Ananda Yana 2019 - Kickoff

[shiva prasad]

Dear Friends,

It's that time of the year! We need to kick off the prep and planning for Ananda Yana 2019. This will be the 7th edition of the event. 

1. Principle and objective of the event - it will be same as last year and no change in that :)

2. Registration fee - The initial work has been done & Registration fees has been finalized as Rs.400/- 

3. Targets - no. of runners, areas etc. - Again, it will be same as last year and no change in that :)

4. Running route and categories - It will be same as last year and no change in that :)

5. Formation of teams and coordinators - Sharath would have already reach out to each of you in this regard.

• Website & Individual Registrations:  >> Sharath (Lead) & Preethy 
• Budget & Accounting:  >> Srini Iyer (Lead) & Santhosh
• Promotions & Group Registrations:  >> Shiva (Lead) & Srini Iyer
• BIB Printing & BIB Distribution:  >> Akhila (Lead) & Priya 
• Catering:  >> Vinay (Lead) & Nanda
• Start / Finish area:  >> Krishan (Lead), Sharath, George
• Water station:  >> Giri (Lead), Benji
• Medical:  >> Sourav
• Parking:  >> Satya (Lead) & Ravish
• Music Music / Entert Entertainment:  >> Prateek (Lead), Chandra & Nelson
• Route Logistics:  >> Ravanan/Venky
• Photography:  >> Sukla
• Overall Co-ordination:  >> Sharath/Shiva/Srini/Akhila

6. Budget - Srini Iyer has requested each of the team leads to share budget figures for your respective teams.  If not already responded, kindly revert on or before TODAY EVENING, so that we can get a consolidated view of the total budget before we meet together for the kick-off.

7. Deadlines and planning - Lets set simple tasks and deadlines for 1st phase of the prep for each team. Need to figure out schedule for each activity and this will be driven by respective team leads.

In this regard, we are scheduling our first kick off meeting tomorrow, Sunday, 5th May, to get updates on the event. Lets meet at Cubbon park after the workout tomorrow. We hope to complete the discussion in max an hour (7:30am - 8:30am)

Like last year, even this year, we have an overall coordination team to help with all aspects. 

Hope we can all come together once again! Looking forward to meeting you all tomorrow at 7:30am!! Please give your thoughts and opinions on the above points before that.

Regards, Team Ananda Yana 2019 Coordination Team

[shiva prasad]

Minutes of y'day meeting.... 

Website & Individual Registrations:  >> Sharath (Lead) & Preethy 

• Individual mailer to go today for all the last year runners as a reminder.

Budget & Accounting:  >> Srini Iyer (Lead) & Santhosh

• Frozen and updated on the website.

Promotions & Group Registrations:  >> Shiva (Lead) & Srini Iyer

• Cut off date for group registration similar to online cut off date.
• Santhosh to share account details of the trust to be shared with group registration details.

BIB Printing & BIB Distribution:  >> Akhila (Lead) & Priya 

• Stalls by AMC  & Sneha and Srushti will not put up stalls this year.
• RH initiative stalls posters - hand made, to be put up near start/finish .

Catering:  >> Vinay (Lead) & Nanda

• Total Count 1400 +/- 50.
• Marking on bib during serving breakfast.
• Serving to start by 7.
• 2 counters with 4 volunteers for each side.
• Sneha to arrange for food waste bins.

Start / Finish area:  >> Krishan (Lead), Sharath, George

• Baggage counter to be looked at.
• Sharath to talk with last year vendors also.
• Freebie distribution to mark on bib (with different color to identify from breakfast).
• Bib drop off point to be finalized for collection of BIBs and this counter will be near exit when runners have collected Baggage, freebie & breakfast.
• Sharath to talk to Chakri for stage & shamiyana at start point.

Water station:  >> Giri (Lead), Benji

• Bench for start finish by sneha.
• Check with thayimane for bench or go to hire on rental basis.
• Water by runner Narayan - to be provided free of cost.
• Water for breakfast - Giri to coordinate with Vinay for quantity.

Medical:  >> Sourav

• Saurav to talk to Naveen for electrol and docs (Ranga, Namrata, Thankam, Priya & Sheetal Saklecha

Parking:  >> Satya (Lead) & Ravish. 

• Aishwarya to help with Parking activities.

Music  /  Entertainment:  >> Prateek (Lead), Chandra & Nelson

• Prateek to coordinate with Chakri for band / music rentals.
• Singers team to setup.
• Chandra to join singers.

Route Logistics:  >> Ravanan/Venky

• Recce by Wednesday {Ravanan & Venky have already shared report & pics late yday}.
• Talk to Verendra, warden and get necessary approvals and block few traffic wardens for the event.

Photography:  >> Sukla

• Sukla to revert with volunteer names as this is not included in regular volunteer email.
• Jijo to join the volunteer team and will be in start area with another mentor.

Do let me know if i've missed out any specific point.

Thanks & Regards

Shiva