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e. After the festival, he/she shall be required to submit a final report on the festival and the security arrangements made during the festival to the senate along with his/her recommendations for future. 8.11 Head, Events: a. He/She along with core team and coordinators shall plan various activities and events to be held for the festival. b. He/She shall be directly responsible for the conduction of various events during the festival. c. He/She shall lead the show management team of the festival. The appointment procedure shall be same as that of coordinators. d. He/She shall finally decide various prizes and gifts to be distributed with the recommendation of various coordinators. e. He/She shall make final decision regarding any issue related to the events. f. He/She should report the planning of the Festival along with various details to the senate before making it public. He/She should submit the preliminary report regarding events four to six months prior to the festival. g. He/She shall also present the conduction report of the events within four weeks to the festival. 8.12 Head, Public Relations: a. He/She shall be responsible for contacting various eminent personalities and delegates to participate in the festival. b. Any communication with the corporate and professional personalities for participating to the festival should be done through Head, Public Relations. c. He/She shall be responsible for the hospitality of various delegates. d. For inviting delegates, a prior permission of Director shall be required. e. Media relations shall also be the responsibility of Head, Public relations. 8.13 Appointment Procedures: a. Festival Chairman: Students’ Senate will recommend a panel of faculty members to the director and he/she shall make the final decision in this regard. b. Nominations for the post of other core team members shall be called by the convener of the Students Senate. c. The Students Senate will set up an interview panel which Composes of the following people. i. Previous Festival Coordinator ii. Respective Core Team Member (Head, Marketing/Finance/Events/ Security). iii. General Secretary of the respective council (if applicable). iv. President, Students Gymkhana. v. Convener, Students’ Senate 39 38
Other than the above, senate may invite incoming/outgoing president, convener and/or respective general secretary as the special invitees for their comments. d. The interviews shall be conducted in full senate meeting and the panel shall recommend the names for the respective posts to the senate for ratification. e. For the post of coordinators of different events, the nominations shall be called by the Festival coordinator. The Core Team along with the president and convener shall interview the candidates and recommend the same to the senate for approval. The senate members shall be invited to attend the process of interviews as observers. f. For the appointment of core team, the procedure shall be completed within eight weeks to the end of the respective festival. g. For the appointment of the coordinators, the procedure shall be completed within 6-12 weeks to the end of respective festival. 8.14 Minimum Requirements and Interview Expectations: a. The person appearing for the interview must be having a minimum CPI of 6.5, and must not be in on warning or AP or on DP. b. His/Her stay in the institute must be confirmed till the end of the semester in which the festival will be held. 8.15 Guidelines for the Interview Panel: a. Every person in the panel shall be free to make his or her own choice and in case there will be any in concurrence of views, the panel can go in for a vote. b. The panel may recommend more than one person for the post of festival Coordinator however in those circumstances; the responsibility of both the coordinators should be defined beforehand. c. Every person in the panel has one vote each. In case of a tie, the panel will report both the names to the senate for final decision. 8.16 Rules and Proceedings regarding the financial affairs: All core team members and any other member of organizing team should adhere to the rules and proceedings regarding the financial affairs as mentioned in Appendix II, Constitution of Students’ Gymkhana. 39
Page 1 and 2: INDIAN INSTITUTE OF TECHNOLOGY KANP
Page 3 and 4: CHAPTER I MEMBERSHIP AND ADVISORY B
Page 5 and 6: 2.13 Majority decisions shall be bi
Page 7 and 8: CHAPTER III ELECTIONS 3.01 Election
Page 9 and 10: 3.10 a. For the post of all Gymkhan
Page 11 and 12: elected by the Senate. 4.05 Steerin
Page 13 and 14: CHAPTER V ORGANIZATION OF COUNCILS
Page 15 and 16: CHAPTER VI CLUBS AND HOBBY GROUPS 6
Page 17 and 18: corresponding executive should meet
Page 19 and 20: CHAPTER VIII BY LAWS 8.01 Amendment
Page 21 and 22: . For a requisition meeting called
Page 23 and 24: ii. iii. Members of the general Bod
Page 25 and 26: shall appoint one UG and one PG Sen
Page 27 and 28: CHAPTER IV PROCEDURES 4.1 Change in
Page 29 and 30: agenda for the same. i. Written not
Page 31 and 32: APPENDIX II RULES AND PROCEDURES RE
Page 33 and 34: . Commissions must be given during
Page 35 and 36: APPENDIX III Gymkhana Festivals 8.0
Page 37: c. He/She shall be responsible for

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