How To Organize Conventions

EVENT
MANAGEMENT
HOW TO ORGANIZE
CHAI CONVENTION/
ANNUAL GENERAL
BODY MEETINGS
THOMAS KUNNIL MA LLB

CHAI CONVENTION
&
ANNUAL GENERAL BODY MEETING
ROLE OF CHAI CENTRAL OFFICE
 Hold preliminary discussion with the Governing Body of the Regional Unit concerned and
fix the Venue and D ate of the Convention/AGBM
 Select a Theme for the Convention/AGBM of CHAI.
 Prepare background papers on the Theme
 Decide Registration Fee (including charges for food, accommodation, transport etc.)
 Prepare and send circular with necessary information along with the Registration Form to
all the members at least 60 days before the date of Convention/AGBM.
 Hold joint meeting of representatives of CHAI and Regional Unit and help in constituting
various Teams including a Coordination Team, which would facilitate/undertake different
activities related to Convention/AGBM.
 Depute the Liaison Officer concerned/ or a senior staff as representative in the
Coordination Team.
 Extend necessary support to the Regional Units in identifying, fixing and finalising Chief
Guest and other dignitaries for the inaugural function.
 Prepare and make available write up on CHAI
 Undertake Registration of delegates before the Convention/AGBM and on the Spot
Registration.
 Provide the list of registered delegates to the Teams concerned and the Convention/AGBM
secretariat.
 Prepare the Annual Report, Audited Statement of Accounts for the previous and the Budget
 Prepare Badges for the Delegates.
 Prepare Identity Cards and Ballot papers for Election
 Assist in the conduct of election to the Executive Board
 Conduct/ facilitate scientific sessions.
 Make available to the Regional Unit the required funds for the approved heads of
expenditure.
 Reimburse the travel expenditure of members of CHAI Executive Board, resource persons
etc.
KUNNIL-AGBM CHECKLIST 2
ROLE OF THE REGIONAL
GOVERNING BODY
 Take the over all responsibility of holding/conducting the Convention/AGBM.

 Establish a Convention/AGBM Secretariat
 Constitute an Event Management Coordination Team (EMCT) consisting of at least ten
members. CHAI Executive Board Member from the Region, the Regional President and the
Liaison Officer concerned or Senior Staff from Central Office shall be ex-officio Members of
the EMCT.
 Each member of the EMCT shall be ex-officio Coordinator of each Event Management
Team.
 Give necessary guidance to the Coordination Team
Event Management Coordination Team (EMCT)
 The President of the Regional Unit shall be the Chief Coordinator of the Event Management
Coordination Team
 Constitute different Event Management Teams for the following functions and entrust them
with various activities involved:
1. AGBM Secretariat 7. Catering

2. Reception 8. Liturgy
3. Inaugural Function 9. Cultural Programmes
4. Physical Arrangements 10. Publicity & Documentation
5. Accommodation 11. Scientific Session
6. Transportation 12. Finance & Fund Raising
 Obtain detailed plans of the Event Management Teams, preferably in the following format
SL WHAT HOW BY WHEN BY WHOM COST

NO [PROPOSED [METHODOLOGY] [TIME FRAME] [PERSON [BUDGET]
ACTIVITIES] RESPONSIBLE
 Give necessary guidance to the Event Management Teams

 Hold regular meetings and review the various activities of Event Management Teams
 Prepare minutes of the meetings and send a copy of it to CHAI Central Office through the
President of the Regional Unit concerned.
CONVENTION/AGBM SECRETARIAT
 Maintain a secretariat with at least one competent person at least one month
before the Convention/AGBM in order to monitor activities related to the
organisation of various programmes. Secretariat also functions as the contact
point for delegates and others.
 The Promotional Secretary shall head the Secretariat.
 Ensure that the Secretariat has contact facilities for Telephone, E-mail and Fax
 Prepare and make available Convention/AGBM folders, writing pads, pens;

Badges for VVIPs, VIPs, Members of CHAI Executive Board and Governing
Body of Regional Units, different Teams, volunteers and CHAI staff as per
requirements. (Get sponsors if possible for these items.).
 Draw up the list of VIPS/special invitees dignitaries to be invited for the events/
programmes
 Prepare and print the invitation cards in consultation with the Director of CHAI,
Reception and Coordination Teams, and send them to the invitees.
 Finalize, print and make available Programme Schedule of the

