Office Memorandum

The Competent Authority has approved the following guidelines and charges to organize the Inter College Events:

Guidelines for organizing the inter college events:

• Three months before the event - Gymkhana should request Dean (Students) to form an advisory committee headed by a faculty member (request will be entertained only if previous year's account is settled).

• Two months before the event - Student team should be finalized under the supervision of the advisory committee and informed officially to Dean (Students).

• A month before the event - List of activities/events, number of external participants (consent of chief warden should be taken before submitting to the Dean (Students)), expected cost, sources of income etc. should be prepared and the same should be approved by the Faculty Advisor & Dean (Students).

• 20 days before the event - Detailed financial plan of all expected income and expenditure should be submitted to the Dean (Students) through Faculty advisor.

• 15 days before the event - List of requirements/approval to be obtained for the event to be conducted, like use of hostel/transport and other Institute facilities should be submitted to the Dean (Students) secretariat through Faculty advisor.

• 07 days before the event -Requirement of Security Guards for crowd management in the campus and during the events should be submitted to the Security Officer in advance. The additional Guards called for the event shall be paid from the event’s fund.

• 02 days before the event - A College wise list of external participants along with their contact details should be submitted/emailed to the Security Officer in advance to check the unauthorized entrants during the events.

• During the event - The student team will be responsible for maintaining all Institute/hostel rules and will be held responsible, if they fail to do so. The team will also be responsible to maintain the sound level if organizing cultural events. The main coordinator will have to submit an undertaking in this regard.

• Within 20 days after the event - A report should be submitted to the Dean (Students) Secretariat. All bills and prices should be paid/distributed. Students may approach student gymkhana for loan in case there is a delay from sponsors.

• Within 45 days after the event - Balance sheet and account should be submitted for vetting by the Institute Audit Section through the Dean (Students) Secretariat.

Other points to be noted

• There should be a cap on the number of participants depending on space available on campus.

• The Student organizing committee should also have members from 3rd & 4th year.

• Photo ID cards should be issued to all outside participants.

• Outside vehicles of participants will not be allowed inside the campus.

• Should arrange extra staff for cleaning the area which are used for accommodating the participants.

• Instructions should be passed on to participating colleges not to use buses like Volvo 9400 13.8 M/Volvo 9400 14.5 M to reach IIT Mandi as these are not suitable for Mandi-Kamand road due to sharp curves. Maximum length of bus can be 10.5 M to 11.5 Meters (as permitted by HRTC on the roads in Himachal Pradesh).

• All activities in an event should be of similar nature.

• Organizers should hire vehicles for inter-campus and Mandi-campus commute. Participants must be advised not to use the Institute shuttle bus to commute Inter-campus.

• Student organizers must apprise the external participants that Alcohol and other contraband items are strictly banned in the Institute.

• IIT Mandi Students can inform hostel Security Guards, if they notice any unauthorized visitor/participant in hostels during the events.

Charges for organizing the Inter College Events:

• The latest hostel charges as notified by the Dean (Students)/Chief Warden office.

• The latest auditorium complex charges as notified by the Competent Authority.

• In addition to above 10% of the charges are to be collected by the organizer from each member attending the event, which excludes the caution money.

Guidelines to organize 'Exodia'

Vision:

• To create the platform for a distinctive Techno-Cultural festival in the unique landscape of IIT Mandi.

• To extend the opportunity equally to students from IIT Mandi, all other IITs, local and regional Institutions to showcase their talents - both in terms of creative, performing arts and technical acumen.

• To encourage participation of the local community and to become a calendar marking event for the local audience.

1. Points to be followed:

• Exodia is the Techno-Cultural event of IIT Mandi. Therefore, both technical and cultural aspects need to be equally accentuated in the event. It has been observed in the past that cultural events received greater emphasis as compared to technical events. This trend needs to be rectified.

• The Organizing Committee has to ensure that the sound restrictions implemented by the Institute are strictly followed both with respect to the timing and sound level. Everyone should appreciate the fact that we are located in a rather silent valley surrounded by mountains and it's our duty not to break the natural ambience of the place. Institute owned sound systems may be used, based on prior permission. Any unavoidable high- decibel event can be arranged in Paddal Ground, with prior permission.

• Events that objectify women are strictly not permitted. (The Organizing Committee has to ensure this.)

• The Organizing Committee has to ensure that the full cost of the event is recovered by their own efforts and all dues should be cleared in a timely manner. Institute/Student Gymkhana will not provide any financial support (direct or indirect) to organize this event. At the same time Sponsors should be interested in IIT Mandi students as future professionals, not as consumers. Any surplus fund can be added to the Gymkhana budget and/or used for future Exodias, only if there is a deficit.

• No loud music/noise should be played during working hours, which includes no instruction day.

2. Possible ways to popularize the event

• Bringing local flavors will enrich Exodia! Himachal Pradesh has a lot of diverse cultural heritages and being located here IIT Mandi has the unique opportunity to explore it. As a national institute, it is indeed our responsibility to provide such cultural heritages a platform to be performed. So, specific events related to local dance, music and art can be organized. There can be a central carnival theme each year. Participation from local colleges should be emphasized.

• Greater emphasis should be laid on technical events and several options may be explored for the same. For example, "SPARK", the institute level NSS programme to teach under-privileged students can be extended to nearby schools in Mandi as well as other parts of Himachal Pradesh and Exodia can be used as a platform to begin with. As a part of the process, the idea of conducting workshops and distributing stationery to the schools can be explored. Different science competitions for school children can be conducted. Financial support from different government agencies can be explored.

• Different Technical challenge competitions to solve local problems can be arranged for college students. Winning ideas can be considered for financial support from the incubation center.

• Taking advantage of our location, different adventure sports events like Mountain biking, hiking & trekking, rock climbing etc. can be introduced, especially for the participants from other parts of the country.

• Special stalls can be opened to showcase and sell the product of EWOK. EWOK centralizes on the idea of empowering women in and around Himachal. The products and goods made by women in this organization would be put on display and also for sale. Special items made by EWOK can be given as prizes for different events.

• Our students are in connection with local NGOs who work tirelessly to improve the situation in Himachal Pradesh. Through this fest, a platform can be provided to these NGOs to showcase their work and also create awareness in the social sphere.

• With the help of the Institute Colloquium Committee, few seminars/talks by prominent personalities in different fields can be arranged. This will also help the participants from other schools/colleges to interact with these legends and get benefitted from them.

3. Possible ways of raising funds to conduct the event:

• Registration fees from the participants.

• Financial support from government/private agencies (companies that participate in CnP and companies that design and manufacture scientific and technology products).

• Endorsement from local businessmen.

• Selling Exodia T-shirts, Food coupons, etc. during the fest.

• Any other innovative idea for raising funds with the permission of the Dean (Students).