Archive for the ‘Event Planning’ Category:

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Hi,

Apologies for not writing for a loooong time. Workload got the better of me and those year end events are just around the corner..its only 4 months to December! How time flies. With year end parties just around the corner, you are probably planning your year end parties by now. You should  – coz almost everything especially the good hotels are booked up.


Well good to think about what are your party themes that you would want to organise for this year. The themes can run gamut from “Under The Sea”/”Safari Jungle” to colours like “Black/Gold” to movies – think “Hollywood/Bollywood Nites” and  current events themes like F1 Racing, Olympics, Casino. The list is endless.


Just to start your engine on thinking about the party themes, below are some ideas which you can use for your next “partay”! Read on!


To your success,
Maya Kuchit-Desjarlais
The”EventWhiz(TM)


7 Ways To Ensure That Your Event Go As Planned!


Sit in a quiet room. Breathe deeply and relax…you are letting go…Now see yourself walking into the event hall, it is arranged as you have planned, your event staff are standing around attentively. When your guests registered at the sign-in desk, they are greeted enthusiastically before being ushered to their seats. The event starts, the emcee came on stage, the audience responded appreciatively. Everything from the sound systems, banquet, and programme was executed flawlessly. At the end of the day, your boss, client came to you and congratulate you on a job well done. Everyone was smiling, you heaved a sigh of relief…..its another day in paradise…:)

Murphy’s Law  states that “Anything that can go wrong will go wrong” Lets minimise this  by getting down to the basics and ensuring instead that your event will go as planned!


1) Visualising

You must learn to visualize exactly how your whole event will turn out. Spend some quiet time before you start planning for your next event to sketch the picture in your mind and picture it as a successful event.

When I first started planning my first event many moons ago, I was so nervous but I know in my heart that everything will be fine and the event will turn out great. I pictured a great event with a fantastic turnout, everyone enjoying themselves and that everything went smoothly. That calmed me down alot and I set to work on the details next.

Visualising is a powerful tool. It is difficult to create something before you can picture it in your head. Before anything is built, it is first a thought. So have that successful event in your mind first. Now, let’s get on with the details…


2) Have An Onsite Event Timeline or Programme Schedule

This is important so that you and everyone knows what is going to happen minute by minute of the event. The flow of the programme is determined by no one but you, so create a schedule to plan out the start of the event to the end. This will give you an idea of how much time to allocate for each item on the programme. How long should the CEO’s welcome speech be, when and how long will the timing be for teabreaks and other meals. How long should you allocate for each exercise or games that you want your participants or guests to take part in.

Once you have allocated the duration for each item, get it down on paper and distribute to everyone who is involved at the event including the banquet staff, your event staff, the people involved in the programme such as your emcee, your speakers, presenters,performers,etc.

Make sure that everyone involved has an updated copy everytime you make changes. Changes are bound to happen. The key is to let everyone involved in the programme know what the changes are and not leave anyone in the dark. This programme schedule should be more detailed that what is given out to the audience (if you decide to give it out). It should spell out in detail what is going to happen during each item on the programme.

If however you are planning a one-day workshop where you are hosting it yourself, then only you, your event support staff and the banquet staff should know what is going on and act accordingly. How much
details to put in depend on the complexity of your event and the number of people involved.


3) Have An Event Task Force With Their Job Scope Spelt Out On Paper

Depending on the size of your event, you must know who and what support you need to make the event happen. If it is a 1000 pax 3-day conference involving 7 to 10 speakers per day, you may need a team to handle registration for delegates, usherers, a team to take care of the audio visuals, speakers liaison officers and media liaison officers and so on.

Know what their exact job responsibilities are and write it down. As the event planner or project manager, you must work with all of them and ensure that everyone knows what needs to be done and when to do them. Get it down on paper, allocate responsibilities and assign a team leader if need be.

The same thing goes if you are planning for a corporate dinner  party with entertainment. You will be working with entertainers (singers, dancers, magicians) emcee, DJ (disc jockey), talents, stage manager, floor manager, greeter – the works. So get everyone’s task down on paper and let them know what they need to do and when.


