ELEVATEX:

ELEVATING MINDS,
EMPOWERING FUTURES
AGENDA
Event Overview
Events to be Conducted
Prominent Personalities
​Implementation Strategy
Stakeholders Involved
​Registration Process
Budget Breakdown
Accommodation and Travel Arrangements
Event Schedule
On-site Logistics
Post event Engagement
Emergency Plan
Sustainability Plan
Accessibility Considerations
Promotional Strategies
Event Overview

Preparation Pre-Event During Event Post Event

Plan in advance Objective Objective Objective

Create a solid pre, during and Define roles and responsibilities Arrival and Setup Attendee feedback
post event approach Set objective Speaker Assistance Event highlights
Event Schedule Event Coordination Thank you emails
Budget management Catering Content sharing on social media
Identify Objective Accommodation and Travel Event Staff Follow up sessions
Identify events to be conducted Arrangements Guest Management Alumni engagement
Registration Process Emergency plan Technical Support Recognize contributors
Venue and logistics Sustainability Plan Evaluation and Improvement
Stakeholder management Accessibility Considerations
Budget Venue and Logistics
Promotional Strategies
Event to be Conducted

 Panel Discussion on "Shaping Effective Public Policies for Societal Progress“

 Workshop on "Leadership and Governance in the Modern Era“
 Interactive Session with Spiritual Leader on "Mindfulness and Social Responsibility“
 Sports Clinic with Renowned Athlete: "Sports for Community Wellness“
 Award Ceremony for Padma Sri/Bhushan Awardees: "Celebrating Excellence in Service“
 Keynote Address by Notable Politician: "Leadership and Nation Building“
 Expert Talk on "Emerging Trends in Technology and Their Societal Impact“
 Roundtable Discussion on "Sustainable Development and Environment“
 Fireside Chat with Subject Matter Expert: "Navigating Industry Challenges“
 Cultural Performance by IIMK Students: "Celebrating Diversity through Art"
Prominent Personalities
 Dr. Kiran Bedi - Prominent Government Officer and Former IPS Officer
 [email protected]
 Call/SMS/Whatsapp : +91 8652835000 or Email : [email protected] For Booking Kiran Bedi

 Dr. Shashi Tharoor - Eminent Author, Diplomat, and Politician

 Praveen Ram[[email protected]]
 John Koshy[[email protected]]
 Office[[email protected]]

 Mr. Kapil Sibbal (MP, Rajya Sabha)

 E-Mail: [email protected];
 [email protected]; [email protected]

 Ms. Suparna Mitra (CMO, Titan)

 Mr. Jitendra Kalra (COO, Reliance Industries)
 Mr. Duvvuri Subbarao (Former Governor, RBI)
 91 9667832338, [email protected]

 Mr. Shankar Venugopal (VP, M&M)

