UNIVERSITI TUNKU ABDUL RAHMAN. BOGACon November 2018 Sungai Long City Campus. Proposal

UNIVERSITI TUNKU ABDUL RAHMAN BOGACon November 2018 Sungai Long City Campus Proposal BOGACon2018

UniversitiTunku Abdul Rahman Form Title : PROPOSAL FORMAT Form Number : GD-DSA-CSU-001 Rev No: 1 Effective Date: 01/05/2011 Page No: 2of 42 1.0 Overview BOGACon2018 is an event proposed by UTAR Sungai Long Campus Board Games Club, and supported by Takaro Board Games Cafe which will be held on November 2018. This event welcomes all UTAR staffs and students, as well as participants from public. It is also a great chance to let people to have interactions together through board games instead of e-games. The proposed date, time and venue of BOGACon2018 are as follow: Proposed Date: 10 th & 11 th November 2018 (Saturday and Sunday) Proposed Time: 10am 6pm Proposed Venue: UTAR Multipurpose Hall KB Block 2.0 Objectives 2.1 To enhances social skills among the participants. 2.2 To promote European board games to non-players in Klang Valley area. 2.3 To promote UTAR Sungai Long Campus Board Games Club s reputation. 2.4 To improve leadership skills as well as decision making skills among participants. 2.5 To enhance organizers skill in organizing event. 2.6 To enhance family relationship and friendship via board games. 3.0 Board of Organising Committees NAME POSITION ID CONTACT NUMBER Lim Zhun Shean Chairperson 1300883 019-3498122 Chong Wei Wei Secretary 1701418 011-16585436 Mooi Shu Yi Treasurer 1501363 016-3832089 Quek Jian Xian Auditor 1401383 017-2092877

UniversitiTunku Abdul Rahman Form Title : PROPOSAL FORMAT Form Number : GD-DSA-CSU-001 Rev No: 1 Effective Date: 01/05/2011 Page No: 3of 42 3.1 Main Organising Committees Name Position ID Contact Number Lim Ren Jie Head of Program Department 1400674 012-6757930 Pang Yi Ling Program Committee 1702235 018-2071510 Keeanuseelan a/l Gunaselan Program Committee 1606793 010-4272395 Chua Yut Ching Program Committee 1701737 018-2075199 Ling Jia Er Program Committee 1405388 011-28918007 Tan Hong Yang Program Committee 1506585 013-7712937 Ng Yoke Xiang Program Committee 1701773 011-15476228 Koi Siu Ling Program Committee 1805535 016-9283060 Chang Jin Wang Program Committee 1804619 011-26577452 Chor Zhao Gen Head of Publicity and Sales & Marketing Department 1703321 017-4852193 Alvinder Singh Publicity and Sales & Marketing Committee 1302995 011-11529509 Chea Xin Teng Publicity and Sales & Marketing Committee 1703482 011-10509031 Tan Han Lih Publicity and Sales & Marketing Committee 1703481 017-9455625 Tan Yann Fang Publicity and Sales & Marketing Committee 1606485 017-5857311 Ooi Yin Ying Publicity and Sales & Marketing Committee 1704635 017-5224832 Ng Song Jie Publicity and Sales & Marketing Committee 1701639 012-3705096 Phang Jia Qi Publicity and Sales & Marketing Committee 1607468 014-3463806 Choong Bei Ying Publicity and Sales & Marketing Committee 1606761 019-4723195 Leong Jia Xin Publicity and Sales & Marketing Committee 1606592 012-7641699 Bok Chia Hui Head of Decoration Department 1705502 016-2600315 See Chin Lian Decoration Committee 1706550 017-6994146 Connie Yew Decoration Committee 1607423 011-10628385 Chai Wei Ru Decoration Committee 1605907 016-5403661 Shertynna Liang Jing Xin Decoration Committee 1703522 016-4155382 Lee Cheng Qing Decoration Committee 1703413 014-3852008 Wee Lian Jie Decoration Committee 1701108 012-3931511 Gan Zhi Yong Decoration Committee 1703409 012-6368751 Chin Xin Yue Head of Fundraising Department 1405614 016-5952415 Lo Phoebe Fundraising Committee 1702294 011-28230588 Chong Cia Shen Fundraising Committee 1703993 018-7672959 Lai Zhi Jie Fundraising Committee 1703191 018-4660979 Lin Li Ying Fundraising Committee 1406039 014-3605096 Wong Lay Cheng Head of Logistics Department 1606882 012-4292535

