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SCENARIO

An International Seminar on Soft Skills: Enhancing Student Development (ISOFT2015) will


be held on the second week of December 2015. As the co-host of the International Seminar,
your company, Marriott International Hotel, Putrajaya will have a meeting to come out on the
Security Plan to be taken during the International Seminar.
In group of seven, act out the following department meeting of Marriott International Hotel,
Putrajaya which was held on 05 December 2015, Monday at 11.00 am.
CHARACTERS
Mr. Mohd Taufik Bin Yahya (chairperson/chairman)
Mr. Muhammad Iffat Bin Naim
Mr. Hafizi Bin Wahidin
Mr. Shazreen Effendi Bin Zamri
Mr. Hazwan (secretary)

SCRIPT
CHAIRPERSON ADDRESS:
Chairperson
: I am glad to welcome all board members to the second meeting of
the Marriott International Hotel, Putrajaya year 2015. Thank you, thank you for being present
in this meeting. Can we call this meeting to order?
All

: Yes

APOLOGIES FOR ABSENCE:


Chairperson

: Are there any apologies for absence for todays meeting?

Secretary
: Yes, Mr Chairman, Miss Bella is on medical leave being admitted to
the hospital since yesterday because of gastric. While, Mr. Chin is on business trip for the
joint venture meeting with the company in Korea.
MINUTES OF PREVIOUS MEETING :
Chairperson
: Thank You, can we proceed to the next item, regarding of the minutes
from the previous meeting?
All

: Yes

Chairperson

: Are there any amendment?

Iffat
: Yes, Mrs Chairman. There is a correction to the name of the company
open vendor for the International Seminar, Marriott Hotel 2015. The vendor name is
Hartamas United Sdn Bhd and not Hartamas Sdn Bhd as stated.
Secretary
: Thank You Mr Azuan, Ill make the necessary correction to the
related documents. (writing)
Chairperson

: Are there any other amendments?

Hafizi
: Yes sir, based on the previous meeting, we have all agreed to decide
only on 5 listed supplier which already short listed. However up to last Friday, there are one
more company who send their quotation to be reconsider. The packages offered are quite
interesting. With this I would suggest that we would put into consideration on that one more
particular company.
Secretary

: Okay, I will take noted and let the manager board decide soon.

Chairperson

: Is there anybody else who want to add?

All

: No

Chairperson
record?

: Thank you, can someone propose the minutes be passed as a true

Shazreen

: I propose the minutes to be passed as a true record.

Iffat

: I second the motion.

MATTERS ARISING FROM THE PREVIOUS MINUTES


Chairperson

: Lets move on. Any matters arising?

Shazreen
: Yes, Mr Chairman. I would like to ask on the progression of the
Award Ceremony for Multimedia University which has been proposed in the previous
meeting. Have all the arrangement been matter?
Secretary
: Yes, all preparation has almost 90% done. That 10% is on progress in
preparation of the door gift for the ceremony.
Chairperson
: Good Mr. Hazwan. It was a relief to hear that all are in progress.
Could anyone update me on the door girt that was proposed to be given to all the staffs?
Hafizi
: Mr Chairman, Ive managed on the door gift during the Award
Ceremony. Ive ordered Baju Batik for every staffs. It still on packing process. I will
complete that before event occurs. Besides that, the budgets for the door gift are recruiting.

Chairperson

: Anything else to add, Mr. Shazreen?

Shazreen

: No, Mr Chairman.

MAIN AGENDA
Chairperson
: Alright. Lets move on with our main agenda for today meeting. As
everyone have been informed earlier on the previous meeting, our hotel will be the host for
the International Seminar on Soft Skills: Enhancing Student Development (ISOFT2015) on
the second week of December 2015. Having all of you here with me are to work on the
security plan that would be a number one priority of our policies that have been discussed
before. With this, I would like to hear from each of you regarding the security plan that could
be taken during the International Seminar. Ok. Lets start with the security plan on the
entrance and exits of the hotel during the seminar.
Hafizi
: Yes, Mr Chairman. For the entrance and exits of the hotel, I have
assigned at least a security guard on any entrance and also exit that could be reached by
outsiders. We have agreed that all doors should be guided as it is easy for all the people who
attend the seminar to know the correct way to the hall during the seminar is held.
Furthermore, all accommodations and rooms are strictly for hotel guests only.
Iffat
: Yes, on my point of view, we have to ensure that no other guests
could enter the accommodation and rooms easily without a room card.
Hafizi

: Yes Iffat. I will ensure that. Thank you for the suggestion.

