Proposal For Fresher’s Event, 2024
Organized by fresher’s Committee
Details of Fresher’s Event
1 Date 06th December 2024, FRIDAY
2 Venue SARALA BIRLA UNIVERSITY GROUND
3 Timing 10:00 AM – 03:30 PM
4 Dress Code Formal & Ethnic Wear (Saree, Formal Suit)
5 Theme Carnival Theme
6 Pass Price Rs 600 Per Student
7 Estimated Students 1200
Faculties Guiding the Event
01 Dr Ashok Asthana
02 Dr Biswarup Samanta
03 Dr Karan Pratap
04 Dr Vidya Jha
05 Dr Arohi Anand
06
07
08
09
10
11
12
Name of Contact No.
Tasks and Responsibilities Committee Members
Committee
Overall Cordi- · Coordination of the entire Ujjwal Aman-(B.Tech)-
event 9608530299
· Drafting Invitations, Poster,
7th Sem ( CONVENER)
and Banner (if required) 9523018494
Ranjan Raj Sharma -
· Obtaining approval from au-
(B.Tech)-7th Sem
nation Com- thorities. 7979906074
(CO-CONVENER)
mittee · Invitation to Hon’ble DG, VC,
Sagar Khosla-(MBA)-3rd Sem
Registrar, Faculties and other 6200936860
Saurav Kumar-(B.Tech)-7th
guests
Sem
· Preparing Minutes to Min-
utes of the event.
Welcome · Arrangements related to wel- Sakshi Ranjan-(BA.Eco) 5th 88638201349
Committee coming the guest and fresh- Sem (CONVENER) 9142924354
ers. Muskan Singh
· Escorting the guests (CO-CONVENER)
Aradhna Singh-(Diploma) 5th
Sem
Yasha Singh-(B.Tech)7th Sem
Anchoring · Anchoring of the entire event. Sahil Sharma (BBA)-5TH Sem 7488604619
Committee (CONVENER)
Manshi Singh(B.Com)5th 7050453944
Sem
(CO-CONVENER)
Madhu Shweta-(B.Tech) 7th
Sem
Stage · Organizing Program Hiral Pragya-(BBA)-5th Sem 9142423798
Performance · Ensuring smooth (CONVENER)
Managemet · conduction of the program Aman Raj-(BCA)-5th Sem 9508807727
Committee (BA.Eco)-5th Sem 88638201349
(CO-CONVENER)
Bhawna Shahni-
(B.Com)-5th sem 9341467896
Registration · Verification of registered stu- Amarjeet Kr. Ram- 9135058894
Committee dents and providing wrist (B.Tech)-7th Sem
bands for ( CONVENER)
· Identification. Ritesh Kr. Sharma- 8102691010
(B.Tech)-7th Sem
(CO-CONVENER)
Pradeep Yadav- 7004870779
(B.Tech)-7th Sem
Anmol Ankit 8102293376
Abhishek Verma 7979901895
Kritika 8294434528
Lighting, · For Setting up the stage Siddharth Kachhap 8409275105
Sound and · To Control lighting & Sound of (B.Tech)-7th Sem
Stage the event (CONVENER)
Committee Sakshi Ranjan 8863820134
(CO-CONVENER)
Aditya Raj 9341718665
Om Keshri (BBA)-5th Sem 6207002422
Decoration · Execution of the event in ac- Akash Saphal-(MBA)- 7004472536
and Theme cordance with theme. 3rd Sem (CONVENER)
Committee Manish Kumar (B.Tech)-7th 7004387921
Sem
(CO-CONVENER)
Akash Singh 7255003131
Archita Roy-(B.com)- 9798925677
5th Sem
Funds · Collecting entry amount from Rahul Kumar-(B.Tech)-7th 9304984945
Allocation students who have enrolled Sem( CONVENER)
themselves for fresher’s Manish Kumar-(B.Tech)-7th 6204295073
event. Sem
· Allocating amount for the dif- (CO-CONVENER)
ferent works. (Lighting, Sagar Khosla (MBA) 3rd Sem 7979906074
sound, food & beverages, Akash Saphal-(MBA)-3rd Sem
decoration) Gyan Vardhan -(B.Tech)-7th 7004472536
· In case if budget gets reduced sem
the extra amount will be dis- 9888655569
tributed among the students
with the mutual consent of
members
· In case If the event budget In-
creases, the amount will be
collected from senior batches.
Cleanliness Sagar Khosla (MBA) 3rd Sem( 7979906074
Committee · To ensure the cleanli- CONVENER)
ness during the Nitin Dubey 9835736553
fresher’s event. (CO-CONVENER)
· Disposal of waste ma- Nikhil Kumar-(B.Tech)-7th 9142147763
terial. Sem
· Dustbins will be avail- Shashank Gupta 9661081299
able at required
places.
