3- postings
Oct 8,9,10- postings
Oct 15,16,17- postings
Oct 20,21- postings

PROMOTION Through Instagram story and feed.

EVENT
DESCRIPTION The activity “PAHLAWAN ZAMAN KOVID-19” is organized to
spread awareness to the public and show the people’s
appreciation towards the hardworking frontliners. They had
risked their lives and sacrificed their precious time with family
and friends to fight against world pandemic: Covid-19.

The activity decided by Group 10 members will be creating a

website, that aims to let the public share their appreciation
towards our hero in any forms of media they prefer. (ex: text,
videos, audio etc). We would combine all the received
gratitude into a video. As a final gesture, the video would be
uploaded to the social media.
 In addition to that, an Instagram account would be created to
suffuse the community with positivity and recent information
regarding the hard work of our frontliners.

The content for the Instagram feed will be mainly focused on the
status of the frontliners in our country. For example, we would be
sharing the problems faced by frontliners and what we as
Malaysian citizens could do to help them lessen their burden.

ITINERARY

DATE TIME ACTIVITY

Week 2 Kick Off
Week 3 Proposal submission
Week 5-9 Project execution
Week 10 Close and conclude the gratitude
from public
Week 12 WIKI & report submission

DATE TIME ACTIVITY

All budget and expenses will be borne solely by the respective schools. There will be NO
subsidy or sponsorship (cash or items) from SSD.

PROPOSED BUDGET
EXPENSES
UNIT PRICE SUBTOTAL
NO ITEMS QUANTITY TOTAL (RM)
(RM) (RM)

TOTAL 0

Please state below if relevant : source of funds (self-funded if students are bearing the cost, sponsored
(Sponsorship requires the sponsorship letter to be completed as well )and ownership of materials bought
(if any like stationary, equipment, etc.

REVENUE
NO SOURCES QUANTITY UNIT PRICE (RM) TOTAL (RM)
1

Please state how the profits, if any, will be distributed/used

If money is to be donated please state how you will be passing the money to the charity or organization, who is the
representative from that organization, where and when is the money being handed over. If banking in, just state
that it is banked in and what is the name of the account holder.

PREPARED BY: REVIEWED BY:

___Toon Kai Xing__________ _____________________

TOON KAI XING NORZAREEN MASHRAL
ORGANIZING CHAIRPERSON LECTURER II
MPU33113L3 AUG2021

DEAN/DIRECTOR
Recommended Not Recommended DATE:
REMARKS:

_________________
Dr. Dennis Choo Ying Hoe
Dean of Pre-U
INTI International College Subang.
ACADEMIC AFFAIRS OFFICE
Approved Not Approved DATE:
REMARKS:

_________________ CE’s approval

Eric Lee Chan Yu for Study Tours:
ACADEMIC DEAN
INTI International College Subang.
VENUE BOOKING From SSD/OAR

OAR for classrooms, lecture hall/ theater, SSD for sports hall, open spaces (car porch,
auditorium. driveway, pavilion, 3R, Cube)

ONLY Lecturers/Inti staff can do booking. https://studentservicesiic.wixsite.com/tssdiics

VENUE/S:
N/A DATE: N/A

TIME: N/A

CONFIRMED BY
REMARKS:

_______________________________
LECTURER/ADVISOR/STAFF / SSD
 DISCLAIMER, ACCIDENT WAIVER AND RELEASE OF LIABILITY

ACTIVITY NAME: ________________________________________________________________

DATE: _______________________________________________ TIME: ___________________

VENUE/LOCATION: ______________________________________________________________

Class/Society/Group:____________________________________________________________

I acknowledge that this Accident Waiver and Release of Liability will be used by INTI including its employer
partners, sponsors, and organizers involve of the above event or activity in which I voluntarily participate on my
own free will, and that it will govern my actions and responsibilities at said activity.

I do agree and given my consent that INTI can use all photos and videos taken or recorded of my
participation on the above event.

I HEREBY ASSUME ALL OF THE RISKS INVOLVE IN ATTENDING TO PARTICIPATING TO ALL

ACTIVITIES ASSOCIATED WITH THE ABOVE EVENT, including transportation and travel, including by way
of example and not limitation, any risks that may arise from negligence or carelessness on the part of the
drivers, organizers, persons or entities of the INTI International Universities and Colleges, from dangerous or
defective equipment or property owned, maintained, or controlled by them, or because of their possible liability
without fault.

