LOGISTICS CELL

CHAOS
HELLO!
I am Nikhil Chadha
I am here because I am
enthuiastic about this 2

role and would love to

contribute in the annual
fest Chaos with
dedication. I’ll be able
to do justice as I have
past experience in it.
 Functions
▹ Procurement of Materials
▹ Being support to every cell when needed
▹ Stage and Stall Setups
▹ Getting the Flexes, Batch T-shirts and Hoodies, Banners, ID
cards printed
▹ Certificates and Tickets
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▹ Food and Beverages in charge
▹ Pre and Post Events setups
▹ Transport
▹ Guest Relations
▹ Shadowing the Guests during the Corporate events
▹ Complaisance and Permissions with proper monitoring
▹ Control Room Operations (Walkie talkie and CCTV)
 Procurement of Materials
It will take place in two phases. In first phase, a form will be floated to all
cells to know their requirements and general items will be procured. This
will happen a month before Chaos.
Second phase of procurement will take place a week before Chaos to get
other important material and additional items required for the fest.
Stage & Stalls Setup
Stage setup is critical process and although the event management team
will be leading it but, some representatives are required to examine the 4
setup and ensure it is done smoothly.
The kind of stalls that will be there are:-
1) Cell Stalls: Informals, PR and Marketing team, Events team and
others require stalls during the fest. So, ensuring proper number of
chairs and tables with apt location .
2) Food Stalls: Process of connecting with nearby restaurants and food
outlets should start one month prior. The amount of space required
by each of them should be there with logistics teams so that
necessary arrangements are made for them
3) Art, Handicraft and Hosiery Stalls
 Getting the Flexes, T-shirts, Banners, ID
cards printed
Once the logo and T-shirt and Hoodie designs of cells are ready, it needs to
be ordered for printing and after procurement it should be handed over to
the respective cell managers for distribution.
Ideally, all the above mentioned things must be provided to logistics cell at
least one and a half month prior to the event.

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Certificates and Tickets
Certificates and especially tickets should be printed well in advance. If
tickets are available early then Marketing cell can start early promotion
and sell more tickets.
Tickets should be available 2 months prior to the event. This way there can
a substantial period for Early Bird Discounts.
 Food and Beverages in charge
Food and related items required events, workshops, competition, speaker
series and Pronites have to arranged by Logistics cell. A prior estimate of
this will by made by conducting a formal discussion with other cell
managers.
This estimate must be there 2 weeks prior to start of event and it should not
fall short at any cost.

Pre and Post Events setups

Ideal locations for banners and standees have to be decided and setup 6
accordingly before the event. After the event, to gather all these stuff and
clear up things is also responsibility of the logistics cell. This will start 3-4
days prior to the event.
Also, the memento for speakers and guests would arranged well in
advance.
Transportation
Flight Tickets of Speakers and Celebrities should be booked as soon as
they are confirmed to get them at cheaper rates. Also, their respective
requirements (Business Class) must be kept in mind.
Their requirements from airport to IIMA must also be known and arranged.
Compliance and Permissions with proper
monitoring
An internal team of 3-4 people to be formed who will control and monitor
material outflow and inflow.
Many expensive items such as mike, stands, projector etc. are responsibility
of logistics cell and need to be monitored diligently.
Continuous checks at regular interval should be done to handle situation
properly.
Control Room Operations (Walkie talkie 7

and CCTV)
Important members of each cell must be provided with walkie talkie to
convey important to team members. Force cell requires this the most.
Proposed budget is of 1.2 Crore and 10% (12 lakh) is for logistics so if CCTV
is manageable it would be installed in necessary areas for security and the
onus of ensuring safety of these cameras is on logistics cell.
TIMELINE FOR
ACTIVITIES
 Date of
S.NO Activities
Completion

1. Formation of Team (Batch of 2020) 3rd week of Feb

2. Selection of team members (Batch of 2021) Mid-July

Flight booking after confirmation of

3. 31st Oct
speakers, celebrities and guests

4. Certificates and Tickets 30th Nov

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5. Banners, Posters and Standees 15th Dec

6. Procurement of Phase-1 Material 15th Dec

7. T-shirts and Hoodies 31st Dec

8. Food & Beverages 7th Jan

9. Procurement of Phase-2 Material 14th Jan

Team Size: 16-20 members (8-10 from both years)
THANKS!
Waiting for the
interaction 10

Before that you can contact

me at 9560017714 or
a18nikhilc@iima.ac.in