CRD Welcome Package

Corporate Relations Department

Procedures Manual

ITEM NO.

TIMEFRAME ASSIGNED OFFICER

NOTES

ACTIVITY

STATUS

Prepare list of external attendees for security clearance and submit to SSMD for the programming of electronic ID cards if small number of persons

1 week before

32.

If a large number of delegates, no electronic ID required.

Forward

updated

1 week before

33.

accommodation/itinerary list to:  SSMD (to confirm numbers for lunch and security purpose)  Hotel (advise of expenses to be met by ECCB on behalf of participants) Email approved list of internal participants to Management and copy Management Secretaries Prepare hyperlinked agenda for the meeting Email documents to participants (copy to Agency Offices and Admin Professionals, who prepare the folders for staff in their department) Arrange (if necessary) for the purchase of pendrives or cds on which workshop or meeting material will be placed for attendees for goods/services required (lunch, snacks, etc) following the procedures for securing goods and services in SAP Prepare purchase requisitions

1 week before

34.

1 week before

35.

1 week before

36.

1 week before

37.

Identify ushers

1 week before 1 week before 1 week before

38. 39. 40.

Prepare Seating Plan

Request of the CRD to arrange for videotaping and photography

82