Re: Summons '10: Game Plan

[Arani Chakrabarty]

Dear Aditya,

As regards the amount of money raised, congratulations to everyone, and I am sure we can all be happy that Summons 2010 is definitely going to happen. :) In addition to the sum you have already raised, I am working with the Sponsorship Committee and approaching corporate houses in Delhi and Hyderabad. I hope to give you very good news soon. 

As regards the list of events, Ruchika has sent a proposed draft version which I think needs working on. I want to get more people on board, and send this proposed list out to all the batches asking for additions/ suggestions, so that we have an innovative list and not a dry boring one, which it is at present. This will then have to be passed through the G.B., of course, so we cannot finalise the list of events at any rate before the first week of college. Nevertheless what we can finalise are the categories, broadly, where our events will fit in.

As regards the design etc, I would again like to bring more people on board and constitute a separate Design Committee  for Summons, which will include all aspects including web design, logos, fonts etc. I am sending a mail out now to all the batches asking for volunteers, so that Khalyaan can then work with a team of designers, such as Dipankar who I hear is excellent at this. 

2009/12/20 aditya wadhwa <aditya...@gmail.com>

dear all,

It is good to know that the three committees have finalized the list of events. I have got the list of sports events.. As correctly pointed out we need the three convenors to allocate the prize money which allows us to estimate the entire amount needed. You guys can look at the invitations to other fests, in your inbox.

Along with the list of events. Please also give a brief description of each event. Which will then be converted into the text of our invitation etc. Only when we have done this can we think about proceeding further.

We must differentiate the work needed for organising summons from the work required to be done during summons. For now let us concentrate on the former.

With regards money. We are at quite a solid state. The University will give us a sum of around 5 lakhs. Vatu has spoken to some people who can get us another 5 lakhs. We will then talk to Andhra bigshots who can maybe get us another 3-4 lakhs. It is as simple as that.

Wih regards accomodation, food etc. We will do exactly what was done for the B.R.S. moot. Occupy all the empty livable area: Hostel common rooms, Faculty houses.

Thus:

1. Please send in the list of events with a brief description of the events. Along with the prize money allocated to each event. Please send it to Arani who will edit it and forward it to the design committee.

2. We will then forward the data to Khalyan who has agreed to design the poster, invitiation etc. This should be done before the college starts.

thanks and regards,

a.w.

On Tue, Dec 15, 2009 at 12:02 AM, Arani Chakrabarty <aranicha...@gmail.com> wrote:

Dear All,

Please read below the reply given by Anup S to my query about sponsorship for Summons. As far as I understand the following points emerge from this correspondence; feel free to correct me or add on to this list if you think I have overlooked anything:

1. We need to first, asap, finalise the list of events we plan to hold. I had a telephonic conversation with Ruchika yesterday, and we decided to create a final list of events by the middle of this week. I suggest Thursday as the deadline for finalising the same. The events she sent on Abhilaksh's "proposed changes" thread sounds like a good tentative, but we will need to finalise and concretize these.

2. Once we have arrived at a final list of events, we need to plan out the prize money involved for each. This can only be done after having surveyed the current college scene, so we'll need people to look at every major fest, and how much money they give per event. Based on this we will fix our own prize money.

4. Only after we have fixed the prize moneys, we move on to the next stage, which would be to calculate the number of teams we are inviting. These will be divided into Zones, and I would hope we can accomodate some local colleges also, such as BITS, in the hope of furthering goodwill. 

5. A separate group of people must look at hospitality logistics of hosting all these people. This will include accomodation, food and drink, possible transport services etc. These will contribute in a big way to the final figure. 

6. Another separate group of people will have to look at visibility, as Anup says.This will focus on where all we want our logo to be seen, in what ways, etc. 

7. The visibility team will work in conjunction with a design team that will come up with a logo, font, invite copy etc. 

8. Finally a tech support team will ensure that we have all our technical work in place, including primarily the maintenance of the website, etc.

Our final figure will be divided into bands, according to the amount of sponsorship demanded for each event. Once we resolve that, we can approach sponsors targeted at particular bands - each band will have, say 6-7 events that are similar in nature and amount. The requirement of dividing into bands can of course be done away with if we can come up with any more innovative idea.

Only once this is done, can we approach a potential sponsor asking him what event/band he would like to fit in. Sponsors who ask for the title, as Anup says, will have to sponsor at least 40% of the total amount, otherwise we aren't giving it to them. 

I propose we send a mail to all the batches asking for volunteers already into these committees. I will create by Thursday a separate email address for summons, which will recieve all expressions of interest regarding volunteers to these teams and handle the work subsequently. The password to that account will be open to the Exec + the Five Convenors. Any suggestion on that front is welcome. 

