1.

0 Introduction

We are the Horizon Event Group's event planners, and we are happy to present a proposal
outlining our strategy for organizing a sporting event at an Australian international school in
Malaysia to promote students' wellness and healthy lifestyles. We opted to host an event there
after learning that the school's curriculum is based on the Australian Curriculum and includes a
variety of sports. With more than ten years of experience, we have successfully met our client's
expectations by organizing a variety of tasks and duties, including hosting a variety of sporting
events with well-known athletes like Usain Bolt, working with Eddie Hall to host interactive
wellness workshops, and setting up wholesome food stalls for different schools. As the event
planner, I’ve ensured seamless coordination, vibrant decor, and engaging activities, fostering a
day of fitness, fun, and community spirit.

2.0 Background & Purpose

We recognize that the school is dedicated to supporting academic and extracurricular success to
promote the overall development of its students. However, we realize that the need for organized
activities that promote mental health, physical fitness, and teamwork is growing. For centuries,
Sports Day has provided an opportunity for these objectives, and the demand for such an
inclusive and enjoyable event continues to grow.

We are also aware of the school's commitment to diversity and its desire to encourage all
students, regardless of athletic ability, to participate. Teachers, parents, and students share a
desire for an event that brings the school community together while celebrating individual and
team achievements.

In order to fulfill these needs, we propose a well-structured Sports Day that strikes a balance
between competitive events and leisure activities, ensuring that every student is involved. Our
team has investigated past events and gathered feedback in order to design a program that
maximizes participation, highlights the achievements of students, and promotes school spirit.
3.0 Plan and Schedule
Event Overview
In order to organize the Sports Day Event in Australian International School Malaysia this is the
plan that should be followed:
Event Name : Sports Day 2024
Purpose : We recognize that there is an increasing need for structured activities that
encourage physical fitness, teamwork, and emotional well-being. Sports Day has
historically served as a platform for these goals, and the demand for such an
inclusive and enjoyable event continues to grow
Participants : The number of participants are 200 people including students,teachers and parents

3.1 Pre-Event Planning Timeline

Outline the activities leading up to the sports day, including deadlines and responsibilities.
One month before the event
● Establish committees and decide on the date, location, and schedule.
● Obtain supplies and work with suppliers (food, first aid, etc.).
● Inform parents and students about the event.
One week prior to the event
● Prepare the space by marking the tracks and setting up the testing apparatus.
● Verify the facilitators and speakers.
● Complete volunteer assignments, prepare awards, and run through ceremony rehearsals.
● Conducting safety checks.

3.2 Day-Of-Event Schedule

Time Activity

7.30 a.m. Venue opens and registration starts

8.00 a.m. Warm-up and stretch session

8.30 a.m. Opening Ceremony (Parade,Torch Lighting)

 9.00 a.m. - 12.00 p.m. Track and Field Events (Races,Long Jump,etc)

12.30p.m - 1.30 p.m. Lunch Break

1.30 p.m. - 3.30 p.m. Team Sport Tournaments Soccer & Basketball

3.30 p.m. - 4.30 p.m. Swimming Tournaments

4.30 p.m. - 5.00 p.m. Zumba, Dance Fitness and Motivational Speech

5.00 p.m. - 6.00p.m. Award Ceremony and Closing Speech

Define which team is responsible to manage each aspect of the event for example:
Logistics team : Setup and tear down of the venue, equipment management
Sports team : Ensure smooth execution of athletic events
Safety and First Aid team : Handle emergencies and provide medical assistance
Event Director : Overall supervision of the sports day.

Venue layout and logistics

We will provide the school with a detailed map or description of the venue, including
● Track zones for races and field events
● Searing for parents,spectators and Vips
● Food stall and hydration station
● Restrooms and first aid zones
● Workshop and activity areas

3.3Contingency plan

3.3.1 Plan for Adverse Weather

As Sports Day takes place outside, the weather can affect the event. If there are poor weather
conditions like heavy rain, thunderstorms or too hot, here’s what will be done:

Rain or Thunderstorms:
The Immediate Action: In case the rains are heavy or there are thunderstorms the effected vast
event will be placed on hold. The Event Coordinator will work in cooperation and inform all
participants and attendees of the event to move towards safe sites like school buildings or
covered zones which are well designated.

