Inauguration of 110kV Substation, Pattambi by Honourable Minister for Electricity, Kerala

Check List - Duties & Responsibility of Conveners of the Committee

Follow Green Protocol in all activities - avoid plastic usage

Please check the functions of all committee and co-ordinate with the convener of concerned committees to avoid duplication

SL. Committee Duty Check list

No Abstract
1.Printing Badges – 2 types (50 Executive + 150 Normal ) 1)Mala
2.Preparing list of invitees with full address & inviting 2)Bouquet
them 3)Jasmine flowers to decorate vilakku
3.Receiving all delegates, VIPs invitees and other 4)Small vilaku
participants 5)File with invitation card, report, pen, paper
Reception 4.Printing Reports, Invitation etc. & Arrangement for 6)Children for prayer & National anthem or CD
1 distribution 7)Gift for children
Committee 5.Make available reports, programme notice, pen 8)Vazhakula
folders etc. to VIP on stage and to Media person Decoration articles, Banners, arch, welcome
6.Arranging White paper, pad, pen, paper weight, Board, near to the stage/Pandel
mineral water, glass, flower vase, glass top cover Panchavadyam (If necessary as per the decision of the
organising commitee)

1.Control stage function and make available all 1.Manage and Control Stage Function
documents and materials and details for proper conduct of 2.Press Note
functions 3.Program Minutes
2.Record the minutes of the programme/Prepare press 4.Sript for compering & fix compere person
note & handover to publicity committee 5.Prepare Meeting Agenda
Programme 3.Prepare script for announcer and arranging compering 6.Arrange & National Anthem National
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Committee 4.Make any changes in programmes in consultation with Anthem
chair and general convener of organizing committee in case
of any exigency.
5.Prepare the agenda and make available sufficient
copies before commencement of function
6.Arrange prayer and national anthem

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 Inauguration of 110kV Substation, Pattambi by Honourable Minister for Electricity, Kerala
Check List - Duties & Responsibility of Conveners of the Committee
Follow Green Protocol in all activities - avoid plastic usage

Please check the functions of all committee and co-ordinate with the convener of concerned committees to avoid duplication

SL.N Committee Duty Abstract CHECK LIST

o
1.Displaying Banners, Arches, Placards etc, (matter 1.Print Banners- Stage Back End
has to be finalized and got it approved) 2.Print & Display Arches - 5 nos (As per requirement)
2.Position and size of banner & arches to be finalized 3.Arrange Ply cards, if necessary
3.Publicity in newspapers, AIR, Channel media and 4.Press Note & Publicity - Media all types
inviting them 5.Photography - Book Photographer
4.Photography & Video graphy are to be arranged.
Publicity 5.Collect details for press from programme
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Committee committee and make it available to press
6.Arrange conveyance to news reporters and media
person.
7.Arrange KSEB face book live, & other online media

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 Inauguration of 110kV Substation, Pattambi by Honourable Minister for Electricity, Kerala
Check List - Duties & Responsibility of Conveners of the Committee
Follow Green Protocol in all activities - avoid plastic usage