Convention/AGBM in consultation with the Director of CHAI, Reception and
Coordination Teams.
 Print and make available meals coupons in consultation with the Catering Team.
 Make arrangements for booking return journey tickets for delegates and others
whenever requested.
 Provide stationery items like chart papers, brown papers, marker pen, drawing
pins, sketch pens, clips and nylon ropes etc. to the concerned
 Ensure secretarial support to various Teams and also to CHAI during the
Convention/AGBM.
 Assist and support Coordination Team and sub-Teams in holding their meetings.
 Keep CHAI Head Quarters informed of the happenings and progress of various
activities related to Convention/AGBM.
 Extend support to the Reception, General Information and Registration

Counters
RECEPTION
 Constitute a Reception Team. A member of the Event Management Coordination

Team shall be its Coordinator
 Obtain list of VVIPs, VIPs/dignitaries/special invitees, delegates etc along details
of their arrival timings
o Obtain Necessary Permission from the authorities at the Railway/Bus stations to
put up Reception Counters.
o Ensure special announcements of the presence of volunteers at the reception
counter at the Rail/Bus stations
 Receive the VVIPs, VIPs, dignitaries, special invites, delegates etc at the railway
station /bus station/airport or from their arrival points.
 Open and manage Reception and General Information Counters and a First Aid
centre at the venue during the entire programme
 Receive the Special Invitees, Media persons and the delegates and help them
seated on the reserved seats
 Receive the VVIPs/VIPs/dignitaries according to the local custom and lead them
to the dais/meeting hall.
 Ascertain from the Coordinators the number of volunteers required.

 Arrange the required number of volunteers for Reception, Transport, Physical
Arrangements, Catering, etc.
 Brief the volunteers on the various activities and allocate duties and timings
 Coordinate with Catering and Finance Teams for the food and local travel expenses
of the volunteers.Prepare a detailed plan of action as per the following format and
submit a copy of it to Coordination Team and the Finance Team:

NO [PROPOSED [METHODOLOGY [TIME FRAME] [PERSON [BUDGET]
ACTIVITIES] ] RESPONSIBLE
 Coordinate with other Teams and the Convention/AGBM Secretariat
INAUGURAL FUNCTION
 Constitute an Inaugural Function Team. A member of the Event Management

Coordination Team shall be its Coordinator.
 Identify VVIPs/VIPs/dignitaries for the inaugural function (Five or seven persons: Chief
Guest, Presiding person (preferably the local Bishop), President of CHAI, Director of
CHAI, Keynote addressor and any other VIPs/dignitaries (Guests of Honour) and invite
them.
 Finalise the list of dignitaries according to the protocol, fix the role of each one of them,
and brief them on the events, etc.
 Obtain bio-data/resume of the VVIPs/VIPs/dignitaries, who need to be welcomed/

introduced by the President of CHAI and/or Master of Ceremony. Copies of the bio-data
preferably a resume of it to be prepared and given to the persons concerned.
 Obtain copies of the speeches of VVIPs/VIPs, if available, and make available copies of it
to the Publicity and Documentation Team.
 Draw up the Programme Schedule of the Inaugural Function and arrange to deliver copies
of it to the VVIPs, VIPs, dignitaries etc.
 Identify a Master of Ceremonies and entrust him/her with the related work.
 Finalise the method of inauguration - lighting of lamp, invocation, etc
 Ensure proper seating on the dais for the Chief Guest, the Presiding person, the President of
CHAI, the Director of CHAI, the person who delivers the Keynote address and any other
VIPs/dignitaries (Guests of Honour).
 Arrange nameplates, File/Folders of VVIPs/VIPs/dignitaries according to the seating

arrangements on the dais.
 Arrange drinking water for the VVIPs/ VIPs/ Dignitaries.
 Ensure arrangements for lighting of Lamp – persons and the order of lighting the lamp.
 Keep ready bouquets, mementos and identify the persons to present the same to the
VIPs/dignitaries.
 Master of Ceremonies to take charge of the Inaugural Function and conduct it as per
Inaugural Schedule.
 Prepare a detailed plan of action as per the following format and submit a copy of it to
Coordination Team and the Finance Team:
WHAT HOW BY WHEN BY WHOM COST