UniversitiTunku Abdul Rahman Form Title : PROPOSAL FORMAT Form Number : GD-DSA-CSU-001 Rev No: 1 Effective Date: 01/05/2011 Page No: 4of 42 Pang Yik Chuan Logistics Committee 1605427 018-5729668 Leslie Eng Shi Wye Logistics Committee 1500910 019-3229783 Limin Lim Wen Wai Logistics Committee 1704594 017-8412835 Chew Yee Henn Logistics Committee 1704555 018-3155925 Lee Jing Heng Head of Editorial Department 1605781 016-2262239 Koh Xian En Editorial Committee 1800370 011-15683623 Lee Kuan Hor Head of Technical Department 1703511 011-24272987 Ong Wee Han Technical Committee 1507393 016-3478328 Khor Chiew Chyi Photographer 1700789 017-7955205 Lim Jia Min Photographer 1700385 012-3210013 Julia Loke Hui Lyn Photographer 1700530 012-7375235

UniversitiTunku Abdul Rahman Form Title : PROPOSAL FORMAT Form Number : GD-DSA-CSU-001 Rev No: 1 Effective Date: 01/05/2011 Page No: 5of 42 4.0 Proposed Budget Remarks Amount INCOME RM Collection of Fees - Participants (RM5 x 250) 1,250.00 - Early Bird and Students (RM3 x 250) 750.00 Fund Raising 1,500.00 Sponsorship 1,500.00 Subsidies from Club 500.00 TOTAL 5,500.00 EXPENDITURE Decoration Department 1,500.00 Fundraising Department 600.00 Program Department 500.00 Publicity Department 100.00 Technical Department 10.00 Printing 400.00 Banners 150.00 Prizes 400.00 Committee Lunch 700.00 Event Inventories 650.00 Transportation 90.00 Reserve 200.00 TOTAL 5,300.00 PROFIT 200.00

UniversitiTunku Abdul Rahman Form Title : PROPOSAL FORMAT Form Number : GD-DSA-CSU-001 Rev No: 1 Effective Date: 01/05/2011 Page No: 6of 42 5.0 Programme Department Head of Programme Department : Lim Ren Jie Programme Department Committee : 1. Ling Jia Er 2. Keeanuseelan a/l Gunaselan 3. Tan Hong Yang 4. Pang Yi Ling 5. Chua Yut Ching 6. Ng Yoke Xiang 7. Koi Siu Ling 8. Chang Jin Wang 5.1 About The program department for this BOGACon 2018 is responsible to lay down a floor plan for the event, prepare necessary games for the event, learning how to teach and facilitate the games throughout the event days, and plan out attractive program into the event. This department will be led by a head of department and each committee has been given out specific task to plan, coordinate and execute. Helpers will be recruited in the future to assist this department in explaining the games or serve as manpower during the event days. 5.2 Proposed Floor Plan and Description The event will be held in UTAR KB Block Multi-Purpose Hall (MPH). Figure 1 below is the proposed floor plan inside the MPH.

Seats UniversitiTunku Abdul Rahman Form Title : PROPOSAL FORMAT Form Number : GD-DSA-CSU-001 Rev No: 1 Effective Date: 01/05/2011 Page No: 7of 42 Photo Booth PA Corner & Back Stage Entrance The Westward Venture The Orient The Upsizing Stage The Southern Settlement Walkway The Wilderness Vendors Figure 1: Floor Plan The floor plan above has multiple designated areas for specific purposes. The door at the bottom left will be used as an entrance for participants and the door at the bottom right will be used as an exit for participants. Between these two doors, there will be a section reserved for outside vendors to setup their booths. These vendors have their own entrance and exit behind them as they won t be using the public entrance and exit. The games in the event will be separated into four different zones. Life-size games will be put into The Upsizing zone and European board games will be separated into these three zones called, The Westward Venture, The Orient, and The Southern Settlement. All the names are created to suit the title of the games that will be provided in the event. The Westward Venture will be filled with games that require strategic thinking, deception, and the game weight will be relatively higher compare to others. The Orient will be themed with games that have Japanese, Chinese, or any Asian element in it. The Southern Settlement will be focused more on family

UniversitiTunku Abdul Rahman Form Title : PROPOSAL FORMAT Form Number : GD-DSA-CSU-001 Rev No: 1 Effective Date: 01/05/2011 Page No: 8of 42 friendly games and it has a relatively lighter game weight. The Wilderness is a special zone with open tables that doesn t have any games in it but anyone who brings their own board games, and if they wanted to test or play it with the participants, that zone is specially created for them. There is also a section for photo booth where participants can take photos with amazing props created by the event decoration department. Lastly, a stage will be setup in front of the multi-purpose hall with seats arrange accordingly. The purpose of this stage is any special program in this event will take place on the stage, unless specify.