Please check the functions of all committee and co-ordinate with the convener of concerned committees to avoid duplication
SL.No Committee Duty Abstract CHECK LIST
1.Arrange all works of pandal & stage fixing of area 1. Site
size etc a)Leveling and cleaning
2.Arrange chairs on stage curtain & pandal in b)Preparing main entry for volunteers for refreshment
consultation with reception committee 2. Stage
3.Stage Illumination & Pandal with light & sound a)Front step with hand rail
4.Arranging cleaning of the area – pandal, stage, b)Side step near podium for photographers and volunteers
premises etc 3.Banner for stage
5.Decorating the road sides from stage to main gate 4.White cloth covering for backside and ceiling
6.Providing arch at main entrance gate in 5.Arm chairs plus VIP chairs
consultation with publicity committee 6.Cover for VIP chairs if necessary
7.The following items may be arranged 7.Small tables/teapoy
Foundation stone plaque – fix the size, 8.Cover for VIP chairs if necessary
finalize the matter, obtain approval 9.Flower vase
Stand for plaque & curtain arrangement 10.Plaque stand & Plaque
8.The following stage items have to be procured 11.Curtain thread & hooks for plaque
Speaker stand ( podium) 12.Podium on right side of chair
Pedestal fan/ Air cooler 13.Cover for podium
Stage, Mike (Minimum – 4 Nos) – Table mike 3, one with 14.Programme in Malayalam copy ( 10 copy)
Panthal & stand) 15.Invitation Card (10 Nos)
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Light Table & table cloth 16.Report
Committee Armed and special chair 17.Vazhayila, Nilavilakku, Kayvilakku, Enna, thiri, match box
Fixing banner in stage 18.Para, Nellu, Pookula, Cococum, Banana, Sandal
9.Arrange facility for seating arrangement, 19.Generator
reserving press, media etc. 20.Suffcient Diesel for Generator
10.Arrange electric supply point required for press 21.Tube light
and media 22.Two mike on podium
11.Arrange parking space for the vehicles. 23.One mike on table
12.LIGHT AND POWER SUPPLY
24.One mike for compere
1.Arrange uninterrupted power supply
25.Two light for stage from generator (If necessary)
2.Fix location of tubes and illumination
26.Two light from stage to audience (if necessary)
3.Arrange generators, temporary shifting of LT line and
27.Two pedestal fan in stage
taking protective measures
28.Pedestal fan for audience minimum – 4 Nos (If necessary)
4.Sound system – Three mike, table mike sufficient
29.Table for press & refreshment, side table for bouquets, Mala
number, stand mike, speaker with speaker stand in
etc.
consultation with programme and reception committee
5.National Anthem cassette with record if children not
arranged

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 Inauguration of 110kV Substation, Pattambi by Honourable Minister for Electricity, Kerala
Check List - Duties & Responsibility of Conveners of the Committee
Follow Green Protocol in all activities - avoid plastic usage

Please check the functions of all committee and co-ordinate with the convener of concerned committees to avoid duplication

SL.No Committee Duty Abstract CHECK LIST

5 Food & 1.Fix number & location of counters and Mineral water, juice glass for water, lid for glass, cup for tea
Refreshment arrange counter suitably for supplying tea or for VIP, tender coconut, straw, biscuit & cashew nut,
Committee snack to participant disposable plates, cover paper/foil, tea/light refreshment,
2.Mineral water to VIP’s and other Board paper glass, Tissue paper for tender coconut
guests to be served on at the stage
3.Arrange tender coconut with straw at the stage
4.Refreshment arrangements for VIP’s and guests
5.Arranging Lunch or dinner for the committee
members or other Board’s special invitees and
arrangement for supply
6.Arrangement for disposal of waste

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 Inauguration of 110kV Substation, Pattambi by Honourable Minister for Electricity, Kerala
Check List - Duties & Responsibility of Conveners of the Committee
Follow Green Protocol in all activities - avoid plastic usage

Please check the functions of all committee and co-ordinate with the convener of concerned committees to avoid duplication

SL.No Committee Duty Abstract CHECK LIST

Transportation 1.Arrange transportation for VIP’s and guests 1.Fix Vehicle for staff transportation each section/offices
6 Committee 2.Arrange parking space for the vehicles of VIP’s near 2.Fix Vehicle for VIP & Guests
&Volunteer the stage. 3.Check with Media People for their vehicle requirement
Committee 3.Baricading for prevening entry of all vehicles near to 4.Volunteers and train them
th stage 5.Collect Badges and its pin from concerned committee
4.Arrange transportation for press, media and invitees
from various offices in the district.
5.Transportation of staff and officers by arranging
department vehicle and proper planning and
co-ordination
1.Arranging sufficient volunteers in pandal
2.Provide volunteers for the refreshment service
3.Distribute badges to the volunteers/officers in
consultation with the programme committee
7 Finance 1.All matters connected with finance 1.Apply for Imprest
Committee 2.Collecting and verifying the vouchers including 2.Prepare Estimate and get it approved by the organising
proper accounting & Settling committee.

8 Covid 1.To observe and comply Covid-19 protocol 1.Collect latest Covid 19 protocols.
protocol issued by competent authority applicable to the 2.Availability and SUPPLY of Sanitizer to participants.
Committee area of the function. 3.Display necessary boards connected to Covid
protocol to maintain social distance and use of face
mask.

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