saarang 2020 - report...saarang. 2. winners of decibels and tarang winners opened the professional...
TRANSCRIPT
Saarang 2020 - Report
PAGE 1
Table of Contents
EVENTS ..................................................................................................................................... 3
Overview ................................................................................................................................ 3
Team Overview ..................................................................................................................... 3
Events List: ............................................................................................................................ 3
MILESTONES: ....................................................................................................................... 3
Issues and Possible Solutions: .............................................................................................. 4
FACILITIES AND REQUIREMENTS ...................................................................................... 4
Budget and Expenditure: ...................................................................................................... 4
Team Size: ............................................................................................................................. 5
Challenges Faced: .................................................................................................................. 5
Possible changes: ................................................................................................................... 8
QUALITY MANAGEMENT SYSTEM ...................................................................................... 8
Changes made to Saarang QMS 2020: .................................................................................. 8
Venues used: ..........................................................................................................................9
Number of MoU’s signed: .....................................................................................................9
Income and Expenditure Statement:....................................................................................9
Issues faced and feasible solutions: .................................................................................... 10
MARKETING AND SALES .................................................................................................... 10
Number of MoUs Signed: ................................................................................................... 10
Sales Statistics: .................................................................................................................... 10
Pros and Cons: ...................................................................................................................... 11
STUDENT RELATIONS .......................................................................................................... 12
Team structure: .................................................................................................................... 12
MoUs signed: ........................................................................................................................ 12
Budget involved: ................................................................................................................... 12
Report: .................................................................................................................................. 12
DEVOPS ................................................................................................................................... 13
Team structure: .................................................................................................................... 13
Report: .................................................................................................................................. 13
PAGE 2
FINANCE TEAM ..................................................................................................................... 14
Team Structure: ................................................................................................................... 14
Issues & Probable Solutions: ............................................................................................... 14
No of MoU’s signed: ............................................................................................................ 14
Venues used: ........................................................................................................................ 14
Concluding remarks: ........................................................................................................... 14
MEDIA AMBIENCE & DESIGN TEAM ................................................................................. 15
Team Structure: .................................................................................................................... 15
Issues & Probable Solutions: ................................................................................................ 15
No of MoU’s signed: ............................................................................................................. 15
Venues used: ......................................................................................................................... 15
PROSHOWS ........................................................................................................................... 16
SAARANG THEME: ............................................................................................................. 16
TEAM STRUCTURE: ........................................................................................................... 16
EVENT - ARTIST DETAILS: ................................................................................................ 16
MOUs SIGNED: .................................................................................................................... 17
INCOME & EXPENDITURE:................................................................................................ 17
ITEMS PROCURED: ............................................................................................................ 18
ISSUES & POSSIBLE SOLUTIONS: .................................................................................... 18
ADVERTISEMENTS: ........................................................................................................... 19
SECURITY ............................................................................................................................... 19
Saarang Theme: ................................................................................................................... 19
Team Structure: ................................................................................................................... 19
Venues Used: ....................................................................................................................... 19
Details regarding MoU’s: .................................................................................................... 19
Permissions to be obtained: ................................................................................................ 20
Items Procured: ................................................................................................................... 20
Issues faced by the team: .................................................................................................... 20
Ticket Sales: .......................................................................................................................... 21
PAGE 3
EVENTS
OVERVIEW
− Events team conducted over 100 competitive events along with various workshops,
lectures etc over the course of 5 days from January 8th to January 12th.
TEAM OVERVIEW
− The vertical consisted of 12 teams namely Fine Arts-Lifestyle Club, Quiz Word
Games Club, Drama Club, Music Club, Oratory and Comedy Club, Classical Arts
Club, Media Design and Film Appreciation Club, Choreo Club, E-sports Club,
Writing Club, NOVA (India Fest, Food fest, Anime fest) and Non Competitive
Events (Informals Club, Spotlight Lecture Series, Meraki) which was headed by 3
cores, 25 supercoordinators and 5 QMS Managers. The team also included around
160 coordinators and 250 volunteers.
