DELIVERABLE 1: Detailed Plan of City Chapter- Chennai

1. Final Details:
Aim of the event: To organise an interactive event to network with the alumni of IIM Trichy.

Date and Time: 6:00 – 8:00 PM on 25th August,2019

Who are the attendees: The alumni of IIM Trichy residing in Chennai and nearby areas.
How many attendees: 25th August, being a Sunday and not a long weekend, maximum footfall can be expected; which would
be around 60 people.
Venue: Convention Hall, R.K. Purram, Chennai
Capacity: 350 seats
Look and Feel: Classic; equipped with advanced technological features
Ease of Access: In the heart of the city, easily accessible.
Event Format: High Tea Event
Promotion: Email and Social Media

2. Detailed Timeline of the Planning of the Event:

2 months before the event
 Conduct a meeting within the Alumni Committee to:
a. discuss the idea.
b. decide what is the aim of the event and our target audience.
c. discuss on the best date and time to conduct the event
 Discuss on a tentative budget required for the event and the registration fees from the attendees.
 Research upon different venues in Chennai as per the location feasibility
 Set up event teaser on Facebook, Instagram and LinkedIn and send out an initial “Registration” invitation (as attached, which
includes the date, timings, and link for registration)
 

1 month before the event

• Compile the attendees list.
• Receive the funding from the institute and the alumni and allocate the budget as below:
ITEMS TENTATIVE BUDGET ALLOCATED
Venue Booking 25,000 for3 hours
Audio Visual Equipment 5,000
Caterers for High Tea Refreshment 12,000 @ 200 per plate
Prizes for activities 4,000
Printing Services (Flex, Name Badges) 4,000
Emergency Reserve 5,000
Total Estimate 55,000
 Book the venue space, catering, and the AV equipment
 Finalise the design and ordered a printing of flex.
 Prepare a schedule for the event and send out our official invitation.

15 days before the event

 Use the social media platform to promote “City Chapter “event.
 Confirm and coordinate with the caterers and the suppliers such as technical equipment .
 Fix the menu for the refreshments.
 Prepare and print a feedback form for the event.

On the day:
 Reach the venue 1 hr early to check on the final arrangements.
 Place the feedback form on each table, this form would help us to host the event better next time and in other locations.
 Host the guests and make sure all the scheduled activities are operating as planned.
DELIVERABLE 2 :
SL.N NAME
o
1 IIMT Alumni Connect
3 IIMT Alumni Mentoring
4 IIMT Roobaroo
5 Avadaan
7 IIMT Annual Alumni Meet
8 City Chapters (6 cities)
List of activities for the Committee for academic year (2019-20)
DESCRIPTION
A 2 hour start interface program during the
orientation schedule, for the incoming batch
group . In the program the invited alumni are
expected to share their experience on the MBA
journey from IIM Trichy and also share
necessary the values of their Alma Mater.
Connect alumni with the IIMT students in one-
on-one, mentoring relationship.
Arranging open floor discussion for 2-3 hours
with alumni of different functional areas and the
students.
This event would be organised in association
with Elixir club, during the Joy of Giving week.
Event to facilitate the reunion of the alumni
Event that would be organised on the weekends
to enhance the alumni network and keep a
touch with them consistently
SCHEDULE(Month) PURPOSE
June The purpose is to help the 1st year students
get a clear picture of the life ahead in IIM
Trichy and how to make best out of these 2
years. It will also help to set the correct
expectations from them by the Institute.
August The purpose to schedule the program in
this month is to prepare the 1st year and
the 2nd year students for the summer
internships as well as final placements.
This program would help them to shadow
their mentors and get an insight of the
current happenings in the industry.
September The alumni would share their industry
experience with the students, which in
turn would help them to understand real
corporate scenario. Also, this would impart
the practical knowledge to the students
and through this interactive session, they
can get their queries answered
October This event would be a platform for the
alumni is to give back to the society
through their Alma Mater, by means of
fund raising and charity. It would bring
together the IIMT community and the
alumni and would be a great platform for
networking.
December This event would allow alumni to reconnect
with the institute and reminisce the
memories. Also, it would have several
knowledge sharing sessions& panel
discussions for the current students
benefits followed by fun filled activities
July, November, The purpose of the chapters is to include
April, May the alumni with the growth of the institute
by being mentors and constant industry
support.