Food & · Arrangement of food. Harsh Singh-(B.Tech)-7th 6202684644
Beverages · Three stalls will be there for Sem(CONVENER)
distribution of food & Bever-
ages. Prince Kr. Singh-(Diploma)- 7004921980
5th Sem
(CO-CONVENER)
Abhishek Verma 7979901895
Rishant Singh 7870525603
Rupa Kumari 7061494002
Safety, · Sitting arrangement of stu- Shubraj Kumar (B.Tech)-7th 9887077293
Security & dents, faculty, and guest. Sem
Discipline · Maintaining discipline, safety ( CONVENER)
Committee & security of the event. Prakratik Deep 7679063178
· Ensuring that students do not (B.Tech)-7th Sem
move around in the SBU cam- (CO-CONVENER)
pus and stay in the University Goutam Singha Patra 7979906074
Ground area only Sagar Khosla-(MBA)-3rd Sem 9031263750
· Ensuring that students don’t Anmol Ankit-(BBA)-5th Sem
enter with outdoor foods. Kritika-(BA)-5th Sem 8102293376
Muskan Singh
8294434528
th
Aditya Pratap-(B.Com)-5 9142924354
Sem
Sujal Kumar-(B.Com)-5th 7004253525
Sem
6206102775
Fund Allocation Committee
· Funds will be collected from students participating in the fresher’s event, which will be
Rs 600/- per person.
· In case the amount of budget reduces the remaining amount will be refunded equally
to the students who have contributed money for fresher’s event with mutual consent
of committee members under the guidance of faculty guiding the event.
· In case the amount exceeds the exceeding amount (if required) will be collected from
the senior batches
·
· All receipts, bills of all expenses will be submitted to DSW after the event.
· The money will be collected in a single bank account for better management of funds.
· The money will be collected in the account details provided below:
· For a better understanding of the uses of funds, we are attaching a quotation as well as
an income Expenditure statement.
Name- Rahul Kumar
Course- B.TECH
Semester -7TH
Section: A
Enrollment No: SBU211499
Session - 2021-2025
Account Details:
Bank Name - Axis Bank
Account Number - 922010019601997
IFSC Code -UTIB0001464
UPI Number - 9304984945
UPI Id – 9304984945@axl
Budget
Proposed Income & Expenditure statement (Estimated 1200 stu-
dents)
INCOME: - AMOUNT
Income from students 600 * 1200 ₹ 7,20,000
Total Revenue ₹ 7,20,000
EXPENDITURE: -
Food & Beverages (350 x 1300) ₹ 4,55,000
Lighting Sound & stage ₹ 1,90,000
Decoration ₹ 50,000
Memento/Bouquet ₹ 6,000
Strip Band (For Identification of students) ₹ 6,000
Banners & Ads ₹ 5,000
Miscellaneous Expenses / Backup Money
Logistics for buying gifts, tent setup, printing, unexpected emergencies, ₹ 8,000
First aid kit.
Total Expenditure ₹ 7,20,000
Safety Security & Discipline
· There will be five booths for checking for Student’s entry.
· Checking will be done on the following parameters
1. Smoked/ Drunk people will be not allowed entry (Alcohol will be checked with
help of Digital alcohol breather analyzer).
2. No sharp (Knife) objects will be allowed.
3. A university ID card will be mandatory for getting entry.
4. No outside food will be allowed.
5. Volunteers will check the bags and if required, they can check it multiple times.
6. Girl’s bag will be checked by girl volunteers.
· Volunteers will be there to monitor and guide students to prevent misbehaving and un-
ethical activities that do not abide with Sarala Birla University norms.
· During entry for fresher’s event students will be provided wrist bands.
· To protect the property from any kind of damage, the registered students will be signing
a declaration form. The format of the declaration form is attached below for your refer-
ence.
· The safety kit will be available for any uncertain injuries.
· The faculty guiding the fresher’s event and management of the University will be in-
formed as soon as possible in case of any injuries.
· There will be teamwork of students and security in charge of the University for the
smooth functioning of the fresher’s event.
· The food and beverages will be provided to guards engaged in the smooth functioning
of the event.
· The playground will be sealed from all four sides with curtains so that no student litter
in areas of the campus.
· There will be volunteers around the washroom area for monitoring, and students will
only use washroom and do not move around the campus of the University.
· Students once entered the campus will not be permitted to go outside of the campus
until & unless in case of Emergency and will be denied entry for the second time.
The students who do not follow the guidelines will be debarred from the event.
Decoration & Theme Committee
· The Ground chart is attached for a better understanding of the theme.
Requirement from university :-
➢ Sarala Birla School Parking
➢ IC washroom
➢ College Guards
Cleanliness Committee
· The removal of the stage, Lighting, Sound and disposal of waste material will be done by
the cleaning staff hired by the cleanliness committee. Payment will be done by the com-
mittee.