4)Banquet Instructions To The Banquet Staff/Venue Manager

If you are organising your event in a hotel or convention venue, you will be working with someone from the banquet department. No matter how many meetings and prior discussion you have with them, it is not enough just to instruct them verbally. They must be given clear instructions on how you want everything to be set up in writing. From the wordings on the signages and seating arrangements, what food to be served, where the banquet will be, stage and registration set up – you must write down a list of instructions to the banquet staff and venue manager.

Most times, the venue manager will have a banquet order that will list out what you want, I dont really like to use them as I find them restrictive – its an order form, some of the things that I want at the event may not even be there and the remarks column just don’t cut it for me.

So I suggest you create your own instructions. Make it clear, with subheading such as :


SIGNAGE:


ROOM SET UP:


STAGE SET UP:


5)Run Through Everything That You Planned The Day Before With Everyone Involved

This may sound like common sense but not everyone practice this. You must have a mini-rehearsal or at least an event briefing before the event starts. Go through the event schedule, event task force list, banquet instructions, with everyone that are involve. Ideally this should be done on the day before. If it is not a big event, two or three hours before the event starts should be sufficient bearing in mind that everyone already has a copy of the event schedule and the event task force list prior to the briefing.

Go through with your venue manager onsite before the event and walk through the instructions with them including going to the various spots or locations at the venue where you want your set up.

Once you are comfortable that everyone knows what needs to be done on the event day, you can then brace yourself for the event to start!


6)At Your Event – Have a standby technician to help you with the Audio Visual

The number one thing that can go wrong at any event is the audio visual systems. Its always a “technical fault” Remember that when you do your events at hotels, they only provide a basic sound system. If you want your event to go smoothly, get a reputable sound system vendor – you may have to pay a bit more but it is worth it. What’s more, you can get them to standby at the event to ensure that the AV system works and if it
doesnt, they can rectify it immediately.

If you use the hotel’s sound systems, their technician has to take care of other rooms in the hotel if there are other events going on. To get them to give you a new microphone if yours suddenly did not work can take ages and as you know some guests do not like to wait.

7) Anticipate! Anticipate! Anticipate!

As the event manager, even though everyone has been briefed on what must be done and when, you must be able to anticipate what is going to happen minute by minute of your event. For example, if the first item on the programme is the welcome speech and the CEO is already on stage speaking, you must always anticipate what is next on the agenda and ensure that whatever it is that must be there is already standing by.

If the next item is a lucky draw, for example, make sure that the person in charge of the prizes and the glass bowl to draw the names is standing by near the stage. If  no one is standing by, go look for them –  and do something!

The idea is to anticipate what must happen next. I can assure you that if you follow all these 7 tips, your next event will go smoothly and as planned!


©2009 Maya Kuchit-Desjarlais, Convention Links (S) Pte Ltd


WANT TO USE THIS ARTICLE IN YOUR EZINE OR WEB SITE?

You can, as long as you include this complete blurb with it: The EventWhiz(TM), Maya Kuchit-Desjarlais publishes an ezine every 1st Thursday of the month on Creating Events That Work! Our ezines talk about and share practical experiences in running successful events. These bite-sized info, tips & ideas are specially suited for the busy, time-crunched Corporate Executives, Business Owners, Event Officers, Executive Assistants, Administrative Professionals, Marketing & HR practitioners who want to run their own events successfully, hassle-less, stress-free and with more grace & ease! If you’re ready to create successful events, easily AND get the recognition you deserve – get your FREE tips now atwww.eventwhiz.com

Visit www.successfuleventplanningstrategies.com


 


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If you would like us to manage your events and meetings for you, please email us.

Archive for the ‘Event Planning’ Category:

5 Tips To Get More Butts To Your Launch Party!

Your client wants you to handle the launch party of a brand new website. Its pretty new in the market and no one has heard of it. There is no existing database of any users to say the least.

You are to plan the whole execution of the launch party and you are supposed to get new users to the site by inviting potential users to the party.

So where do you start and who do you invite?

Add on to the fact that the client did not  even give you ample time to plan everything – how does 6
weeks starting from scratch from now to the party date sound to you?

Good thing you are subscribed to this ezine coz you can simply read on 🙂

1) Database! Database! Database!

When you are marketing for any event, remember that database is key. Decide how you are going to reach them? Online Marketing? Via email? Offline marketing? Via tele-call and faxes?

