Community College

STEP1: Notification of Extra-Curricular Activity

1. Notices related to Extra-Curricular Activity are put up on the departmental notice boards/website and for inviting the students to participate/register under Extra-Curricular Activity

STEP2: Registration

1. Interested students can register themselves in the office of the University Polytechnic.

The Community College has a Training & Placement Office (TPO) cell which is associated with the Training & Placement Office (General) of the University.

The TPO cell invites speakers from the industry/organization for the Guidance & Motivation of the students.

STEP 1: Preparation

Preparation for the seminar/workshop/conference involves a number of activities listed below:

1. Constitute Organizing Committee with the approval of the Chairperson/BOS.

2. Organizing Committee prepares the event schedule.

3. Determine the budget available to host the event & sources to raise the funds.

4. Determine the theme/topic to be discussed at the event.

5. Identify the target group and the number of participants required.

6. Secure venue–(site visit of venue to ensure it is adequate).

7. Finalize event details –(breaks, resources needed).

8. Contact relevant funding agencies, Departments, or target groups to inform them of the event (time, date, venue, duration, break information). Send email(s) to target groups for participation.

9. Follow up to ensure the information was received.

10. Finalize a list of persons attending the event.

11. Source and prepare all necessary resources needed by organizer and Presenter – (books, manuals, 12. projectors, name tags, etc.).

12. Secure caterer to provide meals if not included in venue package.

13. Contact Accountant and request Local Purchase Order.

STEP 2: Implementation

BUDGET

Funding is an integral part of any event since the amount of funding available for the hosting of the event will determine the number of factors in planning the event.

1. Venue

2. Duration

3. Number of participants

4. Equipment–(Presentation Media)

5. Informational packets/Materials/certificates

6. Availability of refreshments

Points to consider:

1. Expertise/strong research background

2. Ability to convey knowledge to a large audience

3. Unbiased and non-partisan(do not invite speakers that are aligned with a particular cause/group)

4. Honorarium

5. Travel expenses

6. Identify alternative speaker as a precaution

FINALIZE DETAILS

Determine the length of the seminar, the mode (s) of deliverance, equipment needs of the Presenter, handouts and other learning material for participants, breaks, and refreshments, and deadlines for replying. Secure a caterer to provide refreshments if not included in the venue package.

CONTACT RELEVANT DEPARTMENTS/PARTICIPANTS

Initial contact of those Departments or persons identified to attend the seminar, with the full details of the seminar included. Includes:

1. Deadline for response

2. Seminar overview/outline

3. Requirements for eligibility

4. Number of participants required

INVITATIONS/ADVERTISEMENT/REGISTRATION

1. Invitations from Chairperson are sent to the invited speaker(s) or resource person(s), Guest of Honor, Chief Guest, etc.

2. The event is advertised on noticeboards, websites, poster distributions in other institutions, social networking websites, etc. for wider publicity.

3. Registration for the event.

4. A list of registered persons is prepared and intimated about the event schedule.

5. On-the-spot registration (if available) and Attendance.

6. Event starts as per schedule on the proposed date.

STEP 3: Evaluation

1. Feedback from the registered persons