I certify that I am physically fit, have sufficiently prepared or trained for participation in this activity, and have
not been advised to not participate by a qualified medical professional. I certify that there are no health-related
reasons or problems which preclude my participation in this activity.

I AGREE that INTI excludes all liabilities and responsibilities caused or occasioned of my participation for the
above named event, that may result in death, injury, accidental or intentional and all damages arising or
occasioned directly or indirectly to me, not limited to damages to equipment, property and personnel, whilst
carrying or participating on the above event.

Yours Sincerely,

Participant Full Name:

Mobile:
Email:
Date:
Programme Name:
Nationality  Malaysian;  Non-Malaysian (International)
Programme Type:  Cert  Diploma  Pre-University/A-levels  Degree/AUP  Masters
GUEST SPEAKER DISCLAIMER, WAIVER AND RELEASE
PARTICIPANT SIGNATURE:
Name of Guest Speaker Contact Details
Event / Subject Code Date
Presentation Title
1. I, the Guest Speaker, grant to INTI International College Subang (“IICS”) the following:

a. permission to record the Presentation, whether such recording occurs via audio, digital, or any other form or method of copying, recording, or
transmission, now known or hereafter devised including, without limitation, copying or recording by phonographic, photographic, magnetic, laser,
electronic, or any other means and whether on film, microfilm, slides, transparencies, online, Internet, CD-ROM, magnetic tape, cassettes,
videodisks, floppy disks, or any other human or machine readable medium (“Recording”);

b. a non-exclusive, royalty-free, sub-licensable, transferable, perpetual license to use, in whole or in part, all intellectual property rights in any
literary, audio, audio-visual, artistic and photographic works (including, without limitation, written speeches, visual aids and other visual and / or
written materials used, performed, displayed or provided by me) in connection with the Presentation (“Materials”);

c. the right to use and distribute my name, voice, picture, likeness, biographic and / or other information in connection with the Presentation and /
or any Recording and / or any Materials and broadcast or transmission thereof (including, without limitation, use in printed or electronic media);
and

d. to reproduce and make derivative works based upon the Presentation and / or Materials (“Reproductions and Derivative Works”), and to
distribute, display, publish and perform the Presentation and/ or Materials to the general public, in whole or in part, by means of the Internet, via
physical media, print media or by any other means, including, without limitation, to prepare transcripts of the Presentation or Recording and to
publish the Presentation / Materials in any publication.

2. I acknowledge and agree that:

a. all rights, title and interest in any Recording of the Presentation, and in any Reproductions and Derivative Works developed in accordance with
clause 1.d. above will automatically vest in IICS upon creation to the fullest extent permitted by law;

b. to the extent that all rights, title and interest in any Recording or Reproductions and Derivative Works do not automatically vest in IICS by
operation of law and upon creation or such rights, I hereby undertake to give IICS all reasonable assistance and execute all documents necessary to
perfect, preserve, register or record its right in any such Recording or Reproductions and Derivative Works without additional compensation and I
hereby irrevocably appoint IICS and any of its officers and agents as my attorney in fact to act for and on my behalf and instead of me, with the
same legal force and effect as if executed by me, such power of attorney is coupled with an interest and is irrevocable;
c. I surrender any and all rights, including the rights to fees or compensations, from IICS’s use of any Recordings or Reproductions and Derivative
Works; and
d. I agree to indemnify and hold harmless IICS, their employees and representatives against any and all claims arising out of my presentation,
including, but not limited to, claims of copyright infringement, defamation and misrepresentation.
3. I represent and warrant that:
a. the Presentation, and any Materials furnished by me for the Presentation: (i) are original works created by me, subject to sub-clause 3.b.; (ii) do
not, and will not, infringe the rights of any third party, including without limitation any intellectual property rights, rights of publicity, rights of
personality, rights of privacy, rights to payment of royalties, or any other rights of third parties not specifically identified in this sub-clause; (iii) do
not contain any defamatory or illegal content, or invade any person's right of privacy or publicity; (iv) result in any tort, injury, damage or harm to
any third party; or (v) otherwise breaches any applicable laws or regulations or relevant industry codes; and
b. I have all necessary approvals, licenses and authorisations to use any third party intellectual property rights to the extent that the Presentation
or any Materials furnished by me for the Presentation contain any such rights and to grant the rights granted herein.
4. This Disclaimer and Release is governed by and construed using the laws of Malaysia, without regard to its principles of conflicts of laws, if the
Event is organised by IICS.