The best way to get responses to an event I feel, is always via direct marketing – it is after all an invitation to your guests and  you need them to RSVP fast.

In this event,  because this is a new website launch – we went 100% the online marketing route.

We set up an e-invitation complete with an

online RSVP and auto-replies. We send our invites mainly through our own email list as well as an email list that we rent based on the profile that we wanted.

We also set up a Facebook Fanpage of the event and send out invitation via our Facebook friends’ list as well as Facebook Ads. AND we made use of the blogger’s advertorial route to promote this event to their readers.

Needless to say, for the first 3 weeks, we did nothing but promote the event to as many avenues as
possible.

2) Make It EASY For Guests To RSVP for your event

The first thing we did before anything else  was to get our e-invitation RIGHT.  We spent several days to  create the e-invitation flyer, created the online RSVP page, got the relevant auto-reply working, created a “refer-a-friend” page  so
that they can refer friends to the party. Everything was made as easy as possible for guests to register.

Also, we did not ask for too many details  on the registration  or RSVP page – only full name, contact and email address were compulsory. We had to add in the birthdate as the party was going to be held at a club and only 18 years and above are allowed in. But that was about it.

Needless to say, once we blasted out to our first batch of database, we received 10 RSVPs almost immediately after.

3) Ensure Exclusivity

Although this a free-for-all to any guests who wants to come to the party, we made sure that guests has to RSVP and only “Confirmed” guests are allowed entry.  Guests must receive a “confirmation email” which serves as a “entry ticket” to the party.

This serves 2 purposes:

a) not everyone is allowed into the party, so it is “exclusive”, “invitation-only” party

b) gives us, the organisers control as to who can be allowed in, in case of overbooking – the venue after all has a limited seating capacity.

By so doing, we get more than our expected RSVPs simply because people just want to get into an “invitation-only” event. Especially when its free!

4) Gives Incentives for Guests To Come To The Party Early!

If there is only ONE thing that you take away from reading these tips, its this – give incentives for the Early birds. It saves you a hassle of worry about guests not showing up at the event as they stroll in late.

PLUS, you will even get a queue of people all waiting to get in!

Be creative in your offering and you will definitely get a lot of people waiting to get in!

5) Remind The Guests About The Party Repeatedly and Mercilessly

Once they have RSVPed to your party, remember to send them a confirmation email, call them to ensure that they are REALLY coming, SMS them and remind them to come to the party.

You cannot over do this enough. Even with all these measures in place, we still get guests telling us they forgot about the party!

Remember, unless you give them something of value – be it in terms of entertainment, free drinks& food, gifts – people are just too lazy to go anywhere these days.

So remember, hound them repeatedly once they RSVPed, to ensure that they go to your party 🙂

So there you go! 5 simple tips that you can use for your next launch party!

©2009 Maya Kuchit-Desjarlais, Convention Links (S) Pte Ltd


WANT TO USE THIS ARTICLE IN YOUR EZINE OR WEB SITE?

You can, as long as you include this complete blurb with it: The EventWhiz(TM), Maya Kuchit-Desjarlais publishes an ezine every 1st Thursday of the month on Creating Events That Work! Our ezines talk about and share practical experiences in running successful events. These bite-sized info, tips & ideas are specially suited for the busy, time-crunched Corporate Executives, Business Owners, Event Officers, Executive Assistants, Administrative Professionals, Marketing & HR practitioners who want to run their own events successfully, hassle-less, stress-free and with more grace & ease! If you’re ready to create successful events, easily AND get the recognition you deserve – get your FREE tips now atwww.eventwhiz.com

Visit www.successfuleventplanningstrategies.com


The Amanpuri, Phuket – your next meeting venue!

The Aman Resorts, the name conjures up images of romance, exclusivity and unique experiences.

Check out how you can be spoilt totally, by having your meetings in the luxurious surroundings of Amanpuri Phuket –  ideal for small intimate groups of 10 to 50 guests.

Want to show your appreciation to your clients or management team?

Have your meetings at The Amanpuri

If you would like us to manage your events and meetings for you, please email us.

