If your show is on Friday (or Saturday when there are no shows on Friday before your show); the artists will arrive at your location sometime on Wednesday (by road or flight).
If they are arriving by Flight, details will be sent to you at least 2 weeks in advance by Parulben or Ekal event committee member. pick-up/drop-off from the airport is Host chapter's responsibility.
If they are arriving by road (the distance is less than 5 hours), you will still be notified at least 2 weeks before about what arrangements are needed. Sometimes this may include working it out with the chapter before yours and driving half-way to receive them.
There are 5 artists with 10 large bags plus small bags, 2 SUVs or vans will be needed to transport them.
If your show is on Saturday: (and there is a show ahead of you on Friday), artists will arrive to your location by afternoon on Saturday. If there is a show on Sunday, please make sure you have the artists reach the next location by early afternoon on Sunday for venue check and settling in for the next show.
If they are traveling by road, arrange with the next chapter about the travel.
If there is no show on Sunday, the artists will stay with you till Wednesday.
If your show is on Sunday, the artists will stay with you till Wednesday. Travel itinerary will be communicated via Parul Dalal at (803) 261-0595 or Event committee (may it be flight or road).
If your event is confirmed and there are NO OPEN shows before or after your event, you may book the hotels for your chapter. If you are unsure, please check with one of the event committee members before the booking.
Per our contract with the artists; we (Ekal) is responsible for providing BREAKFAST, LUNCH and DINNER to them. We understand that with busy work/home commitments, this may not always be possible. Event committee request ALL chapters to make sure that at least NICE WARM DINNER is provided with Host chapter volunteers company on every day (this can be at anyone's home or a restaurant). If Breakfast and Lunch can be arranged in similar fashion, that is fantastic, otherwise we will communicate it to the artists for alternative provisions on Ekal's tab. IF YOU CANNOT provide lunch/breakfast, please let one of us know so we can communicate about that to the artists. We also request you to let them know once they arrive at your chapter.
While it is nice to take them around and entertain them while they are in your city, we also understand that it may not be feasible for all chapters or every single day. We request you to treat them like your own guests and do the best possible you can. If you cannot entertain them everyday, it is ok. Please communicate it with them politely so they are aware of it as well and let the Event Committee be aware of it as well.