Standard Operating Procedures (SOP) for SETIAs events

(To be checked and finalized by SETIAs Board Members)

Name of event
Date of event
Time of event
Location of event

Program Director
Organizing Committee List (to be finalized by Program
Director and President)
Target audience
Who are the target groups?
How to make the audience interested?
Message intended
What do you want to say to the target audience?
What do you want them to know/do?
Objectives
What do you hope to achieve with this event?
Description of event what
Problems that we may face?
Identify possible problems
Solutions for the problems?
Find solution to minimize the problems above

Checklist

Co-organizers involved in the event

Date of event determined

Location/venue for event booked

Target audience determined

SOCIO-ECONOMIC TRANSFORMATION & INNOVATION ASSOCIATION (PPM-134-10-25022014)

B10-12, BLOCK B, LEVEL 10, KELANA SQUARE 17, SS 7/26 KELANA JAYA, 47400 PETALING JAYA SELANGOR DARUL EHSAN
HOTLINE: +603 7886 4311 EMAIL: setia.ngo@gmail.com


Message determined

Objectives finalized

VIP

Artist(s)
Sponsor Targets
Person
responsible

Action

Date to be
completed

Budget

Source identified

Sponsorship

Claims settled
All the receipts and vouchers are documented
Protocol

Request to invite VIP in writing and timely (6-8

weeks prior to event)

Protocol issues for VIP

Send event details and tentative (1-2 weeks prior to

event)

Explain finalized detail in person to VIP (1 week

prior to event)

Public Relation should finalize the points and script

in writing for the VIP

Work closely with the VIPs secretary regarding any

new updates
Invitations

Mailing list created

Invitation composed

Names on list and titles/addresses checked for

accuracy

Invitation checked by Program Director

Invitation list compiled (in envelope with SETIAs

logo)
Request for appointment to pass invitation

Invitation should be delivered on hand by Program

Director and President

SOCIO-ECONOMIC TRANSFORMATION & INNOVATION ASSOCIATION (PPM-134-10-25022014)

B10-12, BLOCK B, LEVEL 10, KELANA SQUARE 17, SS 7/26 KELANA JAYA, 47400 PETALING JAYA SELANGOR DARUL EHSAN
HOTLINE: +603 7886 4311 EMAIL: setia.ngo@gmail.com


RSVPs (responsible person briefed)

Special guests/speakers alerted about their time

slots
Catering

Check and finalize the cost

Finalize the beverages

Finalize the food

Self-service or waiting staff

Internal or external catering

Number of people required

Equipment required

Can the theme of the event be followed through in

menu?

Special requirements by the guests

Finalize the menu
Bring the caterers to the venue (1-2 weeks prior to
event)

Person
responsible

Action

Date to be
completed

Advertising

Press, radio, TV and social media

Press release (English, Malay, Tamil and Chinese)
Banners, bunting and other printed materials
Talent

Book and brief about what is expected

Rehearsals
Token of Appreciation

Organize plaque

Check plaque wording with VIPs Secretary

Prepare certificates for delegates and facilitators

Program/running sheet/speeches

Agenda discussed and finalized

Tentative printed and checked for mistakes

Tentative sent to speakers

SOCIO-ECONOMIC TRANSFORMATION & INNOVATION ASSOCIATION (PPM-134-10-25022014)

B10-12, BLOCK B, LEVEL 10, KELANA SQUARE 17, SS 7/26 KELANA JAYA, 47400 PETALING JAYA SELANGOR DARUL EHSAN
HOTLINE: +603 7886 4311 EMAIL: setia.ngo@gmail.com


Speakers fully briefed about their slot

Speech points or script is prepared (if requested)

Update the tentative to caterer
Door Gift

Program Book

Gifts
Security

Security alerted

Safety of the place is checked

First Aid Box
Check and get contacts of nearby hospital and police
station
Audio/visual system

PA system

Projector

Wire or Wireless Microphone(s)

Stage Lighting

Other A/V Items

Design a background slide for each speakers
Facilitators Management

Number of facilitators required

Ushering girls to meet and greet guests

Decoration
Set a theme
Hall Decoration
Background music
Person
responsible

Action

Date to be
completed

Guest comfort
Nearby exit
Toilet facilities
Wheelchair access
Signboard on road
Share location online (Whatsapp or Waze)
Welcoming VIP

SOCIO-ECONOMIC TRANSFORMATION & INNOVATION ASSOCIATION (PPM-134-10-25022014)

B10-12, BLOCK B, LEVEL 10, KELANA SQUARE 17, SS 7/26 KELANA JAYA, 47400 PETALING JAYA SELANGOR DARUL EHSAN
HOTLINE: +603 7886 4311 EMAIL: setia.ngo@gmail.com

 Welcome VIP at entrance

VIP room (Prepare light snacks for VIP if needed)
Hall Cleaning

Cleaning before and after

On standby mode during the event

On the day

Hall Set-up

Stage or Floor Manager

Emcee(s)

Runners

Multimedia Team

Time Keeper (update the speakers when they have

5-10 minutes left)

Door control

Crowd control

Ushering Girls

Gift/ Award

VIP seating

Transportation

Name tags

Clear location directions (On Call)

Registration desk
After the event
Clean the hall
Thank the guests and make sure they travel safely
Post-mortem meeting

Guest feedback

Guidelines for improvement next time

Thank you note to VIP and speakers

A small party or vacation for the crew

Prepared By,

Mogan Raj G

SOCIO-ECONOMIC TRANSFORMATION & INNOVATION ASSOCIATION (PPM-134-10-25022014)

B10-12, BLOCK B, LEVEL 10, KELANA SQUARE 17, SS 7/26 KELANA JAYA, 47400 PETALING JAYA SELANGOR DARUL EHSAN
HOTLINE: +603 7886 4311 EMAIL: setia.ngo@gmail.com