 Dr. Harish Pillai (President, Aster India)
Implementation Strategy
S No Task Description
1 Pre-Event Planning Phase Define Roles: Assign specific roles and responsibilities to team members based on their skills and strengths.
  Set Objectives: Clearly define the goals and objectives of the event to guide the planning process.
  Create a Timeline: Develop a detailed timeline with deadlines for each phase of planning and execution.
Speaker Invitation and
2 Identify Speakers: Reach out to potential prominent personalities in the chosen domain and gather their contact details.
Confirmation
  Send Invitations: Craft formal invitations explaining the event's purpose, date, and benefits.
  Confirm Attendance: Follow up to ensure speakers' availability and send official confirmation emails.
4 Venue and Logistics Book the Venue: Secure the event space and necessary equipment based on the estimated attendance.
  Arrange Technical Support: If required, hire professionals to handle audio-visual equipment and technical aspects.
  Coordinate Layout: Plan the seating arrangement, stage setup, and event flow within the venue.
5 Budget Management Track Expenses: Create a budget tracker to monitor expenses against the allocated budget.
  Seek Sponsorships: Explore potential sponsors or partnerships to help cover costs.
  Regular Updates: Continuously update the budget tracker to maintain financial transparency.
6 Promotion and Marketing Design Promotional Material: Create visually appealing posters, banners, and digital content.
  Social Media Campaigns: Launch a targeted campaign on social media platforms to generate buzz.
  Collaborate with Campus Media: Utilize newsletters, bulletin boards, and student organizations to spread the word.
7 Event Operations Coordinate Volunteers: Recruit and train student volunteers to assist with various tasks during the event.
  Guest Management: Have a dedicated team to manage guest registration, badges, and seating arrangements.
  Technical Support: Ensure smooth functioning of audio-visual equipment and troubleshoot issues.
9 On the Event Day Arrival and Setup: Arrive early to supervise the setup and decorations.
  Speaker Assistance: Assign volunteers to escort speakers, manage their requirements, and ensure their comfort.
  Event Coordination: Oversee the flow of the event, transitions between sessions, and adherence to the schedule.
10 Post-Event Activities Feedback Collection: Gather feedback from attendees, volunteers, and speakers to evaluate the event's success.
  Thank-You Notes: Send thank-you notes and tokens of appreciation to speakers, sponsors, and volunteers.
  Documentation: Compile event photos, videos, and content for post-event promotion and archival purposes.
11 Evaluation and Improvement Conduct a Debriefing: Hold a team meeting to discuss what went well and areas for improvement.
  Document Lessons Learned: Capture key takeaways and insights to apply for future events.
Stakeholders Involved
S No Task Description
Involve faculty members from relevant departments to provide guidance and support in organizing the event. Seek endorsement from faculty members to
1 IIMK Faculty
enhance the credibility of event
  Collaborate with professors who have expertise in the domain of the event for valuable insights and recommendations.
2 IIMK Students Engage the student body through various channels such as student forums, social media, and campus meetings.
  Form a student organizing committee to ensure student perspectives are represented in event planning and decision-making.
  Encourage student participation as volunteers, event ambassadors, and attendees.
3 Local Community Members Identify community leaders or representatives who may be interested in attending or supporting the event.
  Reach out to local organizations, NGOs, and community groups to collaborate or promote the event within the community.
4 Event Speakers Maintain open communication with the invited prominent personalities, addressing their needs and concerns.
  Share event details, schedules, and logistics with speakers to ensure their smooth participation.
  Establish a clear line of communication for any changes or updates related to the event.
5 Sponsors and Partners Establish partnerships with organizations aligned with the event's theme or domain.
  Clearly communicate the benefits and visibility they will receive as event sponsors or partners.
  Regularly update sponsors/partners on event progress and acknowledge their contributions.
6 Event Volunteers Recruit volunteers from within the student body and provide them with clear roles and responsibilities.
  Conduct orientation sessions to ensure volunteers understand their tasks and the event's objectives.
  Regularly communicate with volunteers to address their questions and provide guidance.
7 Media and Press Identify local media outlets, newspapers, and online platforms to promote the event. Prepare press releases and event-related content for media coverage.
  Coordinate interviews, features, or coverage of the event to enhance its visibility.
Engage the alumni network for potential speakers, sponsors, or promotional support. Leverage alumni connections to generate interest and participation
8 Alumni Network
from past students.
9 Campus Facilities and Services Coordinate with campus facilities management for venue setup, technical support, and logistical arrangements.
  Work closely with catering services for meal arrangements and refreshments during the event.
Student Clubs and Collaborate with other student clubs and organizations for cross-promotion and increased participation. Leverage their networks and resources to expand the
10
Organizations reach of the event.
  Leverage their networks and resources to expand the reach of the event.
11 Event Management Team Maintain effective communication within your organizing team to ensure everyone is on the same page.
  Regularly update team members about progress, challenges, and changes to the plan.
12 Attendees and Participants Keep attendees informed about event details, schedule changes, and logistics.
  Provide a platform for attendees to give feedback and share their experiences after the event.
Registration Process
S No Task Description
1 Event Registration Page Create a dedicated webpage with all event details, including date, time, venue, speakers, and sessions.

