My role as a Logistics Coordinator will be crucial in ensuring the seamless execution of all

logistical aspects to create a memorable and well-organized event.

Proposals :

Transportation Coordination

Objective: Efficiently coordinate transportation for participants from various IITs arriving at
the station to IIT Kharagpur and ensure a smooth and hassle-free stay during the event.
Designate Point of Contacts (POCs) to assist the participants, manage their transportation,
and provide essential information. Arrange buses for each IIT, communicate effectively with
the POCs, and collaborate with transportation providers to guarantee timely and convenient
travel arrangements.
Team Responsibilities:
 Oversee the entire transportation coordination process.
 Assign POCs and establish communication channels.
 Coordinate with transportation providers for arrangements and updates.
 Address any unexpected changes or challenges that arise.
 Select and assign POCs based on their availability, familiarity with the event,
and communication skills.
 Train POCs on their roles and responsibilities.
 Ensure that POCs are well-equipped with event information and schedules.
 Establish clear communication channels with participating IITs and contingent
leaders.
 Communicate transportation details, including pick-up and drop-off timings,
to all relevant parties.
 Share contact information for POCs and transportation coordinators for quick
communication.
 Collaborate with transportation providers to confirm the number of buses
required for each IIT.
 Share the event schedule, including arrival and departure timings, with
transportation providers.
 Ensure that buses are appropriately labelled for each IIT for easy
identification.
 Greet participants at the station and assist with boarding the designated
buses.
 Communicate the schedule, accommodation details, and event-related
information to participants during the journey.
 Address any participant queries or concerns promptly.
 Coordinate with contingent leaders to manage any changes or delays.
 Collect and organize participant information, including arrival and departure
details.
 Share participant counts and transportation requirements with the logistics
team and transportation providers.
 Coordinate with POCs to ensure participants' needs are met throughout their
stay.
 Establish a protocol for handling emergencies during transportation.
  Provide POCs with emergency contact information and guidelines for
handling unforeseen situations.
 Gather feedback from participants regarding transportation arrangements
and POC assistance.
 Use feedback to identify areas for improvement in future events.
 Share constructive feedback with the transportation providers to enhance
future services.

Equipment and Technical Setups for Main and Sub-Events

Objective: Efficiently manage the equipment and technical setups for the main events and
sub-events, ensuring seamless execution of performances. Designate teams to communicate
with event captains, gather technical requirements, oversee equipment setup and testing,
and guarantee smooth transitions between performances. This approach will ensure that all
required sound systems, lighting, AV setups, and technical elements are properly prepared
and executed for a successful event.
Team Responsibilities:
 Oversee the entire technical setup process for the sub-events.
 Assign team members responsible for each main event.
 Collaborate with event captains to gather technical requirements and relay
them to the technical setup teams.
 Ensure proper communication channels are established.
 Consist of 1-2 members responsible for each main events.
 Communicate with event captains to understand technical needs, including
sound systems, lighting, AV equipment, art supplies and any special
requirements.
 Coordinate with the events coordinator to ensure all required equipment is
available and set up before each event.
 Conduct mock trials to test equipment and technical setups to ensure
functionality and quality.
 Provide a detailed rundown of the performance sequence and technical cues.
 Oversee the event from a performance perspective while collaborating with
the technical team to ensure smooth execution.
 Provide necessary resources and support to technical teams to fulfil technical
requirements.
 Oversee the overall event schedule and ensure that technical setups align
with performance timings.
 Collaborate with technical setup teams to perform thorough equipment
testing before the event.
 Ensure sound systems, lighting, AV setups, and any other technical elements
are functioning optimally.
 Troubleshoot any technical issues that arise during testing.
 Coordinate with technical setup teams and event captains to manage smooth
transitions between performances.
 Oversee the teardown of technical equipment after each performance and
prepare for the next event.
  Ensure efficient and quick setups between performances to maintain the
event's flow.
 Be on standby during the event to address any unforeseen technical issues.
 Provide immediate assistance to troubleshoot and resolve technical problems
that may arise during performances.
 Document technical setups, equipment configurations, and performance
sequences for future reference.
 Gather feedback from event captains and technical teams to identify areas for
improvement.

Comprehensive Venue Layout and Stage Setup

Objective: To create a well-organized and visually appealing venue layout plan that
accommodates performances, audience seating, backstage areas, and other relevant spaces.
Ensure effective communication with event captains and teams to provide them with stage
dimensions and facilities information, enabling them to prepare adequately. Collaborate
with decorators and set designers to implement the planned layout, resulting in an engaging
ambiance. Strategically place signage, banners, and branding materials throughout the
venue for maximum impact.

