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SRI RAMAKRISHNA INSTITUTE OF TECHNOLOGY

COIMBATORE

ORGANISERS’ MANUAL

Standard Operating Procedure (SOP)

for Organising Programmes

JUNE 2019

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1. INTRODUCTION

This manual serves as a practical guide for the faculty coordinators in organizing seminars,

workshops, guest lectures, etc.

2. APPROVAL

An application in Form PR1 shall be made by the faculty coordinator 30 days prior to the

programme. The programme schedule submitted to and approved by the Principal at the

beginning of the each Semester should be strictly adhered to. Postponement and cancellation

are not permitted in general but can be done under genuine circumstances with prior approval

of the Principal.

3. PROMOTION

3.1 Please remember that apart from student development, your programme is a brand building

activity. Hence publicizing the programme is a mandatory requirement.

3.2 Prepare the draft promotion material (invitation, posters, banners, etc.) for the programme.

Get it corrected by the English Department, verified by the Public Relations Officer

(Dr.S.Sethuram) and thereafter submit to the Principal for approval.

3.3 Print the promotion material

3.4 Send the promotion material along with Press Note & Engagements Column request letter

to PRO (SRIT) at least two weeks in advance for publicity purpose. The engagement column

request letters should be sent to The Hindu, The Hindu Tamil Disai, The New Indian Express,

Dina Mani, Dina Thanthi and Dinamalar. The contents should be written in Tamil for Tamil

Newspapers. Please refer the two pdf files containing the templates in English and Tamil. Once

the dailies publish in the engagements column, a letter of thanks should be sent to them

promptly.

3.5 PRO will send the Press Note & Request Letter to Public Relations Manager (Trust) and

follow-up.

3.6 PRO will post the promotion material in SRIT Face Book page and Web site.

3.7 Invite the chief guest, resource person and other guests. Do remember to send a letter of

thanks to them promptly after the successful completion of programme.

3.8 Send invitations to the trust (Managing Trustee, Joint Managing Trustee, the two Trustees,

Chief Executive Officer, Chief Operating Officer, Chief Business Officer and Transport

Manager) through the College Office.

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3.9 Display a copy of invitation and agenda in the department notice board for information of

students

3.10 Banners should be displayed for the purpose of promoting events. Place a banner at the

foyer and another one as back drop on the stage. The maximum period of hanging for every

function is 3 days. Adequate safety precautions must be observed when a banner is hung. The

banner must be securely fastened and the fixings must not cause any damage to the steel

railings, the window frames or the adjoining structures. Package tape or double-surface tape

and bamboo sticks are not allowed for fixing banners. The banner must be dismantled

immediately after use and necessary cleaning would be the organisers’ responsibility.

3.11 All posters must be posted on the approved notice boards or designated general notice

areas. The posters must not be stuck onto glass doors, glass windows, walls, pillars, lockers,

and other properties of the Institute.

3.12 Assign a person to note down the contents of the speech During the programme.

3.13 Upon completion of programme prepare and send press note and photos to the PRO.

3.14 PRO will send the above promotion material to the Public Relations Manager (Trust) for

publicity and follow up.

4. INFRASTRUCTURE

4.1 Make an application to the principal for the infrastructure requirements. 4.2 Upon approval book the venue. 4.3 Inform the person in charge of Audio, video, projector systems. 4.4 On the day of programme personally check whether the mikes and the invocation and

national anthem songs are ready to be played. 4.5 Decide on the total chairs to be on dais and place name plates on the table. 4.6 Place water bottles on the table and podium. 5. TRANSPORT 5.1 Find out from the chief guest/resource persons whether they require transport

facility 5.2 Submit a request for vehicle in Form PR2 .Upon approval, submit to the Transport

Officer (Dr. A. Thangarasu). 5.3 Give a reminder to the guest and the PIC Transport previous day of programme.

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5.4 Give the Guest’s phone number to driver and vice verza. 5.5 Receive the guest at the portico and also see him off at the portico.

6. REFRESHMENTS

6.1 Decide what refreshment will be provided to the Guest. Also decide the place and time. 6.2 Decide what refreshment is given to the participants. Also decide place at which it will

be served and the time. 6.3 Place a waste basket and ensure that the paper plates and cups are put in the waste

basket. 6.4 Prevent overcrowding at the time of serving refreshments and ensure free movement in

the pathways

7. DRESS CODE 7.1 The staff and students who are seated in the dais shall be dressed in formals. Gents shall

wear a tie. 7.2 Staff who visits the dais for participation shall be dressed in formals. Gents shall wear

a tie. 7.3 Students who visit the dais for participation shall be dressed in formals.

Shoe compulsory.

8. AGENDA

8.1 The agenda should clearly mention the time schedule 8.2 Detailed Agenda has to be submitted along with printed invitation to the principal for

approval. 8.3 The agenda has to be given to the Guest along with the invitation. 8.4 Adequate copies of agenda and invitation has to be placed on the dais for the reference of

dignitaries.

9. SECURITY 9.1 Provide information to the Security Officer on the guests who will visit and the time of

visit so that they permit the entry of vehicle and guide them to the venue. 9.2 Ensure the pathways are not blocked 9.3 Ensure that the participants are seated well before the arrival of the Guests

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9.4 The participants shall disperse only after the dignitaries leave the venue. 9.5 Adequate staff marshals are to be seated amongst the participants to ensure

order.

10. REPORT

10.1 Upon completion of the programme, promptly submit a report along with duly audited

income and expenditure statement to the Principal.

10.2 After getting approval from the Principal, submit the above report to HOD-ECE

(Dr. H.Mangalam) for Institute Records.

