活動總清單.pdf

Prepared by the Communications Office, University of Macau Version 006 as of 8 Aug 2023 SOP-CO-001_Organizing University-Level Event Event Master List 活動資料 Event Information 活動名稱 Name of event 日期 Date / 時間 Time 主辦單位 Organizer(s) 對象 Target audience 地點 Venue 預計人數 Expected number of audience 申請者聯絡資料 (如適用) Contact Information of Requester (If applicable) 姓名 Name 部門 Unit 電話 Tel 申請日期 Request Date 電郵 Email 活動範圍 Activities Scope 詳細資料 Details Ceremony 儀式 Cocktail Reception 招待酒會 Meeting 會議 Conference 論壇 Seminar / Lecture 研討會 / 講座 Lunch / Dinner / Refreshment 午宴、晚宴 / 茶點招待 UM Activity Day 澳大活動日 Campus Visit 校園探訪 傳訊部公共關係處專用 For CO-PRS Only Remarks 備註： Please fill in this Event Master List according to the below instructions (請以以下方式填寫此表格) A tick to represent necessary / 劃勾代表需要 Empty box to represent not necessary or not applicable / 留空代表不需要或不適用 第一部分 Part I 邀請嘉賓 Guest Invitation & Reception 部門主管確認: Verified by: 日期 / Date: 經辦人： Handled by: 完成日期： Due date: Details Item Guest Invitation 政府部門 外交公署 全部部門 Invitation Category 榮譽學位授予人士 特派專員 副特派專員 本地高等院校 13個主要部門 澳門大學議庭成員 中學 直屬行政長官管轄的部門 澳門大學校董會成員 澳大校友 社會文化司轄下部門 駐本澳領事 非高等教育委員會 澳大發展基金會捐款人 社團 司級 局級 副局級 中聯辦 學術獎贊助機構 主任 副主任 會長 澳門大學歷屆校長 其他__________ 本地 理事長 顧問 海外 傳媒 大學創始人 Target _______________________________ Invitation Card Chi Eng Port Attachment____________________________ Target _______________________________ Invitation Letter Chi Eng Port Attachment____________________________ Target _______________________________ Email Chi Eng Port Attachment____________________________ Target _______________________________ Invitation Format E-bulletin (Student / Staff) Chi Eng Port Attachment____________________________ Target _______________________________ E-Invitation (System) Chi Eng Port Attachment____________________________ Target _______________________________ Social Media (FB, WeChat) Chi Eng Port Attachment____________________________ Target _______________________________ Others ______________________ Chi Eng Port Attachment____________________________ Collection of RSVP Responsible by: Due Date: Responsible by: Due Date: Follow up with no-reply invitees Fax Calls Responsible by: Sending of other documents Email Due Date: Car Permit Uniform Information/Document Others Guest Reception Water / Glass & lid Refreshment Seat label / Name Tent Souvenirs Stationery WC Corsage / Table flower Name tent for name card Tray for name card Brochure / Leaflet Souvenir SI machines SI Notice Signing Book Signing Pen Bowl with candy Reception Staff Others__________ Seat Label Seat Category Label SI Machines Brochure / Leaflet Souvenirs Others__________ Invitation of CE Invitation Letter Others ___________ Confirmation of CE Reply Letter Other Channels ________ Site Check with CE office/Police Seat Plan Route Map Inform CMDO Assign staff to receive CE VIP Room Cushion Others _______________ VIP Room Reception Area Seating Area CE Invitation CE Reception Standing Plan Site Check Refreshment On Site Reception 第二部分 Part II 綜合統籌 General Logistics 完成日期： Due date: Details Item Event preparation 經辦人： Handled by: Responsible by: Due Date: Budget & Proposal Confirm programme rundown Task Allocation Recruit of Manpower Responsible by: Due Date: SI Interpreter Recruit student helpers Recruit simultaneous interpreter(s) Recruit outsource mover / cleaner Helper from other units Working Personnel Responsible by: Due Date: Prepare uniform Prepare working badge Briefing with all working personnel Walkie-talkies Before event date Responsible by: Due Date: OC Briefing (Date: ________________ / Time: _______________ ) Rehearsal (Date: ________________ / Time: _______________ ) Send out arrangement to UM heads Task allocation on site 部門主管確認: Verified by: 日期 / Date: Remarks 第三部分 Part III 餐飲 Catering 部門主管確認: Verified by: 日期 / Date: 經辦人： Handled by: 完成日期： Due date: Details Item Remarks