Reflection Report (e-SULAM INNOVATE 2021) © Hak Cipta Terpelihara Kementerian Pengajian Tinggi Malaysia 2020 1/8 UUM COLLEGE OF LAW, GOVERNMENT AND INTERNATIONAL STUDIES, UNIVERSITI UTARA MALAYSIA GHZT 4123 CONTEMPORARY ISSUES IN EVENT MANAGEMENT A. GROUP LEADER INFORMATION Name: LATCARASSI A/P ANANTHAN Identity card number : 000821-05-0858 Address: NO 60, TAMAN REMBAU JAYA, 71300 REMBAU, NEGERI SEMBILAN Telephone number : 010-9109390 Fax number : - Email: 010-9109390 Institution: UNIVERSITY UTARA MALAYSIA (UUM) B. LIST OF GROUP MEMBERS (IF APPLICABLE) No. Name No.Matric Institution 1. Latcarassi a/p Ananthan 278822 Universiti Utara Malaysia 2. Anis Najiha binti Mohd Rizal 281898 Universiti Utara Malaysia 3. Nur Farisya Hanim Binti Norizan 275756 Universiti Utara Malaysia COURSE LECTURER INFORMATION 1 Dr. Asmahany Binti Ramely - Universiti Utara Malaysia
Reflection Report (e-SULAM INNOVATE 2021) © Hak Cipta Terpelihara Kementerian Pengajian Tinggi Malaysia 2020 2/8 C. PROJECT INFORMATION Project title: CERTIFIED GREEN EVENT TRAINING Code and Course Name involved: GHZT4123 Contemporary Issues In Event Management Learning outcomes related to projects: CLO 3: Discuss management issues in event management (C2, A2) CLO 4: Discuss major challenges facing contemporary tourism global (C2,A2) Number of course credits: 3 Community involved: Students of Sultan Abdul Hamid College, Alor Setar, Kedah Community address: Sultan Abdul Hamid College, Jalan Langgar, 05460 Alor Setar, Alor Setar , Kedah Darul Aman, Malaysia Types of SULAM approach (Mark X in the appropriate space) Direct X Indirect Advocacy Research
Reflection Report (e-SULAM INNOVATE 2021) © Hak Cipta Terpelihara Kementerian Pengajian Tinggi Malaysia 2020 3/8 Project Synopsis: (10 Marks) Certified Green Event Training is the program of The Service- Learning Malaysia University for Society (SULAM). This program was held on 13th June 2023, on Tuesday in the School of Tourism, Hospitality, and Event Management (STHEM) Building, UUM. This training was conducted by 23 students in the Contemporary Issues in Event Management course. There are a total of 30 participants and 2 teachers from Sultan Abdul Hamid College that participate in this SULAM program. SULAM is one of the elements of High Impact Educational Practice (HIEP) highlighted by the Ministry of Education Malaysia (KPM). It is an experiential learning where the students solve community problems by applying subject knowledge and skills under the guidance of the lecturer. The implementation of the SULAM Program includes the components of volunteerism, community service, practicum, and fieldwork. There are four approaches to the SULAM program which are direct service, indirect service, advocacy service and research-based services. The participation of stakeholders such as students, lecturers, community, and industry, especially the sponsorship partners are significant to the success of the SULAM program. As students of the Contemporary Issues in Event Management course, it is our obligation to support our lecturer, Dr. Ashamany Ramely, in the execution of the SULAM program. Furthermore, the development of the course curriculum and the oversight of the entire SULAM project in collaboration with the Event Management Research Unit, STHEM. Therefore, the students and the lecturer engaged in conversations in which they identified issues that are prevalent in contemporary society in order to attain the goals of the SULAM program. In the meantime, the problem must be connected to the subject matter that the student has been studying and has the relevant information for, in addition to needing to comply with the Course Learning Outcomes (CLO) that have been established for the course. With all of the hard work that has been put in, we have finally been able to figure out the problem that is present in society and that at the same time satisfies the need of SULAM; that problem is the community's lack of deep knowledge and comprehension regarding environmentally friendly events. In fact, "green events" are activities that have little or non-existent influence on the surrounding environment and strive to reduce waste while simultaneously promoting environmentally responsible behavior. As a result, the participants may improve their knowledge and comprehension of environmentally friendly activities if they take part in this SULAM program. This is due to the fact that, as part of the SULAM program, the students will
