GUIDELINES & CHECK LIST FOR CONDUCT OF EVENT

1.
Proposal for conduct of the event as per format enclosed to be submitted to
Director through Adm Office well in advance.
2.
After approval of the Director, the Programme Coordinator will carry out necessary
liaison with Adm Office / other concerned offices / departments to ensure progress / timely
completion of task for smooth conduct of the event.
3.
In addition to the points covered in the approval format, following aspects should
also be kept in mind :(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
(j)
(k)
(l)
(m)

ACs / lights / fans, wall clock and other equipment at venue are functional
Attendance Record
Standby power supply
Summing up
Thanking the speaker
Contact with the speaker
Resume of the Speaker
Route guidance
Issue of Notice to all concern
Allotment of responsibilities
Submission of feedback to the Director after completion of event.
Soft copy of photographs is send to Directors Office & Adm Office.

4.
In case of any problem or assistance required, contact to the Adm Officer /
Director.
5.
Proposal to be submitted to the Director through Adm Officer well in advance with
following details :-

FORMAT FOR PROPOSAL TO CONDUCT ANY EVENT

1

Name of Event

2
3
4
5
6

Date and Time

Venue
Brief about the event
Attendance
Dress :(a) Faculty
(i)
Gents
(ii)
Ladies
(b) Non-Teaching Staff
(c) Students :(i) Boys

Lecture by Dr. Michael D. Patra on The

Making Of Monetary Policy In India
14.08.2014
LH2
Enclosure-1 (to be given after the event)
MBA 18

White Shirt & Institute Tie / formals

Saree
Formals with Tie

White Shirt, Grey Trousers & Institute Tie /

formals
Saree / White Shirt, Grey Trousers &

(ii) Girls

Institute Tie / formals

6

7.

To be seated by (time) :(a) Faculty

(b) Non-Teaching Staff
(c) Students
Details of Approx Expenditure

1045 hrs
Enclosure-2 (available with adm)

8.
9.

Assistance Required
Misc

Enclosure-3
1. 135 seating arrangements in LH2 by 30
1045hrs.
2. Podium mic, collar mic, handheld
microphone arrangement.
3. Power back up needed.

Date :

(Name & Designation of Programme Coordinator)

Enclosure-1

BRIEF ABOUT THE EVENT

1.

Brief. Will be available after the event.

2.

Bio-data of speaker with Mob No and Address (where applicable)

Will be available after the event

Date :

(Name & Designation of Programme Coordinator)

Enclosure-2
NAME OF EVENT AND DATE
DETAILS OF APPROX EXPENDITURE
Ser
No
1.

Date :

Purpose

Approx
Amount

Remarks

(Name & Designation of Programme Coordinator)

Enclosure-3
NAME OF EVENT AND DATE
ASSISTANCE REQUIRED
1
2

Details of seating arrangement required

at Dias with layout
Details of seating arrangement for
audience with layout

- Table and Chairs, with Table cover, 1

water bottle and 1 glass.
135 seating arrangements in LH2 by
1045 hrs

Total No of attendees

4.

Sound system, Video / Audio / computer

/ speaker /Projector etc

5.

Requirement of Transport

100 (MBA 18)

Full AV facilities
Required with Collar mic., Podium
mic. and hand held mic.
Not required

(a) Name and designation of person for

whom transport is required

Not required

(b) Type of transport

Not required

(c) Place of reporting

- Not required

(d) Time

- Not required

(e) Whether transport is required for

return journey also (if yes, give details)

- Not required

6.

Boquet / Memento / Gift etc

- Not required

7.

Tea / water arrangements

8.

Lunch / Dinner etc

9.
10.

Photography of event
Any other support / Assistance required

Date :

Not Required
Lunch for 8 persons to be arranged
in CGM
Required
Power Back up needed

(Name & Designation of Programme Coordinator)