Office Memorandum

The Competent Authority has approved following guidelines for hosting Artists conferred with a National Award by the Govt. of India:

1. A complete travel and stay plan of the guest would be shared to all concerned before the arrival of the guest at campus.

2. Except Train/Flight, the guest will travel only by an MUV vehicle like Innova, Ertiga etc. to and fro IIT Mandi.

3. An official/concerned faculty will receive him/her at the gate of the Institute Guest house with a small bouquet.

4. His/her stay will be arranged only in a Suite of the institute guesthouse. It is strongly recommended to serve any meal/beverages etc. at his/her room only.

5. The Faculty Advisor/concerned official will be in regular contact with the guest with the help of SPICMACAY coordinator. 

6. Privacy and security of the artist should be ensured. A female security guard must be on duty for the security of a female artist.  

7. Sound, mic testing and sitting arrangement of all vocalists/instrumentalists on stage will be the responsibility of the Music club coordinator in coordination with SPICMACAY club.

8. Based on performer’s genre, the Dance or Music club coordinator will foresee all the stage logistics and ensure that the clubs coordinate with SPICMACAY club to ensure all facilities for artists off stage and on stage as well.

9. Based on the performer’s genre, the coordinator will arrange an interactive session of club members with the artist based on the feasibility.

10. The guest must be treated with utmost care, dignity and attention by the guest house personnel and concerned officials.

11. If any problem arises during his/her stay at campus, it will be directly notified to the competent authority i.e. FA- SPICMACAY, Chair-SAP, Dean (S).

12. The members of the SPICMACAY will get an opportunity to interact with the guest for smooth communication during the event.

13. For his/her performance at the venue, all necessary arrangements should be done well in advance.

14. The artist would be felicitated with a special sign of memory (memento) along with a shawl and cap.

15. For videography of the event, the cameras would be preset before the commencement of the event. Only still photography would be allowed during the event in a very restrictive manner.  

16. A pre-visit of the guest to the event venue must be conducted by the concerned official/faculty.

17. After performance, the dignity of the guest must be maintained for the photography/group photo at the stage.

18. Post event, a thank note will be sent to the artist by email/post.

19. All Secretaries under Students Gymkhana will mandatorily be present at the event to oversee overall management.

20. At the performance by a National Awardee Artist, all North campus students are required to attend the event in full strength. During the program, the attendance will be made and a disciplinary action will be taken against absentee student(s).