SL [PROPOSED [METHODOLOGY] [TIME FRAME] [PERSON [BUDGET]
NO ACTIVITIES] RESPONSIBLE
PHYSICAL ARRANGEMENTS
 Constitute a Physical Arrangements Team. A member of the Event Management

 Prepare a lay-out of the Venue: Meeting hall, discussion rooms, Secretariat, Reception,
Registration, General Information counters, area for commercial/health exhibition,
dining hall, parking area, toilets etc.
 Prepare the dais (with chairs, tables, podium, stage back drop, decoration etc) as per
protocol for inaugural function and for other programmes.
 Arrange for chairs, tables, carpets etc for the meeting hall, dining hall, discussions
rooms, etc.
 Ensure proper seating arrangements for VIPs, special invitees, media persons, the
delegates etc
 Ensure adequate lighting on the stage, meeting hall, dining hall, discussion rooms etc
 Arrange black boards, display boards etc. as per the requirements.
 Prepare banners welcoming delegates and fix them at prominent places.
 Prepare stage back drop in multi-colours (the banner should show the name of CHAI,
date and venue of the programme, theme etc. Refer to the samples given in the annex)
 Install computer systems, Lap Top, LCD Projector, OHP, PA systems with required
number o of cordless mikes. UPS, Xerox machine, Junction Boxes, Extension Cords,
Generator, temporary telephone etc.
 Arrange the services of an electrician for installation and monitoring of various systems.
 Assist facilitators/presenters/Resource Person/participants in their presentations through
OHP/ LCD Projector.
 Arrange for bouquets/garlands/mementoes etc as per the need of the day

 Provide drinking water in the meeting/dinning hall and places of accommodation.
 Arrange for security (if necessary seek police protection).
 Coordinate with other Teams and the Convention/AGBM Secretariat.
 Prepare a detailed plan of action as per the following format and submit a copy to the
Coordination Team and the Finance Team.

 Get sponsors, if possible
ACCOMMODATION
 Constitute an Accommodation Team. A member of the Event Management

Coordination Team shall be its Coordinator
 Assess accommodation needs and ensure accommodation for different categories

such as
 Delegates
 Participants of other pre or post AGBM programmes
 Members of CHAI Executive Board
 CHAI Staff
 Resource Persons
 Bishops/ special invitees
 Members of various Teams
 Identify places of accommodation (including Member Institutions), number and

types of accommodation available (single bed, double beds, dormitories) and make
a list.
 Indicate whether the accommodation is reserved for Priests/Sisters/Lay

persons/Resource persons etc.
 Arrange for beds and bedspreads, mosquito nets/repellents, first aid kits,
soaps/towels, candles, match boxes etc if needed.
 Allot accommodation s per list prepared.
 Provide the list of Allotment of Accommodation to the Reception and the Transport
Teams.
 Display the Accommodation list at the Reception and General Information Counters
and at the places of accommodation.
 Open and manage Accommodation Allotment Counter
 Co-ordinate with other Teams and the Convention/AGBM Secretariat.
 Prepare a detailed plan of action as per the following format and submit a copy to
the Coordination Team and the Finance Team.

TRANSPORTATION
 Constitute a Transport Team. A member of the Event Management Coordination

Team shall be its Coordinator.
 Assess the transport requirements and prepare a list of the number and type of
vehicles needed.
 Arrange the required number and type of vehicles for transporting delegates,
dignitaries and special invitees, resource persons etc.
 Contact organisations/member institutions and prepare a list of vehicles available
free of charge.
 Contact private vehicle operators or state transport corporation and engage them for
transporting delegates etc, if necessary.
 Obtain necessary permission from RTO for transporting delegates and others
 Mark the vehicles with banners and route numbers.
 Prepare arrival and departure timings of the Resource persons/special
invites/delegates/ and others
 Pick up the Delegates [usually on the previous day and on the first day of the
programme] from the Railway/Bus Stations/ Airport
 Pick up the VIPs/dignitaries, special invitees as per the date and time of their arrival
at the railway/bus stations/airport or from their offices on the appointed time.
 Pick up the CHAI Executive Board members as per the date and time of their
arrival.
 Transport delegates and others between places of their accommodation and the
venue according to the programme schedule.
 The resource persons are to be provided with transport as and when needed.
 Arrange vehicles for sight seeing, if needed
 Prepare scheduled departure of vehicles to the rail/bus stations/airport, display it at
the Reception/General Information Counter and also announce it on the last day of
the programme, preferably in the morning
 Transport the delegates and others to the railway/bus stations, airport as per the
schedule. [Usually on the last day of the programme and also on the following day].