Contact Sheet:
https://docs.google.com/spreadsheets/d/1RDRKJxW-wd1jmhGt1F9hFNYqqKw-
PYsRtHBUljjOOyQ/edit#gid=0
Volunteers List:
https://docs.google.com/spreadsheets/d/1RDRKJxW-wd1jmhGt1F9hFNYqqKw-
PYsRtHBUljjOOyQ/edit#gid=0
EVENTS LIST:
https://docs.google.com/spreadsheets/d/1fUFfpWyT3VeQF7g87IjS10pFllydWgcnPkGHYw
0t5E4/edit?usp=drivesdk
MILESTONES:
1. Addition of Ferris wheel, Columbus, Human Library etc. which were new to
Saarang.
2. Winners of Decibels and Tarang winners opened the Professional shows at OAT
for Rock and Pop nite respectively.
3. Introduced first ever Saarang Overall Championship which was presented to Christ
University by our director just before Pop Nite performance by Shankar
Mahadevan.
4. The Saarang all events pass generated over Rs.7,00,000 in revenue.
PAGE 4
ISSUES AND POSSIBLE SOLUTIONS:
1. Safety measures for Saarang Amusement park at KV can be improved. The vendor
has been intimated about the same and necessary actions will be taken next year
to ensure better safety.
2. The Saarang website and Saarang app crashed during the fest which lead to
difficulties in obtaining Saarang ID as well as all events pass. The Webops Team
has been made aware of the issue and the cores have promised to take necessary
steps to prevent the same issue next year.
FACILITIES AND REQUIREMENTS
BUDGET AND EXPENDITURE:
PAGE 5
All the given requirements were properly optimized and cross utilized. The list of all
vendors we used are:
1. Sai Ganesh Agency – for Barricades 2. Institute Bus Depot – for Bus Transport 3. S.R.Cabs – for cabs 4. Chandra Electricals – for truss at KV playground and the electrical connections,
lightings,etc. 5. Praveen Events – for production 6. Om Shakthi Agency – for Manual Workers 7. IVIL - Food for Workers 8. Walker Associates – Stalls, tables, chairs,etc. 9. Prime Mart – Materials Desk.
TEAM SIZE:
3 Cores
5 Super coordinators + 1 QMS manager
33 Coordinators
CHALLENGES FACED:
• The Engineering Unit Department had asked for around 35 passes in total in order to provide support in case of any emergency issues. Both the Electrical and Civil units were not supportive. We had to stall them during each show and try to give them as many less shows as possible.
• Due to rains before Shaastra, the KV grounds was drenched with water and they laid down a wooden platform for their stalls due to which the water content in the playground did not dry. On Day -1 the KV grounds was found to be still containing water. On Day 0, morning it was levelled again and due to which there was quite a delay in laying down the carpet at the KV grounds.
• The Barricades were laid down appropriately in order to let the deers cross without any hassle, the waste disposal mainly at the catering area was managed very well and the wash basins clogging were also cleared regularly to avoid raising concern to the NGT.
Pros:
● The expenditure made by us were very less compared to the budget given which can be attributed to the effective deals made with the several vendors.
● Good cooperation between FR and events teams. ● Workers initiative was successful. ● All the proshows requirements were handled well by FR.
PAGE 6
● The coordinators performed their duties responsibly when compared to last year.
● All the room keys were handled well and all the rooms were returned clean. ● Material desk and FR control room worked perfectly. ● Physics department rooms were utilized efficiently.
Cons:
● The deal struck with iVil was unsuccessful. The stall didn't serve quality food, and also they were not punctual. Workers rejected the food given to them.
● Temporary Advances were taken late. ● There were many last minute requirements from the spons team to set up
stalls for sponsors. ● The truck deal given by spons team was not good enough. There was no
proper MoU. ● Room bookings in CRC, RMN, RJN were hindered by the workshop exam
and renovation works. This was compensated by less number of events. ● TGH sofas were not returned on time. ● Levelling of KV grounds was not done on day 0 of Saarang because of
platforms used by shaastra. ● Food coupons and oat entry for eu civil and elec workers were a problem
because of improper communication between eu and fr team. ● Press conference - since the event got postponed to next day, refreshments
were delayed. Banner was also of improper size.
Super Coord
Vertical
Work
Pros
Cons
Walker Single Stalls Chairs + Tables
Banners Barricades
Not many extra requirements. OAT stage and carnival stalls
were set-up on time.
Number of barricades
reduced and were set-up on time.
Some banners were delayed by vendor
Setting up of Frisking booths was delayed till day
0 afternoon. Workers weren't there
when required.
