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English Assignment

In: Other Topics

Submitted By momorichi
Words 1533
Pages 7
Date : 15th June 2014
To : Alexandra Chew, Publicity Director of Kingston Sports Wear
From :Vivien Lim, Marketing Executive of Kingston Sports Wear
Subject : Progress on the Kingston Marathon Run
Introduction
At your request, I am submitting this progress report detailing the launching of a marathon in Kuala Lumpur. The purpose of this event is to create health awareness among Malaysians and to promote social role of sport. Besides that, it can be a platform for the multiracial community to interact with one another. This event will take place on 17th August 2014.
Past Progress
Drafting the route, distance and location
We had decided this event to take place on 17th of August, Sunday. Since Sunday is a public holiday, it is the most appropriate time of the week to hold an event to ensure people from all walks of life are able to participate and be a part of this event. We have decided to divide this event into 3 categories: 5km, 10km and 21km. Moreover, we had decided to locate the marathon around Merdeka Square at Kuala Lumpur. This location was chosen because there is an adequate amount of hotels, parking lots and it has an easy access for local and foreign participants as it has sufficient public transport to reach the place.

Determining the budget
The expected budget for this marathon is RM112,500. This is based on the expected participants of 3000 people. This budget layout had been approved by the management department. You can refer to Table 1 as our budget layout.
Table 1
BUDGET LAYOUT OF KINGSTON MARATHON RUN Expenses | Price per unit (RM) | Total Cost (RM) | Police/Traffic | | 2000 | Transportation (buses) | 500 | 5000 | Food and Beverage | RM6 per runner | 18000 | T-Shirts | RM15 per runner | 45000 | Medals | RM2 per runner | 6000 | Entertainment | | 3000 | Facility Rental | | 2000 | Advertisement and Promotion | | 8000 | Tent Rental | 50 | 2000 | Certification | RM0.5 per runner | 1500 | Banners | RM50 per banner | 2500 | Signage | RM50 per Signage | 2500 | Prize money | | 2000 | PA System | | 3000 | Insurance | | 3000 | Bib numbers | 3000 | 1500 | Consultation fees | | 1000 | Photographer and Videographer | | 2000 | First aid and Medicine | | 1000 | Portable Toilets | 50 | 1000 | Timing | 10 | 500 |

Inviting vendors
We have decided to invite vendors to our marathon event. This could ease our duty of providing sufficient refreshment for the expected large crowd. It would also add variety to the choices of food and beverages as well as other goods for sale. Our team has drafted out the plan for the allocation area for vendor to set up their stallsand has started approaching prospective international and local businesses to propose booking and selection of stall slots. Confirmed participating vendors are as follows:
Table 2
LIST OF VENDORS Vendor Name | Vendor Description | Nestlé | Selling MILO, Nescafe coffee and Nestlé Drumsticks (Ice cream)Promoting NESCAFÉ Smoovlatté and NESTLÉ Greek Yogurt | Mondelez (Kraft) | Biscuits | Pandora.Net | Sport specific sunglasses, Sneaker charms | SureSport | Athletic Performance Gear | Sweatwear Plus | Running Apparel | The Roo Sport | Roo Sport magnetic pocket | The Vitamin Shoppe | A health and wellness company that sells vitamins, supplements and an assortment of wellness items | Love Your Brain | A non-profit organizations that will be handing out free stuff and spreading good vibes |

