This guideline document will assist you with the processes and procedures involved in applying for a record title with ASEAN RECORDS.

Applicants / Organiser / Candidate(s) hereinafter refer to as “Client” and ASEAN RECORDS hereinafter refer to as “AR”.

Process Flow & Timeline

To apply for a record title with ASEAN RECORDS, please follow the guidelines below:

1. Start by submitting an Official Application Letter (on letterhead) stating the intended record title and the objective for the record-breaking attempt.

2. Submit the Record Breaking Attempt Proposal with all the relevant and mandatory details, including:
2.1. The proposed record title and the individual or organization attempting the record
2.2. The proposed date of the record-breaking attempt and the date of certification presentation (if different)
2.3. Detailed information about the mechanism and nature of the client’s record attempt. If the attempt involves consumable food and beverages, please include a mechanism for food and beverage distribution, as AR practices zero tolerance for food wastage.
2.4. The location of the record-breaking attempt and the venue for certification presentation (if different)
2.5. A quantifiable measuring unit for the intended record-breaking attempt. This may include measurements in meters for height, width, and length, measurements of M2 or KM for space and distance, or the number of NRIC for counting the number of participants. For other measurement units, please propose the applicable option.
2.6. A supporting, recommendation, endorsement, or verification letter from the relevant ministry or body.

3. Once the client submits all the necessary documents, AR will conduct a draft search in its database to verify the status of the proposed record title.
3.1. If there is an existing record title or a similar record nature, AR will suggest a new record title to the client. Once the client agrees, AR will seek panel approval to acknowledge the superseding of the existing record breaking attempt.
3.2. If the record title is unique and significant with a non-similar record nature, AR will seek panel approval to acknowledge the new record-breaking attempt entry.
3.3. If the record-breaking attempt is non-significant, AR will advise the client to rework the proposal to create a unique and significant record-breaking attempt.

4. After AR panel approval, AR will issue an Official Acknowledgement Letter, together with a Proforma for payment (F1) to inform the client that their record-breaking attempt has been successfully accepted by AR.

5. Once the payment is received, AR will release its logo and guideline to the client for advertising usage. Any POSM/posting/prints with the appearance of the AR logo must be approved by AR.
5.1. The usage of AR’s logo must comply with the AR logo guideline provided. Failure to comply may result in revocation of the record and/or legal action.

6. All payment must be made at least 14 working days before the event day.

7. AR will draft the Rules & Regulations (R&R) Letter, which must be strictly adhered to. Before drafting the R&R Letter, the client is advised to schedule an appointment with the AR Research Team to discuss the R&R terms.

8. Site Inspection shall be arranged if required for verification, depending on the nature of the Record Breaking Attempt.

9. AR officer will attend the Verification and/or Certification Presentation seven days before the event.

10. If the client intends to invite an observer for the event, the observer must be a representative from the Government Ministry or ADUN (Ahli Dewan Undangan Negeri), Member of Parliament, Secretary General of Ministry, Chief Minister, Deputy Chief Minister, Deputy Minister, Minister, etc. The client should confirm with AR if the observer is not as stated.

11. A surcharge fee will be imposed if the certificate presentation date falls on National/Federal Public Holiday and National/Federal Public Holiday Eve.

12. Hi-resolution footages of photos and videos must be shared with the AR officer within 48 hours after the event. If the client does not engage any professional photographer/videographer, AR will engage one with charges. AR reserves the right to publish/use all record details, photographs, and audio-visual materials for publicity purposes.

13. The processing duration for record attempt application is within 30 days. However, if the client wishes to fast-track the record attempt application (within 14 days), additional charges will be applied.

Fee Structure and Charges

Referring to the Process Flow & Timeline outlined above, please find below the detailed charges and breakdown for your reference.

a) For personal record attempt – USD500 (administration fee)
b) For corporate record attempt – USD4,000 (administration fee)

Compulsory Charges:

Officer(s) attendance levy fee for certificate presentation – USD200

Site inspection
Additional USD500 (Officer Charges USD200 & Venue Recee Fee USD200) for site inspection within and outside of Kuala Lumpur
Traveling expenses like flights, accommodation, and food allowances for the officer(s) are not included and must be arranged by the client.

Federal Holiday, National Public Holiday, and National Public Holiday Eve
USD50 surcharge if the certificate presentation falls on a holiday or holiday eve

Certificate presentation out of Kuala Lumpur additional charges for officer(s) traveling expenses, to be borne by the client
a) If Officer(s) are required to drive – mileage expense of USD0.40 per (or RM1.50) KM will be charged
b) If Officer(s) are required to take a flight – booking and purchase of flight ticket must be handled by the client. E-ticket must be shared with AR at least 7 days before the actual record attempt date, and USD100 will be charged to cover officers traveling from AR office to Airport. Transportation from Destination Airport to Record Attempt Venue / Hotel must be booked and paid by Client.
c) If Officer(s) are required for accommodation – a minimum 4-stars hotel room to be booked and paid by the client. Booking receipt must be shared with AR at least 7 days before the actual record attempt date.

Fast Track application
Additional charges of USD500 for fast track application (Less than 14 days)