  Include a clear and prominent "Register Now" button.

2 Registration Form Keep the registration form simple and concise, asking for essential information only.

  Include fields for name, email address, contact number, affiliation (student, faculty, community member), and any dietary preferences.

3 Ticket Options If applicable, offer different ticket options (e.g., student, faculty, general public) with corresponding pricing.

  Provide an option for attendees to select their preferred sessions or workshops, if relevant.

5 Secure Payment Gateway If your event has a registration fee, ensure the use of a secure and reliable online payment gateway.

  Accept a variety of payment methods, such as credit/debit cards and digital wallets.

Early Bird Discounts or Promo

6 Implement an early bird discount for attendees who register before a certain date.
Codes

  If you have promo codes, provide a field for attendees to apply them during registration

7 Confirmation Email Send an automated confirmation email immediately after registration with event details, a QR code (if applicable), and a summary of the selected sessions.

8 Customizable Agenda Provide registrants with the option to customize their agenda by selecting specific sessions and workshops they want to attend.

9 Accessibility and Support Ensure that the registration page is mobile-friendly and accessible to users with disabilities.

  Offer a helpline or email address for attendees to contact for any registration-related questions.

10 Social Media Integration Allow attendees to easily share their registration status on social media platforms, generating excitement among their networks.

Registration Deadline
11 Send automated reminders to registered attendees as the event date approaches, including session reminders
Reminders

12 On-Site Check-In Set up a streamlined check-in process on the event day, where attendees can scan their QR code or provide their name for quick verification.

13 Post-Event Feedback Send a follow-up email after the event, requesting attendees to provide feedback on their registration experience and the overall event.
Budget Breakdown
S No Task Description
1 Venue Expenses Venue Rental: Cost of booking the event space, auditorium, or conference hall.
  Equipment Rental: If any audio-visual equipment or technical setups are required.
2 Guest Speaker Expenses Honorarium: Payment to the prominent personalities for their attendance and participation.

  Travel and Accommodation: Airfare, transportation, and accommodation arrangements for the speakers.
3 Logistics Decorations: Cost of event branding, banners, signage, and stage setup.
  Seating Arrangements: Chairs, tables, and other seating requirements.
  Event Materials: Printing of event programs, badges, and informational pamphlets
4 Catering Meals and Refreshments: Breakfast, lunch, snacks, and beverages for attendees and speakers.
  Dietary Requirements: Additional costs for catering to specific dietary needs.
5 Marketing and Promotion Printing Costs: Flyers, posters, banners, and promotional materials.
  Social Media Advertising: Paid campaigns to promote the event on platforms like Facebook, Instagram, and LinkedIn.

  Publicity: Expenses for press releases, media coverage, and advertisements in local newspapers.

6 Event Staff Event Coordinator: Compensation for the event coordinator responsible for managing logistics.

  Volunteers: Small stipends or tokens of appreciation for student volunteers helping with event operations.
7 Miscellaneous Contingency Fund: Buffer amount to account for unforeseen expenses.
  Gifts and Tokens: Thank-you gifts for speakers and participants.
8 Technology and EquipmentAV Equipment: Rental or purchase of microphones, projectors, screens, etc.
  Livestreaming: Costs for streaming the event online, if applicable.
9 Sponsors and Partnerships For secure sponsorships or partnerships, factor in their contributions and allocate resources accordingly.
10 Administrative Costs Any administrative fees or expenses related to event coordination
 
Accommodation and Travel Arrangements
S No Task Description
1 Identify Accommodation Needs Determine which attendees, speakers, and guests will require accommodation based on their travel distance and schedule.
  Classify accommodations as per budget and preferences (e.g., hotels, guesthouses, on-campus lodging).
Research Accommodation
2 Research and shortlist accommodations that are conveniently located near the event venue.
Options

  Consider factors such as room availability, amenities, reviews, and pricing.