11. MISCELLANEOUS Apart the guidelines given above, instructions given by the Principal from time to time are to

be followed.

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Form PR1

SRI RAMAKRISHNA INSTITUTE OF TECHNOLOGY, COIMBATORE

Application for Organizing Programme

Date:

1 Name of the Department, Association, Club

2 Nature of Programmme (Seminar, workshop, etc)

3 Title of the Programme

4 Name of the Faculty Coordinator(s)

4 Date and Day

5 Time From: am/ pm to am/ pm

6 Venue

7 Which classes will be present ( II & III year IT/ Mech etc.)

8 Total Audience expected within the Institute

9 Total Audience expected from outside

10 Total Resource Persons from outside (Nos)

11 Details of Resource Person: (a) (Name, Designation, Organisation,

Address, Phone No., E-mail ID)

(b) Details of Resource Person: (Name, Designation, Organisation,


(c) Details of Resource Person: (Name, Designation, Organisation,


12 Estimated Expenditure

13 Sources & Application of Fund (Budget to be given as Annexure)

14 What is the object of conducting the programme?

15 How will it contribute to student development?

16 How will it contribute to Institution Development/ Brand Building?

Signature of Faculty Coordinator: ______________ Recommendation of HOD: _________________

APPROVAL OF PRINCIPAL: Permitted/ Not Permitted:

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Form PR2 SRI RAMAKRISHNA INSTITUTE OF TECHNOLOGY, COIMBATORE

Vehicle Request Form submitted to the Principal Date

From:

______________________ ______________________ ______________________

Respected Sir, Kindly grant us Vehicle Facility considering for the programme mentioned below.

PURPOSE: Program/ Function for which vehicle is required

GUEST DETAILS: Guests are from which Organization/ Institution

Name/ Designation/ Particulars of Guests

Number of Guests

DETAILS FOR PICK-UP: Date and Day

Starting Point & Time

Reaching Point & Time

Distance in Kilometers (approx.)

Guest Name & Phone (of any one person)

Contact Person at SRIT with Phone No.

DETAILS FOR DROP (if dropping is required): Date and Day

Starting Point & Time

Reaching Point & Time

Distance in Kilometers (approx.)

Guest Name & Phone (of any one person)

Contact Person at SRIT with Phone No.

Signature of the Faculty Coordinator

Recommendation of the HOD with Signature

Decision of the PRINCIPAL Approved/ Not Approved

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Form PR3

SRI RAMAKRISHNA INSTITUTE OF TECHNOLOGY, COIMBATORE

Design Request Form

Date:

To : Mrs.Rajeshwari, Designer,

SRIT Business School Through: Head of the Department

Requisition for Designing

Brochure

Invitation

Banner

Certificate

Others

Programme Type (Seminar, Workshop etc)

Programme Title

Date: Time: Venue:

Resource Person(s)

Faculty Coordinator Name &

Designation

Dean / HOD Faculty Coordinator

Approved / Not Approved

Principal

SRI RAMAKRISHNA INSTITUTE OF TECHNOLOGY (An Autonomous Institution)

(Approved by AICTE. New Delhi & Affiliated to Anna University)

NAAC Accredited Institution with ‘A’ Grade

Pachapalayam, Perur Chettipalayam, Coimbatore -641 010

Ph. No: 0422 – 2605577, 2605477, Telefax: 0422 – 2605454, Web: www.srit.org

Ref: SRIT/PRESS//EC/2019-20 Date: ________ .2018

PRINCIPAL

Encl.: Invitation

To

The Editor,

THE HINDU,

Coimbatore.

Sir, Sub.: College Event - Publishing in Engagement Column – Request

Greetings from Sri Ramakrishna Institute of Technology!

We are happy to announce that our Institute is organizing the following Event and we

request you to publish the news item in the Engagements Column of your esteemed News Paper

in the ___________, ______day issue.

We are pleased to invite you and your reporters to the event and publish news on the

same. Kindly find enclosed an Invitation for the programme.

Thanking you, Yours faithfully,

Nature of the Programme:

Topic: wORKSHOP

Chief Guest:

Date & Day: __________________________ Time: _____________

Organised by:

Venue: Sri Ramakrishna Institute of Technology


http://www.srit.org/


(Approved by AICTE. New Delhi & Affiliated to Anna University)



Ph. No: 0422 – 2605577, 2605477, Telefax: 0422 – 2605454, Web: www.srit.org

Ref: SRIT/PRESS//EC/2019-20 Date: ________ .2018

PRINCIPAL

Encl.: Invitation

To

The Editor,

THE NEW INDIAN EXPRESS,

Coimbatore.

Sir, Sub.: College Event -Publishing in Engagement Column – Request

Greetings from Sri Ramakrishna Institute of Technology!

We are happy to announce that our Institute is organizing the following Event and we

request you to publish the news item in the Engagements Column of your esteemed News Paper

in the _________,_____day issue.

We are pleased to invite you and your reporters to the event and publish news on the

same. Kindly find enclosed an Invitation for the programme.

Thanking you, Yours faithfully,

Nature of the Programme:

Topic:

Chief Guest:

Date & Day: ______________________ Time: _____________________ Organised by:

Venue: Sri Ramakrishna Institute of Technology,


http://www.srit.org/


(Approved by AICTE, New Delhi & Affiliated to Anna University)



Ph. No: 0422 – 2605577, 2605477, Telefax: 0422 – 2605454

www.srit.org

Ref: SRIT/PRESS/EC/2019-20/ Date: _________

,

,

,

.

,

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.

___________ .

.

: ________________________________________________________________

: ________________________________________________________________

: ________________________________________________________________

________________________________________________________________

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