Download - QLA Graduation Ceremony 2013
Public Relation Department Issued: 8th
May, 2013
QLA Graduation Ceremony Cohort 2013
Internal Memo
Ceremony Organizer: Public Relation Department
Public Relation Department Issued: 8th
May, 2013
Introduction
Qatar Leadership Academy focusing in the whole events that is showing the uniqueness of it and the
aspects either educational wise, Leadership wise and honorable wise.
There is a lot of events that hosted by Qatar Leadership Academy from the beginning of the academic
year even internally or externally such as participation the main and big events of Qatar Foundation and
the those participants will be mixed by our choir team who is the only team who is singing the Education
city anthem with also performing the National Anthem of State of Qatar.
That’s including a lot of Leadership performance and showing those unique skills that Qatar Leadership
Academy cadets got within the region.
Most of the events that QLA focusing in the whole year that showing the best of it which is the
Graduation ceremony and this big event including the whole aspects and delivering the mission and the
message of Qatar Leadership Academy which is (Discipline , Honor ,Knowledge).
This ceremony is organized fully by the public relations department in QLA which is including the
communication between the academy by following the roles of Qatar Foundation (Communication
Directorate) and dealing with the most perfect companies, professional designers, international TV
station and the best halls in the city even within the world.
This year will be a special for the 20 graduates who will be the first class in QLA to celebrate their
graduation ceremony in Qatar Convention Center (QNCC) which is the most fancy and high tech
conferences halls in the world and that will make this ceremony a unique for them.
Public Relation Department Issued: 8th
May, 2013
The Name of the event
Qatar Leadership Academy Graduation ceremony, class 6 2013/2014
Who will be the honor of guest?
H.H Shikha Moza Bint Naser Al Misned
Or the chief of staff of Qatari Army/ Hamad Bin Ali Al Attaya
Where
Qatar National Convention Center
Date
30th
May 2013
Time
From 07:00 pm to 08:30 pm
Graduates
They will be 20 cadets (See Attached)
Number of Guests
Assuming to be 400, 100 of them will be VIP visitors and ambassadors.
Public Relation Department Issued: 8th
May, 2013
Needs and Wants
In this stage QLA administration need to get the full support from all the
departments in the academy to make this event the best for the graduates with a
high level of quality even in services and protocols.
The following needs and wants will be distributed for each member such as TAC’s
and coordinate with the military coaches and the points will be as follows:
• Student Affairs:
The Head of student affairs is responsible to give the actions for in advance to
make sure the following issues are ready before the vent in one day:
1. Class A Uniforms to be ready for all the cadets in advance and incase of any
missing items to contact and inform the facilities team to open the store
for them.
2. Student Affairs responsible to organize the dismiss of the cadets in the day
of the ceremony and to make sure all the TAC’s responsible of each
company to let the cadets set in their area in the location of the event.
3. Announce the event and the actions and the directions for the cadets in
the parade in advance to let everybody aware about it.
4. The transportation will be ready in the day of the event for all the cadets
including the TAC’s who will be in charge.
5. Coordinate with the Public Relations department regarding the uniform of
the graduates to be collected in advance of one week.
6. Let all the student affairs department members aware about the ceremony
program (See references).
Public Relation Department Issued: 8th
May, 2013
• Academic Affairs:
1. The curriculum coordinator should provide the final approved names in
advance *before two weeks of the event ,for the two awards that will be
distributed in the ceremony (The Academic Awards and the Leadership
Awards)
2. Coordinate with the teachers regarding the master of the ceremony and
train him very well in both languages.
3. All transcripts for the graduates should be sent out for stamping and
especially to be sent to the foreign affairs and to be ready before the
ceremony.
4. Any further concerns should be discussed with the PR Coordinator
• Leadership Department:
1. Leadership instructor should coordinate with the military coaches regarding
the rehearsals of the ceremony in or in the day before (This stage PR
Department will confirm the dates) for the graduates and the drill team
only.
2. Announce the event in the parade in advance of two days minimum (for the
rest of the cadets who will not participate or perform in the event)
3. Coordinate with the student affairs regarding the uniform issues.
4. Coordinate with the Islamic councilor regarding the cadets who will read
Quran and he will be responsible to train him in advance.
5. Coordinate with the military coaches and the music unit regarding the
rehearsals.
6. Any further concerns should be discussed with the PR Coordinator
Public Relation Department Issued: 8th
May, 2013
• Facilities department:
1. Provide transportation for picking up the cadets from the campus to the
ceremony location and return them to the campus again.
2. Build the rumps in the same day of the event and to be ready for the
practicing issues at 1pm.
3. Make sure the podium ready to be sent in advance to the venue (The date
and the time will be provided by PR Department)
4. Provide the all the driver and to make them ready for any request from the
PR department to distribute the invitations before the ceremony in
advance.
5. Any further concerns should be discussed with the PR Coordinator
• Administration affairs:
1. Recommendations from the Head of administrative affairs and nominate
stuff to help in the receiving the guests during the event and make sure
everybody in the right place.
2. All the financial document will be send throw the public relations
department to the financial department before and after the ceremony.
3. All the military communications especially the invitations for the military
officers should go throw the Director’s Secretary with a help from the PR
department.
Public Relation Department Issued: 8th
May, 2013
Conclusion
This ceremony is the most important event for QLA and it should be shown the quality that has been
done by this year.
All the above issues should be done by each responsible person in each department and to make the
operations so easy for us to present what QLA is.
For any addition and extra issues please write your suggestion and be sure the public relation
department will be happy to rethink about it and for sure will be helpful to share the ideas with the
entire department to avoid the previous mistakes.
Suggestion or remarks might be helpful:
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Important Note: all the above issue and points has been organized by QLA public relations
department, who’s responsible for the whole event and any action will be taken without informing the
department will cause a problem.
Public Relation Department Issued: 8th
May, 2013
References:
The below references will help to see the will be in this event and also providing
information about the program of the ceremony, invitations (Normal and VIP),
the backdrop and certificates.
Reference 1
Public Relation Department Issued: 8th
May, 2013
Reference 2
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May, 2013
Reference 3
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May, 2013
References 4:
Backdrop:
Public Relation Department Issued: 8th
May, 2013
References 5:
Certificates:
Public Relation Department Issued: 8th
May, 2013
Official use only
This proposal have been seen and approved by
Name: Mrs. Hend AL Khulafi
(Admin supervisor)
Signature………………………………..
This proposal have been seen and approved by:
Name: Mr. Yousef Al Mansouri
(Head of Administrative Affairs)
Signature………………………………..