Organizing A Corporate Event at Mandarin Oriental Hotel KLCC

09 March 2013
For the first time I was selected as part of organizing committee for my company, to organize a big scale corporate event for all our regular employees (except the IT and Business Services folks, they have their own). We were given a budget of RM 100K to splurge..oops, to spend I mean.

Traditionally we always organize this event annually, sometime in Nov/Dec time frame. Its concept is performances from employees, usually we have a theme for the event and its performances. It is a fun-filled event, and usually we have voting and judging to determine sapa menang. I would usually love to choose the funniest performances la kan..

Traditionally, event kitorang ni we will organize in Kuala Lumpur Convention Centre just next door. But ntah kenapa this year our P&GA dept (Public & Government Affairs, yang organize booking venue) chose Mandarin Oriental Hotel. Maybe coz Convex was full..

Convex has always been the best place for performance-based events.. cam concerts (small scaled and tertutup) byk buat kat Convex. I went to one of those in 2011, time Michael Learns to Rock datang..kat Plenary Hall.  Because Convex has custom built waiting rooms untuk performers (equipped with live feed so the performers yang dekat waiting rooms can view what's going on on-stage) and the waiting rooms are easy to access to the stage, and discreetly from audiences' view.

Kepayahan teknikal bila kena tukar ballroom kepada yang ada stage. Sebenarnya tak susah mana pun tapi sebab it has always been that we already have a stage kat Convex..bila kat Mandarin Oriental, dia tanya stage size besar mana kita nak..pastu satu team kata nak besar ni, lagi satu team kata kecik sangat, nak lagi besar stage.. pasal size of stage pun jadi pening.

Gambar kat atas ni, they set up three projectors. The middle ada slide show (mengikut kehendak performing teams) and kat dua tepi tu is live feed, in case orang belakang tak nampak. Speaking of orang belakang, sebab tempat ni takde tempat duduk tingkat (ala cam kat lecture hall tu), so audience belakang maybe ada kesukaran nak view di situ. Sekali lagi Convex is winner..haha.

Waiting room dia pun jauh..upstairs and kene tunggu lift untuk turun. It's just one of the seminar rooms that they used from upstairs. To shield the view from audience bila nak kuar masuk stage, the organizer erected a black curtain. Kalau gambar kat atas and directly below, you can see at the back of the projectors ada black curtain.

The audio/visual team and also yang pasang stages, mic, camera sume (senang cite sume bende la except seating and banquet) are AI events I think. Kat luar semasa acara makan2 sebelum event berlangsung we also organized a photo booth where employees can take pictures with, say, the CEO who doesnt even know your name..haha. It was a brilliant idea - lepas tu dah start dah trend event kitorang ada photobooth..we were the pioneer lah, hah!

Lepas event ni ada a few of the event lain  after that in my company, tiru a lot of our concepts..including our ergo breaks, photo booths, rotating managers to sit with employees during banquet lunch..:)

In the organizing committee, I was as focal person for performing teams to contact, and also part of video team. We hired a contractor untuk buat the video for us (we won't have the talent and the time to do our own videos) tapi we had fun collecting materials such as photos and interviewing people etc.. First time bekerja dengan green backdrop..pengalaman berharga, tak dapat carik lagi melainkan kalau join media company ke la kan.. but confirm la tak, kan..

We got to see video editing process..etc.. pengalaman berharga. We only had less than a month to prepare everything but we did it well with a lot of help. Overall, pengalaman organize kat Mandarin Oriental was good.. Hopefully next year, P&GA dept amik Convex balik k..

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