Saarang 2020 - Report

Table of Contents
EVENTS ..................................................................................................................................... 3
Overview ................................................................................................................................ 3
Team Overview ..................................................................................................................... 3
Events List: ............................................................................................................................ 3
MILESTONES: ....................................................................................................................... 3
Issues and Possible Solutions: ..............................................................................................4
FACILITIES AND REQUIREMENTS ......................................................................................4
Budget and Expenditure: ......................................................................................................4
Team Size: ............................................................................................................................. 5
Challenges Faced: .................................................................................................................. 5
Possible changes:...................................................................................................................8
QUALITY MANAGEMENT SYSTEM ......................................................................................8
Changes made to Saarang QMS 2020: ..................................................................................8
Venues used:..........................................................................................................................9
Number of MoU’s signed: .....................................................................................................9
Income and Expenditure Statement:....................................................................................9
Issues faced and feasible solutions: .................................................................................... 10
MARKETING AND SALES .................................................................................................... 10
Number of MoUs Signed: ................................................................................................... 10
Sales Statistics: .................................................................................................................... 10
Pros and Cons: ...................................................................................................................... 11
STUDENT RELATIONS ..........................................................................................................12
Team structure: ....................................................................................................................12
MoUs signed: ........................................................................................................................12
Budget involved:...................................................................................................................12
Report: ..................................................................................................................................12
DEVOPS ................................................................................................................................... 13
Team structure: .................................................................................................................... 13
Report: .................................................................................................................................. 13

PAGE 1
FINANCE TEAM ..................................................................................................................... 14
Team Structure: ................................................................................................................... 14
Issues & Probable Solutions: ............................................................................................... 14
No of MoU’s signed: ............................................................................................................ 14
Venues used:........................................................................................................................ 14
Concluding remarks: ........................................................................................................... 14
MEDIA AMBIENCE & DESIGN TEAM .................................................................................15
Team Structure: ....................................................................................................................15
Issues & Probable Solutions: ................................................................................................15
No of MoU’s signed: .............................................................................................................15
Venues used:.........................................................................................................................15
PROSHOWS ........................................................................................................................... 16
SAARANG THEME:............................................................................................................. 16
TEAM STRUCTURE: ........................................................................................................... 16
EVENT - ARTIST DETAILS: ................................................................................................ 16
MOUs SIGNED: ....................................................................................................................17
INCOME & EXPENDITURE:................................................................................................17
ITEMS PROCURED: ............................................................................................................ 18
ISSUES & POSSIBLE SOLUTIONS: .................................................................................... 18
ADVERTISEMENTS: ........................................................................................................... 19
SECURITY............................................................................................................................... 19
Saarang Theme: ................................................................................................................... 19
Team Structure: ................................................................................................................... 19
Venues Used: ....................................................................................................................... 19
Details regarding MoU’s: .................................................................................................... 19
Permissions to be obtained: ................................................................................................ 20
Items Procured: ................................................................................................................... 20
Issues faced by the team: .................................................................................................... 20
Ticket Sales: ..........................................................................................................................21

PAGE 2
EVENTS
OVERVIEW
− Events team conducted over 100 competitive events along with various workshops,
lectures etc over the course of 5 days from January 8th to January 12th.

TEAM OVERVIEW
− The vertical consisted of 12 teams namely Fine Arts-Lifestyle Club, Quiz Word
Games Club, Drama Club, Music Club, Oratory and Comedy Club, Classical Arts
Club, Media Design and Film Appreciation Club, Choreo Club, E-sports Club,
Writing Club, NOVA (India Fest, Food fest, Anime fest) and Non Competitive
Events (Informals Club, Spotlight Lecture Series, Meraki) which was headed by 3
cores, 25 supercoordinators and 5 QMS Managers. The team also included around
160 coordinators and 250 volunteers.

Contact Sheet:

https://docs.google.com/spreadsheets/d/1RDRKJxW-wd1jmhGt1F9hFNYqqKw-
PYsRtHBUljjOOyQ/edit#gid=0

Volunteers List:

https://docs.google.com/spreadsheets/d/1RDRKJxW-wd1jmhGt1F9hFNYqqKw-
PYsRtHBUljjOOyQ/edit#gid=0

EVENTS LIST:
https://docs.google.com/spreadsheets/d/1fUFfpWyT3VeQF7g87IjS10pFllydWgcnPkGHYw
0t5E4/edit?usp=drivesdk

MILESTONES:
1. Addition of Ferris wheel, Columbus, Human Library etc. which were new to
Saarang.