UniversitiTunku Abdul Rahman Form Title : PROPOSAL FORMAT Form Number : GD-DSA-CSU-001 Rev No: 1 Effective Date: 01/05/2011 Page No: 9of 42 5.3 List of Games The Westward Venture 1) Tiny Epic Western 2) Carcassonne 3) Ticket to Ride 4) King of New York 5) Banana Bandits 6) Photosynthesis 7) Drakon 8) Epic Spell Wars 9) Secret Hitler 10) Dice Forge 11) Splendor The Orient 1) King of Tokyo x2 2) Tsuro of the Sea 3) Machi Koro 4) Sushi Go 5) Takenoko 6) Ghost Stories 7) Lepak Game 8) Politiko The Southern Settlement 1) Get Bit 2) Halli Galli 3) Panic Tower 4) Pick a Dog 5) Dixit 6) Love Letter 7) Hive 8) Azul 9) Exploding Kittens 10) Flick em Up! 11) Kingdomino 12) Codenames 13) Chicken Cha ChaCha 14) Rumble in the House 15) Rhino Hero 16) Labyrinth 17) For Sale 18) Hanabi 19) Spot it! 20) Rock the Beat 21) Gotta Go! 22) Rings Up! The Upsizing 1) Jenga 2) Settlers of Catan 3) Stack O Tong

5.4 Program Flow& Description Table 1: Program Schedule Date Event Time Opening Ceremony 10:00 10:20 Gameplay Live Telecast 11:00 12:30 Day 1 10 th November Game Designers Panel Discussion 14:00 15:30 Board Game Auction 15:45 16:30 Lucky Draw 16:30 16:45 Doors Close 17:00 Doors Open 10:00 King of Tokyo Tournament Qualifier 11:00 12:00 Day 2 11 th November King of Tokyo Tournament Semi-final 13:30 14:30 King of Tokyo Tournament Final 15:00 16:00 Prize Giving, Lucky Draw and Closing 16:30 17:00 Table 1 above is the proposed program schedule for both event days and may be subjected to change.

BOGACon2018 is a convention, meaning the initial program (game play) will continue non-stop from the doors open till the doors close. However, additional programs will be added into the event to make it more interesting and attractive for the participants. Below are the descriptions for the programs above: Opening Ceremony This program will mark the beginning of this event and it will take place in front of KB block main entrance. A giant dice tower will be prepared by the decoration department and place in front the entrance and a person (event committee) will put giant dice into the dice tower to signify the opening of the event. Game play Live Telecast A new board game for this year will be selected to be played on stage with a few selected players. At the same time, cameras and audio recording will be setup by the technical department which will record the moment and air it live on the event Facebook page for publicity purposes. The board game that is chosen for this program will be opened to the public on the next day. Game Designers and Panel Discussion Targeting at least three local board game designers will be invited to give a sharing session to the participants about their game designing experience, game mechanics, game artwork, future plans etc. The designers will all be on the stage at the same time and seats will be provided for them to sit in a row. After the emcee has announced the start of the program, the program will be conducted by a committee experienced in game developing. That committee will be lifting up the crowd to get them interacting with the game designers. Souvenirs will be given out to the game designers as well and after the program if they have brought their own board games and wish to test it with the participants; they re free to do so in The Wilderness.

Board Game Auction Before 2 to 3 months from the main event, the committees will begin to look for people who are interested to sell their board games in this auction. The sellers are free to set their own base price for their goods and the event will not earn any sales profit from the auction but any seller who wishes to participate the auction has to purchase the event ticket. Contact and personal details of the seller will be recorded down and they will be reminded to bring their goods on the event day. Any confirmed games that will be listed in the auction will be posted on the event Facebook page for publicity purposes. On the event day, before the auction starts, participants who wanted to sit in the auction must register themselves at a booth setup near the stage. Once they registered, a large printed number on a piece of A4 paper will be given to them for easy tracking. The emcee will announce the start of the program and a committee who speaks fluent English will take over the session. Rules will be briefed to the participants and the auction will begin until there are no more goods left. After the action, winners of the auction will be ushered towards their buyers and ushers will make sure they exchange their contact details and from there onwards, BOGACon will not hold any responsibility on any problems between the sellers and the purchasers. King of Tokyo Tournament The qualifying rounds and semi finals for this tournament will take place in The Orient. Participants who are interested in this tournament can registered themselves on the first day of the event in The Orient. 4 sets of King of Tokyo will be prepared for this tournament and the minimum number of participants is 16 and the maximum is 24. For the qualifying round, the winner of the game, first runner up and second runner up (depending on number of participants) will be qualified for the semi final and the rest will be eliminated. Semi-final runs similar with qualifying match, the winner of the game, first runner up and second runner up (depending on number of participants) will be qualified for the final round of the tournament. Lastly, in the final round, participants will take their battle to the stage and

