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Harvard Project for International Asia Relation - Business Conference 2008 Kuala Lumpur.
 
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 Minutes of Meeting #1 by Elisa Dass

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Petra
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Posts : 31
Join date : 2007-12-14

PostSubject: Minutes of Meeting #1 by Elisa Dass   Sat Dec 15, 2007 1:54 am

HARVARD PROJECT
FOR ASIAN AND INTERNATIONAL RELATIONS
COMMITTEE MEETING MINUTES
MEETING # 1:
Date : December 13, 2007
Time : 5.00pm – 6.00pm
Venue : SSD Meeting Room , Sunway University College

MEETING ATTENDANCE:
PRESENT
1. Lee Siok Ping (LSP)
2. Eugene Chang (EC)
3. Wilson Wong (WW)
4. Elisa Dass (ED)
5. Chan Jinn Yep (JY)
6. Biruntha (BI)
7. Vincent Yuen (VY)
8. Tan Ming Hee (MH)
9. Thon May Yenn (MY)
10. Chan Yung Mun (YM)
11. Mohammed Hariz (HZ)
12. Petra Nabila Mustafa (PN)

ITEM:
ACTION BY:

1.0 WELCOME

1.1 Meeting started at 5.15p.m.

1.2 EC & LSP extended welcome to the committee.

1.3 Committee introduced themselves to each other.

2.0 EMAIL

2.1 EC will look into liaising with Sun-U IT dept to provide the committee with a standardized and professional emails for the purpose of this project. (@ Sunway.edu.my / @student.sunway.edu.my)

2.2 Committee provided EC with their preferred ID name to appear in the email.

3.0 MEETING ROOM

3.1 EC will arrange for a room to be equipped with connections for teleconferences purpose. Date of completion TBC.

4.0 MEETING WITH HARVARD REPRESENTATIVE

4.1 Meeting with Kylie from Harvard is confirmed on December 18 (Tuesday) at 3pm in SSD Meeting Room. Attendance of committee is compulsory.

4.2 Objective of the meeting is to meet the Harvard Rep and clarify issues that may arise. Each committee is advised to come ready with questions in their area.

5.0 COMMITTEE STRUCTURE

5.1 EC distributed Committee Structure page and introduced committee’s role:
Executive Director ~ Wilson Wong
Senior Director ~ Elisa Dass
Dir of Finance ~ Chan Jin Yep
Dir of Speaker Relations ~ Biruntha
Dir of Operations ~ Vincent Yuen
Asst Dir of Operations ~ Tan Ming Hee
Dir of Marketing & Sponsorship ~ Thon May Yenn
Asst Dir of Marketing & Sponsorship ~ Chan Yung Mun
Dir of Advertising & Promotion ~ Mohd Hariz
Asst Dir of Advertising & Promotion ~ Petra Nabila

5.2 Key focus for initial stages will focus on areas of Sponsorship with the target of USD 200 000 (aprox RM0.5mil). Content of the sponsorship to be clarified during the meeting with Kylie.

5.3 Operations details for date, time and venue to be clarified during meeting with Kylie. Tentative dates are 21-24 August 2008 at Mandarin Oriental or Shangrila Hotel. Both hotels have reverted that they’re unavailable during that time. Break-out rooms needed during conference

5.4 EC will suggest usage of Sunway Hotel Resort & Spa as the conference venue to Kylie.

5.5 Speakers have been mainly contacted and confirmed by Harvard. BI to suggest new speakers, if any and clarify her role with Kylie

5.6 Once a month Financial update report is required by Harvard. A bank account is also deemed necessary by the committee.

5.7 Advertising target market to be clarified with Kylie.

5.8 ED will assist in minutes, room bookings and other administrative areas.

5.9 Advisory Board will be announced later.

6.0 EVENT DETAILS

6.1 Harvard is fixed on 4D3N conference. Dates will be confirmed by Kylie.

6.2 Other logistics matters and program can be proposed by committee, upon approval of Harvard. 30-40 seats are reserved for host country.

6.3 WW requested for documentations on past project. EC will liaise with Kylie

6.4 VY suggested a virtual platform for discussion and file sharing will be helpful. PN will look into this and have a platform up by Saturday morning. Facebook groups will be used, as last option.

7.0 HANDING OVER TO COMMITTEE

7.1 EC handed over meeting to WW. WW welcomed the committee.

7.2 Committee decided that at least 2 quotations are needed for all expenses.

8.0 FUTURE MEETINGS

8.1 Weekly meetings will be held on Thursdays, 7.30pm at SSD MR.

8.2 Next meeting will be held on December 15, Saturday, 10.30am at SSD MR.

8.3 Committee to think through questions for Kylie and share on Saturday’s meeting

8.4 Meeting adjourned at 6.30pm

Prepared By,
Elisa Dass
Senior Director/Executive Assistant
HPAIR Committee
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