qla graduation ceremony 2013

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Public Relation Department Issued: 8 th May, 2013 QLA Graduation Ceremony Cohort 2013 Internal Memo Ceremony Organizer: Public Relation Department

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QLA Graduation Ceremony 2013

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Page 1: QLA Graduation Ceremony 2013

Public Relation Department Issued: 8th

May, 2013

QLA Graduation Ceremony Cohort 2013

Internal Memo

Ceremony Organizer: Public Relation Department

Page 2: QLA Graduation Ceremony 2013

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.

Page 3: QLA Graduation Ceremony 2013

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.

Page 4: QLA Graduation Ceremony 2013

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).

Page 5: QLA Graduation Ceremony 2013

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

Page 6: QLA Graduation Ceremony 2013

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.

Page 7: QLA Graduation Ceremony 2013

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.

Page 8: QLA Graduation Ceremony 2013

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

Page 9: QLA Graduation Ceremony 2013

Public Relation Department Issued: 8th

May, 2013

Reference 2

Page 10: QLA Graduation Ceremony 2013

Public Relation Department Issued: 8th

May, 2013

Reference 3

Page 11: QLA Graduation Ceremony 2013

Public Relation Department Issued: 8th

May, 2013

References 4:

Backdrop:

Page 12: QLA Graduation Ceremony 2013

Public Relation Department Issued: 8th

May, 2013

References 5:

Certificates:

Page 13: QLA Graduation Ceremony 2013

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………………………………..