Co-ordination
1. Before the event have person/committee -in-charge of
o Sponsors
o Local Participants , International Participants
o Chief Guest, Speakers,
o Special Events, Host Show
o Documentation, Accounts ,Correspondence
o Designing, Printing, Collection of Articles and evaluation the same
o Prizes, Mementos, Gifts, Banners, Certificates
o Transportation, Caterers, Venue Arrangement, Decorations
o Media, PR, Marketing
2. On the Day of Event have person(s) in charge of
o Overall Coordination
o Local Participants
o Outstation Participants
o Pick up and down at Airport, Stations, Hotels,
o Green Room
o Food
o On Stage Activities
o Master of Ceremony
o Special Events
o Computer, LCD projector,
o Photographer
o Reception
o Crowd Management and PR with Crowd
o Parking Area
o Security
o Distribution of Various things (Gifts, Certificates to selected people as well as all
the Participants)
Documents
1. List of Documents (etc) to be prepared
o Budget
o Event Schedule (Timing of each program in the Event)
o Invitations
o List of people to be invited
o Action Plan
o Time-line (Work completion schedule)
o Accounts
o Communication Letters
o Work Register
o Designing Brochures etc
o Materials for Press Conference
o Speech
o Participants List
o Comparing Notes (along with Resume of Speakers)
o Agenda
o Minute to Minute Schedule
o List of Prize Winning
o Networking List (Mobile numbers of organisers)
o Checklist of Things to be Taken
o Checklist of Work to be Done
o Report of the Event (for media and others)
o Final statements of Accounts
1. Before the event have person/committee -in-charge of
o Sponsors
o Local Participants , International Participants
o Chief Guest, Speakers,
o Special Events, Host Show
o Documentation, Accounts ,Correspondence
o Designing, Printing, Collection of Articles and evaluation the same
o Prizes, Mementos, Gifts, Banners, Certificates
o Transportation, Caterers, Venue Arrangement, Decorations
o Media, PR, Marketing
2. On the Day of Event have person(s) in charge of
o Overall Coordination
o Local Participants
o Outstation Participants
o Pick up and down at Airport, Stations, Hotels,
o Green Room
o Food
o On Stage Activities
o Master of Ceremony
o Special Events
o Computer, LCD projector,
o Photographer
o Reception
o Crowd Management and PR with Crowd
o Parking Area
o Security
o Distribution of Various things (Gifts, Certificates to selected people as well as all
the Participants)
Documents
1. List of Documents (etc) to be prepared
o Budget
o Event Schedule (Timing of each program in the Event)
o Invitations
o List of people to be invited
o Action Plan
o Time-line (Work completion schedule)
o Accounts
o Communication Letters
o Work Register
o Designing Brochures etc
o Materials for Press Conference
o Speech
o Participants List
o Comparing Notes (along with Resume of Speakers)
o Agenda
o Minute to Minute Schedule
o List of Prize Winning
o Networking List (Mobile numbers of organisers)
o Checklist of Things to be Taken
o Checklist of Work to be Done
o Report of the Event (for media and others)
o Final statements of Accounts