PAGE 7
Material Desk
Material Desk, G4S, Water
cans, Owzone, Projectors, EU Description:
Insti Vendors + Projectors &
Printers
None of the last year cups
repeated such as water cans
shortage, was basin blockage
etc.
Material desk location was very well placed and it
was a locked room.
No of water cans
lost reduced.
Owzone,g4s - sanitation
workers were properly utilised.
Many coords were under-utilised
Due to certain
circumstances, bikes were not used which resulted in
many delays. The e-bike which was
given to the Culsec was not utilised properly.
Owzone required
breakfast very early at 7.30 am, we were unable to
provide.
Cleaning area not cleaned properly.
Transport TGH Bus Transport
Cabs Accommodation
Cab requirements were optimised
properly The deal of
adding 1 hr and 6km so as to
change reporting time at TGH
worked out well No of rooms blocked for
Saarang this year were more.
There was no requirement for
outside acco.
The cab drivers were unprofessional. One of the cab driver was drunk and many were smoking near
TGH. Too many last minute
requirements The cabs arrived late on day 0,1,2 but they were
fine on day 3,4.
Coordinators worked well during day 0 and 1 but not
on remaining days.
Production Production in SAC, Himalaya, Carnival, CLT
Kirubainathan:
Coordinators in this vertical were very responsible and the vendors
were cooperative.
Tent for the console at Himalaya got delayed
Carpeting on day 4 was delayed because of miscommunication
PAGE 8
Institute vendor
CRC, RMN, RJN we have to pay separately for
PA and Projectors.
(1 mic available per 1 room)
related to event timings(Sid Sriram
lecture) Unable to give complete
advance to kirubhai by day 1 because of delay in
taking TA. No work for production
supercoord till day 0 One of the potential
vendors was not available.
POSSIBLE CHANGES:
● Common sheet for both TGH people and FR team.
QUALITY MANAGEMENT SYSTEM
The quality management system for Saarang encompasses the following important
services of Saarang.
Events
Pro-shows
Sponsorship and public relations
Student Relations
Development Operations
Facilities and Requirements
Finance
Safety and Security
Marketing and Sales
Media & Design
All the services listed above come under the scope of this quality manual. The
main responsibilities of the different services are outlined below.
CHANGES MADE TO SAARANG QMS 2020:
Documentation process planning: The documentation recorded last year was
minimal. The roles of each department were defined and added to the QSM. This
PAGE 9
year, each clause in the QSM was understood and documents were made
accordingly.
Uniformity was maintained among documents such as MoM’s across various teams
of Saarang. Timelines were kept up to date and strictly followed by keeping a
process sheet which kept track of works to be completed in the upcoming days.
Documentation of tasks were done as soon as a team finished it. A document
progress terminal was maintained to keep a track on the progress of
documentation.
Mandates increased to 5 from 3 last year. The frequency of mock and internal
audits were increased compared to that of last year.
QMS analytics was removed this year and their work was distributed amongst
Marketing and Sales, Proshows , and Security teams.
VENUES USED: Dost office conference hall
NUMBER OF MOU’S SIGNED: One MoU with TUV Nord
INCOME AND EXPENDITURE STATEMENT:
PAGE 10
ISSUES FACED AND FEASIBLE SOLUTIONS:
Issue Feasible Solution
Limited number of parameters in the selection process for coordinators.
Talk to all the convenors and come up with new parameters for the selection process.
No special applications were submitted by QMS managers
Talk to cores and make them prepare proper applications for the manager’s post
MARKETING AND SALES
NUMBER OF MOUS SIGNED:
1) T-shirts MoU between SCS and Asna Garments (T-shirts and Hoodies)
2) Paytm Insider Ticketing MoU between SCS and Wasteland Entertainment
(Saarang Online Ticketing Partner)
SALES STATISTICS: Sales till 27th January, 2020
Professional Shows
ikollege ₹3,541,748.00
Website ₹767,852.00
Paytm ₹2,779,759.00
Faculty ₹625,600.00
PAGE 11
Onground ₹46,650.00
T-shirts and
Hoodies
₹710,450.00
PROS AND CONS:
● Using Paytm Insider this time for onground sales was a positive, because it
reduced the requirement of physical tickets and eased the onground sales
process.
● Also Paytm was better than BMS as Paytm provided a platform for ticket
price changes,whereas with BMS it used to be a hectic process.
● We proceeded with Asna Garments again this year, because they promised
t-shirts at a low price and high quality.