play with a life size King of Tokyo. There can only be one winner this time, and the winner will win a prize for his/her effort. Lucky Draw Two lucky draw systems will be used throughout the entire event. The first system will only be used in the first day of the event and the second system will be applied on both event days but the raffle for that system will only take place on day two. The first system will use the cut-out corner from the event wristband holder as the raffling ticket; any participants who purchased the event ticket will immediately have one ticket for the raffle at the end of day one. Figure 2 below will be the second system for the lucky draw on day 2. Figure 2: Lucky Draw 2 nd System There is a total of 10 sides on the figure above, all the games in the event will be given a number and the numbers will be placed into the 10 sides of the figure. Depending on the game s difficulty, the larger side will have more relatively easier games in it vice versa. Every participant will be given out one leaflet with a printed figure above and the game numbering at the bottom on the first day of the event.

Once the participant finishes the game, helpers will mark down the correct game number on the figure. When a side is completed, participants can claim a raffle ticket, the more sides they completed, and the more raffle ticket they earned. This leaflet can be used on both event days until the lucky draw on day 2.

6.0 Publicity and Sales & Marketing Department Head of Publicity and Sales & Marketing Department Publicity and Sales & Marketing Department 6.1 Job Scope: : Chor Zhao Gen : 1.Alvinder Singh 2. Chea Xin Teng 3. ChoongBei Ying 4. Leong Jia Xin 5. Ng Song Jie 6. Ooi Yin Ying 7. PhangJia Qi 8. Tan Han Lih 9. Tan Yan Fang To help promote BOGACon 2018 to the general public. To target specific audiences that will improve the event. 6.2 Plan of Action: Online promotion help promote the event through various social media in multiple stages of the publicity period. Offline promotions attend various board game gatherings and promote via word of mouth to interested parties. Search for various people of interest who will make the event better (Retailers, board game designers, board game auctioneers etc.)

6.3 Ticket Selling Price Base on the table below, the normal price for this event is RM5. However, this event is not open to UTAR student only; it s opened to the public too. So, since this event is organized in UTAR by UTAR students, we re giving benefits to UTAR students by charging them at a lower price of RM3. Also, there will be an early bird price at RM3 but this early bird price is meant to attract the public. Ticket Price Normal Price RM5 UTAR Student Price RM3 Early Bird Price RM3 6.4 Progression Report April Create a Facebook page. May June July Promote our event During Orientation for freshman. Promote BOGACon2018 at board games activity on every Wednesday. Start send letter to others university, collage or secondary school for the permission to set a booth at their school. Discuss about the Snap & Share event content. Sell pre-order ticket. Ticket Giving for pre-order ticket s student. Start giving brochure. August Snap & Share activity begins during whole August. September Planning for capturing a promotional video and share in our Facebook page. October Promote to other schools and universities. Give brochure at Bandar Sungai Long, such as house letter box. November In charge of registration and ticket counter during event day.

7.0 Decoration Department Head of Decoration Department: Bok Chia Hoi Decoration Department Committee: 1. See Chin Lian 2. Sherlynna Liang Jing Xin 3. Lee Cheng Qing 4. Wee Lian Jie 5. Gan Zhi Yong 6. Connie Yew 7. Chai Wei Ru 8. Ang Zhao Cong 9. Wong Zi Ming 7.1 Objective Plan and decorate the event within the stipulated budget and on track with the timeline proposed. 7.2 Plans of Action 1. A centrepiece (2~3 meters) with the zone-name-signs attached to be placed in the centre of each zone. 2. The zones are generally differentiated by using: Different floor colours, Fences as dividers. 3. Each zone will have small 3-D small decorations/character cut outs/ game props placing within the zone. The designs are based on the games of the zone. 4. 3-D Alphabets and numbers (BOGACon 2018) will be placed near the entrance inside MPH in a slanted and curved arrangement. It will be the entrance sign. 5. An amusement-park-like huge map will be located also near at the entrance inside MPH, to show the overall layout of BOGACon and the full list of games. 6. A dice tower (~2 meters) will be constructed for the Opening Ceremony. 7. A photo booth will be made using 3-D trick art concept, along with photo booth props. 8. A stage backdrop is to be made. 7.3 Progress Timeline