CATERING
 Constitute a Catering Team. A member of the Event Management Coordination

 Assess the catering needs of the programme, including pre and post AGBM
programme.
 Draw up the daily menu, both vegetarian and non-vegetarian
 Identify and fix caterers after approving the lowest rates as per the menu for
each day.
 Ensure proper seating arrangements other facilities including drinking water,

wash basins etc. in dining hall.
 Fix and display timings for breakfast, morning coffee, lunch, evening tea, and
supper.
 Ensure quality of food and maintain hygiene in all respects.
 Arrange separate sections for vegetarian and non-vegetarian food
 Streamline serving of food through meals coupon, if needed.
 Make arrangements for coffee and snacks for the inaugural function, including
special tea/coffee etc for VIPs/dignitaries
 Make arrangements for providing food for those who arrive on the previous day
and for those who leave on the following day of the programme.
 Prepare a detailed plan of action as per the following format and submit a copy
to the Finance Team.

 Get sponsors, if possible.
L I T U R G Y
 Constitute a Liturgy Team. A member of the Event Management Coordination

 Arrange liturgy for each day according to the programme schedule [usually on
the first day the Holy Mass will be in the evening and on all other days it will be
in the morning].
 Arrange for sufficient number of vestments, host, mass wine etc
 Prepare liturgy – introduction, readings, hymns etc - for each day according to
the theme, print/Xerox copies of the same and distribute them to the delegates
every day.
 Identify and fix Main Celebrant for each day
 Arrange/prepare choir
 Prepare/arrange for Prayer/Invocation and concluding prayer/National Anthem

during the Inaugural function/valedictory function.
 Arrange and decorate the altar
of it to the Finance Team.

 Get sponsors if possible.
ENTERTAINMENTS
 Constitute an Entertainment Team. A member of the Event Management

 Arrange for cultural programmes (maximum two hours) on the evening of the
first day.
 Arrange for movies, educative programmes (in CD/Video) on the evenings of

other days.
 Arrange sight seeing (optional) in consultation with the Transport Team
 Register participants who wish to join the sight seeing.
 Finalize the sight seeing schedule in consultation with the Transport Team and
take charge of the sight seeing tour.
 Provide food packets (breakfast and lunch) to those who go for sight seeing The
participants are expected to meet the expenditure (including transport charges
and food))

 Get sponsors if possible.
PUBLICITY &
DOCUMENTATION
 Constitute a Publicity and Documentation Team. A member of the Event

Management Coordination Team shall be its Coordinator.
 Prepare write up on CHAI and the events
 Arrange a Press Conference at a convenient/suitable place on the eve of the

Convention/AGBM. President and/ or Director of CHAI to brief them on the
Convention/AGBM.
 Arrange photography/ videography of the main events/programmes
 Invite reporters from various Newspapers and news agencies to cover the events/
programme.
 Prepare press release and send it to different newspapers.
 Contact local Doordarshan, private TV channels, AIR and request them to cover
the events/programmes.
 Prepare News items of the day and send them to the Newspapers/agencies along
with photograph of the event, if any.
 Ensure that the events/Programme appears in the engagement column of various

dailies.
 Release advertisements on the events/ programme, if sponsors are available.
 Minute/Record the entire programme /Ensure process reporting
 Interact with the scientific session team and prepare the detailed report
 Make available, photographs of the various programmes to be sent to the

newspapers along with news items and also for the office album.
 Prepare souvenir, if feasible.
to Coordination Team and the Finance Team.