● The vendor made mistakes in printing the designs of hoodies as well as the
size tags which led to extra work for the team.
● The team came up with new type combo offers this year, these combos
contained tickets for all types of proshows. The response was overwhelming
and the idea was a huge success for the team.
● Outside sales were not as good as expected because calls made to student
ambassadors,IT parks,housing societies and other establishments didn’t
yield much benefits.
● We used tickets.saarang.org this year because we did not want a third party
for online sales and also to ease the process for PG students. But, we faced
some issues with the website during Proshows reveals.
● The development of faculty portal for tickets has been late this time by P.G
Senapathy people.
● For non-discounted ticket sales also we could have used faculty portal, since
portal was delayed, we had to keep on-ground sales for non-discounted
tickets.
● Since we received the ticket design very late this year, ticket printing got
delayed by huge time. Due to this the tickets did not have serial numbers
and the team had to write down serial numbers on all the booklets.
PAGE 12
● Since, the holograms price asked was too high, we did not use holograms on
tickets. This reduced the authenticity of the ticket.
STUDENT RELATIONS
TEAM STRUCTURE: 2 Cores, 5 strategists (3 for Milans and 2 for
Associations), 1 QMS Manager, 22 Coordinators (14 for Milans and 8 for
Associations) and 40 Volunteers.
MOUS SIGNED: 9 for Milans, 1 for a Sponsor.
BUDGET INVOLVED: 1.5L for Milans and 4.5L for Hospitality.
REPORT: The following were the tasks undertaken by the team towards
Saarang, along with the issues faced and potential solutions identified:-
1. Both online and on-gorund Milans achieved a combined participation
of around 600, with Milans happening in a lot of cities like Vizag,
Hyderabad, Mangalore, Coimbatore, Chennai (at Ethiraj and NIFT),
Bangalore, Kochi and Pondicherry. An array of new events like Mono-
acting, Debate, Elocution, Performance Poetry etc. have been adding
to the list of Milans to be conducted this year.
2. However, Milans that were planned to happen at Trivandrum,
Tirupathi and Chennai (at Crescent) did not happen due to
unforeseen circumstances from the other side.
3. Imprints was a huge success, with around 200 school students from
25-30 schools participating in 4 events on Day 1 of Saarang.
4. The Commission model that was planned, however, was delayed
drastically which led to poor implementation. This would not repeat
in the coming years as the system is already in place for the upcoming
team to implement almost in an instant.
5. Coming to the Hospitality side of things, some of the mattresses given
to the residents were lost. This could not be mitigated because there
was no gap between the last day of Saarang and the Institute’s
reopening for students to have a thorough check of the inventory.
PAGE 13
6. Nevertheless, the additional provision of buckets (unlike last year)
has helped improve the reception of the residents during Saarang.
Overall, the adherence to timeline could be improved along with better
understanding of what work to look forward to by the Coordinators since
a bunch of them have been rendered inefficient towards the later half of
their tenure due to excess initiatives planned.
DEVOPS
TEAM STRUCTURE: 2 Cores, 1 QMS Manager and 9 Coordinators.
No MoUs have been signed under this department. No budget was
involved in the team’s proceedings and all the work was pre-saarang.
REPORT: The following were the tasks undertaken by the team towards
Saarang, along with the issues faced and potential solutions identified:-
1. Finance portal has been made to smoothen the process of wire
transactions and sanctioning of Temporary Advances. This has been a
wonderful addition to the existing inter-departmental dynamics.
2. An additional portal has been made for ticket & merchandise sales,
primarily for Post-graduate students, which was also a huge success.
But the addition of Commission Model, as suggested by the Student
Relations team, didn’t pan out as successfully as planned due to
unforeseen delays which could be avoided in the coming years now
that the system is already in place.
3. The Saarang website also suffered a couple of issues here and there
initially due to overlooking by the team and poor inter-departmental
communication between DevOps and Saarang Design teams. The
errors were nevertheless fixed soon.
4. The Saarang ambassador portal was not used by anyone, which was
unforeseen.
5. The Accomodation portal and the All-events pass were very successful
with the introduction of an animation below the QR code of the all-
events pass helping with the mitigation of scams.
6. Saarang App however suffered a delay with updates due to the
PAGE 14
revision of ‘Terms & conditions’ by Google, which the team was
unaware of at the time.
Overall, better planning and inter-departmental relations with certain
teams could definitely help improve the efficiency of execution in the
coming years.
