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�Student Affairs�SOP

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Content

  • Proposal and Registration Booth
  • Rules and Regulation regarding booking
    • Room Booking
    • Logistic
    • Transportation
    • PA System/AV & IT
  • Booth and sales regulations
  • Student Affairs website

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Proposal

  • Event proposal must be submit minimum 2 months before the event.
  • Date and details of registration booth are required to be included in proposal.
  • Students can proceed with the necessary arrangements and promotion/marketing for the event upon the approval of the proposal.
  • Financial account closing must be submitted 3 days after the event followed by debrief report within one week of the event.

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Booking Method

  • Booking must be done using the following link- 

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Room and AUD Booking Request

  • Event is advised to be conducted after 6pm due to scheduling of classes from 8.30am – 6.00pm
  • Request Deadline: TUESDAY 6PM 2 WEEK PRIOR.
  • If the event is on a Thursday, request should be made on the Tuesday of the 2 weeks before the event.
  • The status of your booking (received/pending/confirmed/rejected) will be updated on Friday’s after 5pm via this link:
  • booking confirmation 2 weeks ahead of time

http://studentaffairs.apu.edu.my/forms-templates/, click on "Request Status"

  • Venue must be confirmed before any event promotion and marketing activities start.

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Logistic and T&I Request

  • An email will be sent out for the confirmation after request is made.
  • Kindly double check the booking 3 days before your event date.
  • Considering limited number of resources, requisition of items is on first come first serve basis. E.g. Projector, Monitor and Walkie-Talkie
  • The status of your booking (received/pending/confirmed/rejected) can be checked on every Friday after 5pm via this link:
  • http://studentaffairs.apu.edu.my/forms-templates/, click on "Request Status"

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Transportation Request

  • Fine of RM250 will be charged should there be any last-minute cancellation and not showing up on the day of the event.
  • Kindly specify full address for the venue.
  • Request deadline: TUESDAY 6PM ONE WEEK PRIOR.
  • Student name list and their accommodation should be submitted together.
  • APU all rights to disembark passengers if they are not APU Students/Staff
  • The status of your booking (received/pending/confirmed/rejected) can be checked on every Friday after 5pm via this link:
  • http://studentaffairs.apu.edu.my/forms-templates/ , click on "Request Status"

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Student Affairs Website

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Booth & Sales Regulations

Food Allowed :

  1. HALAL Food

Cooking & Heating up:

  1. Open fire is not allowed.
  2. Electrical appliances for heating up food:

a. Rice cooker

b. Air fryer

c. Multipurpose cooker

Other than that NEED TO GET PERMISSION

Must provide the voltage (Watt) of ALL electronic appliances

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Booth & Sales Regulations

Drinks Allowed :

  1. Hand-mixed drinks – ice blended, milk shakes, bubble tea, fresh blended fruit juices, mocktails.
  2. All GLASS bottled drinks NOT allowed

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PA System

  • All request for PA systems, lights, stage and LED Screen usage request must sign consent form.
  • All the poster projected at LED Screen, must be relevant to their event displayed with bright and vibrant colors.
  • We will impose a penalty or charge full cost if the following items are damaged:

a. Boards

b. Tables & Chairs

c. Plug point etc.

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PA System

  • All request made must be one-week prior on Tuesday before 6:00pm
  • Cancellation must be made 3-days prior to the actual event day
  • Penalty of RM50 will be charged:
    • The event is approved but PA request is made late
    • No one is there on the event day
  • if you want to live stream, please use this link
    • Live stream must be done in Auditorium 1 with minimum of 50 pax

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Food truck

  1. All external venders should only be serving HALAL food

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Booth & Sales Regulations

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In short,

  • List of food & item involved in the booth activities should be listed down in the proposal.
    • Avoid unnecessary issues.
    • The lists are subjected to approval and shall be evaluated.

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External Vendors

  • All current rules and regulation are applied to external vendors as well.
  • External vendors are allowed to provide free sample (food and drinks in the allowed list), provided students must dispose of the samples in designated rubbish bin instead of littering.
  • All set up need to install after 6pm and stop installation at 9pm.
  • All vendors shall be evaluated, after receiving the proposal.

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Cleanliness is CRUCIAL!!!

  • All booth operators are responsible for the cleanliness of their own booths and the hygiene of goods being sold.
  • Cutleries and plate must be provided by booth operators.
  • All buyers are reminded to dispose the cutleries and plates into designated rubbish bins.
  • Booth operators are required to clean up their booth after the event finish.
    1. Cleanliness deposit RM50 will be applied
    2. Will return the deposit after:

1. Physical posters exclusively only on glass walls using blue tick material.

2. Removing of promotion materials (banner, buntings, poster at portable board)

2. Clearing of all rubbish and waste.

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