Task 1

Event: Start-up Mela
Organizer: E-Cell
Timeline: Organizing Startup-mela is a wonderful concept but it could be a bit demanding.

Ideally, I believe in organizing event in advance which would make it much simpler to
manage tension and ensure a successful occasion.
o Initially:
o I would meet with my mentors, advisors and senior committee members.
o I would start planning event logistics asking for their support
o Check the location availability
o 4 weeks before the event:
o Confirm event logistics
o Start creating graphics/advertisements
o Start creating flyers, WhatsApp Messages and e-mails
o 3 weeks before the event:
o Add to the calendar and save the date.
o Apply for all the necessary sources of funding
o 2 weeks prior to the event:
o Reconfirm date, time, location
o Confirm catering/vendors
o Start advertising
o Start sending flyers, WhatsApp Messages and e-mails to the target audience
o Check event list for loose ends
o Reserve any Audio-Video needs through the council
o 1 week before event:
o Confirm volunteers
o Have a volunteer checklist
o Any logistical details
o Send catering final headcount
o Day of event:
o Have to-do list
o Rehearsal, if necessary
o Come early to set up
o Clean and take down after event is complete
o Post event:
o Write thank you notes to all sponsors and volunteers
o Return all equipment
o Process financial paperwork and payments
o Complete event evaluation for funding sources.
o Reflect! How did the event go? Were our event goals met? Is there anything we
would have done different?
Step 1: Concept/Idea of the event
• The main goal is to connect 15-20 new age start-ups or famous start-ups with products
or services relevant to students.
• I would determine the event date, time, and location: Choose a suitable venue with
adequate space. Choose a suitable time that doesn’t clash with some other major event.
• Determine the target audience and expected attendance.
Forecasted audience: 1800 (Both the years combined)
• Assemble a team of dedicated individuals responsible for various aspects of the events
and delegate tasks. Delegation and teamwork is essential to a successful event. Make
sub-committees in the respective areas to help give everyone ownership in addition to
logically breaking out the tasks. For example: Collaborate with Xplore for a good video
recording and photographs of the session. Collaborate with Nepathya other clubs for
some entertainment events.
Pre-event Activities:
Legal Requirements and Permissions
• Obtain necessary permits and licenses: Contact NMIMS authorities and acquire the
required permits for hosting the event, including permissions for venue usage, food and
beverage sales, and any other regulatory requirements.
• Contractual agreements: Prepare agreements between the event organizers and

participating start-ups to outline responsibilities, booth allocations, and any financial
arrangements.
• Ensure compliance with health and safety regulations: Ensure doctor availability at all
the time. Ensure all safety measures with respect to start-ups that work in some disaster
management sector.
Vendor Management:
• Identify and contract with vendors for services such as catering, AV equipment’s,
Decorations etc.
• Catering: Food and Beverages catering from NMIMS would be preferred in order to
ensure quality of food. Moreover, we could collaborate with a food or beverage start-
up for food and beverage sales.
• Decorations: Ensure simple and sober decoration with relevant posters with the help of
creatives team.
• Coordinate with vendors leading up to the event day.
Registration and Management of Attendees:

• Set up an online registration system for attendees preferably a google form.
• Manage attendee inquiries and provide event-related information through teasers.
• Book a room a few days prior to the event with permission from Student Council
Operations and Logistics vertical.
• Issue event passes or badges for identification.
• Get ready for an on spot registration booth on the day of the event.
Timeline of the Event

• Divide the time in two halves. 1st half: Some sections of both 1st and 2nd year together
and for the latter half, the remaining. This would avoid overcrowding and an
opportunity for juniors and seniors to know each other.
• Plan the event program, including keynote speakers, workshops, panel discussions, and
activities timeline.
Execution at the day of event:

• Set up the event venue, including seating arrangements, stages, and displays.
• Arrange for audio-visual equipment, projectors, microphones, and sound systems.
• Test and troubleshoot AV equipment before and during the event.
• Coordinate with the Security Staff.
• Coordinate with start-ups: Ensure smooth arrival and setup for participating start-ups.
• Manage registrations: Implement a streamlined registration process for attendees.
• Run the event: Oversee activities, guest speakers, and entertainment throughout the day.
• Facilitate networking: Arrange networking opportunities for start-ups, students, and
guests
• Organize catering services for attendees, speakers, and VIP guests.
Post-Event Activities:
• Gather feedback: Conduct surveys and gather feedback from attendees and start-ups to
evaluate the event's success.
• Thank you notes: Express gratitude to sponsors, participants, and volunteers for their
support.
• Thank you notes: Express gratitude to other staff and security of the NMIMS.
• Follow-up with start-ups: Maintain connections with start-ups and explore potential
collaborations for the events in the future.
Budget Preparation: (All the amounts are in Rs.)

a) Venue and Logistics:
• Venue rental: 150000
• Stage and AV equipment: Rs. 20,000
• Signage and branding: Rs. 10,000
• Security and first aid services: Rs. 10,000
b) Marketing and Promotion:
• Print materials (flyers, posters): Rs. 10,000
• Digital marketing (social media ads, email campaigns): Rs. 5,000
• Press releases and media partnerships: Barter
c) Guest Speakers and Entertainment:
• Charge for speakers and
• guests: Rs. 20,000
• Performers or entertainer’s fees (if any): Free (Nepathya)
d) Catering:
• Refreshments and snacks for attendees: Rs 30,000
• Meals for start-up representatives and VIPs: Rs 10,000
e) Miscellaneous:
• Contingency fund: 50,000
Total Estimated Budget: 3,15,000

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Event: Start-up Mela

Timeline: Organizing Startup-mela is a wonderful concept but it could be a bit demanding.

• Contractual agreements: Prepare agreements between the event organizers and

Registration and Management of Attendees:

Timeline of the Event

Execution at the day of event:

Budget Preparation: (All the amounts are in Rs.)

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