Reflection Report (e-SULAM INNOVATE 2021) © Hak Cipta Terpelihara Kementerian Pengajian Tinggi Malaysia 2020 4/8 play the role of facilitators in guiding the participants about the green event by utilizing the knowledge that they have been gaining throughout the course. D. PROJECT RATIONALE D1. What issues in the community do you want to address? (5 marks) 1. Lack of awareness and understanding ● One of the primary issues is a lack of awareness and understanding among event organizers, attendees, and stakeholders about the importance and benefits of green event practices. Some of them may not be aware of the negative environmental impacts of events or the available sustainable alternatives. 2. Resistance to change ● Organizers and attendees may resist adopting green event practices due to concerns about increased costs, inconvenience, or perceptions that sustainability measures may compromise the event experience. 3. Limited availability of green resources ● Event organizers often face challenges in sourcing environmentally friendly resources and services. This includes the availability and accessibility of eco-friendly materials, renewable energy sources, waste management services, and sustainable transportation options. 4. Limited collaboration and knowledge sharing ● The event community may experience limited collaboration and knowledge sharing when it comes to green event practices. 5. Regulatory and policy gaps ● The absence of specific regulations and policies addressing green event practices can impede progress. Without clear guidelines or incentives from governing bodies, event organizers may struggle to prioritize sustainability or face obstacles in implementing sustainable measures.
Reflection Report (e-SULAM INNOVATE 2021) © Hak Cipta Terpelihara Kementerian Pengajian Tinggi Malaysia 2020 5/8 D2. What are the objectives of this project (5 marks) ➔ To provide a platform for all stakeholders to share and exchange knowledge, information, and experiences about green event practices. ➔ To enhance the awareness of the community by organizing green events. ➔ To encourage collaboration and networking for students to connect with the community. ➔ To address the important messages and issues about green event practices to the community. ➔ To promote sustainable event practices in the community. ➔ To develop practical skills that enable the community to implement sustainable practices effectively.
Reflection Report (e-SULAM INNOVATE 2021) © Hak Cipta Terpelihara Kementerian Pengajian Tinggi Malaysia 2020 6/8 E. PROJECT DETAILS E1. Explain the preparation process of SULAM (20 marks) Please include proof of project preparation such as poster, invitation letter, etc. The SULAM preparation process was divided into two phases: Phase 1, analyzing, and Phase 2, constructing. Phase 1 required students and lecturers to analyze the needs of the community and students. The focus was to meet the learning outcomes of the CLO course. On 10th April 2023, we discussed program ideas that could be implemented for SULAM Project A222. Various ideas were presented, such as how to organize virtual events, event sustainability, how to organize events, how to organize entertainment events, and so on. Furthermore, project ideas were selected based on a voting poll on WhatsApp. Our target audience was secondary school students. After discussion, we were divided into 3 groups, which were Group Before, Group During, and Group After. For Group Before, they needed to provide background information on the participants, event vendors, materials, food, and beverages and bring ideas to fulfill the objectives of the event. Other than that, they also prepared a planning process about the event concept, the target audience's needs, and event backup ideas if any challenges occurred during the event. Thus, stakeholders played a significant role in the planning process because we needed to find sponsors and vendors to sponsor our event to run smoothly. As a team facilitator of the event, we contributed some money as a sponsor, such as by giving small hampers to the winners and putting some candies on the table to cheer up the participants as well. Apart from that, groups during and after also had a discussion regarding materials that they needed to bring on the event day. Hence, some facilitators from these two groups showed their contribution by volunteering themselves by giving their digital devices (Tab) to guide the participants during the event. Next, in Phase 2, we planned the implementation of an effective intervention. Students and the lecturer discussed the implementation method of SULAM and other related matters. On 13th April 2023, we contacted the school or siblings who were still in school to find out about the needs or problems they faced in relation to event management. We also prepared a checklist for each group before, during, and after SULAM according to the guidelines given. On 14th May 2023, the SULAM application form was sent to the University Utara Malaysia (UUM). Academic Affairs Department and was approved on 23rd May 2023. Next, the invitation letter, working papers, and tentative program were submitted to the school. On 6th June 2023, the school from Kolej Sultan Abdul Hamid, Alor Setar, gave relevant feedback, and they agreed to attend UUM for the SULAM program. In addition, other tasks were completed, such as making posters, certificates, and others. A day before the event, on 12th June 2023, a full rehearsal was held at the Andaman Meeting Room (STHEM) attended by all SULAM students.