Archive for the ‘Event Planning’ Category:

5 Ways To Save Money When Organising Your Event At A Hotel

When you organise an event that involved marketing for delegates – and therefore cannot guarantee the turnout, its best to be conservative in your estimates rather than being too optimistic. Sure, anyone wants a well-turnout event but its best to be realistic especially if you are the one marketing the event and can guage responses! This is more applicable if you are organising your seminars, forums or conferences at a hotel and cannot guarantee the turnout.

Knowing how to negotiate with the hotel venue can save you loads of money and lots of time trying to salvage any unexpected situation.

1) Always Guarantee Lower Than Your Expected Attendee

When you sign the contract with the hotel based on minimum guarantee, do guarantee lower than your expected number of attendees. Always be conservative in your estimation. You can alway  increase the  number of attendees later on nearer the event. As you know once you have given the hotel a minimum guarantee, it is difficult to lower the guaranteed numbers – in the event
that the event attendees fell short of your expectation. So even if your actual number of attendees is less than your guaranteed numbers, you will still have to pay  for the guaranteed numbers. So it is always best to guarantee much lower and pay for the actual attendees on
the event day – so long as the hotel can accommodate.

Remember you can always increase the numbers later but not decrease it.

2) Use The Main Conference Hall and Partitian It Up Into Breakout Rooms Instead Of Renting One

In the event that you need breakout rooms for your event, choose the biggest conference hall (depending on the number of breakout rooms you need)  that you can partitian into smaller breakout rooms if need be. Especially if the breakout rooms are needed only after the main conference is over and you will not be disturbing the conference proceeding. As you know, hotels charge for breakout room rentals and if you are not careful, all these can add up to pretty high costs.

So when choosing a hotel venue for your events and you need breakout rooms – remember to ask for what you can
do at the main conference hall, know what the possibilities are first – before confirming your event there.

3) Ask For Complimentary Welcome Coffee & Tea

Most hotels will provide a complimentary welcome coffee & tea if asked and especially if you are having an event the stretched to more than a day or you have a large number of guaranteed attendees. If your event is starting early, you can always ask for half of the morning teabreak to be served first when the guests arrive, and to be replenished later on during the teabreak.

Most times you can always ask for a complimentary welcome coffee & tea and some hotels if asked, are even nice enough to even throw in morning breakfast snacks like muffins for free.

So the rule of thumb here is to ask the hotel for it.

4) Get Your Own AV Supplier Instead of Relying On the Hotel’s

Getting your own AV supplier can sometimes be cheaper than the hotel’s and most hotels do not provide a standby support staff or technician to upload powerpoint presentations onto the laptop or to help your speakers with their presentations.

And if you only just need to use the hotel’s sound system – remember that some hotels will provide for the FOC use of microphones and you may only have to pay for laple mics and some hotels will not. Remember to be clear about what is provided FOC and what is not. No harm to ask for the FOC use of mics during your event,  of course 🙂

5) Ask For Accommodation Bulk Discounts For Your Delegates

If your conference or event involved overseas guests and you need hotel rooms – always negotiate for bulk accommodation discounts with the hotel. Hotels are most happy to provide a “package proposal” for meeting rooms that involved accommodation bookings especially if you are booking for more than 10 rooms at a time.

Compare quotes with other hotels to get the best deals.

Remember that as the organiser, you are responsible to ensure that your delegates are serviced well and are comfortable with the rates offered. How you negotiate with the hotels will eventually determine this.

©2009 Maya Kuchit-Desjarlais, Convention Links (S) Pte Ltd


WANT TO USE THIS ARTICLE IN YOUR EZINE OR WEB SITE?

You can, as long as you include this complete blurb with it: The EventWhiz(TM), Maya Kuchit-Desjarlais publishes an ezine every 1st Thursday of the month on Creating Events That Work! Our ezines talk about and share practical experiences in running successful events. These bite-sized info, tips & ideas are specially suited for the busy, time-crunched Corporate Executives, Business Owners, Event Officers, Executive Assistants, Administrative Professionals, Marketing & HR practitioners who want to run their own events successfully, hassle-less, stress-free and with more grace & ease! If you’re ready to create successful events, easily AND get the recognition you deserve – get your FREE tips now atwww.eventwhiz.com

Visit www.successfuleventplanningstrategies.com


The Amanpuri, Phuket – your next meeting venue!