Obtaining approval from authorities
Letter of approval and memorandum about this event has been sent to the relevant authorities and bodies, such as the Kuala Lumpur City Hall (DBKL), Royal Malaysian Police Force, Malaysian Fire and Rescue Department and St. John Ambulance. DBKL has reserved Dataran Merdeka for our use on the marathon event date. Approval has been given by the traffic police to use the desired roads for the marathon. The traffic police department would dispatch a few officers to guide the traffic flow of the roads to avoid any accidents or traffic congestion. The police force has also agreed to the use of Merdeka Square as our event centre and will dispatch a few officers to patrol and monitor the area. The fire brigade and medical officers of St. John will also be present to act in any emergencies that may arise.
Seeking For Volunteers
Our team has decided to seek for volunteers for our marathon event. This could increase our manpower for our expected large crowd. Besides that, volunteers had undergone a briefing and training session conduct by our soft skill department. The training session took two days and meals are provided. During the marathon event, volunteers will be given free meals, breakfast, lunch and dinner. Present Progress
Searching for sponsorship
We are estimating that the budget for this marathon event is RM112,500. The cost is too high to be borne by the company itself, therefore, we need sponsorship to lower down the cost. Our team is approaching some of the companies to get their sponsor. We are managing to contact with some reputable companies such as 100 plus, Milo, Solonpas and other companies. They are agreeing to provide financial support totaling RM30,000 and goodies bag for every participant. However, we are still looking for more sponsorship to further lower down the cost in order to lower the registration fee for our participants. This will encourage the public to join our event.

Inviting VIP
Since this will be the main activity of our company for this year, we are inviting the CEO, Chief Executive Officer of Kingston Sports Wear which is Mr. Robin Robinson and other top managers as our VIP for the opening ceremony. We have sent the invitation letter to our VIP guest. To show our appreciation to our sponsor, we are also inviting the representative of our sponsor companies as our VIP for the opening ceremony. Besides, we are glad to invite the marathon champion for last year which is Mr Chua Teck Li to attend the ceremony and share his experience about the marathon.

Searching for PA System and Emcee
As there is expected to be a large crowd expected during the event, we will need PA systems to enhance sounds to reach distant audience as well as to provide light entertainment via the playing of music. We have searched for a few companies to provide this service and have come to agreement to have Ampliflyer Co. provide these services. They have a suitable package of sound system for our event and a team of professionals to handle the provided systems at a reasonable price of RM 2500. As for the Emcee of the event, DJ DeJay has agreed to take the role with a fee of RM500.
Designing T- SHIRTS
Since the estimated budget for the marathon is quite high for our company, so we found a clothing company which is Sub One Sdn. Bhd. to sponsor the T shirts for marathon. The T shirts for this event are designed by a costume designing company and they have agreed to design the T shirts with a discount fee of RM350. The participants will get a free T shirt with a cost of RM15 once they are registered for the marathon and they are need to collect their own T shirt from our company a week before the marathon which is 10th August 2014.

Future Progress
Open for Registration
After we have finalize our essential preparations, we are going to open for the registration. We will need to prepare the registration form for the interested participants. We are deciding to set the dateline of registration two weeks before the event. Besides that, our company will open our own webpage where the participants will be able to register online. The rules and regulations will be stated in the registration form.
Promotion and Advertisement
Our team has decided to create an event website for this marathon. This event website has all the information about this marathon, such as date, time, venue, terms and condition, registration details and etc. Now, the web designers are working on the webpage design. Besides that, we are going to prepare flyers and distribute them to the public. Our team is planning to create a page to advertise on the newspaper. Moreover, we had decided to publish on The Moon Newspaper Sdn. Bhd. because The Moon has a wider range of readers. The banner will be posted on the streets. All we need to do now is to design the banner and decide on the contents of the banner.
Preparing goodie bags
For goodies bag, sponsors from 100 Plus, Milo or others will be preparing the goodies. However, our team is going to prepare environmental-friendly paper bags to be filled with those goodies. The marathon theme and logo will be printed on the paper bags. Furthermore, there will be mini packets of peanuts, Salonpas, sweets, hand sanitizer and etc. The sponsors sponsor all these goodies because they wanted to promote their products. The packaging process is going to be prepared by the volunteers. These goodies bags will be given out on that particular day at the register counter.

We have almost finished with the progress in setting up this marathon event. All the preparations will be done before 1 August 2014 to ensure successful launch of this marathon event. After launching of this program, we will summit the final report. Lastly, we hope that this recycling program will benefit our company.…...

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