Shazreen
: Next will be the guarding system. The guards himself serve as the
managements eyes and ears. They are well trained and prepared for this upcoming
International Seminar. On that day, 14 guards will be on duty from 7.00 am till 7.00 pm and 9
will be on stand by.
Iffat
: Well, I dont think that 14 guards would be enough for the Seminar.
We are aware that 1500 people will be attending this International seminar. We should
increase the number of patrol from 14 to 20 maybe? What do you think Mr. Chairman?
Cairperson
: Okay, It seems that we have different opinion regarding this matter.
What is your opinion Mr. Hazwan?
Secretary
: I do support Iffat, because it would be better if we could provide
more patrols on duty as it would be easier to handle the traffic during the seminar. Guests are
more likely to be guided easily if we have more people on the duty.
Shazreen
Thank you.

: Alright then in that case. We will increase the number of patrol then.

Chairman

: Ok then. So what do we have next?

Iffat
: As for me Mr. Chairman, I would like to brief on the safety gadgets
that will be used during the seminar. Our hotels will build up an intelligence networking to
draw information from internal segments exposed to outside as well as external segments of
the hotel. Besides that, we have developed a special scanner which can analyse up to 1000
guest access card per hour. These can detect a very small gram of explosives. Even a tinge of
explosives touched by the guest, it would alert the staff immediately and information will be
flashed to the security agencies.
Hafizi
: Technology has come a long way in helping hotels to upgrade basic
security measures. Closed-circuit TV cameras with recording systems are essential for
securing such busy public spaces as bars, docks, lounges, and parking lots. With this, we have
ensured that an active monitoring of the camera images by staff and proper lighting reduces
the opportunities for any crimes. We have installed 87 active and working 100% CCTV
surveillances.
Chairman
: I would strongly agree if a perimeter Security System be put in place.
At the perimeter, on the outside of the hotel itself, cars must be stopped, boots checked and
mirrors put under the car chassis to detect explosives.
Iffat
: Yes Mr. Chairman. We also discourage any vehicles driving up to the
hotel door and a closed circuit TV to be installed in all public areas of the hotel, especially at
the alighting point and entrance door for scanning people coming to the hotel.
Shazreen
: As for the safety regulations, we will be limiting the access point as
our hotel have multiple access points such as entrance for guests at the front, for the staff and
suppliers at the rear, from car parks, restaurants and shops with street access. With this the
number of access points needs to be reduces to a minimum of two or three and entry of
person regukated and monitored through CCTV.
Hafizi
: Lifts usage should be programmed so that Guests staying in hotels are
able to go only to the guest floor they are on by swiping their room card in the lift and it
shoud only let them get out on the guest floor they are on.
Chairperson
: Okay, what about worst case scenarios? Did anyone come out with
any back up plan later?
Shazreen
: Yes sir. In case of any unwanted scenarios happened we have a plan
of action ready in case of an emergency. Staffs have been trained by mock drills in
evacuations to help guests in terror situation.
Iffat
: A strong in-house systems have been built to prevent or deal with a
crisis, train and motivated staff to respond if there is shooting or a bomb goes off. There is a
designated nodal executive in-charge of the crisis management team.
Hafizi
: Furthermore, there will be a designated person for information
dissemination and to respond to all enquiries during a crisis.

Chairperson
: Great! That is what I am expecting from all of you. It seems that we
have come to the end of the discussion. Apart from this matter is there any other matter to be
arise?
Secretary
: I have some reminder, as for the meeting for the Multimedia
University Gala Dinner, it will be held at 2.30 pm today. Please be reminded.
All

: sure!

DATE, TIME AND VENUE OF NEXT MEETING:Chairperson


meeting.

: Thank You. Our next item is date, time and venue for the next

Secretary
: Mr Chairman, for the next meeting will on 12 December 2015,
Wednesday, 2.00pm at meeting room. I will send notice if there is any changes.
All

: Yes, sure.

CLOSE :
Chairperson
: Okay. Anything else? Any question? Comment? No? well then, thank
you for coming. Will someone propose the meeting be adjourned?
Witry

: Yes, I proposed the meeting to be adjourned.

Chairperson

: Seconder?

Hamami

: I second the motion.

Chairperson

: Thank you. the meeting is adjourned. Have a nice day everyone.

All

: Thank you!