2. Winners of Decibels and Tarang winners opened the Professional shows at OAT
for Rock and Pop nite respectively.

3. Introduced first ever Saarang Overall Championship which was presented to Christ
University by our director just before Pop Nite performance by Shankar
Mahadevan.

4. The Saarang all events pass generated over Rs.7,00,000 in revenue.

PAGE 3
ISSUES AND POSSIBLE SOLUTIONS:
1. Safety measures for Saarang Amusement park at KV can be improved. The vendor
has been intimated about the same and necessary actions will be taken next year
to ensure better safety.

2. The Saarang website and Saarang app crashed during the fest which lead to
difficulties in obtaining Saarang ID as well as all events pass. The Webops Team
has been made aware of the issue and the cores have promised to take necessary
steps to prevent the same issue next year.

FACILITIES AND REQUIREMENTS

BUDGET AND EXPENDITURE:

PAGE 4
All the given requirements were properly optimized and cross utilized. The list of all
vendors we used are:

1. Sai Ganesh Agency – for Barricades

2. Institute Bus Depot – for Bus Transport
3. S.R.Cabs – for cabs
4. Chandra Electricals – for truss at KV playground and the electrical connections,
lightings,etc.
5. Praveen Events – for production
6. Om Shakthi Agency – for Manual Workers
7. IVIL - Food for Workers
8. Walker Associates – Stalls, tables, chairs,etc.
9. Prime Mart – Materials Desk.

TEAM SIZE:
3 Cores

5 Super coordinators + 1 QMS manager

33 Coordinators

CHALLENGES FACED:
• The Engineering Unit Department had asked for around 35 passes in total
in order to provide support in case of any emergency issues. Both the
Electrical and Civil units were not supportive. We had to stall them during
each show and try to give them as many less shows as possible.
• Due to rains before Shaastra, the KV grounds was drenched with water and
they laid down a wooden platform for their stalls due to which the water
content in the playground did not dry. On Day -1 the KV grounds was found
to be still containing water. On Day 0, morning it was levelled again and
due to which there was quite a delay in laying down the carpet at the KV
grounds.
• The Barricades were laid down appropriately in order to let the deers cross
without any hassle, the waste disposal mainly at the catering area was
managed very well and the wash basins clogging were also cleared regularly
to avoid raising concern to the NGT.
Pros:

● The expenditure made by us were very less compared to the budget given
which can be attributed to the effective deals made with the several
vendors.
● Good cooperation between FR and events teams.
● Workers initiative was successful.
● All the proshows requirements were handled well by FR.

PAGE 5
 ● The coordinators performed their duties responsibly when compared to last
year.
● All the room keys were handled well and all the rooms were returned clean.
● Material desk and FR control room worked perfectly.
● Physics department rooms were utilized efficiently.

Cons:

● The deal struck with iVil was unsuccessful. The stall didn't serve quality
food, and also they were not punctual. Workers rejected the food given to
them.
● Temporary Advances were taken late.
● There were many last minute requirements from the spons team to set up
stalls for sponsors.
● The truck deal given by spons team was not good enough. There was no
proper MoU.
● Room bookings in CRC, RMN, RJN were hindered by the workshop exam
and renovation works. This was compensated by less number of events.
● TGH sofas were not returned on time.
● Levelling of KV grounds was not done on day 0 of Saarang because of
platforms used by shaastra.
● Food coupons and oat entry for eu civil and elec workers were a problem
because of improper communication between eu and fr team.
● Press conference - since the event got postponed to next day, refreshments
were delayed. Banner was also of improper size.

Super
Coord Work Pros Cons
Vertical
Walker Single Stalls Not many extra Some banners were
Chairs + Tables requirements. delayed by vendor
Banners OAT stage and Setting up of Frisking
Barricades carnival stalls booths was delayed till day
were set-up on 0 afternoon.
time. Workers weren't there
Number of when required.
barricades
reduced and were
set-up on time.