Please reply as soon as possible with your comments about the same. We really need to hurry up if we want to have a good Summons. By Thursday we will have: (1) final list of dates; (2) a mail (that i can draft) to all the batches inviting volunteers to the committees I talked about in this mail (if you have suggestions for more committees or sub-divisions please make it now); (3) the new email id, summ...@gmail.com if nobody else has an objection to it. 

That will put us in a relatively comfortable position by next weekend, when we can then decide about the Sponsors. 

I also urge everyone that any activity relating to the attracting of new sponsors etc at all - a copy of all mails be sent to the Sponsorship Committee Email, finance...@gmail.com . The password to that account is "paisapaisa" . 

Thanks and please reply as soon as possible with any ideas that you may have - Goodluck!

-- 

ARANI CHAKRABARTY
Class of 2012,
B.A, LL.B.(Hons.)
NALSAR University of Law,
Hyderabad, India
# 995-915-4184

---------- Forwarded message ----------
From: Anup S <toa...@gmail.com>
Date: 2009/12/14
Subject: Re: Sponsorship Amounts for Summons
To: Arani Chakrabarty <aranicha...@gmail.com>


Hey Arani,

It is great that the SBC is organising Summons again and was quite disappointing to see it discontinued in the last 2 years.

I have tried to answer the most of the questions in your mail. But we organised it way back in September 2005 and the details are a little hazy now . I have inserted my answers in the relevant parts of your email.

Subhadra told me to get in touch with you. So I'm treasurer of our college this year, and we wanted to have Summons finally (after two years of not having it!) along with something called The First Nalsar Annual PD. 

The First NALSAR Annual PD might not be entirely accurate. I think we organised the annual PD during the Summons in 2004, 05 and 06. So you may want to check up on that. 

One particular company approached Aditya Wadhwa, this year's President, asking him for a profile of the events concerned. I sent them a brief vague description, and now she wants to know the followng things:

1. Whats the sponsorship amount for the title of Summons 10?

I remember our total budget was around 10 lakhs. So you need to draw out a budget first --- and lay out what sort of visibility you will give them --in terms of where all will the company name and logo appear,  will they be allowed to put banners in college etc.

Till 2006, college used to gives us around 3 lakhs to organise Summons and we used to raise the rest,

A sponsorship brochure/ letter --must lay out different bands (in terms of the money that needs to be given) of sponsorship ---and the different benefits that will come with each band.

I think for the title sponsor you must start with 60% of the total budget and not go below 40%

2. What is your largest event in terms of number of student participants - Academic and Non-academic. Pls send Profiles and sponsorship amount for both please.

In terms of student participants --- it would be one of the dance events I assume. Mad-Ads, the general quiz and PD would come close  should think. the guiding principle should be that whatever event they want to sponsor ---the cost you quote must be a little above the actual costs of that competition --so that it contributes to the fund reqmts of the fest in general. 

So --if they want to sponsor the PD --- the actual cost involved might not be extremely high (judges travel, trophies, prize money etc may be) ---but you also have to charge them for associating their name with the debate ---and since that is intangible --you do have some  manoeuvring space. But the limitation is with things like PD --that you have to be careful about which brand you associate with it. you dont have to extra picky --but is something to keep in mind.

Moving away from student 'participants' ---in terms of sheer numbers -- our largest event in 2005 was the concert by Indian Ocean. We got college to allow us to open it up to the public --we got passes made -- distributed it through various outlets (coffee shops, book stores etc) -- ofcourse it is a huge security hassle because people invariably come drunk, try and sneak in booze, drugs ---so we had a huge security team --frisking at the gates.

Sponsors like concerts --- and you must try and get money that not only covers the concert expenses --but also some extra money towards the rest of the expenses for the fest.

I tried to get in touch with the other members of this year's Sponsorship Committee, but most of them are busy or away or clueless. So I thought another good idea would be to approach you. I wonder if you remember what these events and sponsorship amounts were in your time?

Unfortunately I do not remember the various bands of sponsorship that we created. My apologies if I am being presumptuous here ---but you first need to get a list of events that will be organised --the prize money for each event (and have no doubts --higher the prize --more will be the participation), cost for the concert if you are having one , the various other costs involved in organising the fest -- this process of costing is crucial. As I said -- apologies if that came across as presumptuous.
 

Any sort of general estimate would do, since I m guessing you may not rememmber precise details - anything to let this woman know the scale of operation and what we need of sponsors etc.

I think the entire fest --adjusting for costs since 2005 -- can be done in 15 lakhs. 

I hope that was helpful. Do not hesitate to write if you have more questions.

