Welcome to the Event Management Page! Here, you’ll find everything you need to plan and execute a successful event on campus. By adhering to these guidelines, you’ll set the stage for a smooth and impactful event that everyone will enjoy.
Event Management
Planning, Discussion and Pre-Approval
Must be done at least thirty (30) days prior to event date.
01
Craft a comprehensive proposal detailing the event you’re gearing up to organise. As you write your proposal, it’s crucial to specify the category of your event falls under the following category:
02
All proposal regardless of categories above, you must submit the final version of the proposal to Student Services Hub (SSH). This applies to both Bukit Jalil and Clinical Campus.
If your event falls under the category of Extra-Curricular Activity within clubs & societies, you MUST discuss your final proposal with:
- Your club advisor
- Student Services Hub (SSH).
- Respective SRC representative from Bukit Jalil/Clinical Campus.
- SRC Treasurer if you need funding.
- Proceed to Stage 2.
If your event is a Community Engagement based activities within clubs & societies, you MUST discuss your event proposal with:
- Club advisor
- IMU Cares at [email protected]
- IMU Cares approval form as supporting documents.
- Student Services Hub (SSH).
- Respective SRC representative from Bukit Jalil/Clinical Campus.
- Proceed to Stage 2.
If your event is an Academic or School-Based Activities, you MUST discuss your event proposal with:
- Example event: Biomedical Science Week, Psychology Day, etc. These events are very educational based events that usually related to your programme.
- Your club advisor
- Student Services Hub (SSH).
- Your respective school (for school approval).
- The School Approval Form mentioned above must be signed by your school.
- Respective SRC representative from Bukit Jalil/Clinical Campus.
- Please take note of the following:
- To declare the students’ committees who will be organising the event on behalf of the school.
- To declare the financial budget and sponsorship from the school.
- Advisor must be from the school and for monitoring.
- Proceed to Stage 2.
If your event is an Orientation Event you MUST discuss your event proposal with:
- Student Services Hub (SSH).
- Proceed to Stage 2.
If your event is a Main University Event you MUST discuss your event proposal with:
- Example: IMU Cup/IMU Ball/U-Race
- Student Services Hub (SSH).
- Respective SRC Representative (Social, Cultural or Sports)
- SRC Treasurer if you need funding.
- Proceed to Stage 2.
If your event is a Student-Led Project, you MUST discuss your event proposal with:
- Any lecturer/staff that is supervising your event.
- Student Services Hub (SSH).
- School if it is academic or school-based event.
- IMU Cares if it is a community engagement event.
- SRC Treasurer if you need funding.
- Proceed to Stage 2.
If your event is under IMU Scholar or Student Ambassador, you MUST discuss your event proposal with:
- Respective advisor.
- Student Services Hub (SSH).
- SRC Treasurer if you need funding.
- Proceed to Stage 2.
All the planning, discussion and pre-approval above must take place thirty (30) days prior to your event date. This is to ensure that you have sufficient time to make necessary arrangement for your event. Please proceed to the next stage to read the Rules & Regulation of Organising Event to ensure the success of your event.
BPM Organising Event Form Submission (Online)
Must be done at least fourteen (14) days prior to event date.
01
Stage 2 is an online process where you will be filling in BPM Organising Event Form.
02
In this stage you will have to get all the following documents ready to be uploaded in the BPM Organising Event Form based on your event category:
- Approved Event Proposal from Stage 1 (Signed by all respective parties)
- IMU Cares Approval Form from Stage 1 (for community engagement activity)
- Academic/ School-Based Approval Form from Stage 1 (for academic based activities)
03
Fill in the BPM Organising Event Form by selecting the correct category and upload the relevant documents mentioned above.
- If you are collaborating with any clubs & societies to organise your event, please select “Internal collaboration” option and upload the collaboration letter. Click here to see sample of internal collaborations request letter and approval letter.
- If you are collaborating with any external parties to organise your event, please select “External collaboration” option and upload the collaboration letter. Click here to see sample of external collaborations letter.
04
Once you submit the Organising Event Form:
- Your advisor receives notification via email to approve.
- After your advisor approved, SRC will get notification via email for funding approval if you request funding from Stage 1.
- After SRC approves your funding, SSH will get to notification via email to approve your event. Once SSH approved your event, you will get an email notification via email that your event has been approved. You may proceed to Stage 3.
Please take note of the BPM reference number because you need to key in that reference number when you are submitting the venue request form. The BPM Organising Event Form & Venue request form must be submitted by the same person.
Venue Booking (Online)
When submitting the venue booking form, ensure to select “with event proposal” category and insert your Organising Event Form reference number. The venue booking form should only be filled out by the individual who submitted the Organising Event Form at Stage 2. Venue booking with selection “without proposal” is only allowed for activities such as meeting, discussion, gathering and group presentation.
01
02
Booking Arrangement Rules
All venue booking requests must be submitted by the following deadline. Requests that do not fulfil the deadline will not be processed. Therefore, early planning is required:
- Major Event involving IMU, Non-IMU students, and staff – to submit a request not lesser than one (1) month before the event date.
- Minor Event – to submit a request not lesser than two (2) weeks before the event date.
- Any bookings made consecutively for two (2) weeks and above would need to be discussed with SSH.
- SSH will liaise with the respective department for room booking confirmation and update the event organiser on the booking confirmation, as soonest possible.
- Once venue booking is confirmed, the event organiser is required to consult the relevant department for facilities requests and to also provide further details (e.g: seating arrangement, layout and others) if you require a special setup for your event.
- However, there is no guarantee that an available venue will be booked for your event as we will need to accommodate university events first. SSH will notify you if the earlier booking must be superseded due to Teaching and Learning, University, and Campus events.