(each - marks a meeting with the department) Note: Discussions with other departments will be needed when necessary to validity the feasibility of ideas. March Appoint each zone to a paired team of two. Come out with the basic theme and ideas for the designs of the decorations of the respective zones. April Specify the designs of the decorations in detail. Estimation of sizes and dimensions. Estimate the locations of decorations. Make sure it is within budget. Specify the crafting method. Finalize list of decorative items. Come out the schedule to make the decorations. Estimate the number of helpers needed. Finalize locations of decorative items. Map to be drafted. May Propose plan and get feedbacks, make amendments. (Repeats) June Discussion with publicity dept about snap and share contest Purchase materials Commence crafting of centrepieces (Tokyo tower and the Boxman) and dice tower with dices. (everyone) Making of signboards July: Snap and share crafting commences 2d and 3d decorations (helpers divided into zones) Construction of 3D entrance sign August Making of Card tower and fixing of ESF dragon Making of photo booth wings and props Design backdrop

Props surrounding the centrepieces Finishes snap and share sculpture Design the amusement-park-like map Check out the fences and suggest improvements October Check sustainability of objects Making of extra props( props cancelled earlier due to time constraint) Last checking November Pre-event day. Arrangement of props and testing out the fairy lights. 7.4 Budget Estimation Items 1. Photo booth Printing Cardboard for prop making 2. Stage Backdrop Printing 3. Life-size Zone Cardboard for prop making 4. The Westward Venture Cardboard for prop making 5. The Orient Cardboard for prop making 6. Southern Settlement Cardboard for prop making 7. Entrance Sign Cardboard 8. Dice Tower Cardboard PVC pipes Mahjong Paper Budget (RM) RM 200 RM 200 RM 200 RM 150 RM 200 RM 150 RM 100 RM 200

9. Miscellaneous RM 100 Total RM1500 Table 2: Estimation budget for Decoration Department

8.0 Fund Raising Department Head of Fund Raising Department: Chin Xin Yue Fund Raising Department Committee: 1. Lo Phoebe 2. Chong Cia Shen 3. Lai Zhi Jie 4. Lin Li Ying 8.1 Plan Description Fund Raising Department plan to invite vendors that are selling accessories and food/beverages (F&B) in our own booth. Fundraising Department will also set up booth to sell food and beverages by the committees. Confirmation of the invitation should be obtained before 31 st of June 2018 or to be changed due to certain circumstances. Full details of the sellers will be obtained on of July if possible as the fund raising event will go on for 6 weeks. Do note that the fund raising event will not hold daily. 8.2 Objectives To increase the fund for BOGACon2018 8.3 Task and Responsibilities 8.3.1 Fundraising department manager To supervise the members those are under fundraising department. To ensure the all the work able to function accordingly. To provide leadership to the member. To work together with all the members and including decision making. 8.3.2 Head of fundraising To ensure fundraise able to run smoothly. To ensure all the member are on duty in the fundraising. To search and seek the food or others relevant goods to sell in the campus. 8.3.3 Head of mini bazaar To ensure the whole bazaar able to run smoothly. To assign booth for all the vendors.

To communicate with the vendors. To contact and invite vendors to campus. 8.3.4 Members of fundraising department To provided help for the other member that in need. Help out the bazaar and fundraise (carry booth, selling, and etc). 8.4 Products 8.4.1 Goods selling on fundraise Items sold are: Foods Price per set (RM) 1. Sandwich (egg mayo) RM2.00 2. Pudding (coconut) RM2.00 3. Wedges RM5.00 4. Herbal eggs RM1.00 5. Egg tarts RM2.20 6. Mash potato salad (2 scoops) RM3.00 7. Spaghetti with chicken ball and broccoli RM5.00 8. Nasi lemak RM2.00 9. Breads and Buns RM3.80 10. Fruit (Papaya, Watermelon, Honeydew, Guava) RM2.00 Table 3: Table above shows the item sold in the fundraising booth 8.5 Fundraising Date : 11 th June 2018 27 th July 2018 Time : 10.00am 4.00 pm Venue : KB block (Level 1 concourse area), UTAR Sungai Long. Setting up booth at KB 1 st floor concourse area and a mobile vendor at KA South Lobby. Decorate the fundraising booth. Fundraising will be carried out from 11 th June 2018 27 th July 2018, 10am to 4pm from every Monday to Thursday. The mini bazaar will be carried out from 9 th July 2018 12 th July 2018, 10am to 4pm. There will be 3 shifts every day; each shift will be 2 hours for fundraising booth. Each shift will be allocated with at least 1 person to duty at the booth Helpers will be recruited to help out in the fundraising.