SIGNED BY GUEST SPEAKER: ___________________________ DATE: ________________

SECURITY & SAFETY DEPARTMENT SECURITY CLEARANCE FORM

(for on campus events only) ~ ACADEMIC & NON ACADEMIC

Organizer: _____________________ Contact No.: _________________ President: ____________________

Event Title: Event Date: _________________________________
____________________________________________ Time: _________________________________
____________________________________________ Location: _________________________________

Security Team: 1) _____________________________________ (Contact No. : _________________________)

2) _____________________________________ (Contact No. : _________________________)

First Aider: 1) ______________________________________ (Contact No. : _________________________)

2) ______________________________________ (Contact No. : _________________________)

Distance: __________________________ (KM)

Nearest Hospital: _____________________________
Contact No.: __________________________

Distance: __________________________ (KM)

Police Station: ________________________________
Contact No.: __________________________

External Standby Team: 1) ______________________________ (Contact No. : _________________________)

(If any) 2) ______________________________ (Contact No. : _________________________)
3) ______________________________ (Contact No.: _________________________)

Experience in INTI SUBANG: ____________________________________________________________________

(Applicable for post-event only) ____________________________________________________________________
____________________________________________________________________
____________________________________________________________________

Campus
Contacts Signature : ___________________________

SSD : _____________________________ Name : ___________________________

Security : _____________________________ Date : ___________________________

EVENTS & ACTIVITIES FLOW GUIDELINES

(Hardcopy printout of these guidelines are NOT required)
1. Proposals (Academic Projects)
• For all academic/school projects, the Academic Activity Proposal MUST be submitted.
(To be shared with the organizing committee/advisors prior to the event)
• This proposal is prepared by the organizing committee (students); approved by Lecturer, Head of Program
and Dean/Director. (Proposals without these approvals will be considered invalid).
The proposal must be approved by the Dean; then the final approval must be obtained from the Academic
Dean
• After Academic Dean’s approval, the lecturer/advisor/staff overseeing the activity/project can make the
venue booking to SSD / OAR (depending on the venue) SSD: IICS plaza, drive way, mezzanine floor, car porch,
car park area, basketball courts, sport hall, Futsal court. OAR: All classrooms, multi-purpose hall, lecture
theatres, auditorium
• All supporting documents (i.e.: letter of agreement/contract/email/floor plan/activity details, etc.) MUST
be attached together with the proposal during submission.
• To avoid any rejection/delay in processing, proposals MUST be sent to the Academic Affairs Office (AAO),
please follow the deadline stated on the front page.

2. Publicity
• Any form of publicity or communication materials MUST be sent to SSD at least two (2) weeks prior to
the event for approval before printing. (SSD will send it to PR for approval). If the materials have already
been sent up to PR directly, please inform SSD, and attach any supporting documents.
• All types of publicity or communication materials must be submitted to SSD. The quantity and
mode of publicity will have to be underlined - (where and how it is going to be publicized)
• All publicity materials must only be placed within the campus area/ compound. Should
there be any publicity material that needs to be placed outside the campus; a license issued by the local
council, Majlis Perbandaran Subang Jaya, (MPSJ) is required. A copy of the license MUST be submitted to
SSD as proof.
• Approved locations for publicity: Lift Notice Boards (to be placed by SSD Personnel), SSD Notice Board (to be
placed by SSD Personnel), Block B and C (for Banners), Digital signage (TV)(posters and videos), Mobile
Notice Boards (please refer to booth/board booking procedures), Mobile notice stands (please refer to
logistics/venue set up form), floor notices (notice/pictures/notes placed on floor), IICS INTIMA FB group
(permission needed from Admin), IICS SSD FB Page and Intima IICS Page (permission needed from the
relevant FB group Admin).
• For adhesive purposes, ONLY BLUE TAC is allowed. DOUBLE TAPE, CELLOPHINE TAPE,
ELEPHANT GLUE, UHU GLUE AND ANY OTHER STRONG ADHESIVE GLUE is NOT
allowed for adhesive purposes on walls/ceilings.
• The organizing committee MUST be responsible for any damage caused on the walls/ceilings.
• Please take note that for promotional videos/teasers that are required to be uploaded on digital signage, the
format is WMV, and resolution is below 1000.
• For posters, Portrait layout is preferred.
• For Banners, sizes may vary depending on the Project’s budget. (Please check with Maintenance Office)
• Any unauthorized video recordings within IICS property is strictly NOT allowed unless prior written
permission (email or letter) has been obtained from SSD/ PR.