PAGE 6
 Material Material Desk, None of the last Many coords were under-
Desk G4S, Water year cups utilised
cans, Owzone, repeated such as
Projectors, EU water cans Due to certain
Description: shortage, was circumstances, bikes were
Insti Vendors + basin blockage not used which resulted in
Projectors & etc. many delays.
Printers The e-bike which was
Material desk given to the Culsec was
location was very not utilised properly.
well placed and it
was a locked Owzone required
room. breakfast very early at 7.30
am, we were unable to
No of water cans provide.
lost reduced.
Cleaning area not cleaned
Owzone,g4s - properly.
sanitation
workers were
properly utilised.
Transport TGH Cab requirements The cab drivers were
Bus Transport were optimised unprofessional. One of the
Cabs properly cab driver was drunk and
Accommodation The deal of many were smoking near
adding 1 hr and TGH.
6km so as to Too many last minute
change reporting requirements
time at TGH The cabs arrived late on
worked out well day 0,1,2 but they were
No of rooms fine on day 3,4.
blocked for
Saarang this year Coordinators worked well
were more. during day 0 and 1 but not
There was no on remaining days.
requirement for
outside acco.

Production Production in Coordinators in Tent for the console at

SAC, Himalaya, this vertical were Himalaya got delayed
Carnival, CLT very responsible Carpeting on day 4 was
and the vendors delayed because of
Kirubainathan: were cooperative. miscommunication

PAGE 7
 Institute vendor related to event
timings(Sid Sriram
CRC, RMN, RJN lecture)
we have to pay Unable to give complete
separately for advance to kirubhai by day
PA and 1 because of delay in
Projectors. taking TA.
(1 mic available No work for production
per 1 room) supercoord till day 0
One of the potential
vendors was not available.

POSSIBLE CHANGES:
● Common sheet for both TGH people and FR team.

QUALITY MANAGEMENT SYSTEM

The quality management system for Saarang encompasses the following important
services of Saarang.
Events
Pro-shows
Sponsorship and public relations
Student Relations
Development Operations
Facilities and Requirements
Finance
Safety and Security
Marketing and Sales
Media & Design
All the services listed above come under the scope of this quality manual. The
main responsibilities of the different services are outlined below.

CHANGES MADE TO SAARANG QMS 2020:

Documentation process planning: The documentation recorded last year was
minimal. The roles of each department were defined and added to the QSM. This

PAGE 8
year, each clause in the QSM was understood and documents were made
accordingly.

Uniformity was maintained among documents such as MoM’s across various teams
of Saarang. Timelines were kept up to date and strictly followed by keeping a
process sheet which kept track of works to be completed in the upcoming days.

Documentation of tasks were done as soon as a team finished it. A document

progress terminal was maintained to keep a track on the progress of
documentation.

Mandates increased to 5 from 3 last year. The frequency of mock and internal
audits were increased compared to that of last year.

QMS analytics was removed this year and their work was distributed amongst
Marketing and Sales, Proshows , and Security teams.

VENUES USED: Dost office conference hall

NUMBER OF MOU’S SIGNED: One MoU with TUV Nord

INCOME AND EXPENDITURE STATEMENT:

PAGE 9
ISSUES FACED AND FEASIBLE SOLUTIONS:

Issue Feasible Solution

Limited number of parameters in the Talk to all the convenors and come up
selection process for coordinators. with new parameters for the selection
process.

No special applications were submitted Talk to cores and make them prepare
by QMS managers proper applications for the manager’s
post

MARKETING AND SALES

NUMBER OF MOUS SIGNED:

1) T-shirts MoU between SCS and Asna Garments (T-shirts and Hoodies)
2) Paytm Insider Ticketing MoU between SCS and Wasteland Entertainment
(Saarang Online Ticketing Partner)

SALES STATISTICS: Sales till 27th January, 2020

ikollege ₹3,541,748.00

Website ₹767,852.00
Professional Shows
Paytm ₹2,779,759.00

Faculty ₹625,600.00

PAGE 10
 Onground ₹46,650.00

T-shirts and
Hoodies ₹710,450.00

PROS AND CONS:

● Using Paytm Insider this time for onground sales was a positive, because it
reduced the requirement of physical tickets and eased the onground sales
process.
● Also Paytm was better than BMS as Paytm provided a platform for ticket
price changes,whereas with BMS it used to be a hectic process.
● We proceeded with Asna Garments again this year, because they promised
t-shirts at a low price and high quality.
● The vendor made mistakes in printing the designs of hoodies as well as the
size tags which led to extra work for the team.
● The team came up with new type combo offers this year, these combos
contained tickets for all types of proshows. The response was overwhelming
and the idea was a huge success for the team.
● Outside sales were not as good as expected because calls made to student
ambassadors,IT parks,housing societies and other establishments didn’t
yield much benefits.
● We used tickets.saarang.org this year because we did not want a third party
for online sales and also to ease the process for PG students. But, we faced
some issues with the website during Proshows reveals.
● The development of faculty portal for tickets has been late this time by P.G
Senapathy people.
● For non-discounted ticket sales also we could have used faculty portal, since
portal was delayed, we had to keep on-ground sales for non-discounted
tickets.
● Since we received the ticket design very late this year, ticket printing got
delayed by huge time. Due to this the tickets did not have serial numbers
and the team had to write down serial numbers on all the booklets.

PAGE 11
 ● Since, the holograms price asked was too high, we did not use holograms on
tickets. This reduced the authenticity of the ticket.

STUDENT RELATIONS
TEAM STRUCTURE: 2 Cores, 5 strategists (3 for Milans and 2 for
Associations), 1 QMS Manager, 22 Coordinators (14 for Milans and 8 for
Associations) and 40 Volunteers.

MOUS SIGNED: 9 for Milans, 1 for a Sponsor.

BUDGET INVOLVED: 1.5L for Milans and 4.5L for Hospitality.

REPORT: The following were the tasks undertaken by the team towards
Saarang, along with the issues faced and potential solutions identified:-
1. Both online and on-gorund Milans achieved a combined participation
of around 600, with Milans happening in a lot of cities like Vizag,
Hyderabad, Mangalore, Coimbatore, Chennai (at Ethiraj and NIFT),
Bangalore, Kochi and Pondicherry. An array of new events like Mono-
acting, Debate, Elocution, Performance Poetry etc. have been adding
to the list of Milans to be conducted this year.
2. However, Milans that were planned to happen at Trivandrum,
Tirupathi and Chennai (at Crescent) did not happen due to
unforeseen circumstances from the other side.
3. Imprints was a huge success, with around 200 school students from
25-30 schools participating in 4 events on Day 1 of Saarang.
4. The Commission model that was planned, however, was delayed
drastically which led to poor implementation. This would not repeat
in the coming years as the system is already in place for the upcoming
team to implement almost in an instant.
5. Coming to the Hospitality side of things, some of the mattresses given
to the residents were lost. This could not be mitigated because there
was no gap between the last day of Saarang and the Institute’s
reopening for students to have a thorough check of the inventory.

PAGE 12
 6. Nevertheless, the additional provision of buckets (unlike last year)
has helped improve the reception of the residents during Saarang.
Overall, the adherence to timeline could be improved along with better
understanding of what work to look forward to by the Coordinators since
a bunch of them have been rendered inefficient towards the later half of
their tenure due to excess initiatives planned.

DEVOPS
TEAM STRUCTURE: 2 Cores, 1 QMS Manager and 9 Coordinators.
No MoUs have been signed under this department. No budget was
involved in the team’s proceedings and all the work was pre-saarang.
REPORT: The following were the tasks undertaken by the team towards
Saarang, along with the issues faced and potential solutions identified:-
1. Finance portal has been made to smoothen the process of wire
transactions and sanctioning of Temporary Advances. This has been a
wonderful addition to the existing inter-departmental dynamics.
2. An additional portal has been made for ticket & merchandise sales,
primarily for Post-graduate students, which was also a huge success.
But the addition of Commission Model, as suggested by the Student
Relations team, didn’t pan out as successfully as planned due to
unforeseen delays which could be avoided in the coming years now
that the system is already in place.
3. The Saarang website also suffered a couple of issues here and there
initially due to overlooking by the team and poor inter-departmental
communication between DevOps and Saarang Design teams. The
errors were nevertheless fixed soon.
4. The Saarang ambassador portal was not used by anyone, which was
unforeseen.
5. The Accomodation portal and the All-events pass were very successful
with the introduction of an animation below the QR code of the all-
events pass helping with the mitigation of scams.
6. Saarang App however suffered a delay with updates due to the

PAGE 13
 revision of ‘Terms & conditions’ by Google, which the team was
unaware of at the time.
Overall, better planning and inter-departmental relations with certain
teams could definitely help improve the efficiency of execution in the
coming years.

