mega event management

Mega Event Management Simhasth 2016

Dr. Ravindra Pastor (IAS)Commissioner

Ujjain

MYTHOLOGICAL SIGNIFICANCE OF SIMHASTH KUMBH

Astrological Alignment during Simhasth

• Simhasth Kumbha festival is organized under an auspicious celestial configuration:

• Jupiter is in Simha or Leo • the Sun is in Mesha or Aries

Ujjain – City of Time• Lord Mahakaleshwar has been deity of time • Ujjain has been called as Nabhipradesh or Manipur Chakra• It is situated on Topic of Cancer and 0° longitude hence before

Greenwich it was a center for calculation of time and still Hindu Pnachang using it

• Lord Krishna has been quoted in Shrimadbhagwadgeeta, ‘Ahamedbakshayaha kalo dhataham vishwatomukhaha’.

• Seminal authors from Varahamihira to Bhaskaracharya attribute it to several calculations including standard time

• The city is situated 23.9 degree northern latitude and 74.75 degree eastern longitude

• Due to its unique geographical situation, ‘Agyachakram Smrita Kashi Ya Bala ShrutimurdhaniSwadhishthanam Smrita KanchiManipuram Avantika’

• The Lord Mahakaleshwar’s idol is situated at the intersection point and it is called the center of the earth. https://www.youtube.com/watch?v=B3_RvDbhLLk

The Concept of Moksha• In Skand Puran Avantika Khand written if soneone take bathin

Ganga he will get ride of sins but if he take bath in Shpira is will get Moksha

• Ujjain is the Shavya sect under Tantrik centre• Ujjain has Lord Shiva Pantheon- Parvati, Ganish, Kartikey, Kal

Bharava, Rudra, Kritkaye, Matrikaye etc temple• Shiva idoal situated is south facing

•  

Important Facts • Total expected pilgrims: 5 Cr• Total projected pilgrims @ 11% growth from last event• Tentative proposed area : ~3000 hectares • Maximum on day of Shahi Snan - 1crore (~80 lacs floating +

~20 lacs resident)• Total Event days: 30 days • Dates: April 22, 2016 to May 21, 2016, Vikram Samvat 2073• Three Flag stations• 6 Satellite town.• Mela Area divided into 6 Zones and 22 sectors

Stakeholders

• Akhara’s • Sant’s• Sadhu’s• Devotee’s • Pilgrim’s• Religious people's • General public

Stakeholders

• Traders• Transporters • Service providers • Media • VIPs• Police • Civil administration• Social Service Organization

Planning

• Plan was focused on providing 3 “S”• SEVA - General services

• SUVIDHA- Facilities

• SURAKSHA- Security

Requirement Analysis

Water Requirement for a single person per day in liters. Total water requirement by Pilgrims/Visitors/day will be

“Expected Population X water required per day in liters”= per day requirement of Water

• Further dividing this into requirement by Permanent population and floating population we will get the actual requirement per day.

Major Projects based on Gap Assessments

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Reverse timeline

2012High level Meeting on planning and vision

2014Start of Infrastructure work of Permanent nature

2015

Ground level visitsWeekly review

2016Simhasth Starts from 21st April to 22nd May 2016

GIS Based PlanningPlans were first prepared on GIS Maps and then implemented on field this reduced Implementation time ,helped in reducing errors and were also as source of monitoring the work on field.

Glimpse of Infrastructure built for SIMHASTH

Innovation and Research

The KUMBH Mela Experiment- Research study conducted by consortium which included IISC Bangalore, University of Amstredam, ITMO university and Nanyang Technology University funded by DIETY (India) and NWO (The Netherlands)

This proposal addresses three key research areas related to the understanding and management of huge human crowds: Data Collection; Data Analysis; Modelling and Prediction .

Suvidha- Facilities• 24*7 deployment of Safai karmachari’s to keep Mela area clean

• More than 50,000 units of temporary toilets were built in the Mela area for Pilgrims and visitors

• Help Desk- To Provide necessary Help and Guidance to Pilgrims and visitors

• 24*7 Drinking water supply in the Mela area around 1000 temporary water huts were created in the Mela area

• Make shift hospitals

• More than 300 E- Rikshawas and Free public transport facility during Mela duration

• Insurance for all Pilgrims and Administrative Staff

• SMART Parking

CALL CENTER- A dedicated Call center with 25 lines was established which worked 24*7. 1100’ is the four digits, number where pilgrims can avail knowledge about Simhastha Mela, from across the nation. Pilgrims can use this facility to lodge their complaints, queries, objections, any special requirement or essential information required regarding Simhastha.