Reflection Report (e-SULAM INNOVATE 2021) © Hak Cipta Terpelihara Kementerian Pengajian Tinggi Malaysia 2020 7/8 Here are some proofs of preparation for the Sulam Project attached below: Figure 1: Poster of the SULAM Project. The group before used green and blue colours to represent nature and an eco-friendly theme. Figure 2: Approval letter from the STHEM Dean T
Reflection Report (e-SULAM INNOVATE 2021) © Hak Cipta Terpelihara Kementerian Pengajian Tinggi Malaysia 2020 8/8 Figure 3: Approval from Director of HEA Figure 4: SULAM Application Form
Reflection Report (e-SULAM INNOVATE 2021) © Hak Cipta Terpelihara Kementerian Pengajian Tinggi Malaysia 2020 9/8 Figure 5: Rehearsal of the SULAM project a day before the event All of us start preparing our tasks that are already divided, such as checking A/V Systems, rehearsal hosting, and the flow of the event by accurate timing with the tentative, how to guide students, discussing dress codes, transportation, and so on.
Reflection Report (e-SULAM INNOVATE 2021) © Hak Cipta Terpelihara Kementerian Pengajian Tinggi Malaysia 2020 10/8 E2. Explain the SULAM project you are implementing (20 marks) Please include proof of project implementation such as photos, videos, interviews, surveys, testimonials, etc. The SULAM project we implemented was related to Green Event Certification Training, where we trained and provided a platform for all stakeholders involved to share knowledge and experience about green events. The essence of this program was to give a briefing about green events to Kolej Sultan Abdul Hamid students, where they gained basic knowledge about the introduction to the event, the type and size of the event, the impact of the event on the environment, and how to save the earth through green events. Kolej Sultan Abdul Hamid was among the most prominent and ancient schools in Malaysia. The Lower and Upper Sixth Forms were co-ed, however, Forms 1 through 5 were exclusively for males. This type of school got a special classification as a Government School (Not Full Boarding), Premier High School, High Performing Schools, and Cluster School of Excellence. Known as SAHOCA (Sultan Abdul Hamid College Former Students Association), it had famous alumni consisting of famous nationalists, nation builders, parliamentarians, Malaysian peacekeepers, and notable individuals such as Tuanku Haji Abdul Halim Mu’adzam Shah ibni Almarhum Sultan Badlishah - Sultan Negeri Kedah, YDPA ke-5 dan YDPA ke-14, Tunku Abdul Rahman - the first former Prime Minister of Malaysia, Mahathir bin Mohamad - former 4th Malaysian Prime Minister & 7th Malaysian Finance Minister, and more. Among the things that often happened after the event was the dumping of garbage everywhere, which led to environmental pollution. This had a negative impact on the environment. Through this program, we were able to train KSAH students on how to practice green events in their school and spread knowledge about this to other students. After being briefed, they made green event guidelines based on the type of event given by the group. The guidelines consisted of six principles: transportation management, waste management, water management, energy management, communication and marketing management, and purchase management. Once they had made the guidelines, they presented to everyone what they understood and had learned. As could be seen, the KSAH students understood green events and knew what needed to be put into practice in the events that would be held in their school. In addition, while waiting for Dr. Asmahany to give the score calculation by the jury regarding the presentation and the performance of participants. Meanwhile, we entertained them with Kahoot questions in addition to being able to test their understanding of what they had learned. All of them can answer well, and it can be concluded that they were focused during the talking session. In this programme, as a facilitator, all the member show their efforts in conducting our event as an example for the students to create
Reflection Report (e-SULAM INNOVATE 2021) © Hak Cipta Terpelihara Kementerian Pengajian Tinggi Malaysia 2020 11/8 awareness regarding green events, such as using tabs instead of paper for registration sessions, providing guidelines and feedback instead of wasting paper, and using A/V systems and sharing screens on talking sessions. Here are some proof of project implementation of Certified Green Event Training attached below: Figure 6: Registration & arrival of KSAH attendees Figure 7: Chat session with KSAH teachers Figure 8: Ice breaking session
Reflection Report (e-SULAM INNOVATE 2021) © Hak Cipta Terpelihara Kementerian Pengajian Tinggi Malaysia 2020 12/8 Figure 9: Talk session with Dr Asmahany Figure 10: Presentation from KSAH students Figure 11: Feedback session.