FINANCE TEAM
TEAM STRUCTURE:
Cores SuperCoordinators Coordinators Volunteers
2 7 13 6
ISSUES & PROBABLE SOLUTIONS:
ISSUES SOLUTIONS
Decrease in team size from last year lead to making the team’s work a bit
hectic and can be improved upon
A slight increase in the number of supercoords from 7 → 8/9 and
coords from 13 → 15 will help in more effectiveness of work
Due to Sponsorship team bringing in less amount this year, it was difficult for the Finance team to predict the
financial matters in the long run
Planning for such a possibility from the start and implementing it can be
done
The 17 Lakh loan which was pending from last year lead to slow
reimbursement issues
Not a problem for next year as there is no loan remaining
NO OF MOU’S SIGNED: 22
VENUES USED: HSB 310 / 317
CONCLUDING REMARKS:
The team this year lead by Cores Arun and Deepak worked efficiently. The new
initiative of scraping the division in General Finance, PPM and Catering between
the supercoords gave them a lot of exposure and learning. Overall the team’s
performance was better and will also be improved more next year.
PAGE 15
MEDIA AMBIENCE & DESIGN TEAM
TEAM STRUCTURE:
Team → Media Ambience Design Cores 1 1 1
SuperCoordinators 3 + 1 (QMS) 3 + 1 (QMS) 3 Coordinators 12 18 12
Volunteers 0 25 0
ISSUES & PROBABLE SOLUTIONS:
NO OF MOU’S SIGNED: 1 (Media Sponsorship Deal)
VENUES USED: Media – HSB 355 Ambience – SAC
Team ISSUES SOLUTIONS
Media • The room allotted during Saarang has less ports and is quite far to be reached continuously by the coords
• One coordinator has to continuous sit near the control center during the ProShows to look after all the equipment
Allotted room should be central in HSB and also should have some extra ports Either a space inside OAT should be provided if possible or at least one extra media pass should be given to allot an extra coord
Ambience • Due to workshop for 2nd year and 1st year people during Dec/Jan the work of coords and vols got influenced
• There was no money for the first entire week
Won’t happen next year as the workshops will happen on time
Finance can handle these issues easily from next year
Design • Team had a lot of issues due to lack of management. The coords didn’t work during summer, supercoords slacked and the core left for a few days just before Saarang
Team is being dissolved The proposed strategy is to make the coordinators an attached part of each team handling both design and team’s work (Feasibility has to checked)
PAGE 16
PROSHOWS
SAARANG THEME:
No part in ideation of theme release. But ensured the release coincided with
rock show release to ensure better visibility and participation.
TEAM STRUCTURE:
• 2 cores
• 4 night coordinators (1 was in charge of classical + WF), 1 WorldFest (WF)
coordinator, 1 QMS coordinator, 1 FR coordinator, 1 FR+comedy
coordinator, 1 production manager
• 8 DCs (2 were CDCs + WF ), 2 DCS under FR coordinators
• 14 volunteers
EVENT - ARTIST DETAILS:
• Classical Night - Institute Classical Club, Non Violinist Project (act 1),
Rajesh Vaidhya (act 2) - OAT
• Choreo Night - Under events team, proshows just helps with the
production and conduction of the night - OAT
• EDM Night - Mashup competition winner performance, Olly Esse,
Dubvision - OAT
• Rock Night - Decibel winner (Christ University), When Chai Met Toast,
Motherjane - OAT
• Pop Night - Tarang winner (Christ University), Karnautic, Shankar
Mahadevan - OAT
• Comedy Show - Rahul Subramanian, Nicketronix and comedy club
participant (free openers) - SAC
• World Fest - Day 1 - Samuel Chong (Carnival Arena), Maya Dance Theatre
(SAC)
Day 2 - Morgan, (KV stage), As per Casper (KV stage), Billy Blue and the
nowhere men (KV stage)
PAGE 17
Day 3 - Shef and kitchen (KV stage), Thuryaa (KV stage)
Day 4 - Nothing but Sunshine (KV stage)
MOUS SIGNED:
• 8 for the nights, 1 for comedy night, 8 for world fest, 1 MoU with Total
Productions for production, 1 transport MoU (done by the proshows fr
coordinator) which was finally used for the spotlight vertical of events
INCOME & EXPENDITURE:
EXPENDITURE -
• Classical Night - 1.55L
• Rock Night - 4.9L
• EDM Night - 6.8L
• Pop Night - 31.2L
• Comedy - Sponsorship Deal
• World Fest - 5000 (food)
• Production - 21.25L
TOTAL = 65.7L
INCOME –
• iKollege - 34.4 L
• Saarang Portal - 7.85L
• Paytm - 27.8L
• On Ground - 0.50L
• Faculty - 6.25L
• Acco + tickets combo - 0.50L
TOTAL = 77.3L
PAGE 18
ITEMS PROCURED:
• Production Units - TP (Production vendor)
• Banners, chairs - Walker (FR vendor)
• Risers - SAC
• SFX, risers, stair, table, props for EDM night - different vendors
• Vinyl Sheet for Choreo night
• Snacks & Refreshments - CCD, Prime Mart, Leo
ISSUES & POSSIBLE SOLUTIONS:
• The TP workers faced accommodation issues and entry issues during the
nights. Can be solved by improvising TGH booking and ensuring they’re
provided with separate ID tags
• Choreo night - had issues regarding participants fainting and the night
ending late due to production hiccups (could be solved by providing for a
backup laptop and a nurse at OAT for medical help).