Event Support Request (Online)
Must be done at least seven (7) days prior to event date.
01
Zoom Account
If you need a Zoom Account for your virtual event, please ensure that your event has been approved in Stage 2 and download your Organising Event Form and email to our Student Services PT.
02
Event Promotion
If you need to promote your event in various platform such as Student Portal, Mobile Signage, SSH social media and more, please submit your request through our online form.
03
IT Support
If you need IT equipment for your event, please request via IT online form. You may find the list of items in the form. Prior submitting this form ensure that your event has been approved in Stage 2.
04
FMA Support
If you need physical arrangements for your event, please request via FMA online form. You may find the list of items in the form. Prior submitting this form ensure that your event has been approved in Stage 2.
Post Event Report Submission (Online)
Must be done at least two (2) weeks prior to event date.
01
Submit your post event report continue the same organising event form which you submitted in Stage 2.
02
To access post event report, you will get email notification as a reminder to submit the report.
03
Post event report must be submitted within two (2) weeks from the last day of your event.
04
Ensure to attach all related documents, receipts in the post event report. If you have any claims from SSH, please fill in this EBT Form and attached in your post event report.
05
Once you submit your post event report, SSH will receive notification via email to accept your report submission.
06
Congratulation! You have successfully completed the organising event process!
General Rules, Guidelines & Safety Measures - Students Extra-Curricular Activities
There are rules and guidelines that you must comply with in executing your event in IMU:
01
First Aid Kit
- Please take note that we have placed two first kits at Main Entrance Guard & LG Guard to be used in any emergency situations to reduce the risk of minor injuries from worsening.
- A first aid kit is required for all sports tournaments, both internal and external to ensure immediate support is available if needed. The first aid kit can be obtained from the First Aid Club.
02
Climbing
- Students are not allowed to climb using a ladder when setting up for events instead students can discuss with FMA staff for assistance.
03
Cleanliness
- Event organisers are responsible for the cleanliness of the venue and must be cooperative towards feedback.
- Organisers are expected to ensure the venue’s physical arrangement is back to the original setting after the event is done.
04
IT Equipment
- Ensure to handle all IT equipment properly and get assistance from IT staff if you are not sure on how to operate certain IT equipment.
- Ensure to unplug all the electric appliances after your event.
05
Public Holiday
- You are not allowed to conduct any event during public holidays because campus will be closed.
06
Food / Gas Cylinder
- No food is allowed into the classrooms, lecture theatres, and auditorium. Kindly serve it outside the classrooms in the open areas. Booking of open areas is also required.
- One club can only use one table (5-feet table) at a time for food-selling.
- Only pre-packed food is allowed to be sold inside IMU. No cooking is allowed inside the building. All cooking and food preparation must be done at the driveway (Bukit Jalil) and Cafeteria (Seremban) using only the electrical appliances.
- Usage of gas cylinder tongs for cooking purposes is strictly prohibited on the premises of IMU.
- Food cooked can be sold at the open area and there is no reheating of food is allowed inside IMU.
- When it comes to food selling it is very important that your food/ ingredients are from Halal source due to our diversity.
- Food safety is very important. Please always ensure food cleanliness especially during the preparation and fundraising.
- RM100 penalty will be imposed if you disobey any of the above guidelines.
07
Loud Music / Performance
- No loud noise for any activities especially in open areas such as Atrium & Driveway that can disrupt classes/exam/meeting.
- No loud music is allowed for all venues from 8:00am – 5.30pm on weekdays. Audio is only permitted after 5.30pm on weekdays & weekends. The below exceptional for:
- Bukit Jalil – At the Driveway, audio is allowed only from 12:00pm – 2:00pm on weekdays.
- Seremban – At the MPA, audio is allowed only from 12:00pm – 2:00pm on weekdays. Organisers must follow the recommended sound level due to campus location is located near HTJS and residential areas.
- Bukit Jalil – At the Driveway, audio is allowed only from 12:00pm – 2:00pm on weekdays.
- Seremban – At the MPA, audio is allowed only from 12:00pm – 2:00pm on weekdays. Organisers must follow the recommended sound level due to campus location is located near HTJS and residential areas.
08
External Sponsorship
- If you are reaching to any external sponsorship for your event, ensure to first discuss with your advisor and SSH.
- The sponsorship letters must be sent out by your advisor.
- Sponsorship must be limited to having the sponsor’s logo on your posters and promotional materials. You may also mention them during your opening and/or closing ceremony.
- They are strictly not allowed to come to campus to distribute their flyers or setting up booth to promote their product.
- You may discuss this matter during Stage 1: Discussion, Planning & Pre-Approval.
09
External Speakers
- Ensure that external speakers discussing sensitive topics such as religion, politics, sexual abuse, racism, discrimination, violence, or any other potentially controversial subjects are vetted and approved by your advisor and SSH to avoid misleading or negatively impacting the audience.
- Your external speaker does not need to be vetted if they are suggested by your School/Dean/Advisor and if they are going to convey knowledge-based topics related to your academic or school.
- Token of appreciation is only for external speakers and subject to the availability. It can be requested from SSH.
10
Alumni Speakers
- If you would like to reach out to Alumni Speakers, you may email your details of your event and request four (4) weeks in advance to Advancement & Alumni Office at [email protected]
- Should you need token of appreciation for the alumni speaker, you may discuss with them.
- You may discuss this matter during Stage 1: Discussion, Planning & Pre-Approval.
11
VVIP / VIP Invitation
- If you are inviting VIPs or VVIPs (e.g.: Minister, Director General, Ambassador, and others) to your event, you need to discuss with SSH for approval and protocol procedure. You may discuss this matter during Stage 1: Discussion, Planning & Pre-Approval.
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