Budget & Proposal Programme rundown Photo taking & Video Shooting In-house (Pax:______) Outsource (Pax:_____) Simultaneous Translation Mobile SI Reserve Translator Confirm restaurant/ supplier Gather 3 quotations Number of table/participants (1) ________________ (2) _______________ (3) ______________ Head Table ( __________pax) Round Table ( __tables@ __pax) Serving time and duration (Start Time: _____________ / Duration: __________ / End Time: ____________) Table type Menu style Beverages (UM Wine) Round Long L shape U shape Others________ Western Separate Dish Chinese Vegetarian Menu Buffet Others Corkage Fee (__________) Free ____ Bottles Cocktail Reception Coffee Break Payment Method Cash Credit Card On Credit Additional Charge Cancelation Policy Confirmation due date Site-check WC Location Lift Location Car Park Free Parking ( _________Hours) Specific area Venue Set up Table set up style Golden Red Signage By vendor By UM Others __________________ Seat plan Sofa area Beverages & Refreshment VIP Room arrangement Seat plan ( Reception Arrangement By vendor / UM) Name tent Stationery & signing book Tray for name card Head table Corsage Floral Arrangement Bouquet UM Wine Info Kit Silver plate Others Souvenir Arrangement Stage Arrangement MC (Name:___________) Language:__________ Mic (stand mic / podium mic / wireless mic) Podium Equipment Toasting Performance ( UM Logo) Projector / screen PA system & Speaker Backdrop (Install date ____) Stairs for photo taking Banner (Install date ______) Projection source (DVD / Notebook / live-feed) Background Music Tray & Wine Happy Lady 第四部分 Part IV Media, Promotion, Publicity Service 媒體接待，活動宣傳及推廣 部門主管確認: Verified by: 日期 / Date: 經辦人： Handled by: 完成日期： Due date: Details Item Remarks Promotion & Publicity Promotion & Publicity Plan Budget Promotion & Publicity Schedule Pre-press release Schedule: Post-press release Schedule: Independent website UM Website UM Event Calendar Youtube (Schedule: ) Facebook (Schedule: ) UM Website (Schedule: ) Video Making Wechat (Schedule: E-bulletin Staff ) Student Schedule: Email Staff Promotion & Publicity Items Student Alumni Schedule: SMS Staff Student Schedule: Newspaper Ad Schedule: TV ad Schedule: Radio Ad Schedule: Facebook Schedule: Wechat Schedule: Weibo Schedule: Youtube Schedule: Other distribution Schedule: Media Service Press Conference Media reception Confirm date/ time/ venue Spokeperson(s) Media interview Information kit Media Invitation for event Seat Plan (Area) Media name badge Attendance log sheet Media interview Information kit Voice Record Tray for Name Card Material distribution internal units E-bulletin Info to CO-PRS Email Email Other channels Hard Copy Other channels Record Service Photo taking Video recording Budget No of photographer _______ In house Outsource Working badge Service Briefing Duration Post-edit Budget No of camera men_______ In house Outsource Working badge Service Briefing Livefeed Duration Post-edit Evaluation Media coverage: Social media reach/view: 第五部分 Part V Production & Souvenir 設計及紀念品製作 完成日期： Due date: 經辦人： Handled by: Details Item Remarks Production Budget Planning ($_______________) Confirm Production Items Poster Ticket Huge Signage Easy up Backdrop Stage Banner Directional Sigange Sticker Leaflet / flyer Brochure Tailor-made production Others Raise PR Obtain Quotation Confirm Vendor Site Check with Vendors Signage Plan Floor plan Loading Deck Lorry parking arrangement Installation notice to SFS Production spot Meeting with Designer In house designer Out-source designer Design Element Design Template / main visual Wordings & Contents Confirm Design Confirm layout timeline Item ___________ DL:__________ Item ___________ DL:__________ Item ___________ DL:__________ Item ___________ DL:__________ Item ___________ DL:__________ Item ___________ DL:__________ Item ___________ DL:__________ Item ___________ DL:__________ Confirm Delivery & installation Monitor Samples Colour tone Material From Souvenir System Tailor-made souvenir Monitor Installation Confirm Dismantle Souvenir Budget Planning Raise PR Obtain Quotation Confirm Vendor Confirm Souvenir/ Gift Items Item ___________ To:__________ Item ___________ To:__________ Item ___________ To:__________ Item ___________ To:__________ Item ___________ To:__________ Item ___________ To:__________ Item ___________ To:__________ Item ___________ To:__________ Confirm Design Meeting with Designer Confirm layout timeline In house designer 部門主管確認: Verified by: 日期 / Date: Out-source designer Item ___________ DL:__________ Item ___________ DL:__________ Item ___________ DL:__________ Item ___________ DL:__________ Item ___________ DL:__________ Item ___________ DL:__________ Item ___________ DL:__________ Item ___________ DL:__________ 第六部分 Part VI Entertainment & Accommodation 娛樂及住宿安排 經辦人： Handled by: 完成日期： Due date: Details Item Entertainment In Charged by: City tour UM campus tour Day & Time: ______________ No. Pax: ______________ Duration : ______________ Spots: _______________ Transportation Tour guide Itinerary Contact Person Day & Time : ______________ No. Pax : ______________ Duration : ______________ Visit Buildings: ______________ Transportation PRSA (__________________) Itinerary Show Ticket Management invitation Day & Time : ______________ No. Pax : ______________ Duration : ______________ Ticket Level : ______________ Ticket Price : ______________ Tour guide Transportation Sponsorship Accommodation Budget & Proposal UM Guest House / Hotels Confirm Accomodation Contact Person:__________________ Mobile & email: ____________________ Gather 3 quotations Include: ________________________________________ Guests Depart country Expected Arrival Time to Hotel Number of Guests Number of Rooms Place UM information kit in the room Check in / out Dates Check-in ___ Check-out ___ . ________Days ________Nights Single King Double Queen Interconnecting Room Twin Suite Double Double Room Delux Garden View Duplex (2 floors) Sea view With inhouse pool with balcony Room Type Room specials Other __________________ Breakfast Fee / inclusive Self-paid Additional Free Service Payment Method Cash Cancelation Policy Confirmation due date Currency exchange service _________ currency Send Rooming list to hotel Credit Card On Credit Converting Rate ____________ Converting Date_____________ 部門主管確認: Verified by: 日期 / Date: Remarks 第七部分 Part VII Transportation & Security 交通及保安 部門主管確認: Verified by: 日期 / Date: 經辦人： Handled by: 完成日期： Due date: Details Item Remarks Vehicle Arrangement No. of passengers Date & Time Itinerary Transportation Range Transportation Location UM Campus Taipa Macau Coloane Mainland Area Others Campus Building (__________________) Terminals (_____________) Hotels (_________________________) Dinner/Lunch Venue Event Venue Others (________________) Transportation Purpose Campus Tour Event invitation Ceremony Dinner Loop Bus Campus <> Macau Lunch Seminar In Campus Meeting Campus <> Taipa Stop locations Stop Signage Arrival schedule Assigning pick-up staff Pick-up / Drop-off service Prepare pick-up signage Transportation Source SFS (UM service) Outsource (_____________) 4-seat ( UM Bus Outsource) Details: 7-seat ( UM Bus Outsource) Details: 16-seat ( UM Bus Outsource) Details: 21-seat ( UM Bus Outsource) Details: Transportation Type 37-seat Details: 42-seat Details: Confirm passager list for each vehicle Bus signs Inform participants availability of bus / car In front Side Back Contact Person: ______________ Chi Eng Mobile/email: __________________ Self-driving Arrangement No. of passengers Date & Time Duration: __________________ No of cars 4-Seater 7-seater Car Types Lorry (Height:_____) Confirm