• Classical Night - Decibel limits were at times way beyond the limit
(monitoring should be improved). The publicity for the opening act was not
enough.
• EDM Night - Faced issues regarding delays in crowd entry which was a
hiccup from the side of M&S and Security team.
• Rock Night - Decibel winners were announced late leading to less time for
preparation which led to delays in the night’s schedule. Soundchecks also
went on for longer than expected.
• Pop Night - Shortage of chairs mainly in the gold area. Provision of
complementary tickets must be optimised (almost 10L given out for the
same). Excess seats were also seen in the platinum area. Chairs were also
placed late, this can be prevented by having major events (such as Sid
Sriram for spotlight) not coinciding with pop night.
PAGE 19
ADVERTISEMENTS:
• 10 newspaper advertisements (offline) in Times of India (approx worth
80L)
• FB, Instagram boosting
• Online Times of India advertisements
• Radio Shoutout (Fever FM)
SECURITY
SAARANG THEME:
No contribution to the Saarang theme and no work related to the same
before or during Saarang.
TEAM STRUCTURE:
• 125 volunteers
• 23 coordinators
• 8 super-coordinators
• 1 QMS coordinator
• 2 cores
During the semester the team doesn’t have much work and therefore it is
the cores’ opinion that maybe just one core would suffice.
VENUES USED:
• Quark - Used for meeting during the semester wherein work regarding
item procurement was allotted to coordinators and super-coordinators.
• OAT - All team meetings during Saarang were conducted in Open Air
Theatre.
DETAILS REGARDING MOU’S:
The team had no MoUs signed.
PAGE 20
PERMISSIONS TO BE OBTAINED:
This was during Saarang. This year permissions were needed for the
deployment of ambulance, fire engine and extra security personnel (which were
outsourced and not the resident security).
ITEMS PROCURED:
• Walkie Talkies - 65
• Breath-analyzers - 14
• CCTV - 8 per gate and control room
• Metal Detectors - 12
• Wristband - Number depending on each night’s requirement
• Snacks - For 300 people was procured from Ramu but came from the
Finance team budget
• T- shirts - Obtained as part of a sponsorship deal which helped the team
save money
All items were procured from different vendors and were returned safely.
ISSUES FACED BY THE TEAM:
• Issue with unavailability of almost 50% of volunteers during the peak time
of 6pm - 7pm due to workshop.
• The extra security personnel were outsourced this year rather than use the
resident security which the cores felt was less optimal.
• The sponsorship procured t-shirts but these were black rather than the
desired blue, which caused identification issues for the team as the shows
happen in the night.
• Workers, engineering unit members and G4S workers didn’t have proper
ID cards which led to them having to use all access passes. This was not
optimal as all access passes must be used judiciously.
• In the first 2 days there was a problem of food with the security and
workers who were given food from IviL stalls. They were unhappy and
threatened to not return for work. Biriyanis are usually provided from
PAGE 21
outside and this happened due to budget issues, but in the last 3 days this
was sorted.
• There was a shortage of chairs especially in the gold area and a surplus of
chairs in the platinum area. The cores felt that too many complimentary
passes were given as well.