FAQ- A repository of around 6000 Frequently asked question was prepared keeping in mind the requirement of the Pilgrims, Visitors and other stakeholders. These FAQ’s were made readily available to the Administration, Help desk and Call centre officials .A software was also built where general public can get answers to their queries using FAQ’s

Suvidha- Facilities

WATER HUTS PLANNED IN THE MELA AREA

Suraksha-Security

• Setting of state of the art police control room

• 24*7 Surveillance using Hi-tech CCTV Camera- with Face recognition, motion detection, number plate recognition, Movement tracer and other features (481 CCTV Cameras on 125 locations for Simhasth in addition to 333 CCTV cameras planned for Ujjain city at 104 locations)

• Drone based surveillance during snan days

• Deployment of more than 25,000 police personnel

• High quality Public Address system

• Location Details with Geo referenced boundaries of 51 Thane with other details (# of Staff and other details)

.

Monitoring Mechanism

• Standup Meetings

• Weekly Meeting

• Sadhikar Samiti Meeting

• Pre Mortem

• Work Tracking System

• Contingency Planninga) PLAN A b) PLAN B c) PLAN C for every services

Planned

Actual

Legends

GIS Monitoring Planned vs Actual Work - PHE

Administrative Hierarchy

MELA OFFICE

Zone-1 Zone -2 Zone-3 Zone-4 Zone-5 Zone-6

12

3Sector 4 Sector Sector Sector

Sector

Departments at State level Commissioner

and collector office

Grass root workers

Level -1

Level-2

Level-3

Level-4

Manpower- Administrative Unit

• More than 28 departments partcipated

• More than 12000 personnel deployed

• Training of more than 6000 personnel carried out.

• Organization hierarchy created with escalation between level’s

• Duty order with specific terms of reference from each specific level based on requirement at departmental and at field level

• Real time Complain /Request management system

HRMS- PORTAL

Portal was utilized for

• Human Resource Management

• Work Allocation

• HR Management

• Deployment of resources

• Monitoring of Resources

• Reports generation

• Grievance Management

• Communication with field

Personnel

Web PortalThe portal was a communication medium between Administration and general public as well as between administration and Personnel deploy in the field.Following functions were performed by the portal :-

• Raising request / Complain regarding services

• Real time monitoring of Zone and Sector level works

• Real time Environmental Parameters reports

• Geo Fencing report of resources

• Feedback monitoring

• Centralized database for Mobile application and Call centre

• Real time availability of Parking areas, Ghats etc.

• Weather Forecast

Web Portal- Dash Board

Web Portal- Environmental Parameters

Department wise Complain/Request Monitoring through Portal

Web Portal- Request Monitoring

Web Portal- Geo Fencing report

Geo-fencing - is a feature in a software program that uses the global positioning system (GPS) or radio frequency identification (RFID) to define geographical boundaries. A geofence is a virtual barrier.

• A Comprehensive Mobile Application was Created for providing Information about Simhasth, Ujjain, about Snan dates, real time information about weather, important events of the day, How to reach, where to stay and about emergency services etc.

• It also provided the navigation features using the GIS Maps and details of events of the day in the Mela area.

• It also provided the facility to raise a request which directly gets linked to Portal.

• Was available on android, windows and IOS platform.

Mobile - Application

More than 26000 people downloaded it.

Citizen - Feedback

CULTURAL ACTIVITIES

Challenges

• CROWD MANAGEMENT

• UNPREDICTED CROWD BEHAVIOUR

• ADVERSE CLIMATE CONDITION

• RUMORS AND IT’S PREVENTION

• COMMUNICATION TO BOTTOM OF THE PYRAMID

• MOBILISING MULTI CADRE STAFF

• UTILIZATION OF ASSETS AFTER THE MELA WAS OVER

Lesson Learned• Need to be Proactive than Reactive

• Always have a backup plan

• Planning should be based on the worst scenario possible

• Control over Time, Scope and Cost is must

• Never give more than what is required

“The more time you spend Contemplating what you should have done…… You lose valuable time planning what you can do & will do”

Records and Recognition Simhasth Ujjain set World record in following areas:

1. Largest gathering of Mankind at one place at one time

2. Largest deployment of Sweepers and cleaning

personnel per day in any event

3. largest excursion of public Wi-Fi sessions in an event

4. Maximum People taking religious Tour at one time-

Panchkroshi Yatra

Recognition

• SKOCH order of merit for IT Initiatives during

Simhasth (Shortlisted in Smart Governance category)

Jai SHRI MAHAKAL