9.0 Logistic Department Head of Logistic Department Logistics Department Committee : Wong Lay Cheng : 1. Pang Yik Chuan 2. Leslie Eng Shi Wye 3. Limin Lim Wen Wai 4. Chew Yee Henn 9.1 Responsibilities: To work with the program and decoration department in booking and setting up venue such as MPH and booth for registration during event To help ensure safety of participant and goods (equipment, board game, and etc.) To appoint first aidders and work with them to handle any emergency issue To ensure cleanliness of venue and locations during and after the event o To book required location or venue for event purpose. Such as actual day setup fundraising etc. 9.2 Objectives: Build teamwork while also enhancing soft skills. 9.3 Plan of Actions: 9.3.2 Setup Phase 9.3.2.1 Step up venue and decoration as proposal 9.3.2.2 Ensure the locations and equipments have proper booking 9.3.1.3 Brief committee about the logistic plan for safety (refer to the floor plan) 9.3.2 Actual Phase 9.3.2.1 Logistic will work as security and also handy helper 9.3.2.1 Handy helper: to help any department with readjustment of tables and chairs 9.3.2.2 Security: to ensure safety of the entire participants.

9.3.3 Clean up Phase 9.3.3.1 Ensure the location/venue are clean on every day end 9.3.3.2 To move everything back to normal position on final day 9.3.3.3 To brief on any missing item during the clean up 9.4 Venue and location booking Entire multipurpose hall for setup (9/11/2018) and event day (10/11/2018 until 11/11/2018) KB Entrance (Near door) for registration and additional selling of tickets on 10/11/2018 until 11/11/2018

9.5 Floor Plan Figure 3: Figure above shows the setup of the tables and chairs in the event hall Figure 4: Floor plan for the logistic department

Figure 5: Figure above shows the flow outside the entrance. Figure 6: figure above shows the pathway of the attendee (to event hall and toilets)

9.6 Equipment Require for Logistics 1. 270 Chairs 2. 80 Banquet Tables (2ft x 4ft) 3. 16 Stage Piece 9.7 Task and Responsibilities Setup Manger (Leslie): o Manage helper of 33 + EXTRA people as work force o Work with decoration and program department to setup up MPH bases on proposed floor plan o Participant will be divided into multi group which will handle each section. o Each group will have a leader which will report to manager (Leslie). o Plan to be carry out at 6.30pm on Friday (9/11/2018) 2 Actual Day Manger: o Total Helper: (36) o Mover Team Manager (Elton): Manage helper of 8 people + EXTRA to work as mover that will help program to rearrange table if needed. Help out any on stage movement rearrangement Work in 2 shift where each shift has 4 people + EXTRA First shift: 10.00am to 2.00pm Second shift: 2.00pm to 6.00pm o Security Team Manager (Limin): Manage helper of 28 people + EXTRA Manage security in terms of usher and gate keeper Ensure safety of participant Work in 2 shift where each shift has 14 people + EXTRA First shift: 10.00am to 2.00pm Second shift: 2.00pm to 6.00pm

2 Guard for each door *Total: 4 Guard 2 First Aiders + 5 Security Roamer Some first aiders will be near entrance and others will be at community area 1 Security Roamer for each area (Technical, Life size, Photo booth, Board Games, Community Area) Clean Up Manager (Yee Henn): o Manage helper of 33 + EXTRA people as work force o Ensure all equipments are place in their respective places. o Ensure any stuff found during clean-up is return to their respective places. (Board Game piece, etc.) o Group are split into 4 teams; 2 Set; 1 set = 1 clean-up and 1 mover o 1 set at MPH, 1 set at KB entrance o Plan to be carry out after the end of the event at 6.00pm on Sunday (11/11/2018)

10.0 Editorial Department Head of Editorial Department Editorial Committee : Lee Jing Heng : Koh Xian En 10.1 Objectives: 1. To design logo, poster, flyer, banners and buntings. 2. To design T-shirt for the event. 3. To design a name tag/lanyard for committee members. 4. To design poster, banner and bunting for the event. 5. To create pictures or videos for Publicity Department for promotion purpose. 10.2 Execution of the above mentioned: 1. To discuss with Publicity Department about the poster and flyer design requirements. 2. To get the sponsors list and sponsors logos to be inserted into the poster, banner or bunting. 3. To get the goodies and flyers from Sponsorship Department to be packed into the goodies bag (if any). 10.3 General Planning 1. Event Wristband that use to identify participants 2. Event Crew lanyard 3. Event Crew t-shirt 4. Poster for publicity 5. Banner for publicity

10.4 Event Logo: Figure 2: Event Logo For logo design, we ll design it with a D20, a 20 sided dice, with wings on its side to represent liberty with a banner written BOGACON. 10.5 Poster and Flyer: Design poster and flyer based on the theme of BOGACon and contain necessary information about the event.

