FACULTY OF INFORMATION MANAGEMENT

UiTM NEGERI SEMBILAN

CAMPUS REMBAU

PUBLIC RELATIONS IN INFORMATION WORK

(IML553)
CASE STUDY

PROMOTIONAL PLAN FOR AN EVENT IN CHILDREN LIBRARY

PREPARED BY:
NUR AZIANA BINTI AHMAD (2021120597)
AISYAH NUR AQILAH BINTI (2021110215)
NUR FATINHAH BINTI FAIZA (2021101337)
SITI AINNUR NABIHAH BINTI ABD GHANI (2021189657)

GROUP:
N5 IM244 4A

PREPARED FOR:
SIR MOHD RIDZUAN BIN IBRAHIM

DATE OF SUBMISSION:
2nd DECEMBER 2021
TABLE OF CONTENT
NO. CONTENTS PAGES

Acknowledgement 1

1.0 Introduction 2

1.1 Children Library Event (You, Me And Malaysia) 3

1.2 The Event Objectives 4

2.0 Promotional Plan 4

2.1 Date And Time 4.5

2.2 Venue 5,6,7

2.3 Theme 7,8

2.4 Communication Medium 8,9,10,11

2.5 Print 12,13

2.6 Budget 13,14

3.0 Conclusion 15

References 16,17
 ACKNOWLEDGMENT
First of all, I would like to thank Allah S.W.T and His messenger, Prophet
Muhammad S.A.W. It is because of His blessing, it is possible for us to finish this case
assignment. We had finally managed to finish up this case study assignments with
great enthusiasm and determination. All the time spent to search and discuss ideas
as well as justifying theoretical clues to drive the output were worth our effort and time,
Insha Allah.
Therefore, we would like to acknowledge with thanks, the individuals who had guided
us in making this case study assignment. Firstly, we would like to thank to our lecturer’s
for this subject, IML553, Sir Mohd Ridzuan Bin Ibrahim. He had guided us on how to
complete this case study assignment. Every week in class, he always reminds and
gives guideline on how to search information about this assignment. Then, we would
like to thanks to our friends who helped and shared ideas with us. They are also gave
us supports and advices. Lastly, we also want to thanks to our parents who always
prayed well for us and giving their time to hear our problems.
We hope our case study assignment is complete and will be receive. We
had our efforts and acknowledgement to search information and ideas. Hope our effort
was worth it.

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1.0 INTRODUCTION
Promotional plan is process of optimizing the utilization of marketing tools,
strategies, resources to promote a product and service with the intent to generate
demand and meet the set objectives. In other words, it is made up of actions that
have a beneficial impact on public interest. This particular promotional action is
critical for introducing and gaining public attention to the project. As a result, it is
an irrefutable reality that a promotional strategy can provide significant benefits to
the organization or corporation. Moreover, people frequently overlook the
necessity of a promotional plan in promoting an organization's goods or services.
As a result, there was less structure when it came to fully employing the features
of a promotional plan.
For others information, some people's common conceptions of promotional plans
are they are only appropriate for business activities. From the public's perspective,
the thought of utilizing promotional plans for reasons other than commercial profits
is strange thinking. In addition, the promotional plan is used to attract public
attention to a specific and significant value that the organization is trying to justify
and promote for future benefits. The elements or factors employed in this form of
marketing campaign with an unique goal are similar to those used in a typical
corporate promotional strategy. The main objective of conducting a promotional
plan, which can range from promoting a product, services, or even particular
values to the public, is the major and common resemblance between these two
sorts of promotional plans.
Aside from that, the library has always been a reliable source of knowledge
for the public. Its role as an information agency is critical in ensuring that there is
a consistent and appropriate location where society may obtain the reading and
information resources it requires. However, this statement does not give the public
enough information and exposure about the library, particularly the children's
library. Unfortunately, in today's world, the children's library is one of the things
that is being overlooked. The advantages and benefits of having a children's library
are not effectively and totally communicated to the general audience. The notion
of a library dedicated solely to the use and benefit of children opens up a new
window of opportunity for society to improve the intellectual development of
youngsters. Additionally, librarians will have a wonderful opportunity to expand the
library's services to a broader spectrum of audiences, including youngsters. To
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put it another way, it will emphasize the importance of libraries not only to the older
community but also to the younger community.