FINANCE TEAM
TEAM STRUCTURE:
Cores SuperCoordinators Coordinators Volunteers
2 7 13 6

ISSUES & PROBABLE SOLUTIONS:

ISSUES
Decrease in team size from last year
lead to making the team’s work a bit
hectic and can be improved upon
Due to Sponsorship team bringing in
less amount this year, it was difficult
for the Finance team to predict the
financial matters in the long run
The 17 Lakh loan which was
pending from last year lead to slow
reimbursement issues
SOLUTIONS
A slight increase in the number of
supercoords from 7 → 8/9 and
coords from 13 → 15 will help in
more effectiveness of work
Planning for such a possibility from
the start and implementing it can be
done
Not a problem for next year as there
is no loan remaining

22
NO OF MOU’S SIGNED:

VENUES USED: HSB 310 / 317

CONCLUDING REMARKS:
The team this year lead by Cores Arun and Deepak worked efficiently. The new
initiative of scraping the division in General Finance, PPM and Catering between
the supercoords gave them a lot of exposure and learning. Overall the team’s
performance was better and will also be improved more next year.

PAGE 14
 MEDIA AMBIENCE & DESIGN TEAM
TEAM STRUCTURE:

Team → Media Ambience Design

Cores 1 1 1
SuperCoordinators 3 + 1 (QMS) 3 + 1 (QMS) 3
Coordinators 12 18 12
Volunteers 0 25 0

ISSUES & PROBABLE SOLUTIONS:

Team ISSUES SOLUTIONS

Media • The room allotted during Saarang
has less ports and is quite far to be
reached continuously by the coords
• One coordinator has to continuous
sit near the control center during
the ProShows to look after all the
equipment
Ambience • Due to workshop for 2nd year and
1st year people during Dec/Jan the
work of coords and vols got
influenced
• There was no money for the first
entire week
Design • Team had a lot of issues due to lack
of management. The coords didn’t
work during summer, supercoords
slacked and the core left for a few
days just before Saarang
Allotted room should be central
in HSB and also should have
some extra ports
Either a space inside OAT should
be provided if possible or at least
one extra media pass should be
given to allot an extra coord
Won’t happen next year as the
workshops will happen on time
Finance can handle these issues
easily from next year
Team is being dissolved
The proposed strategy is to make
the coordinators an attached part
of each team handling both
design and team’s work
(Feasibility has to checked)

1 (Media Sponsorship Deal)

NO OF MOU’S SIGNED:

VENUES USED: Media – HSB 355 Ambience – SAC

PAGE 15
PROSHOWS
SAARANG THEME:
No part in ideation of theme release. But ensured the release coincided with
rock show release to ensure better visibility and participation.

TEAM STRUCTURE:
• 2 cores

• 4 night coordinators (1 was in charge of classical + WF), 1 WorldFest (WF)

coordinator, 1 QMS coordinator, 1 FR coordinator, 1 FR+comedy
coordinator, 1 production manager

• 8 DCs (2 were CDCs + WF ), 2 DCS under FR coordinators

• 14 volunteers

EVENT - ARTIST DETAILS:

• Classical Night - Institute Classical Club, Non Violinist Project (act 1),
Rajesh Vaidhya (act 2) - OAT

• Choreo Night - Under events team, proshows just helps with the
production and conduction of the night - OAT

• EDM Night - Mashup competition winner performance, Olly Esse,

Dubvision - OAT

• Rock Night - Decibel winner (Christ University), When Chai Met Toast,
Motherjane - OAT

• Pop Night - Tarang winner (Christ University), Karnautic, Shankar

Mahadevan - OAT

• Comedy Show - Rahul Subramanian, Nicketronix and comedy club

participant (free openers) - SAC

• World Fest - Day 1 - Samuel Chong (Carnival Arena), Maya Dance Theatre
(SAC)

Day 2 - Morgan, (KV stage), As per Casper (KV stage), Billy Blue and the
nowhere men (KV stage)

PAGE 16
 Day 3 - Shef and kitchen (KV stage), Thuryaa (KV stage)

Day 4 - Nothing but Sunshine (KV stage)

MOUS SIGNED:
• 8 for the nights, 1 for comedy night, 8 for world fest, 1 MoU with Total
Productions for production, 1 transport MoU (done by the proshows fr
coordinator) which was finally used for the spotlight vertical of events

INCOME & EXPENDITURE:

EXPENDITURE -

• Classical Night - 1.55L

• Rock Night - 4.9L

• EDM Night - 6.8L

• Pop Night - 31.2L

• Comedy - Sponsorship Deal

• World Fest - 5000 (food)

• Production - 21.25L

TOTAL = 65.7L

INCOME –

• iKollege - 34.4 L

• Saarang Portal - 7.85L

• Paytm - 27.8L

• On Ground - 0.50L

• Faculty - 6.25L

• Acco + tickets combo - 0.50L

TOTAL = 77.3L

PAGE 17
ITEMS PROCURED:
• Production Units - TP (Production vendor)

• Banners, chairs - Walker (FR vendor)

• Risers - SAC

• SFX, risers, stair, table, props for EDM night - different vendors

• Vinyl Sheet for Choreo night

• Snacks & Refreshments - CCD, Prime Mart, Leo

ISSUES & POSSIBLE SOLUTIONS:

• The TP workers faced accommodation issues and entry issues during the
nights. Can be solved by improvising TGH booking and ensuring they’re
provided with separate ID tags

• Choreo night - had issues regarding participants fainting and the night
ending late due to production hiccups (could be solved by providing for a
backup laptop and a nurse at OAT for medical help).

• Classical Night - Decibel limits were at times way beyond the limit
(monitoring should be improved). The publicity for the opening act was not
enough.

• EDM Night - Faced issues regarding delays in crowd entry which was a
hiccup from the side of M&S and Security team.

• Rock Night - Decibel winners were announced late leading to less time for
preparation which led to delays in the night’s schedule. Soundchecks also
went on for longer than expected.

• Pop Night - Shortage of chairs mainly in the gold area. Provision of

complementary tickets must be optimised (almost 10L given out for the
same). Excess seats were also seen in the platinum area. Chairs were also
placed late, this can be prevented by having major events (such as Sid
Sriram for spotlight) not coinciding with pop night.

PAGE 18
ADVERTISEMENTS:
• 10 newspaper advertisements (offline) in Times of India (approx worth
80L)

• FB, Instagram boosting

• Online Times of India advertisements

• Radio Shoutout (Fever FM)

SECURITY
SAARANG THEME:
No contribution to the Saarang theme and no work related to the same
before or during Saarang.

TEAM STRUCTURE:
• 125 volunteers

• 23 coordinators

• 8 super-coordinators

• 1 QMS coordinator

• 2 cores

During the semester the team doesn’t have much work and therefore it is
the cores’ opinion that maybe just one core would suffice.

VENUES USED:
• Quark - Used for meeting during the semester wherein work regarding
item procurement was allotted to coordinators and super-coordinators.

• OAT - All team meetings during Saarang were conducted in Open Air
Theatre.

DETAILS REGARDING MOU’S:

The team had no MoUs signed.

PAGE 19
PERMISSIONS TO BE OBTAINED:
This was during Saarang. This year permissions were needed for the
deployment of ambulance, fire engine and extra security personnel (which were
outsourced and not the resident security).

ITEMS PROCURED:
• Walkie Talkies - 65

• Breath-analyzers - 14

• CCTV - 8 per gate and control room

• Metal Detectors - 12

• Wristband - Number depending on each night’s requirement

• Snacks - For 300 people was procured from Ramu but came from the
Finance team budget

• T- shirts - Obtained as part of a sponsorship deal which helped the team

save money

All items were procured from different vendors and were returned safely.

ISSUES FACED BY THE TEAM:

• Issue with unavailability of almost 50% of volunteers during the peak time
of 6pm - 7pm due to workshop.

• The extra security personnel were outsourced this year rather than use the
resident security which the cores felt was less optimal.

• The sponsorship procured t-shirts but these were black rather than the
desired blue, which caused identification issues for the team as the shows
happen in the night.

• Workers, engineering unit members and G4S workers didn’t have proper
ID cards which led to them having to use all access passes. This was not
optimal as all access passes must be used judiciously.

• In the first 2 days there was a problem of food with the security and
workers who were given food from IviL stalls. They were unhappy and
threatened to not return for work. Biriyanis are usually provided from

PAGE 20
 outside and this happened due to budget issues, but in the last 3 days this
was sorted.

• There was a shortage of chairs especially in the gold area and a surplus of
chairs in the platinum area. The cores felt that too many complimentary
passes were given as well.