1. Poster 1 ( May) 2. Poster 2 draft (July)

10.6 Event Map and Schedule: 1. Contain program flow. 2. Contain suitable information regarding BOGACon 2018 3. Contain the map of the event. 10.7 Wristband: The following designs include the designs of the wristband for day 1 and day 2, as well as the design of the holder for the wristband. 1. Ticket day 1 (May) 2. Ticket day 2 (May) 3. Ticket Holder (June) 10.7 Progress Timeline April Come out with the draft for poster, wristband, t-shirt, lanyard, and also banner. Decide the design for each material May

Decide the final draft for printing June Send the design for printing July Completion of banners and buntings August Completion of committees t-shirt design. 10.8 Budget Estimation Items Budget (RM) 1. Poster RM50 2. Banner RM200 3. Bunting RM50 4. wristband (For Participants) RM150 Total RM450

10.9 Miscellaneous T-Shirt: 1. T-shirt to be worn by all crew members involved in BOGACon 2018. 2. T-shirt will be sold before and during the event. 3. Design of T-shirt to be presented to the committees once the design is completed. Name tag: We will design name tag for all the committee members and another design for participants. Video: We will take video and edit it for publicity department to promote our event if necessary.

11.0 Technical Department Head of Technical Department: Lee Kuan Hor Technical Department Committee: 1. Ong Wee Han 11.1 About Estimated having 4 members in Technical team, Technical team will setup the stage and backdrop before the event start with 3 of the member. After that will assign 2 of technical team member to take part in cleaning stage and 1 of them will be a leader. 11.2 Job Scope and Responsibility: 1. PA System Requirement: Mic Speaker PA System Prepare Mic for emcee and playing music when needed. 2. Stage and backdrop Requirement: *Needed stage and backdrop haven been inform by program manager. Before the event, technical team will prepare the stage and backdrop according floor plan provided by program manager.

12.0 Sponsorship 12.1 Overview - To approach local merchants/shops for sponsorship in terms of cash, items and services. - To seek sponsorship from companies relevant to the students of UTAR Sungai Long Campus. - To put up an attractive offer to potential sponsors to garner their support for the event. - To minimize the expenses of our event, and help maximize the profit. 12.2 Category of Sponsors Allocation of Advertorials Sponsorship Benefits (Advertorials) Packages (Below RM500) 1. Media Bronze (RM500 & above) Silver (RM1,000 & above) Gold (RM2,500 & above) Platinum (RM5,000 & above) Product Sponsors 1. Media 2. Booth setup in UTAR* 3. Logo/advertise on BOGACon2018 booklet. 4. Event ticket will be provided. 1. Media 2. MC Announcement 3. Company Advertisement Flyers distribution during ticket selling (Pre-event) 4. Poster of publicity 5. Booth setup in UTAR* 6. Logo/advertise on BOGACon2018 booklet(quarter page of booklet)* 7. Event ticket will be provided. 1. Media 2. MC Announcement [Pre-event, Post-event] 3. Advertisement Flyers provided to be distributed during the event 4. Company Logo on poster of publicity 5. Booth setup in UTAR and event day* 6. Logo/advertise on BOGACon2018 booklet(half page of booklet)* 7. Event ticket will be provided. 1. Media 2. MC Announcement [Pre-event, Post-event] 3. Advertisement Flyers provided to be distributed before the event 4. Company Logo on Shared banner, poster of publicity and event tickets 5. Booth setup in UTAR and event day* 6. Logo/advertise on BOGACon2018 booklet (full page of booklet)* 7. Event ticket will be provided. Please contact us for further discussion.

*Subject to negotiation between sponsor and organizing committee, and approval from UTAR management. **Booth arrangements and any on-the-spot promotions within the University are subject to UTAR regulations.

