Form No.

Event Check List

Activity Remarks
Activity Name / Type ITSA Surge - Technical Jeopardy
Purpose Activity for Students to test their
knowledge about latest tech trends
Mapping with our Vision / Mission Skill Building, Teamwork
Decide the Theme [Lecture/Celebration/felicitation/Party] Lecture
Day / Date / Time Wednesday/20th February,2024/4pm
Venue B105
Timing
Planning Potential Conflicts [i.e. clash with any other major activity] No
Invitees / Guests(no.) / Press - Print / TV No
Itinerary No
F & B requirement / Menu No
Budget & Sanctions No
Potential sponsors & preparing sponsor kit No
Investigate need for special permits / license No
Booking of Venue[specify special requirements] Yes, Sound System
Invitation with Itinerary/chief Guest-Speakers/Dress Code No
Advt./SMS/FB/Twitter/Website/V-Show No
Promotion
Design of posters / Hand-outs No
Decide where to put up the posters No
Requirement of other Infrastructure No
• Creative Theme No
− Back drop No
− Standees No
• Stage No
• Inauguration - Photo / Lamp No
• Table / Chairs / Types of seating Chairs
• Table cloth / Flower vase / Promotion Material No
• Audio Yes
Pre-Event − Mikes [No. & Type] Wireless (1), Wired(1)
− Music Files / Saraswati Vandana / National Anthem No
• Projectors Yes
• PPT / AV to be run Yes
• Photography [ still / video] Still and Video
• Car arrangement - For pick up / drop No
• Arrangement for Lodging [If required] No
• Id Card for volunteers / on site manpower No
• Walkie talkie No
• Bouquets No

• Take away [memento] No

 Form No.

• F & B requirement No
− Trays to collect plates / Cups No
− Wash basin / Hand wash / Towel No
• Manpower requirement & Dress code
− Admin staff No
− System 1
− Executive staff (FM) No
− Drivers No
− Security No
− Electrician No
• Diagram for flow of people
− Registration Yes
− Receiving Invitees / Chief Guests No
− Seating Yes (60-80 people)
− F&B Serving counter / Wash basin No
− Group Picture [Organizers & speakers] Yes
− Feedback Yes
− Give away mementos / Takeaways / Trophies No
• Training for volunteers No
• Requirement of Cash on hand No
Venue Booking Confirmation Yes
Reminder to Invitees / Attendees No
Venue Arrangement confirmation Yes
Venue Inspection

Just Before − Cleaning of premises Yes

− Toilets No
− Pest control treatment No
Staff allocation & work assignment No
Assign some volunteers to assist emergencies No
Go through Itinerary & display relevant portions No
See off the Invitees / Guests Yes
Report of the Event with pictures [along with
recommendations to improve on the shortcomings if any]
Post Event
Thank you Notes to attendees Yes
Press Note No
Post Event - Advt / SMS / FB / Twitter / Website / YouTube No
NOTE – Attach this Check list with booking form with all necessary details.

Event Check List

 Form No.

Activity Remarks
Activity Name / Type ITSA Surge – Research Reimagined
Purpose Competition to test students ideation skills
and real world applications
Mapping with our Vision / Mission Teamwork, Skill Building
Decide the Theme [Lecture/Celebration/felicitation/Party] Lecture
Day / Date / Time Thursday/21st February,2024/4pm
Venue M413
Timing
Planning Potential Conflicts [i.e. clash with any other major activity] No
Invitees / Guests(no.) / Press - Print / TV No
Itinerary No
F & B requirement / Menu No
Budget & Sanctions No
Potential sponsors & preparing sponsor kit No
Investigate need for special permits / license No
Booking of Venue[specify special requirements] Yes, Sound System
Invitation with Itinerary/chief Guest-Speakers/Dress Code No
Advt./SMS/FB/Twitter/Website/V-Show No
Promotion
Design of posters / Hand-outs No
Decide where to put up the posters No
Requirement of other Infrastructure No
• Creative Theme No
− Back drop No
− Standees No
• Stage No
• Inauguration - Photo / Lamp No
• Table / Chairs / Types of seating Chairs
• Table cloth / Flower vase / Promotion Material No
• Audio Yes
Pre-Event − Mikes [No. & Type] Wireless (1), Wired(1)
− Music Files / Saraswati Vandana / National Anthem No
• Projectors Yes
• PPT / AV to be run Yes
• Photography [ still / video] Still and Video
• Car arrangement - For pick up / drop No
• Arrangement for Lodging [If required] No
• Id Card for volunteers / on site manpower No
• Walkie talkie No
• Bouquets No
 Form No.

• Take away [memento] No

• F & B requirement No
− Trays to collect plates / Cups No
− Wash basin / Hand wash / Towel No
• Manpower requirement & Dress code
− Admin staff No
− System 1
− Executive staff (FM) No
− Drivers No
− Security No
− Electrician No
• Diagram for flow of people
− Registration Yes
− Receiving Invitees / Chief Guests No
− Seating Yes (80 -100 people)
− F&B Serving counter / Wash basin No
− Group Picture [Organizers & speakers] Yes
− Feedback Yes
− Give away mementos / Takeaways / Trophies No
• Training for volunteers No
• Requirement of Cash on hand No
Venue Booking Confirmation Yes
Reminder to Invitees / Attendees No
Venue Arrangement confirmation Yes
Venue Inspection

Just Before − Cleaning of premises Yes

− Toilets No
− Pest control treatment No
Staff allocation & work assignment No
Assign some volunteers to assist emergencies No
Go through Itinerary & display relevant portions No
See off the Invitees / Guests Yes
Report of the Event with pictures [along with
recommendations to improve on the shortcomings if any]
Post Event
Thank you Notes to attendees Yes
Press Note No
Post Event - Advt / SMS / FB / Twitter / Website / YouTube No
NOTE – Attach this Check list with booking form with all necessary details.