MEMORANDUM
Date : February 23, 2013
To : Claudia Lau, Senior Manager
From : Rachel Lee, Project Manager
Subject : Progress of Ernst and Young’s Annual Family Day Event 2013
Ernst and Young’s annual Family Day event has been scheduled to be held on the third Saturday of May, which is 25th May 2013. The event aims to enhance the level of interaction among the staff members and their families through a variety of exciting games and activities organized. Since Ernst and Young emphasizes on the harmonious yet dynamic working environment, the Family Day event acts as a token of appreciation for the contributions and efforts of its employees, meanwhile it provides a chance for the employees to take a breather with their families. Therefore, this report is to enlighten you on the progress of the preparation for the company’s annual Family Day event.
Past Progress
Theme
The theme of our Family Day event is “I Love You, You Love Me, We’re Happy Family”, which has been decided on 9th February 2013. This theme was selected as we strongly believe that the bond among employees is essential, as well as the family ties. To achieve maximum efficiency and effectiveness, the relationship among employees should be equivalent to a camaraderie seen in a medical or military unit, in which everyone works collaboratively. Through this theme, the company also wishes to emphasize that employees should not neglect their families despite heavy workloads at times.
Date and Time
The General Manager, Miss Jennifer Lim has approved the date of the Family Day event, which is on 25th May 2013. It has been our culture to organize Family Day in the middle of the year as we believe that this is the most suitable time for employees to unwind themselves. The grand event would commence at 9.00 a.m. and end at 11.30 p.m.
Venue
We have made reservations with Avillion Port Dickson, Seremban on 10th February 2013, with a reasonable price of RM13,000, to hold our Family Day event at the open space near the East gate of the resort. Avillion Port Dickson has become our choice because of its breathtaking beachfront view. As white-collar workers are often trapped in the hustle and bustle of cities, we believe that the rhythmic waves which roll towards the white sparkling beach would ease the tension of our staff and their families. Furthermore, Avillian Port Dickson is well-known as an ideal place for recreation and relaxation for its mesmerizing scenery will help one to discard and purge all worries from the mind.
Event’s Schedule
To ensure that our Family Day event can be carried out smoothly, our event planner has come up with the event’s schedule. The Family Day event’s schedule is as follow: Time | Activities | 9.00 a.m. | Arrival and registration of staff and their families | 10.00 a.m. | Arrival of special guests | 10.30 a.m. | Opening ceremony | 11.00 a.m. | Performance by Jing Chang’s band | 11.45 a.m. | Lunch buffet | 1.15 p.m. | Side stall games, lucky draws | 3.30 p.m. | Sandcastle building, egg-catching, coloring contest and guli-searching | 5.30 p.m. | Beach sports games: Tug-of-War, Volleyball and mass Yoga exercise | 7.30 p.m. | Barbeque dinner | 11.00 p.m. | Prize giving ceremony | 11.30 p.m. | Closing ceremony |

Budget
On 21st February 2013, our budget of RM74,200 was approved by the Finance Department Manager, Mr. Albert Toh. This significant amount includes RM13,000 as the reservation fee for our venue for the Family Day event, RM10,000 for the expenses of games and activities, RM8,000 for site decoration, RM20,000 for lunch buffet and barbeque dinner and RM3,200 for the lighting and sound effect at the site. We will also incur additional costs for 50 items of prizes for lucky draws which are around RM10,000. In addition, we estimated to spend RM10,000 to invite the Taiwan’s famous singer, Jing Chang and her band to perform on stage for one hour.
Present Status
Registration
The registration for the Family Day event has been ongoing throughout the organization since 18th February 2013. Employees are required to register themselves, as well as their participating family members, through the company’s Intranet latest by 5.00 p.m. on 25th March 2013. We have highlighted that late comers will not be entertained.
Invitation
We have sent invitation letters to the Chief Executive Officer of Ernst and Young in Malaysia, Mr. Lee Gaik Thuah, the Chief Financial Officer, Mr. Chen Joo Guan, the General Manager, Miss Jennifer Lim and the Board of Directors as the guests of the opening ceremony in this event. Meanwhile, we are waiting for the confirmation letter from our special guest who is Taiwan’s renowned singer, Jing Chang and her band. We will contact our guests of honor via email or telephone as a reminder if they fail to confirm their attendance with us by 22nd March 2013 (Friday).