3 Negotiate Group Rates Contact shortlisted accommodations and inquire about group rates or special discounts for event attendees.
  Provide details about the number of rooms needed and the event to negotiate favorable rates.
4 Make Reservations Once rates are confirmed, make reservations for the required number of rooms for speakers and attendees.
  Provide attendees with a code or booking link to access the negotiated rates.
5 Transportation Options Research transportation options for attendees arriving by air, train, or road.
  Provide information about available modes of transportation, including local taxis, ride-sharing services, and public transport.
6 Provide Travel Information Create a travel guide for out-of-town attendees, including directions from the airport or train station to the event venue and accommodations.
  Share information about local transportation options and nearby attractions.
Travel Reimbursement (if
7 If providing travel reimbursement for speakers, clearly communicate the reimbursement policy, submission process, and deadlines.
applicable)
  Collect necessary details for reimbursement, such as receipts and travel itineraries.
8 Coordinate Airport Pickups If possible, arrange for a welcome desk or volunteers to greet out-of-town attendees at the airport and guide them to transportation.
9 Offer Local Transportation Consider providing shuttle services between accommodations and the event venue to ensure convenience for attendees.
10 Communication Communicate travel and accommodation details to registered attendees well in advance.
  Include detailed information in confirmation emails, event websites, and any event materials.
11 Emergency Contacts Provide attendees with emergency contact numbers for event organizers or designated personnel in case of travel or accommodation issues.
12 Event Itinerary Include travel and accommodation details in the event itinerary provided to attendees to help them plan their trip effectively.
13 Welcome Kits Prepare welcome kits or information packets for attendees, including maps, transportation guides, and local recommendations.
Event Schedule
S No Task Start time End Time
1 Registration and Welcome Breakfast 8:00 AM 9:00 AM
2 Networking opportunity over a light breakfast 8:00 AM 9:00 AM
3 Opening Ceremony 9:00 AM 9:15 AM
4 Welcome address by the event host 9:00 AM 9:15 AM
5 Introduction of the organizing committee 9:00 AM 9:15 AM
6 Keynote Address by Prominent Personality 1 9:15 AM 10:15 AM
7 Address by Prominent Personality 1 (Public Policy Expert) 9:15 AM 10:15 AM
8 Q&A session moderated by a faculty member 9:15 AM 10:15 AM
9 Refreshments and informal networking 10:15 AM 10:45 AM
10 Panel Discussion - "Shaping Sustainable Policies" 10:45 AM 12:00 PM
11 Audience interaction and questions 10:45 AM 12:00 PM
12 Buffet lunch with opportunities for networking 12:00 PM 1:00 PM
13 Workshop Sessions (Parallel Tracks) 1:00 PM 2:00 PM
14 Track 1: "Leadership in Public Policy" (Facilitated by a subject matter expert) 1:00 PM 2:00 PM
15 Track 2: "Community Engagement and Development" (Interactive session with local leaders) 1:00 PM 2:00 PM
16 Break 2:00 PM 2:15 PM
17 Fireside Chat with Prominent Personality 2 2:15 PM 3:15 PM
18 Informal conversation with Prominent Personality 2 (Padma Bhushan Awardee) 2:15 PM 3:15 PM
19 Insights into personal journey and achievements 2:15 PM 3:15 PM
20 Tea and coffee with opportunities for networking 3:15 PM 3:45 PM
21 Sports Tournament - "Building Team Spirit" 3:45 PM 4:45 PM
22 Friendly sports competition involving students, faculty, and speakers 3:45 PM 4:45 PM
23 Emphasis on teamwork and collaboration 3:45 PM 4:45 PM
24 Closing Address and Recognition 4:45 PM 5:15 PM
