Technical Proposal (Long)

TY BTech
Computer Department
BY
Sunandan Sharma 181070064
Atharva Vichare 181070071
Bhashya Seth 181070010
Pragati Bagul 191071905
Sanjyot Gambare 181071020
Devarshee Thokal 181071068
Sayali Raigade 181071050
Tejas Jhamnani 181070067

A proposal for
Organization of Musical Concert
within college campus for Charity
 Veermata Jijabai Technological Institute
Matunga, Mumbai - 400019

May 2021
Table of Contents
TITLE
Executive Summary
Statement of the Problem
Objectives
Technical Plan
Management Plan
Cost Estimate
Conclusion
Executive Summary
1 Project Title Organization of a Musical concert for
. Charity
2 Name and Mounil Shah, TY BTech, Computer
. designation of Engineering
the proposer
3 Postal address Veermata Jijabai Technological Institute,
. of the Matunga, Mumbai - 400019
proposer
4 Duration/Date 1 day i.e. 30th May 2021
. of the project
5 Amount of Non recurring 50750
. money
required
6 Brief Description VJTI’s cultural committee is organizing a
. musical concert on 30th May 2021. This
concert is called ‘Sursangam’ and the
concert will consist of a performance by
the famous Indian singer Arijit Singh.
The proceeds from this concert will be
donated to The Akshay Patra which
provides fresh and nutritious meals to
children in government and
government-aided schools as an
implementing agency of the government’s
midday meal schemes.
The money for donation would be raised
through the sale of tickets, promotional
products and
advertisements/promotions done
throughout the concert. Apart from these
 ways, the concert goers can directly donate
to the foundation via various counters set
up for raising awareness about this noble
cause.
The main purpose of this proposal is
to seek the necessary permission
and funding required to successfully
organise this event.

Statement of Problem
Hunger and Illiteracy are India’s two major challenges. There is a
serious malnutrition case in India with the World Bank’ estimate of
60 million children in India being underweight. Hunger is an
obstacle to a child's health, education and survival.

Akshaya Patra is focused on eliminating classroom hunger and

attracting more children (enrolment) to schools and ensuring to
keep them in school (reduce dropout rate) by feeding a filling,
nutritious mid-day meal, every school day. The not-for-profit
organisation works towards its vision of ‘No child in India shall be
deprived of education because of hunger.'

In order to achieve this vision, Akshaya Patra provides 'unlimited

food for education.' This wholesome meal is often the only source
of nutrition for the whole day for many of the organisation's
beneficiaries. Thus, to ensure that every child is benefited through
this one meal, Akshaya Patra prepares nutritious meals that suit the
local palate as well. For example, the kitchens in the northern parts
of India serve rotis while the kitchens in the southern areas serve
rice.

With the aim to support this noble endeavour by Akshaya Patra

Foundation, the Cultural Committee of VJTI intends to organise a
concert on 30th May, 2021. All funds generated through this concert
would be donated to support Akshaya Patra in their vision. Charity
has always been an invaluable contribution towards the upliftment
and betterment of the society. Our college here has an opportunity
to contribute in the same way. Through this event, we can do our
part to uplift the society. We reach out to you in order to gain the
support and permission for the event to be held in our college.

Objectives
The objective of this proposal is to state the requirements and
obtain all the necessary support for organizing a music concert in
VJTI in the month of May. All the proceeds from the concert will be
donated to The Akshaya Patra Foundation, which is a non-profit
organization that provides fresh and nutritious meals to children in
government and government-aided schools as an implementing
agency of the government’s midday meal schemes. The money for
donation would be raised through the sale of tickets, promotional
products and advertisements/promotions done throughout the
concert. Apart from these ways, the concert goers can directly
donate to the foundation via various counters set up for raising
awareness about this noble cause. This proposal gives a detailed
overview of our plan to achieve the same.\

Technical Plan
We have contacted XYZ Inc. and ABC Music for stage setup and
equipment needs. Upon careful consideration of the estimates
provided by both of them and their previous experience in
organizing an event of this scale, we have decided to go ahead with
ABC Music. Their estimate of equipment requirements and cost is
listed below:
 Equipment / Estimated Cost
Material Justification
Requirement (Rs.)

