Meetings Office - Useful Information to organize your own meeting/meeting without the assistance of the meetings offce
Would you like to organize your own meeting or avail single service requests or are looking to organize a meeting without the assistance of the meetings office? Fret no more. We are here to help with useful information.
Here are some useful links and info to help you in case you would like to avail single services like room bookings, cab bookings, flight bookings, and hotel bookings, either for a meeting or to host visitors or if you would like to organize your own meetings! We understand that some individuals and departments might need to organize and host their own meetings.
This is for you!
Steps to organize your own meeting or avail single services:
1. Block meeting dates and book a venue
-To block meeting dates, share the meeting name and dates and our office will update the Events Page.
-Fill out venue booking request through HIPPO to book venue for the talk/event. Note that to book Dasheri, LH1, LH2, Malgova, or Safeda, please reach out to deansoffice@ncbs.res.in with booking request. They will be able to help you. They will also be able to confirm the request.
-For other venues, please log into https://www.ncbs.res.in/hippo/ to make the booking, and log into https://www.ncbs.res.in/hippo/v1/info/booking to view all the venues already confirmed or pending for approval on a particular date.
-When you make a booking request, you should get a confirmation email confirming that the booking has been successful. You should be able to see your event in pending events table in the https://www.ncbs.res.in/hippo/v1/info/booking at this stage. If you are not able to see this, it means that the request has not gone through. Please try booking again at this point.
-Always keep a copy of the email or screenshot that your booking is confirmed. This piece of information can prevent a lot of confusion.
-Check out venues at NCBS here.
-For inStem venues, reach out to venues@instem.res.in. To book Ectoderm, fill out the Venue_Booking_Ectoderm form.
-Depending on the nature of the event, there would be venue charges*
2. Book accommodation
-Fill out guest house request form and reach out to Mr. Rajesh from hospitality services for any assistance: hostel@ncbs.res.in, rajeshk@ncbs.res.in
-If you would like to host guests in hotels nearby**most of these offer special discounts for NCBS. Do let them know that you are looking to book a room for NCBS campus visitors:
1. Attide - Jakkur Aerodrome
4 star hotel
Contact: Mr. Abhijit
M: 9513335335, 9900031444
2. Liwa Hotel
3 star hotel
Contact: Mr. Mathew
M:8884436050
3. G S Komforts, Amrutahalli
Contact:
M:6360461827
4. Sri Krishna Residency
Contact:
Hostels for students:
-JNCASR
-IISc
-Indian Academy of Science
-GKVK
Contact: Mr. Prashanthmurthy from Hospitality Services for assistance with hostel accommodation- prashanth@ncbs.res.in
3. Arrange travel for your guests
-To book flights:
-Reach out to Ms. Nethra from the travel desk : travelhelp@ncbs.res.in
-Do request the guests to share copies (original one way is preferred) of boarding passes and get their signatures on TA forms-International and National and submit it to Ms. Nethra.
-In case guests booked their own tickets and are being reimbursed, request guests to share copies of boarding passes (original one way is preferred), print copies of tickets, get signatures on TA forms and share the physical documents with the accounts team.
-To book a cab:
-Reach out to the reception at least three days in advance in case of few requests and two weeks in advance for larger requests. Mention pick up and drop locations, flight details, guest contact number, any other relevant details: reception@ncbs.res.in
4. To request approval for an international visitor (OCI included)
Note that approvals would be required to confirm venues and accommodation on campus.
Separate set of approvals are required if they are coming for a meeting or for a talk. Request you to reach out to our office or to the establishment section respectively.
-Fill out the international visitor request form, accessible from Intranet, My Dashboard. NCBS IT can grant access to the form, in case one doesn't have access. Reach out to the establishment section in case of any doubts. Request you to start the process at least 3 months in advance for a visitor who will be on campus for more than 90 days and at least 1.5 months in advance for a visitor who will be on campus for less than 90 days.
5. Make arrangements for food
-Reach out to canteen help- canteenhelp@ncbs.res.in, share details of the meal timings, numbers and location. Reach out at least three days in advance. If you reach out earlier, send a reminder three days before your event. Call them too. The hospitality services are a busy bunch.
6. Service mails to instrumentation@ncbs.res.in (NCBS), ins@instem.res.in (inStem) (setting up mics, projectors, Zoom meeting, recording talks, livestreaming etc.), ithelp@ncbs.res.in (NCBS), it@helpdesk.instem.res.in (inStem)(WiFi connection), civilint@ncbs.res.in (setting up registration desk) and securityservices@ncbs.res.in, securityoffice@instem.res.in (do share a list of attendees. In case of a public event or in case some attendees are VVIP guests, mention that too. Also, request then to set up signages for different lecture halls as required) with the particular services required.
7. Reach out to comms@ncbs.res.in, in case you would like the Comms team to cover or adverstise your event, i.e., share talk/event info with other HEI in Bangalore, posting on social media channels, taking pictures during the event, sharing during/post event snippets. The Comms team also helps coordinate school or University student visits.
8. Do take consent before setting up livestreaming, recording talks on Zoom, taking pictures and sharing on social media.
9. Reach out to accounts@ncbs.res.in or in person at their office on the 3rd Floor of the Admin Block, NCBS, for clarification about reimbursement of specific things and whether to raise an indent or cash purchase etc. This information is also available on Intranet.
10. List of vendors: Call them or email them with your specific requirements. The cost may vary depending on the order. It is not one size fits all !!
General tips:
-Share a valid budget code with funds in it to book accommodation, book cabs, book tickets, for food requests, in the international visitor form and if incase some other faciltiy needs to be availed. Check with accounts team- accounts@ncbs.res.in, when in doubt.
-Give advance notice to all service providers, minimum one week's notice should work. But this depends if it is a busy period and on the size of the request. Please be mindful. Do check the www.ncbs.res.in/facilities/meetings-timeline">https://www.ncbs.res.in/facilities/meetings-timeline">timeline tab.
-Do provide complete and updated information, and keep service providers in the loop in case of any changes. Uninformed last minute changes make it very hard to deliver the service properly and cause a lot of hassles. We want the event to go smoothly!
-Do have volunteers or someone who can help with the meeting, to circulate mics during a talk and other things like escorting guests to the venue etc.
-Ask guests to bring a government issued ID.
Safe, inclusive and sustainable meetings:
-NCBS follows a strict Anti-Harassment Policy and we take any instances of harassment very seriously. You can find more information about the campus POSH policy, the Internal Complaints Committee, and other related guidelines www.ncbs.res.in/Women%27s_Cell">https://www.ncbs.res.in/Women%27s_Cell">here.
-Sustainability: We endeavour to make all our meetings and events sustainable. In this regard, we would request meeting organisers to announce/inform participants to return all name tags after the event, so that they can be reused for future meetings. We would also request meeting organisers to help us minimise the use of single-use cups and bottles by recommending BYOB (Bring Your Own Bottles, which can be filled from water coolers installed throughout the campus) or BYOC (Bring Your Own Cups for tea/coffee etc. or use the meeting merchandise wherever applicable)