· The maintenance of cleanliness during and after the event will be taken care of.
· The removal of Sound, Lighting, and stage will be done within 24 hours after the event is
completed.
· Dustbins will be placed at required places.
Food & Beverages Committee
® Food Items
➢ VEG.
· Paneer Masala
· Mix Veg
· Jeera Rice
· Puri
· Dal Tadka
· Green Salad
· Boondi Raita
· Papad/Achar
➢ Non-Veg
· Chicken Kadhai
➢ Desert
· Gulab Jamun
Beverages
1. Cold Drinks
· The list of food items can be changed if required,
· The leftover food will be donated to needy people.
➢ Fooding will be done by SBU canteen.
Stage Performance Management Committee
Programs List which is to be held Timing (10 AM – 4 PM)
Timing Particulars
10:00 – 11:00 AM Reporting & Registration
11:00 – 11:10 AM Welcome & Felicitation
11:11 – 11:30 AM Cultural Events
11:31 – 12:00PM Address by Dignitaries
12:01 – 12:30 PM Mr. & Mrs. Aarambha
12:30 – 01:45 PM Lunch
01:45 – 3:15 PM Open Floor
03:15 – 03:30 PM Growning of Mr. & Mrs. Aarambha
· The list of songs will be checked by the faculties and will be pre-approved for the event.
· The selection of programs will be done by audition which will be organized by the com-
mittee members.
· The selection & reward given to Mr.& Miss fresher’s will be done by the faculties on the
various parameters and performance of the students in different programs organized by
stage performance and management committee.
· The list of award item which will be given to Mr. & Miss freshers are
1. Memento
2. Mini plant
Dress Code
Here's a strict dress code rule for a fresher’s party that balances style with maintaining the
decorum of the university:
® Boys
· Seniors: - Ethnic Wear / Formal Suit
· Juniors: - Formal Suit (Compulsory)
® Girls
· Seniors: - Saree / Kurti
· Juniors: - Saree (Compulsory)
1. Girls are not allowed with Backless & sleeveless Blouse.
2. Boys are not allowed to unbutton any other button except collar button.
3. Girls should wear saree in an elegant manner.
4. Transparent and translucent dresses are not allowed.
5. ID Card mandatory.
General Guidelines for All:
· Avoid clothing with offensive or inappropriate graphics or slogans.
· Remember, the goal of this dress code is to encourage stylish and respectful attire that
maintains the decorum of the university. It allows for individual expression while ensur-
ing that everyone feels comfortable and respected at the event.
"Adherence to University guidelines is a prerequisite for entry; students not complying with
these guidelines will be denied access to the University fresher’s event.”
Declaration By Students of Committee Members
We, members of the Fresher’s Committee, hereby declare that we shall be abiding by the rules
and regulations of Sarala Birla University. All the information regarding the event is attached in
the proposal submitted by us.
We declare that
· Timing will be strictly followed.
· No committee member will attend the event or meeting in a drunken state, any activi-
ties or involvement while intoxicated is strictly prohibited.
· There will be no damage to the Sarala Birla University property.
· Bills and event information will be provided to DSW after the completion of the fresher’s
event.
· We will confine ourselves only to the University Ground of SBU and shall not use any
other portion of the University campus on the day for any type of activity.
Name Program Sem. Sec Enrollment Phone No. Signature
No.
Declaration by Student Taking Part in Fresher’s Event
I, of hereby declare that I shall come
th
on 06 December 2024, Friday for the Fresher’s event in proper formal attire. I ensure the safe -
guard of the property of SBU. In case of any damage to the SBU property by me, I will bear all
the expenses. I know that the University is not providing the bus facility for fresher ‘s event so I
will be arranging my own transport facility.
After exiting the University campus, the college and fresher’s event committee members are
not responsible for my logistics and safety.
I declare to follow every guideline rules & regulations provided by the University and fresher’s
committee.
Signature:-
Name:-
Program: -
Semester:-
Sec:-
Enrollment No:-
Email Id:-
Phone No :-
I (Father/Mother/Guardian/Warden) of
is informed about the fresher’s event and timing (10AM –
5PM).
Signature:
Declaration By Faculty Guiding the Fresher Event
We, Faculty of Department of Engineering, Applied Science & Management hereby, declare
that we have gone through the proposal, and we are willing to supervise the event as per the
norms of Sarala Birla University and ensure smooth functioning of the event. We take full re-
sponsibility for discipline at the venue & also ensure cleanliness/sanctity as the premise was be-
fore.
Name of Faculty Signature of Faculty
Official Instagram Handle of Aarambha Mahotsav
USER ID :- @AARAMBHAMAHOTSAV_2024