• The usage of powered vehicles is not recommended inspite of the

permission obtained but there were very less electrical vehicles to make up
for it.

• The Dos and Donts banners and similar such warnings were designed by
the security team itself. This was the job of the design team which was not
carried out.

TICKET SALES:
The team had no work regarding ticket sales. They only had to ensure rules
& regulations regarding Saarang (which were approved by the steering committee)
was printed on the back of all tickets and displayed on the Saarang website, Paytm
Insider website. This was done smoothly.

The team also ensured that the evacuation video and the police video were
played as per the demands of the steering committee.

Sponsorship & Public Relations

Public Relations

2020 has been a phenomenal year for Saarang’s outreach programs and
social media handles. Saarang’s official
Instagram page saw the highest follower
count of 10.3K (a massive jump of
4.2K/69%) along with a much higher like
rate and engagement of posts on the
handle. The Times of India had exclusive
coverage of Saarang 2020, with 5

PAGE 21
dedicated articles on Saarang on their newspaper throughout the odd semester
and Saarang 2020.

Saarang also witnessed its very first non-social campaign on-ground

engagement activity which was based on the popular TV show F.R.I.E.N.D.S and
saw massive participation. 1: ToI article on Saarang 2020
The budget for boosting was increased to 1.1L, which could be one of the
reasons for higher sales observed in Saarang 2020

Social Campaign – LEAP

The second instalment of LEAP has been focussed on enabling the

underprivileged to harness the power of digital literacy with the help of ToI
covering the campaign in August. “A Day at IITM” was conducted for
underprivileged children, who were exposed to talks and demonstrations from
different teams in CFI as well as different tools the internet can provide to stay up
to date with the modern world. LEAP notebooks were gifted to poor and
underprivileged children throughout Chennai. The excess books sold through the
Prime Mart in IITM broke even with the cost of printing the books, making the
entire process sustainable.

During Saarang, free career counselling sessions were held for 120
underprivileged students in the CS department.

Sponsors & Activations

Although Saarang 2020 faced a fall in sponsor retention and final

sponsorship amount (67.4L cash), this edition of the fest faced the highest count of
brand activations. Brands like ToI, Amazon Pay, Sabre, Paytm Insider, Dunzo etc
had a very active mindset to their branding strategy, with brands like Amazon Pay
& Dunzo associating with Saarang solely for experiential branding (without
sponsoring any Events or ProShows). Saarang 2020 also saw a massive rise in cost
cutting deals (worth 4.2L) with the comedy show & gaming events being organised
with zero cost, free vehicles for FR as well as prize money for fine arts events.

PAGE 22
 Our co-title sponsor, ToI, had a very Chennai oriented
campaign in Saarang 2020 and hence their brand activation
greatly added to the madras memoirs theme of the fest.

There was a shift in the ticketing

platform from BMS to Paytm Insider
along with added benefits like
sponsorship as well as Saarang tickets
topping the “Trending” section. This
could be one of the reasons why Saarang 2020’s Pro Shows
were more populated compared to the fest’s previous
editions.

Drawback: Due to a lot of companies opting to sponsor fests only through

artist management agencies, Saarang lost out on a sponsorship amount of
approximately 15L to 25L. This is being discussed with the aspiring cores in the
Sponsorship team as well as the Proshows team to avoid such circumstances in
future editions.