12.3 Sample of Sponsorships letter UNIVERSITI TUNKU ABDUL RAHMAN SUNGAI LONG CITY CAMPUS Jalan Sungai Long, Bandar Sungai Long Cheras,43000 Kajang, Selangor Darul Ehsan Malaysia Dear Sir/Madam, RE: SPONSORSHIP FOR BOGACON2018 With regard to the matter above, I am writing this letter to ask if your company would be interested in sponsoring and advertising our event, BOGACon2018, a board games convention. BOGACon2018 is a Board Games Convention, organized by Board Games Club University Tunku Abdul Rahman (UTAR) Sungai Long Campus 2018/19. In this board games convention, we provide a platform for participants to communicate as well as enhance some particular skills such as communication skills and decision making skills. Most importantly, we hope this event will able the participants to spend their quality time with their friends and families through board games as BOGACon2018 are focuses heavily on board games that are family friendly. Below are the details of our event: Date Time Venue : 10 th &11 th November 2018, Sunday : 10:00a.m. 6:00 p.m. : Universiy Tunku Abdul Rahman Sungai Long City Campus We would appreciate it if your company would help out by sponsoring in this event in terms of cash or goods to enable us to carry out the event smoothly and successfully. Also, we believe that it will be a great platform to advertise and promote your products to a large scale of students who will be present and participate for this event. In return of your sponsorship, we would like to have mutual benefits for both parties and below are the packages for sponsorship in details:

Allocation of Advertorials: Sponsorship Benefits (Advertorials) Packages (Below RM500) 1. Media Bronze (RM500 & above) Silver (RM1,000 & above) Gold (RM2,500 & above) Platinum (RM5,000 & above) Product Sponsors 1. Media 2. Booth setup in UTAR* 3. Logo/advertise on BOGACon2018 booklet. 1. Media 2. MC Announcement 3. Company Advertisement Flyers distribution during ticket selling (Pre-event) 4. Poster of publicity 5. Booth setup in UTAR* 6. Logo/advertise on BOGACon2018 booklet (quarter page of booklet)* 1. Media 2. MC Announcement [Pre-event, Post-event] 3. Advertisement Flyers provided to be distributed during the event 4. Company Logo on poster of publicity 5. Booth setup in UTAR and event day* 6. Logo/advertise on BOGACon2018 booklet (half page of booklet)* 1. Media 2. MC Announcement [Pre-event, Post-event] 3. Advertisement Flyers provided to be distributed before the event 4. Company Logo on Shared banner, poster of publicity and event tickets 5. Booth setup in UTAR and event day* 6. Logo/advertise on BOGACon2018 booklet (full page of booklet)* Please contact us for further discussion. *Subject to negotiation between sponsor and organizing committee, and approval from UTAR management. **Booth arrangements and any on-the-spot promotions within the University are subject to UTAR regulations. Should you require further information, please do not hesitate to contact: Mr. Lim Zhun Shean 019-3498122 (Event Chairperson) Email: shean4896@hotmail.com

In exchange for the benefits we obtained, we will promote via media mass such as the Facebook through UTAR Sungai Long Facebook Group as well as our event page. As long as there is space in advance to promote, we will grab that opportunity well. Therefore, we hope we would sincerely to have the chance to co-operate with each other through this event. We hope to look forward from your kind consideration and reply. Thank you. Yours faithfully, (Lim Zhun Shean) Chairperson of BOGACon2018

Reply Slip Date: Mr. Lim Zhun Shean Event Chairperson, BOGACon2018. c/o Department of Student Affairs UNIVERSITI TUNKU ABDUL RAHMAN SUNGAI LONG CITY CAMPUS Jalan Sungai Long, Bandar Sungai Long Cheras,43000 Kajang, Selangor Darul Ehsan Malaysia RE: SPONSORSHIP FOR BOGACon2018 We would like to confirm the following sponsorship for BOGACon 2018 (please tick): ( ) *Sponsorship by Cash/Cheque: RM *Cash/Cheque (Cheque No. ) Cheques are made payable to Universiti Tunku Abdul Rahman ( ) *Sponsorship by items: Items No. of units ( ) * We will send the above cheque/cash/items to the Department of Student Affairs, Universiti Tunku Abdul Rahman on ( ) * Please collect the above items/cheque/cash from (Contact No. ) on / / at _am/pm Signature : Name : Designation : Contact No. : *Delete whichever is not applicable Company s Stamp

Prepared By Confirmed By Chong Wei Wei Secretary BOGACon 2018 Sungai Long City Campus Universiti Tunku Abdul Rahman Lim Zhun Shean Chairperson BOGACon 2018 Sungai Long City Campus Universiti Tunku Abdul Rahman Reviewed By Checked & Verified By, Ms. Amelia Chiang Kar Mun Board Games Club Advisor BOGACon 2018 Sungai Long City Campus Universiti Tunku Abdul Rahman Ms. Norhidayah Binti Hamsah Board Games Club Officer Sungai Long City Campus Universiti Tunku Abdul Rahman Approved By Ms. Loh Nyuk Leung Head of DSA Sungai Long City Campus Universiti Tunku Abdul Rahman