25 Summary of the day's highlights by the event host 4:45 PM 5:15 PM
26 Acknowledgment of speakers, sponsors, and volunteers 4:45 PM 5:15 PM
27 Event Wrap-up and Group Photo 5:15 PM 5:30 PM
28 Brief concluding remarks and thank-you message 5:15 PM 5:30 PM
29 Group photo with attendees, speakers, and organizers 5:15 PM 5:30 PM
30 Networking Reception 5:30 PM Onwards  
31 Informal networking and socializing with refreshments 5:30 PM Onwards  
On-site Logistics
S No Task Description
1 Venue Assessment Conduct a thorough site visit to understand the layout, facilities, and any potential challenges of the venue.
  Identify areas for registration, sessions, workshops, catering, and networking.
2 Layout and Seating Design a seating plan that accommodates the expected number of attendees for each session and workshop.
  Ensure clear sightlines, adequate spacing, and accessibility for all attendees.
3 Signage and Wayfinding Create clear and visible signage to guide attendees to different areas within the venue.
  Include directional signs, session schedules, and important locations like restrooms and emergency exits.
4 Audio-Visual Setup Coordinate with technical personnel to set up audio-visual equipment, microphones, projectors, and screens.
  Test all equipment before the event to ensure smooth presentations.
5 Registration Desk Set up a registration desk with clearly marked signs for check-in and badge distribution.
  Ensure sufficient staff or volunteers to assist attendees and handle last-minute registrations.
6 Session Management Assign volunteers to help manage sessions, workshops, and panel discussions.
  Ensure each session has a moderator or facilitator to keep the flow organized.
7 Catering Services Coordinate with catering services to ensure timely delivery of meals, snacks, and refreshments.
  Set up designated dining areas and trash disposal points.
8 Networking Areas Create designated spaces for networking, both indoors and outdoors if possible.
  Arrange seating, tables, and casual conversation areas.
9 Event Materials Prepare event materials such as programs, session agendas, and informational pamphlets.
  Have a designated area for attendees to pick up materials.
10 Volunteer Management Assign specific tasks to volunteers and provide them with clear instructions.
  Conduct a briefing session before the event to ensure volunteers understand their roles.
First Aid and Medical
11 Set up a first aid station with basic medical supplies and access to medical personnel if needed.
Assistance
  Display emergency contact numbers prominently.
12 Time Management Stick to the event schedule to avoid delays and ensure sessions start and end on time.
  Brief session moderators and speakers on the importance of keeping to their allotted time.
13 Communication Plan Establish clear communication channels for event organizers, volunteers, and attendees.
  Have backup communication methods in case of technical issues.
14 Emergency Preparedness Develop an emergency plan outlining steps to take in case of unexpected situations.
  Ensure event staff are trained on emergency procedures.
15 Feedback and Improvements Set up a feedback collection system to gather input from attendees on logistics and event experience.
  Use feedback to improve future events and address any logistical issues.
Post-Event Engagement
S No Task Description
1 Collect Attendee Feedback Send out post-event surveys to attendees to gather their feedback and insights.
  Ask about their overall experience, favorite sessions, areas for improvement, and suggestions for future events.
2 Share Event Highlights Compile photos, videos, and key takeaways from the event.

