Iit Rendevous 2012

8/13/2019 Iit Rendevous 2012

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generating interest from potential

sponsors.

Total of 160 sponsors for 2012event, with contribution ranging

from Rs. 20 lacs to some free

magazines and T-shirts.

Problems faced by the studentsorganizing the event can bedivided into 4 types:-

1.Organizing Team2.Audience3.Participants4.Competition and events

Problems faced by the organizing team:-

1.Selection of students to form variousorganizing teams for the event.

2.Deciding on events to be held in theevent along with scheduling.

3.Coordinating with college staff andprofessors.


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4.Sponsors not paying up at the lastminute due to deliverables not being

met as promised.5.Getting work done from the college staffand professors as May and June are

vacation months and contacting

required people for necessary

permissions is difficult, especially for

the infrastructure team.6.Getting big artists to perform at the PRO

shows.

Problems at the audience end:-

1.Security concerns for an audience of10000 people spread over 4 days,

across such a huge campus.

2.Selection of events so as to generatemaximum of interest from audience.

Problems at the participants end:-

1.Accepting and validating participantentries.


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2.Selection of prizes to be distributed towinners of different competitions.

3.How to send prizes to winners andwhere, i.e. to their college or at time of

event. This depends on factors like

availability of funds in their bank

account.

Problems at competitions and events:-

1.Deciding the performers at the 4 PROshows at the event as per budget and

date constraints.

2.Handling last minute artist demands atthe PRO shows.

3.Availability of judges at thecompetitions and arranging for

replacement in case any judge backs out

at the last moment.

4.Making sure the event is in order aspasses are limited for the PRO shows,

but somehow due to loopholes some

people manage to break the system and

this results in over capacity.


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Phases of organizing the event:-

PHASE 1-

This phase begins in the months of

February and continues till March. The

work done in this phase includes:-

Theme selectionList of eventsAnalyzing past event to correct

mistakes and build on the good events

Selection of various teams to organizethe event

PHASE 2-

This phase begins in April and continues till

July. The work done in this phase includes:-

Building contacts for sponsorshipsCold callingSending brochuresArranging meetingsCoordinating deliverablesPublicity of the event


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Scheduling events since flexibility is notquite possible

Arranging for Audio/Video, as it is byfar the most important and expensive

part of the set-up. It costed Rs. 15 lacs

out of the total budget of 75 lacs in the

year 2012.

Getting the infrastructure in order andrenovating wherever necessary.

Inviting judges and chief guests forevents.

Selection of gifts and prizes for judges,eminent personalities and winners of

various events.

PHASE 3-

this phase begins in August and goes on tillthe 1stweek of October. The work done in

this phase includes:-

Arranging for accommodation ofoutstation students


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setting up branding of sponsors incollege

last minute checks of variousarrangements like security,

Audio/Video, hoardings and banners

put up inside the campus.

Cleaning of common facilities likewashrooms.

Various teams to organize event-

Core TeamCreative TeamMarketing TeamHospitality TeamPublicity TeamSecurity TeamInfrastructure and Logistics TeamInformal Events TeamSocial Campaign TeamRegistration TeamEvent ManagersTechnical Coordinators


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Iit Rendevous 2012

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