Team Responsibilities:
 Oversee the entire process and ensure timely execution.
 Coordinate communication between all teams involved.
 Approve the final venue layout and setups.
 Collaborate with event coordinators to understand the event's requirements.
 Design a comprehensive venue layout plan, considering stage placement,
seating arrangements, backstage areas, entrances/exits, and emergency
routes.
 Ensure compliance with safety regulations and accessibility guidelines.
 Provide clear dimensions and specifications for the stage to relevant teams.
 Liaise with event captains for various performances.
 Communicate stage dimensions, equipment availability, and technical details
to the captains in advance.
 Address any questions or concerns from captains regarding the stage setup.
 Design the backstage area layout to accommodate performers, crew, and
equipment.
 Provide necessary amenities such as dressing rooms, green rooms, and
storage areas.
 Coordinate with technical teams for lighting, sound, and stage management
setups.
 Collaborate with the venue layout team to bring the plan to life.
 Strategically place event signage, banners, and branding materials throughout
the venue.
 Ensure visibility and consistency of branding elements.
  Position lighting rigs, speakers, screens, and other technical equipment
according to the layout.
 Ensure optimal audio-visual experiences for both performers and the
audience.
 Review the venue layout for potential safety hazards and implement
necessary precautions.
 Design emergency evacuation plans and ensure clear signage for exits.
 Coordinate with all teams to maintain a safe environment throughout the
event.
 Conduct thorough checks of the venue setup, ensuring that it aligns with the
approved plan.
 Verify the functionality of technical equipment and lighting arrangements.

Security and Safety Measures

Objective: Ensure the safety and security of all participants, attendees, staff, and volunteers
during the event. Coordinate with event coordinators, venue security, and local authorities
to establish comprehensive security measures. Develop and communicate an emergency
response plan, conduct safety briefings, and integrate safety measures into the event's
rulebook to ensure everyone is aware of the protocols beforehand.
Team Responsibilities:
 Lead the planning and execution of security and safety measures.
 Coordinate with event coordinators to understand specific security
requirements for each event.
 Collaborate with venue security and local authorities to establish access
control measures, including entry and exit points, to prevent unauthorized
access and emergency response plans.
 Communicate their event's security needs and any additional safety
considerations to the Security and Safety Coordinator.
 Collaborate on security measures that align with the nature of the event and
its participants.
 Develop an emergency response plan that outlines procedures for various
scenarios, including medical emergencies, fires, evacuations, and other
potential risks.
 Organize safety briefings for all event staff, volunteers, and participants before
the event starts.
 Conduct training on emergency procedures, evacuation routes, and safety
protocols.
 Ensure that everyone is aware of emergency contact information and
important points.
 Incorporate safety measures, emergency protocols, and important contacts
into the event's rulebook.
 Ensure that participants and attendees review and understand safety
information before the event.
 Share emergency contact numbers and protocols through event materials,
signage, and announcements.
  Assign individuals responsible for monitoring safety and security throughout
the event.
 Continuously monitor the event to identify any potential safety or security
concerns.
 Be prepared to adapt and respond to unforeseen situations promptly.

Collaboration, Communication, and On-Site Management

Objective: Facilitate seamless collaboration and communication between various event

teams, contingent leaders, and stakeholders. Ensure effective on-site management by
overseeing logistics operations, monitoring transportation, equipment readiness, and venue
preparations, and addressing any unforeseen issues promptly. The goal is to ensure a
coordinated and well-executed event that meets all requirements and provides a positive
experience for participants and attendees.
Team Responsibilities:
 Maintain regular communication with contingent leaders to gather specific
requirements, updates, and any changes.
 Liaise with event management, performances, hospitality, and technical
teams to ensure alignment of plans and smooth execution.
 Organize coordination meetings to address challenges, changes, and updates
in logistics planning.
 Ensure that logistics plans align with the overall event schedule and goals.
 Be responsible for overseeing logistics operations on the event day.
 Ensure that all setups, arrangements, and technical requirements are
executed according to the plan.
 Address any last-minute changes or challenges to maintain the event's flow.
 Keep track of transportation schedules and arrivals for participants from
different IITs.
 Coordinate with transportation coordinators to address delays or unexpected
changes.
 Ensure participants are efficiently transported to the venue and back.
 Monitor the readiness of technical equipment, including sound systems,
lighting, AV setups, etc.
 Collaborate with technical teams to ensure all equipment is properly set up
and tested before the event.
 Work closely with the venue layout team to ensure all required setups and
arrangements are in place.
 Verify seating arrangements, stage setups, signage, and other visual
elements.
 Be prepared to address any unforeseen issues or disruptions that may arise
during the event.
 Coordinate with relevant teams to quickly resolve challenges and minimize
impact.
 Coordinate emergency responses and evacuations, if necessary.
 Continuously monitor event operations to identify areas for improvement.
 Collect feedback from event teams, contingent leaders, and participants to
enhance future events.
Timeline:

Pre-event Planning: [September - October]

Transportation and Equipment Coordination: [Starting from November]
Venue Setup and Layout: [Starting from Nov-mid]
Event Execution: [Dec]
Post-event Evaluation and Wrap-up: [Dec]