• The usage of powered vehicles is not recommended inspite of the
permission obtained but there were very less electrical vehicles to make up
for it.
• The Dos and Donts banners and similar such warnings were designed by
the security team itself. This was the job of the design team which was not
carried out.
TICKET SALES:
The team had no work regarding ticket sales. They only had to ensure rules
& regulations regarding Saarang (which were approved by the steering committee)
was printed on the back of all tickets and displayed on the Saarang website, Paytm
Insider website. This was done smoothly.
The team also ensured that the evacuation video and the police video were
played as per the demands of the steering committee.
Sponsorship & Public Relations
Public Relations
2020 has been a phenomenal year for Saarang’s outreach programs and
social media handles. Saarang’s official
Instagram page saw the highest follower
count of 10.3K (a massive jump of
4.2K/69%) along with a much higher like
rate and engagement of posts on the
handle. The Times of India had exclusive
coverage of Saarang 2020, with 5
PAGE 22
dedicated articles on Saarang on their newspaper throughout the odd semester
and Saarang 2020.
Saarang also witnessed its very first non-social campaign on-ground
engagement activity which was based on the popular TV show F.R.I.E.N.D.S and
saw massive participation.
The budget for boosting was increased to 1.1L, which could be one of the
reasons for higher sales observed in Saarang 2020
Social Campaign – LEAP
The second instalment of LEAP has been focussed on enabling the
underprivileged to harness the power of digital literacy with the help of ToI
covering the campaign in August. “A Day at IITM” was conducted for
underprivileged children, who were exposed to talks and demonstrations from
different teams in CFI as well as different tools the internet can provide to stay up
to date with the modern world. LEAP notebooks were gifted to poor and
underprivileged children throughout Chennai. The excess books sold through the
Prime Mart in IITM broke even with the cost of printing the books, making the
entire process sustainable.
During Saarang, free career counselling sessions were held for 120
underprivileged students in the CS department.
Sponsors & Activations
Although Saarang 2020 faced a fall in sponsor retention and final
sponsorship amount (67.4L cash), this edition of the fest faced the highest count of
brand activations. Brands like ToI, Amazon Pay, Sabre, Paytm Insider, Dunzo etc
had a very active mindset to their branding strategy, with brands like Amazon Pay
& Dunzo associating with Saarang solely for experiential branding (without
sponsoring any Events or ProShows). Saarang 2020 also saw a massive rise in cost
cutting deals (worth 4.2L) with the comedy show & gaming events being organised
with zero cost, free vehicles for FR as well as prize money for fine arts events.
1: ToI article on Saarang 2020
PAGE 23
Our co-title sponsor, ToI, had a very Chennai oriented
campaign in Saarang 2020 and hence their brand activation
greatly added to the madras memoirs theme of the fest.
There was a shift in the ticketing
platform from BMS to Paytm Insider
along with added benefits like
sponsorship as well as Saarang tickets
topping the “Trending” section. This
could be one of the reasons why Saarang 2020’s Pro Shows
were more populated compared to the fest’s previous
editions.
Drawback: Due to a lot of companies opting to sponsor fests only through
artist management agencies, Saarang lost out on a sponsorship amount of
approximately 15L to 25L. This is being discussed with the aspiring cores in the
Sponsorship team as well as the Proshows team to avoid such circumstances in
future editions.
