Samvaad has the specific responsibility of organising discussion on books, movies, documentaries, and other forms of art or literature to enhance the awareness and knowledge of students at the College. For organising such events, in addition to the events proposed in this document, any of the members of the Club can come up with the idea, and then the Head of the Club can make a proposal for the same. It can then be discussed in the General Body Meeting and a final call based on mutual consensus will be taken.

1. In each semester four General Body Meetings will be organised with participation from every member of the club. Such meetings can be held at the end of the month.

2. Before any meeting, the agenda for the meeting must be shared among all the participants of the meeting well in time.

3. For each meeting, the minutes of the meeting must be prepared. The Head of the Club will prepare the minutes of the meeting. The draft of the minutes should be submitted through Samvaad’s official email to the faculty members. Once it is verified by them, the Convenor would share the minutes of the meeting with the Department and the Head of the Club with the Essenzia Core Team.

4. The official email id will be managed by the Head on a regular basis for all the communication and for follow-up.

5. Before hosting any event, a draft proposal for the event must be prepared by the Head of the Club under the supervision of the Convenor/Co-Convenor. This would include:

   1. 1. Making posters, banners, concept notes, etc.

      2. This process would also require sending invitations to the resource persons, faculty across the departments, and people at administrative posts in the College and actively coordinating with them as and when required.

      3. The head would prepare the list of all the activities for an event along with the names of the members of the Club who would have the prime responsibility of completing the work.

6. If hosting an event requires any usage of funds, the Head of the Club is required to prepare a budget estimate in consultation with the Essenzia Core Team for the event. The Convenor will get it approved by the Principal or the Concerned Authority.

7. The two Deputy Heads, Executive Members, and Members of the Club are required to collaborate and cooperate in completing all the tasks required to be done by the Head of the Club. The Head of the Club can also reach out to Essenzia Team for any specific work or help. On the other hand, all the elected and appointed members of the Club are required to cooperate and coordinate the works required to be done by the Team Essenzia at a larger level.

8. Once the final call for an event is taken, a folder for the event must be created in the official email id drive. All the relevant documents must be submitted into this drive by the Head/Deputy Heads of the Club.

9. While holding an event, the Head will make sure the following:

   1. 1. If recording is required, the event should be recorded. It should be discussed in the GBM itself whether it requires recording or not. However, if it is being hosted on any platform provided by the college with easy to record, it should be recorded.

      2. In addition to the recordings, some photographs should also be taken. In case of hosting the event online, screenshots should do. In case of hosting the event offline, the photographs should be geo-tagged.

      3. In the case of hosting the event online, the attendance must be taken by the Head of the Club in a digital form using whichever software suits well. In case of hosting the event offline, an attendance sheet must be filled.

         1. 1. 1. The attendance sheet should contain the following information:

                  1. 1. Name, signature, email id/phone number, department name of attendees and post of the attendees.

      4. Just after completion of the event, a standard feedback form must be floated among the attendees and filled up by them.

10. After holding an event, the Head will make sure the following:

    1. 1. A report is prepared for the event by the elected student team and submitted to the Convenor. The file should be uploaded in a specific folder for the event in the official email drive.

       2. The recording of the event may be submitted into the specific folder of the official email id drive. We should prefer hosting it through YouTube, Instagram or Facebook so that we do not face storage related problems in keeping the records.

       3. Attendance list is submitted in the same folder of the Drive, by scanning if taken in a hard copy format.

       4. A basic analysis of the feedback should be done. The feedback form should be created using the official email id and it should be located in the specific folder for the event in case of the online event. It should be taken on printed sheets if the event is conducted in an offline mode.

       5. Along with these documents, other documents like all minutes of meeting for the event, posters, banners, notification/circulars, marketing related documents and budget related documents must be submitted in the specific folder for the event.

       6. Preparation of final usage of funds along with a cover letter should be submitted to the accounts section through the Essenzia Core team within a week of conducting the event.

11. The Head will coordinate with students who wish to publish an article, book review, review of movies, documentaries, etc on the Blog/Vlog page of Samvaad. Any student of the College can publish on the Blog/Vlog section of Samvaad after getting it reviewed and approved by the faculty members. The Convenor/Co-convenor will have the responsibility to review such submissions with the help of other faculty members. The head has the responsibility to collect such submissions, forward them to the Convenor-Co-convenor and upload it on the web pages once the submission is reviewed and approved. Vlogs can be published using YouTube or Instagram and they can be linked on the main website.

12. The head will collect the contact information from all the members of the Club and create an Email Group so that formal communication can take place swiftly.

13. Along with the Email Group, the Head can also create a WhatsApp group consisting of all the members of the Club.

14. All the other relevant information useful to the public will be uploaded on Samvaad’s Media Handles and will be linked on the Webpage as well.

15. In case of holding a book discussion, the name of the book must be finalized and students should be informed one month in advance.

16. In the case of organising a Special Lecture, preparation should start one month in advance of the proposed date for the lecture.

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