FINANCE & FUND RAISING
 Constitute a Finance and Fund Raising Team. A member of the Event Management
 Explore the possibility of raising resources in cash or kind from
 Bishops
 Provincials/Major Superiors
 Industrial/Business Houses
 Member Institutions
 Organizations/Schools/Colleges
 Individuals etc.
 Personally contact the donors with a request letter signed by the President of the Regional
Unit concerned.
 Get sponsors for various items/activities through the Event Management Teams concerned.
[Keeping in mind the policy of the Organisation, sponsors may be permitted to advertise their
products/services through handouts, banners etc].
 Obtain action plans and budgets from different Event Management Teams, prepare a
consolidated budget, and provide a copy to the Chief Coordinator of the Even Management
Coordination Team. The Chief Coordinator shall forward it to the Director of CHAI with
his/her observation/recommendation.
 Receive/obtain funds through the President of the Regional Unit concerned and disburse it
to the other Teams as per the approved budget.
 Keep and maintain accounts as per audit requirements [For every expenditure incurred
supporting vouchers/bills/cash receipts are to be attached/obtained. These are to be
forwarded through the President of Regional Unit to the Director of CHAI, Secunderabad
together with a statement of account for replenishment or settlement as the case may be]
Note:
 The Director of CHAI shall communicate his approval or otherwise in writing, to the President of
the Unit. He/she shall make the necessary arrangement for the transfer of the funds to the bank
account of the regional unit in instalment as and when required, within the approved budget.
 If the Regional Unit concerned does not have an exemption under 80G of the Income Tax Act, all
donations in cash including Money Orders, Demand Drafts/Cheques are to be received in favour of
“The Catholic Health Association of India, Secunderabad “ only. The receipts of donations should
be made through official receipt of CHAI only (obtain required number of receipt books from
CHAI). Donations to CHAI are exempt from the Tax under section 80G of the Income Tax Act. The
donations (MOs, Cash, Cheque, DD etc.) are to be sent to CHAI through the President of the
Regional Units for remittance in its (CHAI) account in Secunderabad.
SCIENTIFIC SESSIONS
 Constitute a Scientific Session Team and elect its Coordinator
 Finalise scientific sessions in consultation with the Director and the Associate Directors
 Identify and fix experts/resource persons for keynote address and other presentations
and assign their roles.
 Identify and mark discussion rooms and group the delegates for discussions etc.
 Identify and fix persons to facilitate/moderate group discussions, plenary session etc.
 Obtain write-ups from the presenters in advance and make copies available to the
delegates/participants.
 Make available necessary items required by the resource persons/presenters.
 Arrange for reimbursement of travel expenses, payment of honorarium etc. to resource

persons.
 Support the Documentation team in documenting the Scientific Sessions
 Prepare a detailed plan of action as per the following format and submit it to the
Director of CHAI for his approval.

Note: CHAI Central Office wills conduct/facilitate the Scientific Sessions
ROLE OF MEMBERSHIP TEAM
 Arrange to despatch the AGBM Circulars with its enclosures to all the Members of
CHAI, CBCI and CRI and also to the regional and national voluntary organisations and
individuals who are associated with CHAI.
 Receive the filled AGBM Registration forms and fees and register delegates for the
AGBM
 verify the filled registration form and the fee received along with it,
 hand over the filled in registration form, along with the fee to the Finance
Department and obtain official receipt for the payment
 allot Registration Number and register the delegate
 send acknowledgement letter to the delegate along with the Receipt
 Keep AGBM Secretariat/different Teams informed of the progress in registration of

delegates.
 Prepare and make available list of delegates (with relevant details) to the
Convention/AGBM Secretariat and the different Teams especially Reception,
Transport and Accommodation at least 15 days before the Convention/AGBM
 Ensure the following items in sufficient numbers for the Convention/AGBM kits:
 Badges for the Delegates

 Convention/AGBM File/Folders
 Convention/AGBM Programme Schedule
 Writing pads and pens
 Meals Coupons
 Annual Reports along with audited Statement of Accounts
 Budget for the next financial year
 Identity card for Election [one card per Constituent Member Institution]
 Copies of any other documents, presentations on any topics, etc
 Prepare the Convention/AGBM kit with the above items

 Open and manage the Registration/Spot Registration Counters at the Venue.
 verify the registration acknowledgement letter presented by the delegate –

AGBM Registration and particulars of registration fee and other charges. If
found correct, obtain signature on the Attendance Register and issue the
Convention/AGBM kit [The kit will be issued only after payment of the
prescribed Registration fee and other charges in full. The Members of CHAI
Executive Board and special invitees are exempted from the payment of
Registration fee and other charges.].
 Direct the delegates to the Accommodation/Transport Teams
 Prepare and display the consolidated list of delegates at the Reception/Registration

Counters
 Make available sufficient number of Ballot papers and assist in the conduct of election
to the Executive Board
 Collect Membership Fee
 Support the General Information Counter
 Coordinate with the Event Management Coordination Team and the Event
Management Teams
ANNEX
SAMPLES OF INVITATION CARD/BANNERS ETC
[CORRECT THE TEXT AS PER THE NEED]
Invitation Card [front page]
THE CATHOLIC HEALTH ASSOCIATION OF INDIA

157/6 STAFF ROAD GUNROCK ENCLAVE SECUNDERABAD 500 009
cordially invites you to the inauguration of its
55th Annual General Body Meeting

on
Saturday 07 November 1998
at
09.30 am
at Campion School, Arera Colony, Bhopal
THEME: Alternative Models for Health Action
His Excellency Dr Bhai Mahavir.