Monitoring: The Event Coordinator will work in tandem with the meteorological service to
evaluate the circumstances and update the event’s status.

Rescheduling: If there are no betterment in weather conditions even after 1 hour, the event may
be held on the next planned day or if it’s possible the event is hosted internally.

Communication: In case of any change of day all the concerned parties, which include parents,
staff members and students will be informed through emails, announcement on the app and
through messages.

3.3.2 Communication and Notifications of the Stakeholders

It is the aim of the event to maintain clear communication and updates throughout the event.
Here are the plans to address the shift or update in schedule:

Before the Event:

Parents and staff will be given a comprehensive background on the event that will contain all
pertinent information, the schedule of events, and emergency procedures in the context of the
event.

A reminder message will be sent out 24 hours before the event.

During the Event:

If there are any delays, cancellations or safety concerns, parents will receive instant updates
through SMS, school app, or, email concerning the event, through the school's channels.

After the Event:

Finally, there will be a debriefing to discuss the event which will address when the event will be
rescheduled or touching on new developments concerning the event.

3.3.3Medical Emergencies

AISM remains focused on the health and safety of its students and staff. The institution shall
implement the following measures to manage medical emergencies:

Immediate Action:

On-Site First Aid: A set number of portable first aid kit will be located around the event premises
and more trained first aid personnel will be allocated on the ground.

Medical Treatment: In cases of any injury, the first aiders/go person/s will be on the scene to
make the first decision. Simple injuries will be dealt with at the place of the event. Other critical
ones such as broken bones or head-related injuries will require evacuation to the nearest hospital.

Ambulance: An ambulance will be medically equipped and qualified staff support to be ready in
case it is needed.

Previous letter Home: Parents of students that will be treated will be notified straight away. That
is when they will be informed about whom is taking the child to the doctors and where the
general hospital is situated.
3.3.4 Prevention:

All students will be provided will the prevention details to wear adequate sports clothing
including shoes and head covering for the sun.

4.0 Staffing
Our company has been one of the leaders in event organizing for the last 10 years, specializing in
educational and recreational programs. We are widely recognized for our meticulous planning,
ability to customize events to meet the demands of specific clients, and reputation for staging
memorable, impactful experiences. Over the years, we have collaborated with renowned
organizations like Sunway University and Nestle, ensuring that their events receive high levels of
satisfaction and participation.

This Sports Day project will be headed by Ms. Susan Tan, who brings over 8 years of invaluable
experience in event management. She was recognized as the “Best Event Planner” by the
National Event Coordinators Association in 2022. Susan’s expertise in coordinating large-scale
events will be crucial to ensuring that this Sports Day runs smoothly, efficiently, and engages all
participants.

She will be supported by two dedicated teams: a Logistics and Operations Team and an Activity
and Coordination Team, both consisting of highly qualified professionals. With such experience,
this team is fully equipped to execute a successful and memorable Sports Day that aligns with
the school’s objectives and fosters a spirit of community, fitness, and fun. (STILL NEED TO
CHANGE)
5.0 Budget

No. Items Quantities Unit (RM) Total (RM)

1 Logistics team 50 90 4500

2 Opening ceremony

· Parade 25 100 3750

· Torch Lightning 25 50

2 Food and Drinks 200 25 5000

3 Medical Team

· Athletes’ medical room 2 850/day

· Ambulances 2 900/day 5500

· Sports psychologists 4 500/day

4 Facilities (Track & Field 1 -

Events)

5 Award ceremony (medal)

· Gold 12 100

· Silver 12 50 2040

· Bronze 12 20

20790

6 Service charge 15% 3118.50

Total 23908.50
6.0 Authorization

We strongly believe that our sports day event will meet a certain number of expectations and
ensure that everyone will have an enjoyable weekend by participating in it. If you accept our
proposal, kindly sign the copy of the proposal that was sent to your email or WhatsApp before 12
December 2025 so that we can continue to proceed with the plan. I appreciate your assistance in
this matter. If any clarification is required, please feel free to contact me on my number as soon
as possible.