Sponsorship Breakdown

S.NO SPONSOR KIND DELIVERABLES AND

WORTH

1 Traversia Discounted travel vouchers

worth approx 28lakh

2 Times of India Colour paper ads worth INR

8183225

3 IIP online photography

registration

4 Wacom 3 tablets worth INR 22000

PAGE 23
5 Indian Intitiute of Online class passes worth INR
Photography 22950

6 The Verb Dance 200 Premium passes to online

Studio classes worth INR 500000

7 Bottled Bliss 100 beauty Gift hampers worth

INR 50000

8 Ayesha Accessories Gift hampers

9 Lynks Logistics Mini trucks service worth INR

Limited 53900

10 Cravatex Brands T-shirtsand vouchers worth

Limited INR 25000 + 50 % oof on shoes for
IITM Choreo team

11 IlySilly Studio 40 T-shirts worth +

unconditional discount vouchers
worth INR 30000

12 Alankaara Designs Jewllery Hammpers INR

Private Limited 20000+Gift Vouchers INR 15000

13 Digi Sound Studios Recording, Mixing and

Matching, 8 hours

14 Soft Peaks Ice Cream Unconditional & conditional

vouchers INR 450000

15 FIT FARE gift hampers woth 1000, 196

gift vouchers worth 44000, goodies
worth 45000

16 Chennaiyin F.C. 20 T-shirts worth 16000, 20

Private Limited football worth 5000

PAGE 24
17 Madras Petti Stall rent

18 Motifiyou T-shirts - 140 security vols

worth INR 101231

19 O Genie Conditional vouchers

3000000( 2000*1500) and travel kits
worth INR 60000

20 Ravindra Foods Pvt candy hampers worth INR

Ltd 60000

21 Rine Bars Protein and Granola bars

worth INR 35000

22 Lumiford Speakers, INR 30,000

23 Fuji films Camera - 3 worth INR 18900

24 (Scott Sun glasses worth INR 60660

Eyewear)Sterling Meta Plast

25 Lilo rosh Sketchbooks

26 Artbloat T-shirts

27 mondelez cadbury dairy milk silk worth

200000, dairy milk worth 50000

28 Perfume Baba 20000 INR worth(20*1000) gift

vouchers

29 Chennai art Theatre PR

30 Galirio Inc Goodies worth INR 11450

31 SLI Technologies 1500 Credits on Adapt Tool

PAGE 25
32 Pop Circuit INR 30000 worth Workshops

33 Skytou studios Pvt ltd INR 70000 directly to the

winners

34 Maxime retail Goodies worth INR 15276

35 Fever 91.9 FM PR

36 Silly Punter Goodies worth INR 50000

37 Sofar Sounds PR

38 Qwerty Thoughts Incentives and Opportunities

39 Iris Glam Incentives and Opportunities

worth INR 181200

40 Unibic Foods cookies and Wafer samples

worth INR 50000

41 Clothing Culture Goodies worth INR 8000

42 OhCampus.com PR

43 Futurex Media and Comic Books worth INR 16000

Communications Pvt Ltd

44 Sting Clothing costumes for Panche worth

INR 60000

46 The Media Tribe Recording Services worth INR

350000

47 Counter Culture Stand up Comedy opportunity

Comedy Club worth INR 14000

48 Hashtags Goodies worth INR 24950

PAGE 26
49 Cake Bee 40 vouchers worth INR
500+gift boxes

50 Grabon Company-distributed

51 Mad over Donuts 25K in kind & vouchers

PAGE 27
BUDGET, REVENUE AND
EXPENDITURE
BUDGET
Saarang 2020

Total ₹1,74,45,916.00

Development Operations ₹5,000.00

Events ₹19,70,500.00

Facilities and Requirements ₹39,99,600.00

Finance ₹14,45,760.00

Marketing and Sales ₹7,90,100.00

Media, Ambience and Design ₹1,60,000.00

Professional Shows ₹65,36,000.00

Quality Management System ₹2,42,118.00

Safety and Security ₹4,85,288.00

Sponsorship and Public Relations ₹1,48,600.00

Student Relations ₹6,12,950.00

STACT ₹2,50,000.00

Overhead ₹8,00,000.00

PAGE 28
REVENUE
Saarang 2020

Revenue ₹1,78,06,000.00

Sponsorship ₹66,00,000.00

Catering Rent ₹15,76,000.00

Ticket and T-Shirt Sales ₹81,30,000.00

Accommodation ₹7,00,000.00

Parking Fee ₹1,00,000.00

Events Pass ₹7,00,000.00

EXPENDITURE
Saarang 2020

Total ₹1,73,70,000.00

Development Operations ₹5,000.00

Events ₹19,50,000.00

Facilities and Requirements ₹34,00,000.00

Finance ₹15,00,000.00

Marketing and Sales ₹9,50,000.00

Media, Ambience and Design ₹1,60,000.00

PAGE 29
 Professional Shows ₹66,00,000.00

Quality Management System ₹2,45,000.00

Safety and Security ₹5,00,000.00

Sponsorship and Public Relations ₹1,50,000.00

Student Relations ₹6,15,000.00

STACT(3% of sponsorship) ₹1,95,000.00

Charity ₹3,00,000.00

Overhead ₹8,00,000.00

NET TOTAL
Saarang 2020

Net Profit ₹4,36,000.00

Revenue ₹1,78,06,000.00

Expenditure ₹1,73,70,000.00

PAGE 30