The Governor of Madhya Pradesh
has kindly consented to be the Chief Guest

and inaugurate the programme
His Grace Most Rev Dr Pascal Topno

Archbishop of Bhopal
will preside over the function.
Director, CHAI
[Programme overleaf]
__________________________________________________________________
RSVP : Telephone: 27848293 27848457 27841610 27898756

Fax: 040-27811982 E-mail: chai@pol.net.in
Back page of the Invitation Card
[This could be replicated for the Inaugural Schedule]
PROGRAMME
09.30 am – 09.35 am Invocation

-
09.35 am – 09.40 am Lighting of the lamp by the Chief Guest
- His Excellency Dr Bhai Mahavir
Governor of Madhya Pradesh
09.40 am – 09.45 am Welcome address
- Sr Martin Maliekal
President, CHAI
09.45 am – 09.50 am AGBM Highlights
- Fr James Culas
Director, CHAI
09.50 am – 10.05 am Key note address
-
10.05 am – 10.12 am Presidential address
- Most Rev Pascal Topno
Archbishop of Bhopal
10.12 am – 10.35 am Messages
-
10.35 am – 10.45 am Release of Herbal Calendar
- Ms Mabel Rebello, MP
10.45 am – 10.55 am Address by the Chief Guest
10.55 am – 10.58 am Vote of thanks

- President of Regional Unit
10.58 am – 11.00 am National Anthem
11.00 am – 11.30 am COFFEE

______________________________________________________________
Note: Invitees are requested to be in their seats by 09.20 am
Banner for stage backdrop (on satin cloth in Red & Blue letters)
55TH ANNUAL GENERAL BODY MEETING
07 – 08 NOVEMBER 1998
CAMPION SCHOOL, ARERA COLONY, BHOPAL
THEME: ALTERNATIVE MODELS FOR HEALTH ACTION
For Podium cover
TH
55 AGBM OF CHAI
07 – 08 NOVEMBER 1998
CAMPION SCHOOL, BHOPAL
THEME: ALTERNATIVE
MODELS FOR
HEALTH ACTION
Welcome Banners
THE CATHOLIC HEALTH ASSOCIATION OF

MADHYA PRADESH
WELCOMES
TH
THE DELEGATES OF THE 55 CHAI AGBM
07 – 08 NOVEMBER 1998
HEARTY WELCOME
TO
TH
THE DELEGATES OF THE 55 CHAI
AGBM
07 – 08 NOVEMBER 1998
Banner for Reception/Vehicles
55TH ANNUAL GENERAL BODY MEETING OF CHAI
07 – 08 NOVEMBER 1998
Matter for the AGBM Folder/Writing pad

PB 2126 GUNROCK ENCLAVE SECUNDERABAD 500 009
55TH ANNUAL GENERAL BODY MEETING
07 – 08 NOVEMBER 1998
CAMPION SCHOOL, ARERA COLONY, BHOPAL
THEME : ALTERNATIVE MODELS FOR HEALTH ACTION
___________________________________________________
With best compliments of:
Printed matter for Badges for VIPs [ribbons used for making the badges should be in different colors: 3
colors for VVIPs & VIPs, another 3 different colors for Board Members & 2 colors for Conveners of Teams
and staff and single color for volunteers]
BHOPAL
07 – 08 NOV 1 998
Agenda for the Business Session of AGBM

POST BOX 2126 GUNROCK ENCLAVE SECUNDERABAD 500 003
FIFTY-FIFTH ANNUAL GENERAL BODY MEETING
THEME : ALTERNATIVE MODELS FOR HEALTH ACTION
DATE SATURDAY 07 – 08 NOVEMBER 1998
VENUE : CAMPION SCHOOL, ARERA COLONY, BHOPAL
Chairperson: Sr Martin Maliekal, President
AGENDA
1. Introductory remarks by the Chairperson