Reflection Report (e-SULAM INNOVATE 2021) © Hak Cipta Terpelihara Kementerian Pengajian Tinggi Malaysia 2020 13/8 Figure 12: Souvenir giving session to KSAH Figure 13: Taking pictures with KSAH attendees
Reflection Report (e-SULAM INNOVATE 2021) © Hak Cipta Terpelihara Kementerian Pengajian Tinggi Malaysia 2020 14/8 E3. Explain how this SULAM approach benefits the community (10marks) We were all aware that the Certified Green Event Training program was advantageous for the stakeholders as well as the community that surrounded the event. Since participants from Sultan Abdul Hamid College, as well as UUM itself, were involved in this program, it was possible that this strategy would be useful to both communities. This SULAM strategy had the potential to raise awareness throughout the community about the significance of environmentally responsible event practices for both the present and the future. The method of Green Event Practice had the potential to alter the mindset of the community regarding the negative impact caused by holding events in community areas. Events could have negative consequences, such as increased pollution and waste, as well as risks to the health and safety of attendees. However, we had the power to alter this mentality by implementing environmentally responsible practices at events. Next, the community could benefit from this strategy as it provided them with ideas on how to host environmentally friendly activities for their other communities. The community surrounding it had adopted green practices for the sake of the environment, but these practices had not yet been applied to the management of events. This strategy provided them with fresh concepts on how to maintain the environment's viability throughout the course of the event. For instance, the students would have clear green event guidelines when they wanted to organize any events in school, such as sports day, teachers' day, and graduation day. These examples highlighted how green practices could be incorporated into various school events, fostering environmental awareness and encouraging sustainable behaviors among students, staff, and the broader school community. By implementing these practices, schools could become leaders in promoting sustainability and instilling a sense of environmental responsibility in the next generation. Moreover, this method also provided the community with opportunities to form networks with the various parties who participated. Certified Green Event Training often included networking opportunities, allowing participants to connect with like-minded lecturers focused on sustainability. If in the future, we found ourselves working in the same field as the community, it was possible that these networking relationships would prove useful to us. In the field of event management, building a network was an activity of critical importance because networking helped build a supportive community of event professionals committed to green practices. This SULAM program provided them with a platform on which to build a network and exchange ideas regarding anything and everything having to do with the field. .
Reflection Report (e-SULAM INNOVATE 2021) © Hak Cipta Terpelihara Kementerian Pengajian Tinggi Malaysia 2020 15/8 Last but not least, the community will also get support for its efforts to preserve the environment's ability to support life in the long term. When it comes to hosting events, the environmentally responsible thing to do is to consume very little energy and generate very little waste. Through the implementation of this environmentally responsible event practice, we as the event committee are showing our support for the effort being made to ensure the continued viability of the environment. Thus, avoiding the use of paper is one component of the environmentally responsible practices that we incorporate into our event. Because of this, we will only be accepting registrations via tablet and online for the duration of the event. In addition, we put the "reuse, reduce, and recycle" or "3R" philosophy into effect by placing three distinct kinds of garbage cans in close proximity to the location of the event. This allows all attendees to properly dispose of their trash in accordance with the nature of the trash they generate. The purpose of this is to guarantee that the location of the event remains presentable and that the garbage can be disposed of in an appropriate manner by applying the 3R methodology.