Cables and 5000 Required for connecting all equipment

Connectors and sockets
Spotlights and 4000 LED based coloured lights will be part of
Strobe lights the stage decoration for
creating visual
effects
Chairs and other 2000 Seating for the audience, backstage
seating rehearsal space seating for
equipment the band.
Power Amplifiers 15000 Amplifiers will support the speakers
Microphones 4000 Microphones will be required for the
performances.

Audio Speakers 12000 Speakers of large size will be

required given the size of the venue.

Switch Boards 1500 Additional switch boards for multiple

connections
Decorations 6500 These decorations include carpets, wall
decorations, confetti, etc.
Microphone 1200 Stands will be required in case the Band
Stands requires them.

Other sound instruments and equipment will be brought by the band

themselves.
Management Plan
This event will be conducted on May 16, 2021, from 7pm
onwards, in the VJTI quadrangle. The schedule for the day is
as follows:
10 am to 4:30 pm Setting up the quadrangle for the event and
the stalls for collection of donation
4:30 pm to 5:30 Guiding the audience into the campus
pm all the way to their respective seats
5:45 pm to 6 pm Hosts make the audience aware about the
aim of the event and introduce the band
members to the audience
6 pm to 6:30 pm Welcoming the band and interaction with
audience
6:45 pm to 9 pm Music concert begins. It consists of
individual performances by each of the
band members and a final performance
by all the members together.
The donation is simultaneously
collected at the stalls setup throughout
the campus.
9 pm to 9:15 pm Concluding the event
9:15 pm to 10 pm Announcing the amount collected for the
charity and a vote of thanks to everyone.
10 pm to 10:15 End of the concert. The guests leave
pm and then the audience is requested to
leave from exit gates in peaceful
manner
10:15 pm to 11 Removing all the decorations and
pm cleaning the entire campus before
leaving
In order to execute the schedule as planned, we have allotted a
dedicated team from among the most experienced members of the
Cultural Committee, who are willing to execute tasks on both the
frontend and the backend. All the team members have had multiple
experiences in managing various cultural events and technical
workshops in
college.
The students have been divided into sectors as per their
expertise and area of interest:
- Secretaries
The supervision of all the activities will be done under the
guidance of the secretary and co-secretary of the
committee.
- Sponsorship Team
Members from the sponsorship team will properly
document the donation money generated and accordingly
coordinate with charity managers. - Faculty Coordinator
(Professor Dr. Bandu Meshram)
He is the professor in charge of the program and students will
report to him in case of any difficulties.
- Public Relations Team
They will help to promote the event on all platforms to
maximize footfall, and will also take care of the band that is
performing and cater to their needs at the time of the event.
- Execution Team
The installation of the sound and light system will be done
by the technical personnel of the company from which the
equipment will be rented. The execution team will assist
the technician, and take the responsibility of operating all
equipment once the event starts.
- Management Team
This team will coordinate the smooth execution of the
 entire event. Two students from the committee will be the
hosts of the event. All the second year students part of the
committee are assigned the task of managing the crowd to
avoid any chaos at the time of the event.
- Ticket Management Team
Ticketing will be managed by selling tickets in the days
leading up to the concert, and a few will be available at the
gate on the day of the concert as well.

Tickets will be charged at Rs. 600 for VJTI students, and Rs. 750 for
others.
Cost Estimate
The breakup of the cost estimate is given below. A total of Rs.
85,000 is required to cover the cost of this event.
Requirement Description Cost (in INR)
Seating Chairs and other seating
Equipment equipment 4000

Audio Equipment Speakers, Microphones,

Microphone stands, Power
Amplifiers, Cables and
Connectors 25000

Stage Includes switchboards, strobe

Decoration lighting, decorative lighting,
carpet and confetti 11000
Ticket This includes the cost of
Printing and printing concert tickets and
Merchandise production of promotional
merchandise 6000
Artists’ fee Performance of the artist 50000
 Artists’ Transportation for the artist
transportation from the hotel to the venue
and the return trip 5000

Total 95000

CONCLUSION:
With your support, we hope to achieve our aim of raising
awareness about the organization, donate as much as possible to
help the cause, and organize a successful concert.