30th june 2024

Core team for Fête de la Musique

Sr. Name Email Position

no
1) Raghuram Head of IT

2) Rachit Head of Sponsorship

3) Sachin Head of videography

and cinema

4) Adrika Head of entertainment

5) Ayesha Head of entertainment

6) Lekhya Head of Sponsorship

7) Geetika Head of finance and

records
8) Dhatri Head of Hospitality

9) Drishul Head and in charge of

the band

Note :Please fill in the details for the email section and after the position is
confirmed , everyone will be getting a confirmation mail for the team as an
official invite for a new journey of fun and adventure.
 30th june 2024

The Core Committees and their position (for a better understanding about
each hole)

1.Head of Marketing (online and offline)

Head of Marketing-who shall

● He/She shall keep record of all marketing information and make it

available to the members of the core committee .
● He/She should advocate the need to spread the word of the event.
● He/She should coordinate with the head of design for the creation of the
brochure, website, instagram page etc.
● He/She should Hold regular meetings with their team and make a
guideline for the team selected and working upon selection by the head of
the particular department .
● He/She should hand over a budget for their work by a deadline given in
the future and keep the finance head informed .

2.Head of design

Head of Design-who shall

● He shall have a team who would be responsible for the designing segment
of the event.
● He will have to coordinate with the head of marketing and make the
posters,brochure,website,instagram page etc.
● He shall keep record of all designing information and make it available to
the members of the core team.
● He/She should Hold regular meetings with their team and make a
guideline for the team selected and working upon selection by the head of
the particular department .
● He/She should hand over a budget for their work by a deadline given in
the future and keep the finance head informed .
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3. Head Productions Design

Head of Production Design-who shall

● He/She must be able to communicate with multiple event heads, design teams,
and fabricators to bring out the final product.
● He/She must understand the theme/aesthetic of the event to portray it in a
physical manner.
● This position requires an individual with a creative outlook to enhance the
visual experience of the event and make it the physical attributes of individual
events or the general outlook of the entire campus.
● He/She must have a creative background to sketch concepts and final designs
before fabrication.
● He/She should have brief knowledge on stage production and artist technical
team and coordinate with the software engineer.
● He/She should Hold regular meetings with their team and make a
guideline for the team selected and working upon selection by the head of
the particular department .
● He/She should hand over a budget for their work by a deadline given in
the future and keep the finance head informed .
5.Head of Hospitality

Head of Hospitality-who shall

● In charge of the transport of the VIP Guests.

● He/She will be incharge for the hotel stay and transport for the artist and
team.
● He/She will be incharge for the on-ground execution and handling the
artists and their needs as per the MOU.
● He/She should be booking in the flights on time and have the schedule for
the flights and car bookings on the go in an organised manner .
● He/She is incharge of booking hotel rooms 1 month prior to the event .
● He/She should maintain the hygiene and sanitation in the venue.
● He/She should Hold regular meetings with their team and make a
guideline for the team selected and working upon selection by the head of
the particular department .
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● He/She should hand over a budget for their work by a deadline given in
the future and keep the finance head informed .

● 6.Head of Security

Head of Security -who shall

● He/She To make sure all the barricades are in place wherever

allocated.
● He/She To make sure that the security guards / police men and the
bouncers are in there in their allocated location.
● He/She has to communicate with the company on board handling the
security on ground.
● He/She has to maintain the necessity needed for the guards as per the
MOU.
● He/She has to maintain the decorum and environment of a student
organised and friendly event.
● He/She should Hold regular meetings with their team and make a
guideline for the team selected and working upon selection by the head of
the particular department .
● He/She should hand over a budget for their work by a deadline given in
the future and keep the finance head informed .

7.Head of Entertainment

Head of Entertainment -who shall

● He/She should be planning and designing the themed events .

● He/She should coordinate between students running stalls and games in
the event.
● He/she should organise the location for the bands to play for marketing.
● He /she should have meetings with the head of marketing for the
placements of marketing strategy.
● He/She should make a team for the dance club and represent them for all
marketing props .
● He/She should look at the proposals for the various events and stalls.
● He /She look into the carnival aspect of the event .( if any)
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● He/She should Hold regular meetings with their team and make a
guideline for the team selected and working upon selection by the head of
the particular department .
● He/She should hand over a budget for their work by a deadline given in
the future and keep the finance head informed .

8.Head of finance and Records

Head of Finance -who shall

● He/She will be in charge of the budget and control of the expense and
outflow of the finance .
● He/She will keep a copy of all the details , contracts , expenses , revenue
,etc.
● He/she will keep in touch with the law head and keep everything
organised .
● He/She should Hold regular meetings with their team and make a
guideline for the team selected and working upon selection by the head of
the particular department .
● He/She should hand over a budget for their work by a deadline given in
the future and keep the finance head informed .
9. Head of IT

Head of IT -who shall

● He/She should take care about the website .

● He/She should take care about the payment gateway.
● He/She should talk about the ticket registration.
● He/She should take care about the designing aspect and keep in touch
with the Head of design .
● He should take care of all the technical aspects of the fest.
● He/She should Hold regular meetings with their team and make a
guideline for the team selected and working upon selection by the head of
the particular department .
● He/She should hand over a budget for their work by a deadline given in
the future and keep the finance head informed .
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10.Head of videography and cinema

Head of videography and cinema -who shall

● He/She will be incharge for the photography and videography of the

event .
● He/she will be incharge taking care of the drone shots for the event.
● He/She will be incharge of taking care of the on ground team .
● He/She will be incharge of strategically placing the camera men .
● He/She should Hold regular meetings with their team and make a
guideline for the team selected and working upon selection by the head of
the particular department .
● He/She should hand over a budget for their work by a deadline given in
the future and keep the finance head informed .

11.Head of Sponsorship

Head of Sponsorship -who shall

● He/she will be incharge of making a proper sponsorship plan and module.

● He/She will be incharge of making a vendorship module if required.
● He/She will be incharge of giving the MOU to the sponsors and vendors .
● He/She will be incharge of making a presentation along with the design
head for the sponsor.
● He/She should select a team with good speaking skills and presentation
skills as they are key to achieve sponsors.
● He/She should have basic knowledge about Sponsorship.
● He/She should Hold regular meetings with their team and make a
guideline for the team selected and working upon selection by the head of
the particular department .
● He/She should hand over a budget for their work by a deadline given in
the future and keep the finance head informed .

Head and in charge of the band

Head and incharge of band -who shall

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● He/She will be incharge of assembling a band for the jam.

● He/she will be incharge of performing at different locations for marketing
.
● He/She will be in contact with the entertainment heads and plan for the
future of the band.
● He/She should Hold regular meetings with their team and make a
guideline for the team selected and working upon selection by the head of
the particular department .
● He/She should hand over a budget for their work by a deadline given in
the future and keep the finance head informed .

Note: please do read the above information and if any doubts please do reach
out and answer your queries.

Guidelines:

● We would require 5-6 hours in a week till march 2025.( if guideline met
no need)
● We would require intense work after March 2025.
● The deadline to have a skeleton and plan for the event to be done by
November .
● We would require a team to be selected by every department by
September2024.
● There would be no money deposition by any members of the core for the
event.
● There will be no disturbance during exams and college applications for
the members.
● This would be a student friendly event.
● No member would be legally bound for any problem caused by the event.
● We would require Passion, loyalty and commitment to pull off such an
event.
● We would have meetings where we would all discuss the plan and flow of
the event .
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All the best to all the members of the core and wish y’all nothing but luck for
your future endeavours and hoping to have the best memories through this event
and complete it together .

Regards ,
Zayaan Tareen.