1.1 Children Library Event (You, Me And Malaysia)

For our event, we decided to give a name You, Me And Malaysia. This is
because this event has held in conjunction with the celebration of
Independence Day. This event is specially created with the essential
purpose of exposing the public of the existence of the children’s library. It is
generally known that the library plays an essential role in development of
human society from an academic prospective. Like we know, children’s
library is not being given the same opportunity like an academic library. This
is because, there are have the lacking in provide the reading materials or
resources that suitable to the children use in gaining their knowledge.
Through the existence of the children’s library, the parents and also the
children will have the opportunity to involve themselves with the benefits of
visiting and utilizing the library’s facilities.
So, in order to draw parents' and children's attention to the value of a
children's library, we hold activities that emphasise the benefits and exciting
aspects of a children's library. For our information, the event You, Me, and
Malaysia provides an opportunity to promote the benefits that may be
gained from a children's library in a variety of ways, such as educational,
recreational, and cultural. Through this event, there will be various activities
that will be held such as activities that revolve closely around children’s
library especially about the cultural aspects. This is because, this events
has held on the Independence Day so, from that any activities on this events
will be related with the cultural. At once, it can cultivate a patriotic spirit to
the children since childhood. A promotional plan will be implemented in
order to ensure the success of this event. As we all know, thorough
preparation for this event, as well as the implementation of an appropriate
promotional plan, will ensure positive outcomes in organizing this event for
the library's children.
There are six elements that we use in promotional plan for the You,
Me and Malaysia event, which are date and time when the event will be
held, the venue, the event’s theme, the communication medium that we

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 used to promote this event to other people out there, print and also the
budget. All of this elements is such an important things that we need to think
and plan before the event going on.
1.2 The Event Objectives
The main objectives of this children library event, You, Me And
Malaysia, there are three objectives that we need to accomplish for our
events. Which are:
i. To create awareness to the people out there about the
importance of the children library.
ii. To attract interest and attention among the children to always join
and come to the library since childhood.
iii. To teach the children so they enable to participate in society.
2.0 PROMOTIONAL PLAN
2.1 Date And Time
The event “You, Me & Malaysia” will be held on the 31th of August
2022 which is on Wednesday. This date was chosen because of its
suitability as the time of the national day of Malaysia celebration. We also
decided to conduct the event on evening from 2 p.m. until 5 p.m. because
in the morning there will be an Independence Day celebration parade
around our event location which is Perbadanan Perpustakaan Awam
Negeri Sembilan (PPASNS). So, we will not face traffic jams and the safety
of children will also be maintained. The duration takes three hours only so
it is not a long period for parents to waiting. On that day, it is a public holiday
so that the parents are willing to take their children for joining and
participating in our events and they also can monitor and support their
children during the competition.

There are three competitions that will be conducted during our events
which is every competition only takes an one hour per games. These
competitions are conducted as an additional type of promotional technique
to promote our events entitled “You, Me and Malaysia”. Our competitions
are based on event’s theme that encourages children to love and care
about our nation. Meanwhile, this event also can fill children’s leisure time
with worthwhile things.

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 TIME ACTIVITY
2:00 P.M. – 2:15 P.M. Registration
2:15 P.M. – 2:30 P.M. Speech by :
 Programme Director
 Librarian of Children Library
Event Opening Ceremony
2:30 P.M. – 3:30 P.M.  Games 1 : Drawing and colouring
competition ( For 5 & 6 years old)
 Games 2 : Storytelling ( For 7,8 & 9
years old)
3:30 P.M. – 4:30 PM  Games 3 : Fashion show competition
(For 10, 11 & 12 years old)
4:30 P.M. – 5:00 P.M. Gift presenter’s season
Picture season
Programme end
Table 1 : (The tentative programme of “You, Me and Malaysia”)
The table above shows the tentative programme for our event that will
be held in One day only that takes three hours only. This tentative to ensure
the event will run smoothly and effectively. By having this tentative, we can
estimate how much time it will take for ensure the events runs well. In order,
we also can know what time our event is over. So that, our audience can
plan and manage their time carefully.

2.2 Venue

Venue means the place where a public event or meeting happens

(Cambridge Dictionary). For the event, venue selection is very important for
the event success and it is the most critical decision for an event planner.
This decision will likely swallow the biggest budget and will be the vessel
used to deliver exciting and quality content to our participants. The venue
location, facilities and atmosphere are critical to ensure the successful
event. The event venue must be a draw and help move the potential
participants from interested to register. Event venues are also very
important in the promotional plan of the event because it can make the

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venue become an attraction to the public. In other words, the event venue
can influence the audience, especially parents' thoughts towards our event.