Sponsorship Breakdown
S.NO SPONSOR KIND DELIVERABLES AND
WORTH
1 Traversia Discounted travel vouchers
worth approx 28lakh
2 Times of India Colour paper ads worth INR
8183225
3 IIP online photography
registration
4 Wacom 3 tablets worth INR 22000
PAGE 24
5 Indian Intitiute of
Photography
Online class passes worth INR
22950
6 The Verb Dance
Studio
200 Premium passes to online
classes worth INR 500000
7 Bottled Bliss 100 beauty Gift hampers worth
INR 50000
8 Ayesha Accessories Gift hampers
9 Lynks Logistics
Limited
Mini trucks service worth INR
53900
10 Cravatex Brands
Limited
T-shirtsand vouchers worth
INR 25000 + 50 % oof on shoes for
IITM Choreo team
11 IlySilly Studio 40 T-shirts worth +
unconditional discount vouchers
worth INR 30000
12 Alankaara Designs
Private Limited
Jewllery Hammpers INR
20000+Gift Vouchers INR 15000
13 Digi Sound Studios Recording, Mixing and
Matching, 8 hours
14 Soft Peaks Ice Cream Unconditional & conditional
vouchers INR 450000
15 FIT FARE gift hampers woth 1000, 196
gift vouchers worth 44000, goodies
worth 45000
16 Chennaiyin F.C.
Private Limited
20 T-shirts worth 16000, 20
football worth 5000
PAGE 25
17 Madras Petti Stall rent
18 Motifiyou T-shirts - 140 security vols
worth INR 101231
19 O Genie Conditional vouchers
3000000( 2000*1500) and travel kits
worth INR 60000
20 Ravindra Foods Pvt
Ltd
candy hampers worth INR
60000
21 Rine Bars Protein and Granola bars
worth INR 35000
22 Lumiford Speakers, INR 30,000
23 Fuji films Camera - 3 worth INR 18900
24 (Scott
Eyewear)Sterling Meta Plast
Sun glasses worth INR 60660
25 Lilo rosh Sketchbooks
26 Artbloat T-shirts
27 mondelez cadbury dairy milk silk worth
200000, dairy milk worth 50000
28 Perfume Baba 20000 INR worth(20*1000) gift
vouchers
29 Chennai art Theatre PR
30 Galirio Inc Goodies worth INR 11450
31 SLI Technologies 1500 Credits on Adapt Tool
PAGE 26
32 Pop Circuit INR 30000 worth Workshops
33 Skytou studios Pvt ltd INR 70000 directly to the
winners
34 Maxime retail Goodies worth INR 15276
35 Fever 91.9 FM PR
36 Silly Punter Goodies worth INR 50000
37 Sofar Sounds PR
38 Qwerty Thoughts Incentives and Opportunities
39 Iris Glam Incentives and Opportunities
worth INR 181200
40 Unibic Foods cookies and Wafer samples
worth INR 50000
41 Clothing Culture Goodies worth INR 8000
42 OhCampus.com PR
43 Futurex Media and
Communications Pvt Ltd
Comic Books worth INR 16000
44 Sting Clothing costumes for Panche worth
INR 60000
46 The Media Tribe Recording Services worth INR
350000
47 Counter Culture
Comedy Club
Stand up Comedy opportunity
worth INR 14000
48 Hashtags Goodies worth INR 24950
PAGE 27
49 Cake Bee 40 vouchers worth INR
500+gift boxes
50 Grabon Company-distributed
51 Mad over Donuts 25K in kind & vouchers
PAGE 28
BUDGET, REVENUE AND EXPENDITURE
BUDGET
Saarang 2020
Total ₹1,74,45,916.00
Development Operations ₹5,000.00
Events ₹19,70,500.00
Facilities and Requirements ₹39,99,600.00
Finance ₹14,45,760.00
Marketing and Sales ₹7,90,100.00
Media, Ambience and Design ₹1,60,000.00
Professional Shows ₹65,36,000.00
Quality Management System ₹2,42,118.00
Safety and Security ₹4,85,288.00
Sponsorship and Public Relations ₹1,48,600.00
Student Relations ₹6,12,950.00
STACT ₹2,50,000.00
Overhead ₹8,00,000.00
PAGE 29
REVENUE
Saarang 2020
Revenue ₹1,78,06,000.00
Sponsorship ₹66,00,000.00
Catering Rent ₹15,76,000.00
Ticket and T-Shirt Sales ₹81,30,000.00
Accommodation ₹7,00,000.00
Parking Fee ₹1,00,000.00
Events Pass ₹7,00,000.00
EXPENDITURE
Saarang 2020
Total ₹1,73,70,000.00
Development Operations ₹5,000.00
Events ₹19,50,000.00
Facilities and Requirements ₹34,00,000.00
Finance ₹15,00,000.00
Marketing and Sales ₹9,50,000.00
Media, Ambience and Design ₹1,60,000.00
PAGE 30
Professional Shows ₹66,00,000.00
Quality Management System ₹2,45,000.00
Safety and Security ₹5,00,000.00
Sponsorship and Public Relations ₹1,50,000.00
Student Relations ₹6,15,000.00
STACT(3% of sponsorship) ₹1,95,000.00
Charity ₹3,00,000.00
Overhead ₹8,00,000.00
NET TOTAL
Saarang 2020
Net Profit ₹4,36,000.00
Revenue ₹1,78,06,000.00
Expenditure ₹1,73,70,000.00