1. Every event should begin with event proposal card.
2. Chalk out the execution plan & consult ISTE faculty coordinators.
3. It is always better to have a confidential core team which can split up as follows to bring out Quality in the event.

TEAM LEAD:
 Central coordinator responsible for communication
 Always include sponsors information along with their logo in the event promotional mail to be sent to students.
 To form and monitor the below mentioned teams
 Should know every minute details about the event
 To constantly update faculty coordinators about the event
 Should be able to manage crisis if any during event time.
 Handle problems very gently and softly. Don’t be aggressive over anybody.
 Arranging confidential volunteers for helping in conducting the event.



Technical team:
 To focus mainly on technical aspects of the event like preparing questions etc
 To check the working of electronic resources (projectors etc) well in time before the start of event. 
 Should see to it that event is executed in time.
 Special care to participants of other colleges.
 Coordinating with the volunteers by giving them clear instructions regarding their work. 

Creativity team:
 To bring out perfection/neatness in the event with creative ideas (like specific theme, theme relevant decoration & execution) that can make the event more attractive.
 Impression of the participant about the event mainly depends on creativity team people work. If you can create good impression then they will become regular participants for our event in forth coming years and also event becomes permanent.



 Publicity team:

 Effective publicity is very important to reach the expected target audience.
 Always include sponsors information along with their logo in the event promotional mail to be sent to students.
 Key factors to fetch more participants are Attractive captions.

Example of good publicity: TECH HUNT-2 event in Pleiades 2013.
Event invitation mail was sent to Friends and student secretaries of neighboring colleges asking them to forward it to their respective college students. This tactic fetched us 60 teams (175+ participants) while our target was 50 teams (150 participants).

Attractive captions in this case were:
Look forward to:  Attractive goodies, Energy drinks & much more…



In the reminder SMS sent to registered people about reporting time we had mentioned “Spot registration will be taken, you can refer your friends” 

 

 

Documentation team:
 To design Posters and banners required for the event (you can get it done from BVB-Media people by giving them design request letter. Find it in ‘to bvb-media folder’)
 Take feedback and attendance of participants along with their email ids and contact numbers during event.
 To professionally document the detailed execution of the event as per the documentation standards mentioned in ‘Effective report content’ file.
 Report should be submitted to BVB-Media in event history card (Find it in ‘to bvb-media folder’)
 Mention the No. of participants and feedback of other college students in the report.
 Maintain the database of other college participants to invite them for next year
 Taking feedback from participants
 It’s better to have a dedicated photographer for your event. 
 Should observe the event carefully and note down negative points (if any) about execution with the intention that they should not be repeated next time.



Sponsorship team:

To catch some big parties in the market to get sponsorship for the event in the form of money, T-shirts etc
Approach very professionally with brochure clearly detailing
 about the fest
 expected no. of participants from other colleges
 your event budget
 Expected strength for your event
 Previous year report of the event (if conducted)



 Logistics team:

Responsible for delivering the resources needed in time with appropriate receipts.



 Registration team:

Responsible e for registration
 Maintain a register and update the transactions in it at the end of the day.
 Maintain the database of other college participants to invite them for next year.



Time management: Good coordination among all the above teams and well-in time execution of duties of all teams leads to in-time execution of an event.

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Golden principles for successful and well organized event:



 Never stop Signature events: Skills for Handling competitions, Techno-amuse week, Tech Hunt. These events are trademarks for BVB-ISTE Students’ Chapter.

 Have clear vision regarding objective and expected outcomes of the event. What participants can take out from the event??  (Refer: Event objective Techno amuse week.pdf)

 Build unity in a team and work. Don’t care for outsiders critics. Avoid ego clash and stick to majorities’ opinion in taking decision over any matter.

 Be kind and compete healthy without greed, selfishness and unclean motto contaminated by self interests.

 Handle problems very gently and softly. Don’t be aggressive over anybody.

 Always include sponsors information along with their logo in the event promotional mail to be sent to students.

 Check the working of electronic resources (projectors etc) well in time before the start of event.

 Arrange the necessary important resources like bouquets, mementos etc one day prior to the event.

 See to it that event is executed in time.

 Arrange dedicated volunteers well in advance and provide them clear instructions regarding event details and their work.

 Special care to participants of other colleges to ensure their participation in the event in forthcoming years.

 Professional documentation

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Priceless Jewels to be kept in mind:



1. Don't be attached to the results of your work. Do your prescribed duty and leave the rest to god but make sure you learn something and gain good experience in organizing the event.

2. Treat others wealth as garbage. Never ever eye on it.

3. Motto/objective behind organizing an event must be genuine and clean. It should not be contaminated by self interests.

4. Don’t care for outsiders critics. They just pass comments to put you down and nothing else!!

5. Try to build a good network with people especially with outside college students (people who makes your work easy by referring your event to their college mates) and also other supporters and well wishers (sponsors etc).