Car-plates Send to SFS Car Permit Car Park Arrangement Car Park Location Advance Reservation for VIP P1 ________ Lots P4 ________ Lots P2 ________ Lots P5 ________ Lots P3 ________ Lots P6 ________ Lots P1 ________ Lots P4 ________ Lots P2 ________ Lots P5 ________ Lots P3 ________ Lots P6 ________ Lots Car Park Signage Security (SFS) ______ pax Student Helpers ______ pax Direction Guiding PRSA ______ pax CO staff ______ pax Security Arrangement Request Location Venue (_________________) No of Security each Location Additional Job Task Information to send to SFS Check Car Permit Carpark (_____________) 第八部分 Part VIII On site checklist 現場檢查表單 完成日期： Due date: 經辦人： Handled by: 部門主管確認: Verified by: 日期 / Date: To be checked items Accessibility Car Park Responsible by: Signage to car park Distribution of permit Signage to venue Doors open 0 Others ____________ Lift open Entrance Receptionist ready Flower senders Decide on flower location CE/ SASC/ VVIP Reception Others ____________ Responsible by: Driver knows drop off point Doors accessible Lift hold Red Carpet UM management to receive Others ______________ On Site Reception Ordinary Guest Reception Responsible by: Corsage / Table flower Name tent for name card Tray for name card Brochure / Leaflet Souvenir SI machines SI Notice Signing Book Signing Pen Bowl with candy Reception Staff Air Condition Scent Condition Light Condition Sound Condition Reception Area Others ______________ CE/ SASC / VVIP/ Ordinary Guests Seating Area Responsible by: Water / Glass & lid Refreshment Seat label / Name Tent Souvenirs Stationery WC Air Condition Light Condition Sound Condition Scent Condition Others ___________ Seat Label Seat Category Label SI Machines Brochure / Leaflet Souvenirs Air Condition Scent Condition Light Condition Sound Condition VIP Room Seating Area Back Stage Preparation Staff Arrangement Responsible by: Uniform Walkie Attendance list Briefing Rehearsal Check their position Crew Meal Others ___________ On Stage preparation Responsible by: PC Laser Pointer Water with lid Mouse PPT / files open Printed speech / materials Backdrop ready Props ready Happy ladies ready Movers ready Others ___________ Cue rundown Music Ready Lighting ready Air Condition Light Condition Sound Condition Scent Condition Others ___________ Podium Stage Control Room Environment Others Responsible by: 第九部分 Part IX Post-event follow up 活動後跟進 經辦人： Handled by: 完成日期： Due date: 部門主管確認: Verified by: 日期 / Date: Details Item Vendors Remarks Staff Collect invoice (Due date:_________) Students Payment for Overtime Payment for student helpers News Clipping Sharing UAUC VIPs Rectorship Management Speakers/ Main VIPs Coordinating Parties Photo Sharing UAUC (No. of pics___________) Rectorship (No. of pics___________) Speakers/ Main VIPs (No. of pics___________) VIPs (No. of pics___________) UM Management (No. of pics___________) Event Album Event Album Event Album Event Album Event Album Email Email Email Email Email Coordinating Parties (No. of pics___________) Event Album Email UM Staff / Students (No. of pics___________) E-Bulletin Email Photo Kit Photo Kit Photo Kit Photo Kit Photo Kit Photo Kit UM Website YouTube UM Live Facebook Wechat Others UM Website Independent Website Flower Senders Email Letter Coordinating Parties Email Letter Specfic Groups / Helpers Email Letter Excellent Good Satisfactory Fair Poor Others____________ Excellent Good Satisfactory Fair Poor Others____________ 30-50% 50-70% 70-80% Full House Video sharing Event Information Thank You Message Evaluation / Comment News Coverage Logistics Arrangement Audience Flow Number of Guests/ Audience / participants Ad-hoc incident Overrun Time Suggestions for Improvement: Release Date: Details: Release Date: Details: Release Date: Details: Release Date: Details: Release Date: Details: Release Date: Details: