IIT RENDEVOUS 2012 Getting sponsorships Very important aspect of the event since institute only provides negligible

le finances. Done mostly through cold calling to potential sponsors. If a particular potential sponsor shows interest event brochure is sent to them with details of different types of sponsorships and their deliverables. Deliverables may be negotiated upon. When an agreement is reached a Memorandum of Understanding is signed between IIT Delhi and the company outlining details of the sponsorships and commitment of both parties. Companies sometimes contact the institute on their own to provide sponsorship, mostly limited to alumni startups. Facebook page of the event and the website also serve as mediums of

generating interest from potential sponsors. Total of 160 sponsors for 2012 event, with contribution ranging from Rs. 20 lacs to some free magazines and T-shirts. Problems faced by the students organizing the event can be divided into 4 types:1. Organizing Team 2. Audience 3. Participants 4. Competition and events

Problems faced by the organizing team:1. Selection of students to form various organizing teams for the event. 2. Deciding on events to be held in the event along with scheduling. 3. Coordinating with college staff and professors.

4. Sponsors not paying up at the last minute due to deliverables not being met as promised. 5. Getting work done from the college staff and 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 of 10000 people spread over 4 days, across such a huge campus. 2. Selection of events so as to generate maximum of interest from audience. Problems at the participants end:1. Accepting and validating participant entries.

2. Selection of prizes to be distributed to winners of different competitions. 3. How to send prizes to winners and where, 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 PRO shows at the event as per budget and date constraints. 2. Handling last minute artist demands at the PRO shows. 3. Availability of judges at the competitions and arranging for replacement in case any judge backs out at the last moment. 4. Making sure the event is in order as passes are limited for the PRO shows, but somehow due to loopholes some people manage to break the system and this results in over capacity.

Phases of organizing the event:PHASE 1This phase begins in the months of February and continues till March. The work done in this phase includes: Theme selection List of events Analyzing past event to correct mistakes and build on the good events Selection of various teams to organize the event PHASE 2This phase begins in April and continues till July. The work done in this phase includes: Building contacts for sponsorships Cold calling Sending brochures Arranging meetings Coordinating deliverables Publicity of the event

 Scheduling events since flexibility is not quite possible Arranging for Audio/Video, as it is by far 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 and renovating wherever necessary. Inviting judges and chief guests for events. Selection of gifts and prizes for judges, eminent personalities and winners of various events.

PHASE 3this phase begins in August and goes on till the 1st week of October. The work done in this phase includes: Arranging for accommodation of outstation students

 setting up branding of sponsors in college last minute checks of various arrangements like security, Audio/Video, hoardings and banners put up inside the campus. Cleaning of common facilities like washrooms.

Various teams to organize event Core Team Creative Team Marketing Team Hospitality Team Publicity Team Security Team Infrastructure and Logistics Team Informal Events Team Social Campaign Team Registration Team Event Managers Technical Coordinators

 Decoration Coordinators

BudgetBudget normally varies between Rs. 60 lacs to Rs. 1.25 crore in the past 7 years. The budget for the 2012 event was Rs. 75 lacs.