2. Reading out the minutes of the 54th AGBM 1997 for adoption by the
General Body.
3. Presentation of Audited Statement of Accounts and the Report of the
Auditors for the year 1997-1998 for adoption by the General Body.
4. Approval of the Budget for the Year 2000 - 2001
5. Appointment of Auditors for the Year 1999-2000
6. Any other matter with the permission of the Chair
. 7. Concluding remarks by the Chairperson
Badge Card for Delegates)
AGBM REGN NO
55TH ANNUAL GENERAL BODY MEETING OF CHAI

BHOPAL 07 – 08 NOVEMBER 1998
Name ……………………………………………………………
[Note: CHAI Central Office will prepare the badges for the Delegates]

How To Organize Conventions

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EVENT

THOMAS KUNNIL MA LLB

ROLE OF CHAI CENTRAL OFFICE

 Take the over all responsibility of holding/conducting the Convention/AGBM.

Event Management Coordination Team (EMCT)

1. AGBM Secretariat 7. Catering

SL WHAT HOW BY WHEN BY WHOM COST

 Give necessary guidance to the Event Management Teams

 The Promotional Secretary shall head the Secretariat.

 Prepare and make available Convention/AGBM folders, writing pads, pens;

 Finalize, print and make available Programme Schedule of the

 Extend support to the Reception, General Information and Registration

 Constitute a Reception Team. A member of the Event Management Coordination

 Ascertain from the Coordinators the number of volunteers required.

SL WHAT HOW BY WHEN BY WHOM COST

 Coordinate with other Teams and the Convention/AGBM Secretariat

 Constitute an Inaugural Function Team. A member of the Event Management

 Obtain bio-data/resume of the VVIPs/VIPs/dignitaries, who need to be welcomed/

 Finalise the method of inauguration - lighting of lamp, invocation, etc

 Arrange nameplates, File/Folders of VVIPs/VIPs/dignitaries according to the seating

 Arrange drinking water for the VVIPs/ VIPs/ Dignitaries.

WHAT HOW BY WHEN BY WHOM COST

 Constitute a Physical Arrangements Team. A member of the Event Management

 Arrange for bouquets/garlands/mementoes etc as per the need of the day

SL WHAT HOW BY WHEN BY WHOM COST

 Get sponsors, if possible

 Constitute an Accommodation Team. A member of the Event Management

 Assess accommodation needs and ensure accommodation for different categories

 Identify places of accommodation (including Member Institutions), number and

 Indicate whether the accommodation is reserved for Priests/Sisters/Lay

 Allot accommodation s per list prepared.

 Open and manage Accommodation Allotment Counter

 Co-ordinate with other Teams and the Convention/AGBM Secretariat.

SL WHAT HOW BY WHEN BY WHOM COST

 Get sponsors, if possible

 Constitute a Transport Team. A member of the Event Management Coordination

SL WHAT HOW BY WHEN BY WHOM COST

 Get sponsors, if possible

 Constitute a Catering Team. A member of the Event Management Coordination

 Draw up the daily menu, both vegetarian and non-vegetarian

 Ensure proper seating arrangements other facilities including drinking water,

 Ensure quality of food and maintain hygiene in all respects.

 Arrange separate sections for vegetarian and non-vegetarian food

 Streamline serving of food through meals coupon, if needed.

 Co-ordinate with other Teams and the Convention/AGBM Secretariat.

SL WHAT HOW BY WHEN BY WHOM COST

 Get sponsors, if possible.

 Constitute a Liturgy Team. A member of the Event Management Coordination

 Arrange for sufficient number of vestments, host, mass wine etc

 Identify and fix Main Celebrant for each day

 Prepare/arrange for Prayer/Invocation and concluding prayer/National Anthem

 Arrange and decorate the altar

SL WHAT HOW BY WHEN BY WHOM COST

 Get sponsors if possible.

 Constitute an Entertainment Team. A member of the Event Management

 Arrange for movies, educative programmes (in CD/Video) on the evenings of

 Arrange sight seeing (optional) in consultation with the Transport Team

 Register participants who wish to join the sight seeing.

 Co-ordinate with other Teams and the Convention/AGBM Secretariat.

SL WHAT HOW BY WHEN BY WHOM COST

 Get sponsors if possible.

 Constitute a Publicity and Documentation Team. A member of the Event