Agenda for the Chairs meeting:
1. All chapters to request funds from corresponding IEEE main chapters
2. Inform about SOP and share the document template
3. Posters are not to be made till the document is approved by the SB
a. 1 x 1 - Insta and WhatsApp message
b. A4 - Printouts
c. 9 x 16 in - digital displays, Story
d. 16 x 9 in - digital displays, ppt
4. Inform about the Different poster sizes and what to use for what
5. Inform the SB first if there are plans of collabs
6. Conduct a dry run of all the events
7. Publicity team:
a. Follow us on instagram: @ieeeritb
b. At least two person from the chapter should be with the publicity team during
the publicity
c. Posters will be printed by the respective chapters and given to the publicity
team
d. Publicity team to be briefed about the event and suggested about what can
be mentioned
e. Classroom publicity will happen once per week (max twice), so multiple
events to be publicized at once during classroom publicity
f. Avoid repetition of publicity to the same classroom ( when there are multiple
teams). So if chapters are also going for publicity, plan well with the PR team
g. Publicity can be done as shorts on instagram also
8. The chapters inform the design team of what kind of poster they want for their event
if they are particular about the style of the poster ( professional, colorful, monotone
etc.)
a. Collect all 4 dimensions of posters from the design team
9. Minimum No. of participants for conducting an event : 10 teams / 20 individuals
SOP
1. Inform someone from the SB through text that a particular event is happening giving
tentative dates and the plan - (can mention in chapter groups tagging someone from
sb) - 2 weeks prior
2. Give the document to the SB in the given format - preferably 10 days before the
event.
3. Once the SB has approved the event, Poster preparation will begin…
4. 1 week before the event -
● Inform the Chairs’ group about the event and date - tag
Prajana ( SB chair),
Maitreyi ( Documentation Head),
Tamanna (Social media Lead),
Shireen (PR Head) and
Sanjay (Treasurer).
● Inform in the Vice chairs group about the event and date - Tag
Anirudh (SB vice chair),
Nibha (Doc vice head),
Priyanshu and Kaushik (Social Media leads), and
Ranjana (PR vice head)
5. Submit a letter including all the expenses and the cash prize distribution along with
your chapter faculty advisor’s signature to Sujatha maam.
6. Once the posters are prepared, the message is drafted, and verified by one of the SB
members - send the poster and message to Chairs, Vice Chairs Group and online
publicity and offline publicity will begin.
7. Share access of the Google forms (to ieeeritb@[Link]), make whatsapp group
for the event participants and add Chair,Vice chair,Secretary and Treasurer for the
same.
8. Dry run the event (in case of competitions, quizzes, online events, you use of any
online platform etc.).
9. Ensure that all the checkboxes have been confirmed below.
10. Make sure that you collect the cheques signed by Sanjay (Treasurer) and Sujatha
maam (IEEE RIT-B Branch Counsellor) on the day of the event.
11. If the event ends before 4:30, request faculty advisor to present the cheques.
12. Once the event ends take a group photo with the IEEE RIT-B banner and circulate
the feedback form.
Event Name: Please keep innovative and attractive names, no generic names
Tagline: The tagline should be catchy and creatuve
(suggest the date, time and venue)
Date:
Time:
Venue:
Target Audience:
Number of people in a team:
Registration Fees:
Overview : two or three line description
Rules and Regulations:
Co-ordinators(Name and contact)
IEEE Ramaiah Institute of Technology
Advancing Technology for Humanity
___________________________________________________________________________
EVENT PREP
Registration
Make Rules Doc
Reg GForm
Update GForm on Linktree
RegDesk
Posters
Design posters | Get all 4 formats
Send posters to Sujatha ma'am to display on TVs
Send poster to post on Insta
Print Posters (A4) size | Max 10 INR per poster
Permissions | Contact SB Chair
Hall/Lab Book
RegDesk Permission
Event Permission
Budget Allotment
Speaker/Instructor
Publicity | Crowdpull
Publicity
Classroom Publicity
Instagram Post
LinkedIn Post
Updates WA Group Post
Circulation in Class WA Groups | Freshers Group
EVENT
Hall
Set up mic
Set up Laptop Presentation
POST-EVENT
Group Photo
Feedback
Send Feedback GForm to participants
Prizes
Get cheques from the treasurer