Regards

Anup

 

2009/12/9 Tanushree Saxena <Tanushre...@ogilvy.com>

 Hi Arani 

Thanks for your mail. Could you please answer the following questions - 

1. Whats the sponsorship amount for the title of Summons 10? 
2. What is your largest event in terms of number of student participants - Academic and Non-academic. Pls send Profiles and sponsorship amount for both please. 

Regards,
Tanushree Saxena
Consultant
Ogilvy Public Relations Worldwide
7th Floor, Tower A, Global Business Park,
MG Road - Gurgaon
Landline- 91-124-4744654
Mobile - 91-9873478444

Let's turn Copenhagen into Hopenhagen. Become a citizen at http://www.hopenhagen.org

Arani Chakrabarty <aranicha...@gmail.com> 12/03/2009 07:36 PM

To Tanushre...@ogilvy.com cc Subject Re: The Summons

Dear Tanushree,

I understand you approached Aditya for a sponsorship proposal regarding Summons and the NALSAR Parliamentary Debate.  From your talks it seems you were interested, and required more information; I'm giving you a brief overview of both events, so that you can get back to me with any specific doubts, queries or suggestions. 


Summons

"Summons"  is NALSAR's annual inter-college festival. It is typically held in the period of February-March of every year, and involves the participation of 20 - 30 colleges, which includes all the seven national law schools, the IITs, several colleges from the metros - including a handful each from Delhi University, IP University, Bombay, Calcutta, Chennai and Bangalore. Additionally we call, depending upon the availability of space, accommodation, funds, etc, colleges from in and around Hyderabad itself. 

The events comprise a large variety, and cater, as we intended, to all sorts of tastes. Competitions range from stage-specific events such as theatre competitions, dance performances, best band, instrumental and vocal competitions, antakshari, quiz, etc to more scholastic pursuits, such as conventional and parliamentary debates, short-story writing, Just A Minute (JAM), etc. We also typically invite one or two renowned musicians to guest-perform for the benefit of our audiences: past guests have been Indian Ocean, Jal, etc. Aside from the events organised, we generally have round-the-clock- food stalls, two 'DJ Nites' (one to kick off the festival and one to conclude it), movie screenings of bollywood, hollywood, world movies, etc also.

More importantly, since every Summons intends to be different from last year's, we pick and sort new events and constantly add to the list. This means that apart from the events I just talked to you about, we are going to have at least 5-10 new events based on decisions within the student body. Aditya and I are going to sit sometime later this week with the rest of the Student Representatives and chalk out a final proposal for events; we will forward this to you as soon as we can. 



The Annal NALSAR Parliamentary Debate

The Annual NALSAR Debate is a project that we intend to start this year, which places the burden on us this year to especially get large sponsorship in order to make this a huge and successful event. The Debate is inteded to be modelled along the "Parliamentary Style", wherein a Prime Minister and Deputy Prime Minister from one side battle it out against a Leader and Deputy Leader of the Opposition on various issues of contemporary legal, social and philosophical importance - ranging from human rights to urban sustainability to climate change to religion etc. These debates are already a huge attraction in many other colleges including NLS, St Stephens, IIT, etc, and NALSAR teams have performed excellently in all of these events. This is basically our effort to showcase our hospitality in hosting a good debate and attract the best thinkers and most intelligent speakers from across the country. And because of NALSAR's excellent reputation, we expect to have, to put it bluntly, an amazing participation. 

The event is mooted to have participation of approximately 30 teams from 15 of India's best colleges (each college allowed to send two teams each) accompanied by 30 adjudicators, (two from each college) whose role it is to judge the events. As you see it is an entirely student-run initiative.  


General Information

Since the inception of the Sponsorship Committee this year we've been focussing very keenly upon sponsorship to make both Summons and the Annual Nalsar Debate happen. Summons was very well recieved in 2007, but subsequently, in 2008 and 2009 we couldn't hold it at all owing to a shortage of funds and adequate sponsorship. This time, however, we are determined not to let money hinder us from giving a great time and a memorable fest. We have pitched proposals to companies, law firms, media houses, etc to attract sponsorship. The response we've got has been delightful, and we are pleased to inform you at this stage that Summons is definitely going to happen. The Annual NALSAR Debate has been a more recent brainchild of the Literary and Debating Society, but we have already approached several organisations who, like you, have expressed their interest, so we're looking forward to being able to confirming very soon that that too will definitely take place. 

On Sponsorship 

Your role as a sponsor can be on two-levels: on the one hand you could sponsor Summons or the Debate as you wish in a broad sense, without focussing on any particular event within these festivals. On the other hand, if you so wish, you could take up the responsibility of sponsoring one particular event within these festivals. 

