ELECTROTECHNICAL DEPARTMENT. Our Ref: ETD/IECGM 2013 (G-188)

Transcription

1 ELECTROTECHNICAL DEPARTMENT Our Ref: ETD/IECGM 2013 (G-188) Subject: Duty Roster for IEC GM 2013 IEC General Meetings 2013 are being held at New Delhi during October Duties have been assigned and the duty roster as approved by DG is enclosed. Briefing Meeting would be held in due course. All concerned who have been assigned duties are requested to kindly note the duty assigned to them so as to make the meetings a success. (R C Mathew) Sc. F & Head (ETD) To All concerned DG Secretariat ADG CVO Scientist- G & Chief (Certification) Scientist- G & Chief (Standardization) Scientist- G & Chief (Laboratory) Scientist- F & DDG (NITS) Scientist- F & DDG (PP&C) Scientist- F & DDG (SPCAD & Enf) Scientist- F & DDG (Hallmarking) Scientist- F & DDGC DDGF DDGA H (IR&TISD) H (ITS) - For uploading on intranet please.

2 DUTY ROSTER FOR IEC GM Sl No. Activity Actions required Technical and Management Meetings Responsibility Shri R C Mathew Overall Incharge (supported by ETD team) OFF-SITE ARRANGEMENTS 1. Finalization of design, Finalization of design By & approval of badges, Approval after submission by ITDC. invitation cards, parking stickers, backdrops, welcome hoardings, direction panels, signages, entrance lables (for CB, SMB meetings), etc + Finalization/approval of sponsors brochure, publicity material, hoardings, etc. Shri Sanjay Gupta (Sc E CMD-I) Shri A.K. Bera (Sc E TXD) Shri R.K. Tyagi Sc E(SPCAD) Shri Rajneesh Khosla (Sc D IR & TISD) Smt. Nitasha Doger (Sc B CMD I) 2. Finalization of catering arrangements (including arrangement of snacks for BIS staff in the morning) at Vigyan Bhawan & India Habitat Centre (Off site & On site) Shri Kumar Anil (H FAD)-Incharge Shri Sanjay Kumar (Sc E CMD 1) Shri A.K. Lal (Sc D HMD) Shri Nawal Kishore (Sc B CL) Shri Tara Singh Rawat (UDC Stores) 3. Printing of nameplates and Prepare list of delegates/national attendance lists for TC, SC Bodies, day wise/venue wise meetings Shri Sumit Sengar (Sc C ETD) Ms Anurita Jojo (SC B MHD) Shri Arvind Kumar (Sc B ETD) Smt Indu (Steno ETD) 4. Conference Kits, badges and related material (Off site) Shri J Roy Choudhury H(CED) Incharge Shri Simmi Gabba (Steno IR&TISD) Shri Himmat Singh (Attnd IR&TISD) Shri Hiralal (IR&TISD) Coordination with ITDC & IHC for catering arrangements & liaisoning with IEC CO staff: i) High tea after Opening Ceremony on 21 Oct ii) Lunch on all days iii) FN/AN Tea, Water on all days iv) High Tea in VIP lounge/vip rooms on 21 Oct & 25 Oct v) Any specific arrangement as required by IEC vi) Snacks for BIS officials/ staff in morning vii) Tea, water at IEC CO Offices and viii) Communicate day-wise requirements, & certify the menu wise total number of plates used each day in each place. Preparation/assembling of conference kits (Pad, Pen etc BIS brochure, Sponsor s brochure/gift), list of delegates and other material Page 1 of 8

3 Sl No Activity Invitation for Dinners and Opening/ Farewell events Transport Arrangements (Off site and On site) PR arrangements (VB & IHC) Actions required Responsibility i) Coordination for invitation card design ii) Preparing mailing list and mailing/distribution of invitation cards Shri Chandan Bahl Sc E (IR & TISD)Incharge Shri Ashish Tiwari, Sc B (IR & TISD) Shri Simmi Gabba (Steno IR&TISD) Shri Himmat Singh (Attnd IR&TISD) Shri Hiralal (IR&TISD) iii) Coordination with guests (off site) and arrangement at Dinner venue (on Site) Shri Chandan Bahl Sc E (IR & TISD) Shri Ashish Tiwari, Sc B (IR & TISD) Shri Rajneesh Khosla (Sc D IR & TISD) Coordination of Transport arrangements: i) Between VB and IHC ii) Addl arrangements for IEC officials & delegates iii) For Social Events iv) For BIS officials Shri T V Singh (Sc F & Head MED) Incharge Shri A.S. Bhatnagar (Sc E CL) Shri Sumit Kumar (Sc B MED) iv) For materials (conference kits, registration materials, mementos, stationery, meeting documents from BIS to venues and bring back any material after programme) Transportation of materials : Shri Sandeep Kumar (UDC IR&TISD) Shri Pradeep Singh Rawat (Attnd DDG Enf&SPCAD Section) Shri Himmat Singh (Attnd IR&TISD) Shri Nirmal Prakash (Attd SP&CAD) Publicity of event, issue of press Shri H.K. Kaul (DPR) releases in print media, coordination with media for wide coverage of the event, photographic/video coverage of the event, arranging interviews of senior IEC officials in electronic media, etc Page 2 of 8