3. Protocol
• Full itinerary of the event, together with the required details MUST be submitted to SSD, minimum one (1)
week prior to the event. (This itinerary may not necessarily be the same as the one proposed in the initial
proposal.)
• Full list of vendors/outsiders/sponsors MUST be provided to SSD at least three (3) days prior to the event.
List of canopy/event Company also needs to be included in this list. (SSD/Security/AFM has the right to
reject any listed company, should their record be black listed/for any valid reason).
• Vendors/Sponsors/outsiders MUST provide their vehicle details to the organizing committee, which will be
provided to SSD, and then passed to Security, if they were to park their vehicle inside the campus. This
permission does not confirm a reserved parking spot. It only allows the vehicle to enter the campus.
Parking space is based on availability.
• Vendors entering IICS premises must adhere to IICS Rules and Regulations. See Vendor Policy attached.
• For events held at Car Porch/Driveway, the number of food trucks are limited to 4 units only.
• For events held at IICS Plaza, the number of food trucks are limited to 8 food trucks only, and all food trucks
MUST bring their own electricity generator to avoid tripping of electricity in other venues around the
campus.
• Venue Set-up forms/ICT Set Up Forms must be filled up by the students, and submitted to Maintenance
Office/ICT Office (whichever is applicable) at least 3 days prior to the event. MO/ICT has the right to reject
the forms submitted less than 3 days prior to the event.
• Maintenance will only provide the full set up for one (1) rehearsal on the day before the event and on the
event day only. Should the event team need more rehearsals or test runs, they may do so, but on their
own and maintenance/SSD will not be involved in the additional rehearsals. (applicable to all venues in
campus)
• All confirmations/communications are only valid with a written proof. Verbal Communication will not be
entertained, and deemed as invalid.
• All venues booked and used for the event MUST be cleaned up after use, and all equipment/tables/chairs
and furniture must be arranged back/returned to the owner right after the event. SSD/AFM/SECURITY
reserves the right to take action on the organizing committee should the above mentioned are not fulfilled.
• All publicity materials MUST be removed after the event. Student Services Department has the right to
hold the subsidy/support or impose any other suitable penalties to the event –organizing team.
• Students MUST get permission from the owner to use their items (tables/chairs/mobile notice
boards/speakers and other items). Damaging/using other students’ items can be considered as Vandalism.
Acts of vandalism will result in a Non-Academic Disciplinary Hearing with punishment to be determined by
the Panel.
• Students are reminded to take care of the college property, and handling all the items with care. The College
has the right to withdraw the usage of College property, should it be deemed inappropriate.
• Extension plugs, PA system, Mobile Notice Boards, portable speakers, walkie-talkies and other gadgets are
ONLY for IICS Students and Staff use. These items are not to be lent out to external parties. (vendor/event
management companies)
• Music MUST be played at an optimum level, and must not affect any departments’/IICS students’ learning
process. IICS Management has the right to lower down the volume without prior notice or permission from
the organizing committee.
• Equipment rental and bookings MUST be made at least three (3) days prior to the event to avoid any
disappointment.

4. Transportation
• For events that require transportation, students may request from their respective schools. (For bus
quotations, please refer to Procurement Team for quotations, and for company vehicles, please refer to
Admin, Facilities Management (AFM).

5. Disclaimer/Liability
• All events/trips that are held outside of campus premises will require the students to fill up the ‘Exemption
of Liability Form’
• For students below the age of 18, their parents/guardian MUST sign the ‘Parental consent form’.
• All forms must be compiled, and handed to SSD no later than 3 days before departing for the
trip/visitation/excursion.

6. Basic Medical Care/First Aid Support

• SSD will provide a First Aid Kit (upon request) for all on campus events (between 9am to 6pm) and a SSD
staff will be on standby for any emergencies. The First Aid Kit should be returned to SSD after the event.
• For events off campus or held after 6pm, SSD will provide the First Aid Kit to the students/organizing
committee. All lecturers/Advisors MUST be present to accompany the students on any off campus
events. The First Aid Kit must be returned after the event.
• Should any student refuse any form of medical support provided by the college, and is deemed
unhealthy/high risk/dangerous, they will need to sign a ‘Refusal of Medical Care’ form, which will exempt
the College in case anything happens to the said student.