We would, this year, need sponsorship for a huge variety of targets. These include, but are not limited to:
1. Accommodation - both in and around the college, where a variety of hotels, guest houses etc are located
2. Prizes (both cash and kind, which we are looking to make particularly attractive)
3. Transport assistance - NALSAR is some distance away from the city and we would like to ensure to participants a continuous and hassle-free journey to and from Hyderabad
4. Tickets for participants
5. Infrastructure and hardware items such as speakers, mics, instruments, pens, black boards, etc.
6. Publicity devices, including Free Give-away Shirts, Posters, Summons memorabilia etc.
7. Other miscellaneous costs as may arise with respect to each specific event. 

As you can imagine, and as I would like to convince you, this is an excellent opportunity for you to reach out to an exclusive, urban, mobile and very elite section of the youth. Needless to say the bigger the events, the better the people fighting for them, and the greater the standard of the festival. 

Please get back to me if anything I have said interests you. I would be happy to guide you through detailed proposals about any of our events. 

Thanks for your kind show of interest, and looking forward to hearing from you soon,


ARANI CHAKRABARTY
Treasurer, Student Bar Council 
& Chairman, Sponsorship Committee
Class of 2012,
B.A, LL.B.(Hons.)
NALSAR University of Law,
Hyderabad, India
# 995-915-4184 (Hyd)
958-245-2324 (Del)



2009/12/1 aditya wadhwa <aditya...@gmail.com> 


---------- Forwarded message ----------
From: Tanushree Saxena <Tanushre...@ogilvy.com> 
Date: Tue, Dec 1, 2009 at 2:52 PM
Subject: Re: The Summons
To: aditya wadhwa <aditya...@gmail.com>
Cc: Anubhav Gupta <Anubha...@ogilvy.com>, Priya Balachandran <Priya.Bal...@ogilvy.com>



Thanks Aditya. As discussed please send ample information on 'Summons' and the Parliamentary debates you think we can explore.  Accordingly we will discuss with CPA Global and start talks.


Regards,
Tanushree Saxena

aditya wadhwa <aditya...@gmail.com> 12/01/2009 02:38 PM

To Tanushree Saxena <Tanushre...@ogilvy.com> cc Subject Re: The Summons

Hello Tanushree,

Thank you for the interest shown in sponsoring our annual cultural programme-  "the Summons". We will be scheduling it in the second week of February. My mobile number is 09866581090.

regards.

Aditya 

On Tue, Dec 1, 2009 at 2:27 PM, Tanushree Saxena <Tanushre...@ogilvy.com> wrote: 

Hi Aditya 

This is with reference to previous conversations between my team and you regarding sponsorship opportunities for CPA Global. Just wanted to know when is The Summons held and further details. We would like to start a concrete dialogue on the same so please do contact me on the numbers given below. 

Also please do share your mobile no. with us. 
Await your response at the earliest. 


Regards,
Tanushree Saxena
Consultant
Ogilvy Public Relations Worldwide
7th Floor, Tower A, Global Business Park,
MG Road - Gurgaon
Landline- 91-124-4744654
Mobile - 91-9873478444

Let's turn Copenhagen into Hopenhagen. Become a citizen at http://www.hopenhagen.org

 

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Privileged/Confidential Information may be contained in this message.  If you are not the addressee indicated in this message
(or responsible for delivery of the message to such person), you may not copy or deliver this message to anyone. In such case,
you should destroy this message and kindly notify the sender by reply email. Please advise immediately if you or your
employer does not consent to email or messages of this kind. Opinions, conclusions and other information in this message
that do not relate to the official business of the sender's company shall be understood as neither given nor endorsed by it.

For more information on WPP's business ethical standards and corporate
responsibility policies, please refer to WPP's website at
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Privileged/Confidential Information may be contained in this message.  If you are not the addressee indicated in this message
(or responsible for delivery of the message to such person), you may not copy or deliver this message to anyone. In such case,
you should destroy this message and kindly notify the sender by reply email. Please advise immediately if you or your
employer does not consent to email or messages of this kind. Opinions, conclusions and other information in this message
that do not relate to the official business of the sender's company shall be understood as neither given nor endorsed by it.

For more information on WPP's business ethical standards and corporate
responsibility policies, please refer to WPP's website at
http://www.wpp.com/WPP/About/

-- 
ARANI CHAKRABARTY
Class of 2012,
B.A, LL.B.(Hons.)
NALSAR University of Law,
Hyderabad, India
# 995-915-4184

-- 
"All of us are born blind, few of us ever learn to see" - Ben Okri, "Famished Road"

--
ARANI CHAKRABARTY
Class of 2012,
B.A, LL.B.(Hons.)
NALSAR University of Law,
Hyderabad, India
# 995-915-4184