 

 

The Aman Resorts, the name conjures up images of romance, exclusivity and unique experiences.

Check out how you can be spoilt totally, by having your meetings in the luxurious surroundings of Amanpuri Phuket –  ideal for small intimate groups of 10 to 50 guests.

Want to show your appreciation to your clients or management team?

Have your meetings at The Amanpuri

If you would like us to manage your events
and meetings for you, please email us.

Archive for the ‘Event Planning’ Category:

5 Simple Ways How You Can Create Successful Event Content

When you organise an event to subtly promote your products and services or to do an all-out brand awareness, product launch, you are inevitably branding yourself or your company. A lot of things can go wrong if you are not careful with the event content. Ultimately the event’s objective is to put your company in a good light. So planning and preparation for the event content is important.

Here are 5 simple ways how you can ensure successful event content:

1) Have a reason – what’s the event about?

Do you want to celebrate your 10th year anniversary?

Do you want to unveil the latest product by your company?

Do you want to generate some publicity around your products/company?

Or it could simply be you wanting to thank your customers for their past support and having an event to thank them.

If you have a reason, people can understand why you are having the event and whether or not they want to go. Having a reason will also shape the whole tone of your event. Don’t have a reason? Create one! Or use international celebrations or holidays as an excuse to have an event! Choose one that you resonate with – Earth Day, Women’s Day,Children’s Day, and so on.

2) Provide an educational angle something that the guests can learn from

Be generous with your free tips and how tos. If you run an interior decorating company, give free tips on effective ways to plan your living room space or if you are a service provider, for example, you run an advertising company, give free tips on how we can be more effective in capturing attention from the market using advertisements. Give something that your guests can learn from to create great content for your guests.

3) Joint Venture (JV) with other non-competitive businesses

When you JV with other complementary businesses which are non-competitive, your guests get a wider perspective on things and you add value to them than just blowing your own horn. Going back to the interior design company – you can definitely JV with a furniture company or a company dealing with lighting systems and give tips on how to enhance the living room of your guests thereby enhancing your guest’s total experience at the event.

4) Provide entertainment, use minglers/talents, professional emcees

Depending on your event, its important to provide entertainment and ensure that the event run smoothly – engaging a professional emcee is important to set the tone of the event and using the
relevant talents to entertain your guests.  A mingler or a talent is someone hired to add liveliness to the crowd, for example, if you are dealing with beach products and have a beach theme – hire beautiful
“Hawaiian” chics in hawaiian costume to greet your guests and offer to hula dance with them. It all depends on how creative you want your event to be to make it memorable for your guests!

5) 70-30 Rule

Use the 70-30 rule to provide 70% content and 30% promotion. Lets face it, you hold an event to promote your business – so by all means promote them! However you must be careful not to have too salesy an event or your guests may not turn up for the next one. Or worst, if your event is a paid one, you may receive many complaints from your guests – if what they get is just sales talk and more sales talk. So ensure that you provide value and  benefits to your guests without over-pitching your products. There are subtle ways to pitch your products at an event. Even if you charge for workshops and have back-end products to sell or give free seminar previews to upsell your fee-based workshops – remember this rule or you will find yourself dealing with many complaints later.

Hope the above tips are helpful to you! If you feel that others can benefit, do help to forward this ezine to them!

©2009 Maya Kuchit-Desjarlais, Convention Links (S) Pte Ltd



WANT TO USE THIS ARTICLE IN YOUR EZINE OR WEB SITE?

You can, as long as you include this complete blurb with it: The EventWhiz(TM), Maya Kuchit-Desjarlais publishes an ezine every 1st Thursday of the month on Creating Events That Work! Our ezines talk about and share practical experiences in running successful events. These bite-sized info, tips & ideas are specially suited for the busy, time-crunched Corporate Executives, Business Owners, Event Officers, Executive Assistants, Administrative Professionals, Marketing & HR practitioners who want to run their own events successfully, hassle-less, stress-free and with more grace & ease! If you’re ready to create successful events, easily AND get the recognition you deserve – get your FREE tips now at www.eventwhiz.com

Visit www.successfuleventplanningstrategies.com


The Aman Resorts, the name conjures up images of romance, exclusivity and unique experiences.