According to IFLA, public libraries is an organization established,

supported and funded by the community, either through local, regional or
national government or through some other form of community
organization. It provides access to knowledge, information and works of the
imagination through a range of resources and services and is equally
available to all members of the community regardless of race, nationality,
age, gender, religion, language, disability, economic and employment
status and educational attainment. The purposes of the public library are to
provide resources and services in a variety of media to meet the needs of
individuals and groups for education, information and personal
development including recreation and leisure.

Next, for the selection of the event venue of the children library, we
have made a survey and decided to choose Negeri Sembilan Public Library.
This is because this library has a really strategic location which is located
at the Persiaran S2 B2, Seremban 2, 70300 Seremban, Negeri Sembilan
and is in the middle of the city. This location is also suitable for us to conduct
an event because the place is a public place and not hidden. This Public
Library also can become an attraction for people to come because it is easy
to find and accessed by the public.

Then, this public library also has a children's area in the library so it is
suitable for us to do the events there because they have separate levels
and areas for children and adults. So, when we want to do the event, we
will not disturb other people and what makes it interesting is the children’s
place is at the bottom while the adults are at the top. Even though this public
library was in the middle of the city, they have prepared car parking so that
the audience will be able to park their car because the parking was in front
of the building. So, it will be easy for parents especially to attend the event.

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 Figure 1 : The location of Negeri Sembilan Public Library

2.3 Theme
The chosen theme for the event is patriotic. The event “You, Me and
Malaysia” is will be organized for the Independence Day of Malaysia. The
reason behind choosing the theme is to instill the patriotism in our folk
especially the younger or the youth. It is important to educate our younger
generation about the history on how our country reached the
independence. The kids must have the patriotism and loyalty of their own
country in order to advance the country. All the activities will made based
on the theme which is patriotic. Other than that, the activities will give
knowledge about Malaysia Independence Day. This theme can attract the
parents to show their kids on how to celebrate and appreciate their country.
The activities can help the kids to understand easily about the history of
Malaysia. The theme itself can help these kids to develop independence
and promote sense of belonging. They will know about their country and
they will love their country.

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 Figure 2 : Happy Malaysia Independence Day

There will be many flags of Malaysia decorate at the venue of the

events and the kids will wear the suitable outfits according to patriotic
theme. They will wear Malaysian national wear or anything that have related
with Malaysia. There are also pictures related with Malaysia all around the
venue.

2.4 Communication Medium

In the communication process, a medium is a channel or system of

communication which means by which information (the message) is
transmitted between a speaker or writer (the sender) and an audience (the
receiver) which means the plural form is media and the other term that is
known as channel. The medium also used to send a message from an
individual’s voice, writing, clothing and body language to forms of mass
communication such as newspapers, television and the internet.
Communication medium means conveying meaning to people.
Communication media is also very important in the promotional plan
because this medium was used directly towards promotional activity. For
our event, we will use three types of communication media which are social
media, broadcast media and posters.

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2.4.1 Social Media

Figure 3 : Social Media

Social media is a collective term for websites and applications

that focus on communication, community-based input, interaction,
content-sharing and collaboration (whatis.techtarget.com). As we
know today, people used social media to keep in touch and interact
with friends, family and also communities. For our event, we will use
social media in order to promote our event towards children’s,
societies and also parents so that they can know more details about
the event.
The social media that we used are Facebook, Instagram,
Twitter and other social applications. The reasons why we used the
applications is because they were easy to reachable and it is easy
for societies and parents to look up about the event. Using these
platforms, we will share about the programs and activities that we
will be holding. They also can know about the details and what
advantages and benefits that their children will get after they
participate in the activities. With these mediums, we believed that
this event will be reachable because nowadays as we can see the
technology has become modern and the users also become wider,
so it can obtain many audiences. Then, the public and parents also
will get useful and detailed information about these events such as
the date, activities that were held and time of the event.

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2.4.2 Broadcast Media

According to the Website University of Fort Hare, the term

‘broadcast media’ covers a wide spectrum of different
communication methods such as television, radio, newspapers,
magazines and any other materials supplied by the media and press.
For us, broadcasting media provides valuable information because
it can deliver great information towards people. To promote our
event, we have chosen two mediums which are television and radio.
This is because they will give a big impact towards the participation
of the event.

2.4.2.1 Television Channel

Figure 4 : Television Channel

For our event, we will use the television medium to

share and promote more about our event. This is because,
with television, parents can watch and listen to the television
every day. So, for us it is a good medium to promote our
event. From television, the parents and the children
especially can watch and see about the advertising of what
events that we were doing and where the events were held
since the channels that we are focusing are TV3 and astro
ceria. As we can see, TV3 and astro ceria will be the best
channel to promote our event because they usually have
many audiences from young to old. So, it is good for us to
promote there. From there, they will be interested and they
will bring their children to our event.