Reflection Report (e-SULAM INNOVATE 2021) © Hak Cipta Terpelihara Kementerian Pengajian Tinggi Malaysia 2020 16/8 F. IMPACT ON STUDENT LEARNING F1. How far has this approach improved your achievements as a student in terms of knowledge, skills and attitude? (20 marks) As a student, the green event planning guide was helpful in improving our achievements in knowledge, skills, and attitude. In terms of knowledge, we really learnt too many things regarding green event planning guides, especially environmental principles, sustainable practices, environmental impact assessment and eco-friendly technologies. First, a green event planning guide provides our team with knowledge about the key environmental principles that guide sustainable event planning. This may include concepts such as transportation management, water management, energy management, purchase management, communication and marketing management, waste management, carbon footprint reduction, resource conservation, and biodiversity preservation. Secondly, the green event planning guide educates our facilitators about various sustainable practices they can incorporate in this Certified Green Event Training, such as gadgets instead of using papers for registration processes, briefing session, creating own green event guidelines, kahoot session and lastly for filling up feedback form as well. Thirdly, as a student and facilitator of the event we learn how to assess the environmental impact of events, understand the potential risks, and identify opportunities for improvement. This includes considering factors like energy consumption, water usage, waste generation, greenhouse gas emissions and so on. Lastly, this green event guide may introduce us to eco-friendly technologies and innovations that can be integrated into events, such as energy-efficient lighting, solar power, biodegradable materials, digital communication tools to reduce paper usage, food handling in terms of buffet not using polystyrene. In terms of skills, we learnt from Certified Green Event Training. A green event planning guide helps us develop project management skills by providing step-by-step instructions on planning and organizing sustainable events. This includes setting goals, creating timelines, coordinating logistics, and managing resources efficiently. In the process of having practices regarding green practices for certified event training, it helps us develop our skills in sustainable procurement by learning how to source eco-friendly materials, prioritize suppliers with sustainable practices, and evaluate the life cycle impacts of event-related products and services. Moreover, as students conducting an event, we are facing problems in finding event participants and providing food in green event practices. Thus, implementing sustainable practices requires us as a student to think creatively, solve challenges, and adapt our plans to
Reflection Report (e-SULAM INNOVATE 2021) © Hak Cipta Terpelihara Kementerian Pengajian Tinggi Malaysia 2020 17/8 meet sustainability goals. These problem-solving skills are valuable for us beyond event planning, applicable to various real-world scenarios as well. Furthermore, there are 6 management skills we have learnt before, during and after an event. First, promote sustainable transportation management, which is where we are taught to suggest our classmates use public transport and encourage event participants to use public transportation by providing information to arrange a bus. Moreover, those who are near to the event place promote cycling and walking as sustainable transportation options by providing secure bike parking facilities and highlighting pedestrian-friendly routes to the event venue. Thus, facilitate carpooling and ride-sharing by connecting our classmates who are traveling from the same area. Secondly, during the event, we guided the students from the secondary schools to implement measures to conserve water throughout the event, such as using lowflow fixtures, water-efficient appliances, and signage promoting water-saving practices. As a facilitator we educate event attendees about the importance of water conservation and encourage them to be mindful of their water usage throughout the event. During the training session, we also gained information on how to manage the water well. For Instance, we should monitor water usage during the event to identify areas of high consumption and implement strategies for improvement. Besides that, explore options for utilizing alternative water sources, such as rainwater harvesting or recycled water, for non-potable uses like irrigation or cleaning. Therefore, effectively manage wastewater by using eco-friendly cleaning products, providing designated areas for wastewater disposal, and considering on-site treatment options if applicable. These water management skills would be helpful for our daily lifestyles and for conducting an event. The third management skills we learnt from this event is practical guidance on waste management practices, such as implementing recycling stations, encouraging reusable items, minimizing single-use plastics, and coordinating waste disposal in an environmentally responsible manner. Thus, we were considering waste reduction when designing the event layout and selecting materials and opt for digital signage instead of printed materials and using reusable banners and signage as a table mat. In addition, we learnt effective communication and marketing strategies to promote sustainable practices to the secondary school teachers, sponsors, vendors, and other stakeholders. This may involve conveying the environmental benefits, encouraging participation (secondary school students), and addressing concerns or questions related to sustainability initiatives. Continuously, energy management we implied throughout, and events and we learnt some tips to apply in future. During the event we used tabs and mobile phones and brought along power banks with us, so by that, we can avoid using electricity directly from the plug point. Moreover, we suggest our team members optimize energy usage by turning off equipment when not in use, using power strips with switches, and
