Accounts
  1. Preparing a tentative budget in consultation with the organiser
  2. Getting a budget code
  3. Liaising with accounts to process reimbursement
  4. Preparing note to accounts and bills
  5. Liaising with vendors and sponsors
  6. Raising indents and cash purchase
  7. Collecting registration fee
  8. Preparing a closing budget with the actual expenses
    1. This is subject to getting all relevant info from various parties
    2. This includes getting TA forms, boarding passes, tickets for reimbursement
    3. If someone took a flight, accounts will reimburse 3rd AC worth of funds. So, there could be a difference from what was spent vs what was reimbursed. This is subject to the organiser’s discretion.
    4. Getting bills from reception (cabs) and hospitality takes time. These come out once a month and that can delay getting everything settled with accounts.
Transport arrangement
  1. Arranging local transfers
    1. Liaising with reception
  2. Assisting in booking flight/train tickets
    1. Putting in a ticket
    2. Seeking relevant approvals
    3. Liaising with travel desk
Food
  1. Coordinating with hospitality and providing food schedule
  2. Coordinating with external hospitality services, looking at quotes
  3. Arranging tents, pagodas, and other related things
Accommodation
  1. Coordinating with hostel services to book rooms on campus
  2. Room booking with external hotels (Liwa, Attide etc.)
  3. For on campus booking, each booking needs to be done manually
Service mails
  1. Sending services emails to hostel, reception, hospitality, IT, instrumentation, security and civil departments.
  2. This includes providing a list of attendees to security
  3. Providing meeting particulars to IT, instrumentation and civil department
Collecting passport details and follow ups
Government approvals for international meetings
  1. Drafting proposal, getting necessary signatures and sending it to TIFR
  2. Getting DAE approval
  3. Preparing and sending documents for MEA clearance and getting MEA clearance
  4. Collating passport details of attendees
  5. Follow up with authorities at all stages
Invitations and other info
  1. Drafting and sending VISA and invitation letters for international attendees
  2. Sending invitations to local faculty
  3. Sending arrangement emails to speakers and participants (with information for who to contact on arrival and other important info)
Stationery
  1. Name badge (design, printing and putting it together/ ordering and follow up)
  2. Certificates (design, ordering and follow up)
  3. Mug and t-shirts (ordering and follow up)
  4. Bags (ordering and follow up)
  5. Notepads (ordering and follow-up)
  6. Pens (ordering and follow up)
  7. Abstract bags (ordering and follow up)
  8. Event promotional posters (designing, ordering, follow up, circulation)
Registration
  1. Helping with registration
  2. Preparing kits for registration
  3. Providing TA forms, collecting bank details and ensuring that all info is sent to accounts.