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 2.4.2.2 Radio Channel

Figure 5 : Radio Channel

Meanwhile for the radio, using this medium will not be

disappointing because communities and parents usually
listen to the radio whenever they will go to work and leisure
time. With this medium, we will use it to advertise the details
and information about our event. Maybe some of the parents
will be interested in the event since it can help their children
to fulfil their time with beneficial activities. Other than that,
this activity was held during Malaysia Day so the parents can
spend their time with their children and send their children to
this event to make sure that their children will not be bored
at home. Then, through this media also it can strongly
influence parents and children visually and through their
hearings. In this case, broadcast media plays an important
part in disseminating the important information related to our
event in order to target the audience.

2.4.3 Posters

Posters also play an important role toward the event because if the
posters look interesting, communities especially parents can feel that
they like to join the event. If we create and design an interesting
poster with colourful colours of course the children will like it because
it can affect their mood and behaviour which will make them happy
and enthusiastic. So, if we make colourful posters and fonts that
make them easy to read of course it can visually attract the children
to join this event. For posters, we have to make sure that the

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 information is clear enough, attracts attention and must be displayed
in places where the people will be seen. The posters also should
not use too many colours or borders because it will be distracting
and looks untidy. This will make the audiences, especially parents
and children lose their attraction.

2.5 Print
In term of promotional plan, we decide to create and design some
posters as a method to promote our event towards society especially
parents and children. As an effective ways, we also will hand them out in
the playground and putting them up on notice boards in local shops so that
our audience will notice with our upcoming event. By having these posters,
it will attract and capture the audience’s attention to come and participate
in our event which is entitled “You, Me & Malaysia”. Next, this event is being
conducted as to celebrate the national day of Malaysia so our posters have
been designed according to the theme. Our poster design is very interesting
and attractive because we used colourful colour, emphasize elements, use
photo, illustrations and graphic art to create energy, elicit a mood and attract
the audience’s eye as our target audience are children. Not at all, we also
make sure that every information and details of events are filling in the
poster such as the date, the places and the rules to ensure our audience
getting the information correctly and understandingly.

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 Figure 6 : Posters
2.6 Budget
For our information, every event that must be held, the budget that we
must spend for our event must be spent wisely. This is to avoid any loss or
waste during the event's operation. A budget is an estimate of revenue and
expenditure for a specific period of time. This section is also very significant
in a promotional plan because it specifies the financial requirements for
carrying out the event. A well-planned and proper of a budget will be
determine the success or failure of the event. For the event “You, Me And
Malaysia”, the budget planned includes the essential items, such as printed
posters, the prizes that need to give to the participant who wins in the
competition in this events. Moreover, the preparation of this financial budget
emphasises the importance of developing a promotional strategy for the
"You, Me, and Malaysia" event. The figure below specify clearly on the
expenses of each items.

No. Items Total

1. Equipment Materials For Activities RM 250

2. Foods And Drinks RM 500

 VIP

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  150 Participants include
committee members.
3. Printing Materials RM 50
 Posters
4. Gift And Souvenir RM 710
 VIP (RM 50)

 Demonstration Match
- First place (RM 150)
- Second place (RM 120)
- Third Place (RM 70)
 Hamper (Colouring
Competition)
- First place (RM 100)
- Second Place (RM 70)
- Third Place (RM 50)
 Goodies (RM 100)
5. Communication Medium RM 500
 Broadcast Media
- Television Channel
- Radio Channel
6. Speaker (VIP) RM 200

TOTAL RM 2210

Table 2 : Budget

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3.0 CONCLUSION

In conclusion, it is essential to have proper promotional plan for every event

that had been made. This is because promotional plan play biggest role in order
for any event to be successful. Promotional plan help the organizer to looks in
details on which part they need to be more focused and which part that they need
to do the first. However, without the proper promotional plan, it might be difficult
for the event to be successful so the organizer need to look in depth about their
target audience. It will help the organizer to make a plan on how to attract the
audience and how to make the event interesting. In this case study, there are six
(6) components in the promotional plan which are date and time, venue, theme,
communication medium, printed materials and budget. The organizer need to
choose suitable materials to promote the event. Besides that, the organizer have
to use the suitable communication medium to attract the audience. In this case
study the target audience are children which means the organizer need to attract
parents. Not only that, each of the six (6) components of promotional plan have
their own functions in contributing the successful of “You, Me and Malaysia” event.

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