Sponsorship
As we have sent the sponsorship letters to three companies which include KPMG, Public Bank and Air Asia Company, we are now waiting for their confirmation. The purpose of the sponsorship is to foster the relationship among businesses. For KPMG, we are requesting for the sponsorship of the grand prize in lucky draws which values at RM5,000. We are also hoping that Public Bank will sponsor us with the second prize for lucky draws which costs around RM3,000. Being a frequent client of Air Asia Company for business trips, we are looking forward to receiving the sponsorship of the third prize of lucky draws which values at RM1,000 from Air Asia. Furthermore, we are making an appointment with the General Manager of the Star newspaper corporation, Mr Alex Lim to discuss about the sponsorship in covering our corporate achievements and celebration of Family Day event in the weekend newspaper.
Food
We have looked into various menus with estimated costs to ensure that our expenses for food do not exceed the given budget. Our secretary, Ms Cecilia Chew is writing to the Operations Manager of Avillian Port Dickson, Mr. Tee Guilay to make reservations for lunch buffet on 25th May 2013. We will be booking a medium-sized ballroom to accommodate all our participants. Besides, we are also requesting from Avillian Port Dickson to provide the facilities for us to have barbeque dinner on the beach.
Games and Activities
Considerable progress has been made for the planning of interesting and exciting games and activities. On 20th February 2013, several senior managers of Ernst and Young have communicated to us their choice of preferred games. Nevertheless, we discovered that some of the suggested games do not suit the objectives of the Family Day event. Although water sports activities such as parachuting, windsurfing and scuba diving would be challenging and adventurous, they would not be the cup of tea for majority employees and their family members. Therefore, we are in the midst of proposing appropriate activities and games for the grand event. The following is a list of recommended activities that could be carried out. 1. Beach volleyball which encourages sportsmanship among employees 2. Tug of War which will be a good workout under the sun 3. Sandcastle building competition among families which ignites the team spirit 4. Guli searching in the sand for children which would be a relaxing and enjoyable activity for children 5. Side stall games such as the Hoopla, Ball-in-the-Basket game, Basketball-shooting game and Hit-the-Bell game 6. Egg catching game to test the responsiveness of players 7. Coloring contest which enhances children’s coloring skills and creativity 8. Basic Yoga exercise on the beach coached by Avillian Port Dickson’s Yoga Club trainers 9. Barbeque at the beach at night
Future Schedule
Site Decoration
Our team will pay site visits and conduct environmental assessment for the next few weeks. We will only put up ornaments by the beach two days before the Family Day event, which is on 23th May 2013. Makeshift counters as information centre with flashes from brilliant neon lights will be set up at the East gate of Avillian Port Dickson, facing the crystal blue sea. We will also erect sufficient tents, the exact number which is to be determined by 25th March 2013, along the seaside, decorated with colorful balloons and flags. We wish to create a cozy ambience for the participants.
Sound and Lighting Effects
After researching several sound and lighting effects companies, we will contact Thien Teong Sound & Light Sdn Bhd for their professional services after confirming the number of participants on 25th March 2013. We wish to provide accurate information of the number of participants for the sound and lighting coverage of the site. There should be no problem in signing another contract with Thien Teong Sound & Light Sdn Bhd as we had performed several business dealings in the past. Therefore, we estimate that we can confirm the sound and lighting effects service provider end of next month, before 29th March 2013.
Prizes
The first, second and third prizes for the lucky draws will be obtained from sponsorships. The company will fork out approximately RM10,000 for additional 50 items of lucky draw prizes, which will cost about RM200 each. The items will include 15 bicycles, 15 electronic cookers, 10 Hp printers and 10 hampers. These items will be purchased by 1st May 2013.

Souvenirs
We will be giving out souvenirs to every participant of the Family Day event as an appreciation of their support and attendance. We will also present souvenirs to our special guests as a token of gratitude at the end of our event.
Up to today, our team has not confronted with any major problems. Each team member is striving to perform the tasks well. Therefore, we are confident that all the tasks could be completed on schedule. We hope that you would find this report satisfactory. Should there be any inquiries or suggestions regarding the Family Day event, please feel free to contact the Project Manager, Ms Rachel Lee at 012-8663456 or via email at rachellee@eny.com.