Approval for Organizing Students’ Festivals, Events and Workshops

Date: 08/January/2025

Title of the Festival / Event / Workshop Octave

Campus Specific / National level Campus Specific
Proposed Dates 16 January 2024 (Tentative)
th

Proposed Timings 7:30 PM to 11:00 PM

Student Convener / Coordinator Shiv Patel
Student ID: 2022A7PS1157G Mobile No. 9408865898
(A) Proposed Registration Fee & Expected No. of Participants:
# Items Registration Amt (~Rs.) Expected No. of Participants
1 BITS Students
2 Outside College Students*
3 Others **
Total (A)
*Letter of permission from the head of the college/ institute mentioning list of students with name, mobile number has
to be produced at the time of registration and at the time of entry to campus.
** Accompanying College representatives
(B) Proposed Govt Funding Agency & Expected Funding if any
# Funding Agency Amt (Rs.) Remarks (if any)
1
2
3
Total (B)
(C) Proposed Sponsorship
# Company / Vendor Amt (Rs.) Remarks (if any)
1
2
3
4
5
6
7
Total (C)
(D) PROPOSED TOTAL INCOME
(A+B+C) Rs.

• It should be ensured that all MoUs / Agreements with vendors should be on the CSA letterhead.
• The letterhead should not have ‘BITS Pilani’ emblem and the draft MoU / Agreement should be vetted by the
Administration (Dy. Registrar).
• All student representatives signing or communicating on behalf of CSA should distinctly mention their name
and Student ID in such documents.
• It should be ensured that designations of CSA representatives are not perceived as that of the employees of
BITS Pilani.

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 (E) Details of Expected expenditure
# Particulars Amt (Rs.) Remarks (if any)
1 Vendor charges for equipment and
10000/-
engineer
2 Marketing Cost 500/-
3
4
5
6
7
8
9
10
Expected Total Expenditure (E) 10500/-
It should be ensured that expected revenue (D) should be at least 10 to 20 % more than the expected expenditure (E)
to accommodate any unforeseen expenditure related to the event.

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 Permission for Infrastructure

Open Space & Required for / Purpose of Date & Timing Yes/No Remarks by Estate
Residential Quarters use Manager & Signature
16th January 2025
Lawns between LT3 05:00 PM
Event
and LT4 to
11:00 PM
Hostel Rooms / Required for / Purpose of Date & Timing Yes/No Remarks by Chief
Hostel Common use Warden/ AD-SWD
Rooms & Signature
N/A N/A N/A N/A N/A
Visitors’ Guest Required for / Purpose of Date & Timing Yes/No Remarks by PRO
House use & Signature

N/A N/A N/A N/A N/A

Classrooms/Lecture Required for / Purpose of Date & Timing Yes/No Remarks by AD - AUGSD
Theatres use & Signature
N/A N/A N/A N/A N/A
It should be ensured that the tables, chairs and other furniture & fixture in the permitted classrooms as well as
other spaces remain in required order to start the classes and/ or regular usage after event.
Responsible Student (Name and ID):
Library & its Required for / Purpose of Date & Timing Yes/No Remarks by Librarian
surrounding area use & Signature
N/A N/A N/A N/A N/A

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 Audio-Visual & Required for Date & Timing Yes/No Remarks by Sr. Manager -
Auditorium CC & Signature
N/A N/A N/A N/A N/A

Director’s Required for / Purpose of Date & Timing Yes/No Remarks by PS to Director
Conference Room use & Signature
N/A N/A N/A N/A N/A
It should be ensured that the AV infrastructure in the permitted classrooms, lecture theatres, conference rooms
and auditorium remain intact and in required order to start the classes and/ or regular usage after event.
Any expenditure pertaining to damage during the event to be taken care of from respective festival / event
budget.
Responsible Student (Name and ID):
Statutory Required for / Purpose of Date & Timing Yes/No Remarks by Sr. Manager
Permissions use – PR & Signature
N/A N/A N/A N/A N/A
Necessary permissions from appropriate Govt. offices to be submitted to PR Unit prior to the events. Any
expenditure to be taken care of from respective festival / event budget.
Responsible Student (Name and ID):
Security Required for / Purpose of Date & Timing Yes/No Remarks by CSO
Requirements use & Signature

16th January 2024

Vendor Entry For event
(Tentative)

Security requirements details to be discussed with the CSO at least one week prior to the event to assess and
provide additional manpower for the respective festival / event. Expenditure to be taken care of from respective
festival / event budget.
Housekeeping Required for / Purpose of Date & Timing Yes/No Remarks by Sr. GM -
Requirements use Estate & Signature
N/A N/A N/A N/A N/A
Housekeeping requirements details to be discussed with the Sr. GM – Estate at least one week prior to the event
to assess and provide additional manpower for respective festival / event.
Expenditure to be taken care of from respective festival / event budget. It should be ensured that the permitted
spaces, classrooms are clean and in required order to start classes after event.

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 Committees (aside from CSA Executive Committee)

Committee: Synchronoise – The BITS Goa Acapella Crew

# Name of Student (Chief Coordinator & Members) ID # Mobile No.
1 Shiv Patel 2022A7PS1157G 9408865898
2 Abhishek Kumar 2022B4A70636G 8108895159
3 Arkaprava Roy 2022A7PS1259G 9019769074
4 Vansh Sood 2022A1PS1453G 9920780258

Note: Timings and dates mentioned in this form are tentative. This form may be updated depending on
the need in future.
CSA (Executive Committee)
# Name Post ID # Mobile
1 Sanmay Angaitkar President 2022AAPS0766G 9663151827
2 Krishna Veerwani Vice President 2022B2A41534G 7771896000
3 Aryaman Karoliwal General Secretary 2023A1PS0109G 7020893840

_________________________________________ _________________________________________
Shiv Patel Sanmay Angaitkar
Chief Coordinator, Synchronoise President, CSA

__________________________ __________________________ __________________________

Prof. Ranjan Dey Prof. Varinder Singh Prof. Meenal Kowshik
Associate Dean, SWD Chief Warden, SWD Dean, Administration

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