Reflection Report (e-SULAM INNOVATE 2021) © Hak Cipta Terpelihara Kementerian Pengajian Tinggi Malaysia 2020 18/8 scheduling equipment usage effectively. From this certified green event training, as a facilitator of the program we raise awareness among event participants and staff about the importance of energy conservation and encourage them to adopt energy-saving habits. In our event, we never apply purchase management but in the sharing session our lecturer Dr. Asmahany Ramley provided information regarding prioritizing sustainable and eco-friendly products and services when making purchasing decisions for the event. Consider factors like recyclability, recycled content, energy efficiency, and fair-trade certifications. Besides that, source locally produced items and prioritize organic, sustainably grown food and beverages to reduce transportation emissions and support local economies. Also, encourage everyone, such as suppliers, to minimize packaging materials and choose recyclable or biodegradable options. Based on that we used a corporate meeting office so that we did not need to decorate a meeting room for this event but in future events with different themes our speaker suggested that we opt for rental or reusable event materials and decorations instead of single-use items. In terms of attitude, we achieve from this certified green event training, by following a green event planning guide, we develop a heightened awareness of environmental issues and the impact of human activities on the planet. This can lead to a deeper understanding of the need for sustainable practices and a commitment to reducing their own ecological footprint. Additionally, the guide can instill a sense of responsibility and ethical consideration among us, encouraging them to make environmentally conscious decisions. They may recognize the importance of considering social and environmental aspects in event planning and develop a sense of duty to act responsibly and minimize negative impacts. Therefore, with the green event guide's emphasis on sustainable practices, we can cultivate a long-term perspective, understanding that their actions today can have lasting effects on the environment and future generations. This can foster a more proactive and forward-thinking mind-set in their approach to event planning and other aspects of their lives. Overall, a green event planning guide provides our group members, classmates, staffs, secondary school students (event participants) with knowledge about sustainability, equip them with practical skills in event management and sustainability practices, and shape their attitudes towards environmental consciousness and responsible decision-making.
Reflection Report (e-SULAM INNOVATE 2021) © Hak Cipta Terpelihara Kementerian Pengajian Tinggi Malaysia 2020 19/8 F2. Recommendations to improve the future SULAM program (10 marks) To improve the future e-SULAM program, it is recommended to focus on enhancing the curriculum and content. This can be achieved by expanding the range of green event topics covered, including energy management, waste management, sustainable procurement, transportation management, and carbon footprint reduction. Moreover, incorporating case studies and real-life examples will provide participants with practical insights and solutions. It is crucial to update the program's content regularly to reflect the latest industry trends, best practices, and emerging technologies in green event planning and sustainability. Thus, ensuring a comprehensive and up-to-date curriculum, participants will receive valuable knowledge and be better prepared to implement sustainable practices in their event planning. Furthermore, engaging, and interactive learning experiences are key to the success of the e-SULAM program. To achieve this, the program can integrate immersive learning approaches such as virtual reality simulations, gamification, and design thinking exercises. These techniques can enable participants to actively apply sustainable principles in realistic scenarios, problem-solve creatively, and develop innovative event concepts with sustainability at their core. Additionally, incorporating field trips or site visits to sustainable event venues or organizations practicing green initiatives can provide firsthand exposure and inspiration. By adopting unique and interactive learning methods, the e-SULAM program can foster a dynamic and transformative educational experience. The e-SULAM program should also consider networking opportunities and continuous assessment. Creating networking opportunities for participants to connect with professionals in the green event industry will facilitate knowledge-sharing and relationship-building. Besides that, collaborating with industry partners, such as sustainability organizations and event management companies, will provide insights into current industry practices. Thus, continuous assessment throughout the program will allow for gauging participants' understanding and progress. Other than that, gathering feedback from participants will help identify areas for improvement. Additionally, offering ongoing learning opportunities and the chance to earn recognized sustainability certifications will support participants' continuous professional development and keep them updated on new developments and advancements in green event planning. By implementing these recommendations, the e-SULAM program can elevate unique and forward-thinking content, integrating immersive and interactive learning experiences, and fostering collaboration and experiential learning opportunities, the e-SULAM program can
Reflection Report (e-SULAM INNOVATE 2021) © Hak Cipta Terpelihara Kementerian Pengajian Tinggi Malaysia 2020 20/8 differentiate itself and deliver a truly exceptional green event training. These enhancements will empower participants to become sustainability leaders in the event industry, driving positive change and inspiring others to adopt environmentally responsible practices.