Location: The Park, Kolkata

Located at the central hub of the city and in park street, it is easily accessible. Good
hospitality reviews, we have booked around 10 rooms- for our director sir and faculties to
stay over the night. A few extra rooms for alumnus who wish to/ will need to stay over after
the event.

No. of people: Invitation to 150, expected 100 + photographers from iSMart to cover the event.
Day: 31st August 2024, Saturday, 6pm-11pm

Date and time chosen considering no long weekend, Saturday evening so that Sunday will be a day
off before work, so ample rest as well.

Travel: Director Sir and other faculties along with photographers from iSmart will be flying in on the
day of the event,ie, 31st August 2024. Alumni team will reach the location on 29th August 2024 to
look after the arrangements.
Directors and faculties fly back the next day,ie, 1st September 2024 early morning. Alumni team and
photographers fly back later in the day, after settling all the bills.

EVENT FLOW

As we approach 6pm, the team will be lined up to welcome our guests. Seating arrangement is a
round table, where we have ensured that senior and junior alumnus will be seated together.

The seating arrangement will be made available through whatsapp groups and also will be played
near the entrance. We will have registration desks set up, to hand over the name badges- which will
be metallic badges, which are easier on the clothing and to wear as well. A few static badges will also
be available, safe side.

As the alumnus proceed towards their seating, they will be served welcome drinks (mocktails).

6 pm- We start off with a video message from our chancellor sir, addressing the alumni and
welcoming them to the event, followed by an address from our director sir.

6:30pm- Our keynote speaker will address the audience and set out the tone for this event, which
will be followed by a presentation for our senior alumnus. This is to celebrate and acknowledge their
contribution in the industry for over 25 years.

7pm- One of esteemed alumni will take to the stage to produce a stand-up special, relating to the
anecdotes of corporate life.

7:20 pm- Speed networking event. short, timed sessions where alumni pair up to introduce
themselves and share their current profession or interesting career milestones before rotating to
meet someone new. (2-3 minutes each)

7:35 pm- Here we take a snacks break, alumni move to have snacks and then will be shuffled before
being seated again. The idea is to mix batches up and improve networking instances with everyone.
7:50 pm- Now we ask our alumni to volunteer and share a few fun instances from their days back at
our college. We get to know the mischievous people from different batches here.

8:10 pm- Another alumni talent showcase set. We invite our esteemed alumni to perform a few
songs and engage the crowd. Possibly expect a phase where everyone joins in and sings their hearts
out.

8:30 PM- Cake cutting: Cake cutting will be done by the director, following which it will be
distributed.

For the same, we have planned a 5 KG Chocolate truffle Eggless cake, which needs to be ordered by
26 August, along with the logo of the event printed on it.

Additional events:- A flex board with frame of size 7x5 ft will be installed in a well lit corner of the
wall. There, the alumni can go and take pictures, and it will also be used to capture glimpses of the
event for post event coverage.

Mementos: Post event, A gift kit will be provided to the alumni which will include a tote bag, a bottle,
pen, card holder with event name and logo imprinted on it.

Posters, Hoardings, Flexboards: 2 physical posters 3x2 ft, to be posted at the registration desk.

Hoarding: 5x2.5 ft, both to be placed at sides, when entering the venue. It will contain details like
welcoming, event name, creatives.

Flexboard: 1 of 7x4.5 ft to be placed on stage, 1 of 7x5 ft shall be used for the Photoshoot.

Guest Checklist: After arrival, checklist shall be ensured and guests who have not arrived will be
contacted and followed up with. Tentative: For the alumni who registered but could not make it, we
aim to send their name badges, and gift kits via courier.

Badges: This year, we have planned to distribute Magnetic badges, which will have engraved logo
and names printed on them. This will provide a way of wearing badges without harming the
garment.
APPROVAL PROCESS

1. Permission from the Director to give him a brief of the event ( Date, Time, Nature of event,
Audience, Benefit)
2. Permission from Admin (Anand Singh: Date, Time, Nature of event, Audience, Benefit)
3. Prepare a detailed budget after approval (Discuss in detail- each line item with Admin and
justify.
4. For services from outside vendors, take 3 different quotations and the lowest one will be
accepted.
5. Need to create a file with event details, approvals, line items, quotations etc.
6. After the file is passed, POs will be issued to the vendors.