Check out how you can stay at 3 of the Amanbali properties in 1 trip!

Want to show your appreciation to your clients or management team?

Have your meetings at The Amanbali

If you would like us to manage your events and meetings for you, please email us.

Archive for the ‘Event Planning’ Category:

What NOT To Do When You Organise A Networking Event

A networking event is ideal to getting to know your peers, colleagues in a big organisation, other business owners or the people in your industry. Its a great way to mingle, exchange cards or converse with like minded people – which you won’t be doing otherwise due to your daily rush and work
commitments.

Networking events can be free of charge or a ticketed event – depending on your objective. Whichever way you choose, as the organiser of a networking event, you have to make it conducive for your guests to mingle and set the environment right  for a comfortable networking.

1) Don’t send out invitation to the networking event just 5 days to the event!

This should have been obvious, but believe it or not, we received our invitation to this networking event just 4 or 5 days before  Guests need time to react and with so many things happening at the moment, it is difficult to committ to the event even though I am sure alot of us would like to go. Suffice to say, there was only a handful of us who showed up.

2) Don’t start your event too early – 6pm is still a bit early for most of us who comes from the office.

There have been some “debate” about this. If we put the networking event at a later time – guests will take their time and will even stroll in MUCH later. If we put it in too early – no guests will show up. I think ideally, we should put it at 6:30pm so that this gives guests time to leave the office at 6pm and reach the location comfortably. Suffice to say, alot of the guests stroll in around 7pm although the invite was for 6pm. Imagine from 6pm to 7pm, there were only 3 guests!!

3) Don’t schedule another meeting or appointment right after the networking event

As the host or the organiser, again this should  have been obviously a “no no”, but we were surprised when one of the hosts for this networking event had to leave for “another meeting”. It should not have been a problem but there were only 2 hosts at the event and the “2nd host” also had to leave for “another meeting” about an hour later! So us guests were left with plenty of food with just each other and no host!

4) Don’t arrange the networking event to be in a venue where the tables are fixed and not easy to move around.

Venues are important when hosting a networking event – the ambience should be pleasant with not many obstruction blocking people’s way like fixed tables and chairs.

We had very little room to move and were stuck at a corner that can fit only 8 people, so when there were more people arriving, everyone had to “shift” seats and the meeting had to be disrupted every time. So choose your venue carefully and make sure you have your guests in mind when you select the venue.

5) DO Arrange for finger foods and drinks with the venue before hand  –  especially if its an after work event

Once you have a confirmed number of guests, do arrange for food and drinks before the guests get there. Normally if its an after office hours event, people are hungry, and if there is no food served or mentioned on the invitation, most guests would go elsewhere to have a bite before arriving at the event. Again this should have been obvious, but some of us who arrived early wanted to leave the place to have “dinner first” elsewhere as there were no food arranged for us. The host had to quickly order from the restaurant so that none of us would leave the premises!

Again all these things should have been pre-arranged. Organising any event need not be difficult but it must be meticulously looked over no matter how small.

©2009 Maya Kuchit-Desjarlais, Convention Links (S) Pte Ltd



WANT TO USE THIS ARTICLE IN YOUR EZINE OR WEB SITE?

You can, as long as you include this complete blurb with it: The EventWhiz(TM), Maya Kuchit-Desjarlais publishes an ezine every 1st Thursday of the month on Creating Events That Work! Our ezines talk about and share practical experiences in running successful events. These bite-sized info, tips & ideas are specially suited for the busy, time-crunched Corporate Executives, Business Owners, Event Officers, Executive Assistants, Administrative Professionals, Marketing & HR practitioners who want to run their own events successfully, hassle-less, stress-free and with more grace & ease! If you’re ready to create successful events, easily AND get the recognition you deserve – get your FREE tips now at www.eventwhiz.com

Visit www.successfuleventplanningstrategies.com


The Amanbali Break Treats!

The Aman Resorts, the name conjures up images of romance, exclusivity and unique experiences. Check out how you can stay at 3 of the Amanbali properties in 1 trip!

Want to show your appreciation to your clients or management team?

Have your meetings at The Amanbali

If you would like us to manage your events and meetings for you, please email us.

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