  Share these highlights on social media, the event website, and through email newsletters.

3 Thank-You Emails Send personalized thank-you emails to attendees, speakers, sponsors, and volunteers.
  Express gratitude for their participation and contributions to the event's success.
4 Recap Blog Posts Write blog posts summarizing the event, including highlights of sessions, key quotes from speakers, and attendee testimonials.
  Share these blog posts on your website and social media platforms.
5 Continued Content Sharing Share relevant articles, videos, and resources related to the event's theme on social media and through email newsletters.
  Keep the conversation going and maintain attendees' interest in the subject matter.
Follow-Up Sessions or
6 Organize follow-up sessions or webinars to dive deeper into topics discussed during the event.
Webinars
  Invite speakers or subject matter experts to lead these sessions.
7 Networking Opportunities Create online networking groups or forums for attendees to stay connected and continue discussions.
  Encourage attendees to share their experiences and insights.
8 Alumni Engagement Engage with event alumni through email updates or exclusive events.
  Keep them informed about upcoming events and opportunities.
9 Collaborations with Speakers Explore opportunities for ongoing collaborations with event speakers, such as joint projects, workshops, or articles.
10 Plan for Future Events Use attendee feedback to identify areas for improvement in future events.
  Begin planning for the next edition, taking into account lessons learned from the current event.
11 Recognize Contributors Acknowledge and celebrate the contributions of volunteers, sponsors, and partners through social media shout-outs or thank-you notes.
12 Regular Updates Keep attendees informed about any follow-up activities, workshops, or resources related to the event theme.
Emergency Plan
S No Task Description
1 Identify Potential Risks List potential emergency scenarios relevant to the event (e.g., medical emergencies, fire, natural disasters).
  Consider the event location, weather conditions, and number of attendees.
Provide a list of emergency contact numbers for medical services, fire department, local law enforcement, and event organizers. Make sure these
2 Emergency Contacts
numbers are prominently displayed
Outline a clear communication chain to ensure that attendees, volunteers, and staff can quickly relay emergency information. Designate a central
3 Communication Protocol
point of contact for coordination.
4 Evacuation Plan Map out evacuation routes for different areas, Identify assembly points for attendees to gather safely outside the venue
First Aid and Medical Specify the location of the first aid station and provide details about available medical personnel. Include information on how to request medical
5
Assistance assistance.
Communication with
6 Detail the process for notifying relevant authorities (police, fire department) in case of a major emergency.
Authorities
  Explain how event organizers will cooperate with emergency responders.
7 Handling Severe Weather Describe procedures for dealing with severe weather conditions (e.g., thunderstorms, extreme heat).
  Provide guidance on when to relocate attendees and how to keep them informed.
Explain how to use fire extinguishers and provide guidelines for safe evacuation in case of fire. Ensure that fire exits are clearly marked and
8 Fire Safety
accessible.
9 Medical Emergencies Provide instructions on how to respond to medical emergencies, including performing CPR and using AED devices.
  Clarify how medical personnel will be alerted and accessed.
10 Lost and Found Outline the process for handling lost items and reuniting lost children with their guardians. Designate a central location for lost and found items.
11 Public Address System Specify how the public address system will be used to communicate emergency instructions to attendees.
  Ensure event staff are trained to use the system effectively.
Communication with
12 Describe how attendees will be informed of emergency situations (public address system, event app, volunteers).
Attendees
  Provide guidelines for remaining calm and following instructions.
13 Reassurance and Support Highlight the importance of providing reassurance and support to attendees during emergencies.
  Instruct event staff and volunteers on how to assist and guide attendees to safety.
14 Review and Drills Regularly review and update the emergency plan to address new risks and changes in the event setup.
  Conduct emergency drills and simulations with event staff and volunteers to ensure preparedness.
Distribute printed copies of the emergency plan to event staff, volunteers, and key personnel. Make the plan available digitally for easy access on
15 Information Dissemination mobile devices.
Sustainability Plan
S No Task Description
1 Set Sustainability Goals Define clear sustainability objectives for your event (e.g., reduce waste, conserve energy, promote eco-friendly practices).
2 Venue Selection Choose an event venue that aligns with sustainable practices, such as LEED-certified buildings or eco-friendly spaces.
3 Waste Management Implement a waste management strategy that includes recycling, composting, and minimizing single-use plastics.
  Provide clearly labeled waste disposal bins for attendees.
4 Energy Conservation Optimize energy use by utilizing energy-efficient lighting, temperature control, and equipment.
  Encourage turning off lights and equipment when not in use.
6 Green Transportation Encourage attendees to use public transportation, carpooling, biking, or walking to the event.
  Provide information on nearby public transportation options.
7 Sustainable Catering Partner with catering services that offer locally sourced, organic, and seasonal food options.
  Minimize food waste and provide reusable or compostable serving materials.
8 Eco-Friendly Promotions Utilize digital marketing and communication to reduce paper usage.
  If necessary, use recycled or eco-friendly paper for printed materials.
9 Water Conservation Encourage water conservation by using refillable water stations and providing reusable water bottles to attendees.
  Minimize water waste during event setup and activities.
10 Carbon Offset Calculate the event's carbon footprint and consider offsetting emissions through sustainable projects or initiatives.
11 Education and Awareness Raise awareness among attendees about the event's sustainability efforts and encourage their participation.
  Provide information on sustainable practices they can adopt in their daily lives.
12 Vendor Selection Collaborate with vendors who prioritize sustainability in their products and services.
  Share your sustainability goals with vendors and request their support.
13 Green Decor & Materials Use eco-friendly decorations and materials that can be reused, recycled, or repurposed.
  Avoid excessive signage and decorations that generate waste.
14 Community Engagement Collaborate with local sustainability organizations or initiatives to enhance community involvement and support.
  Encourage attendees to engage with local sustainable practices.
15 Monitoring and Reporting Monitor the progress of your sustainability efforts throughout the event.
  Gather data on waste diversion, energy consumption, and other key sustainability metrics.
16 Continuous Improvement After the event, assess the success of your sustainability initiatives and identify areas for improvement.
  Incorporate lessons learned into future event planning.
Accessibility Considerations
S No Task Description
1 Event Venue Selection Choose a venue that is wheelchair accessible and provides ramps, elevators, and accessible restrooms.
  Ensure that all event spaces, including breakout rooms and networking areas, are accessible.
2 Communication and Information Provide event information and materials in various accessible formats, such as large print, braille, and electronic formats.
  Ensure that your event website and digital platforms are designed with accessibility features in mind.
Use clear and visible signage with high contrast for easy navigation. Include tactile signage and braille for individuals with visual
3 Signage and Wayfinding
impairments.
4 Assistive Technology Provide assistive listening devices, closed captioning, and sign language interpretation for sessions and presentations.
  Make sure that your event's website and event app are compatible with screen readers and other assistive technologies.
5 Seating and Viewing Areas Designate accessible seating areas with clear lines of sight to stages and screens.
  Ensure that seating areas are not obstructed by equipment or decorations.
6 Registration and Check-In Offer priority check-in for attendees with disabilities to reduce wait times. Provide accessible registration counters and tables
7 Emergency Evacuation Plan Develop an accessible emergency evacuation plan for attendees with disabilities.
  Train event staff and volunteers to assist individuals with disabilities during emergencies.
Accommodations for Speakers and
8 Communicate with speakers and VIP attendees in advance to identify any specific accessibility needs they may have.
VIPs
  Arrange for accessible transportation, seating, and accommodations as needed.
9 Sensory Considerations Designate quiet spaces for attendees who may need a break from sensory stimulation.
  If applicable, provide sensory-friendly sessions or areas for individuals with sensory sensitivities.
10 Clear Communication Train event staff and volunteers on how to communicate respectfully and effectively with individuals with disabilities.
  Encourage attendees to communicate their accessibility needs in advance.
11 Feedback and Improvement Collect feedback from attendees about the accessibility of the event.
  Use feedback to identify areas for improvement and implement changes in future events.
12 Inclusive Marketing Use diverse images and representations in your event marketing materials to reflect a wide range of abilities.
  Clearly communicate your event's commitment to accessibility in all promotional materials.
13 Attendee Support Provide event staff or volunteers to assist attendees with disabilities as needed.
  Ensure that attendees know who to contact for assistance during the event.
Collaboration with Accessibility
14 Collaborate with local accessibility organizations to ensure your event meets the highest standards of inclusivity.
Organizations
Seek their guidance and advice during the planning process.
Promotional Strategies
S No Task Description
1 Social Media Campaigns Regular posts and updates on platforms like Instagram, Facebook, Twitter, and LinkedIn.

2 Campus Posters and Banners Eye-catching visuals across the campus to create buzz.

3 Email Newsletter Regular updates sent to the IIMK community with event highlights.

4 Collaborations Partner with local media, industry associations, and organizations for wider reach.

5 Alumni Engagement Engage alumni networks to spread the word and participate.
THANK YOU