4 ON SITE ACTIVITIES VIGYAN BHAVAN 8. Overall coordination Coordination for onsite Arrangements Shri U Thanu (Sc F CL) Venue Incharge 9. Infrastructural and Audio-Visual arrangements Shri Rajneesh Khosla (Sc D IR& TISD) Shri Dinesh Prakash (Drg. Supv ETD) Shri S M Bhatnagar (Sr Tech CL) Shri Dhiraj Singh (Sr Attnd MTD) Infrastructural arrangements including that of Registration & Information desk, backdrops/ direction panels/boards/entrance lables; functioning of lighting, air conditioning, electrical connections; cleaning; flower arrangements; IEC Office furniture, etc. Audio-Visual arrangements including LCD projectors with screen & UPS, Plasma/LCD monitors, laser pointers; sound system with microphones; recording of deliberations (as per requirements); FAX machines, printers, photocopiers, Laptop/PCs, switches & splitters ; nameplates, flip charts, extension boards, multi camera projection systems, etc.; and coordination with meeting room officers of BIS. 10. IT related arrangements Wi-fi connectivity, internet cables, LAN Shri Sandeep Kumar (Sc C ITSD) points; setting up of IT facilities at Shri Hemant Kumar Bansiwal (Sc B Business Centre, CO Offices and BIS ITSD) Control Room; placement of laptops/pcs/ scanners/printers, UPS, etc in meeting halls (as per requirements)., etc. and coordination 11. Registration & Facilitation Overall coordination Shri J Roychowdhury Incharge Shri Praveen Khanna (Sc E MSD) i) Registration Counters : Receiving and guiding delegates to registration counters and meeting halls & Managing registration of delegates and distribution of conference kits, badges, etc. & liaisoning with IEC CO staff. 15 Oct to 20 Oct '13 and 26 Oct '13 (1 nos. counter would be maintained) Shri Arun Kapoor (Asst MSCD) Shri K.C. Singh (Attnd. FAD) 21 Oct to 25 Oct '13 (4 nos counters to be maintained) Shri Anil Sharma (FL & Pub) Shri Arun Kapoor (Asst MSCD) Shri Ravi Agarwal (Sr Oppr PTD) Shri Rakesh Arora (Sr Oppr PTD) Shri K. C. Singh (Attnd. FAD) Shri Pravind (Attnd. SGCC Section) Shri Nirmal Prakash(Attnd SP&CAD) Shri Govind (Attnd. SGCS Section) Page 3 of 8

5 ii)updating in Meeting Registration System software (two times in a day, morning & afternoon) Shri Arun Kapoor (Asst MSCD) 12. Information Desk & Facilitation Counter Providing information on meetings schedule & meeting venues, transport arrangements, general information about city (tourist locations, travel, taxi, ATMs, currency exchange, post office), medical assistance, lost/found articles, etc 13. i) Plenary Hall All arrangements for Opening Ceremony & Council Sessions including: i. Dias Arrangement & ii. Set-up approval from IEC CO iii. Entrance check assistance during meetings; & iv. Seating arrangements including that of VIPs, Officials & Media. v. Recording of events vi. Coordination with media/protocol vii. certify the equipment used in the hall each day ii)compering of Events iii)presentation of mementos & bouquets to VIPs, dignitaries & speakers during Opening Ceremony, Council Open Session Compering Opening Ceremony & Council Open Sessions Handing over of the mementos & bouquets & Transferring of mementos & bouquets given to VIPs, /Speakers to their respective cars 14. Hall No. 2 All arrangements at meeting hall as per requirements including set-up approval from IEC CO and entrance check assistance and technical support during meetings, certify the equipment used in each room/hall each day. 15. Hall No 3 + Recording as necessary - do - -do- Page 4 of 8 Smt Kanika Kalia (Sc C WRD) Smt Nisha Bura (Sc B PCD) Dr R K Jha (Sc F & H CHD) - Incharge Shri Sanjay Gupta (Sc E CMD I) Dr R K Tyagi (Sc E SPCAD) Shri Manish Kumar (Sc C HRD) Shri Deepak Singhla (Sc D TED) Shri A K Mahindroo (Sc B CMD I) Mrs Nitasha Doger (Sc B CMD I) Smt Meenal Passi (Sc E Vig) Smt Surya Kalyani (Sc C FAD) Ms Vijaya (Steno CRO) Ms Rajini Ekka (UDC DDGA Sec) Shri Nirmal Prakash (Attnd SP&CAD) Shri Pradeep Singh Rawat (Attnd DDG Enf &SPCAD Section) Smt Priti Bhatnagar (Sc E NITS) Shri Mahinder Dutt (Sc B Vig) 16. Hall No 4 - do - Shri Ravinder Madan (Sc E CMD I) Shri M K Ghosh (Sc E MDD III) 17. Hall No 5 - do - -do- 18. Committee Room A - do Shri Arvind Kumar (Sc B ETD) 19. Committee Room B - do - Smt. Manju Gupta (Sc E MDD II) 20. Committee Room C - do - Shri Shyam Sunder (Sc E Enf) 21. IEC Central Office Manage arrangements of IEC CO Office as per requirements Shri Hemant Kumar Bansiwal (Sc B ITSD) Shri Surinder (Attendent LITD)

6 22. Business Centre Manage arrangements at Business Centre 23. BIS Control Room & Store 24. Security, Traffic arrangements, First aid and Medical emergency 25. Distribution of mementos to delegates BIS Control Room / Store Safe keeping, storage and issue of Conference Kits, mementos, badges, etc. Coordination with Vigyan Bhawan Security (CISF), Delhi Police for traffic arrangements near VB and with President's Office for protocol arrangements, arrangement for first aid, emergency medical, and coordination with nearby hospital Shri Sandeep Kumar (Sc C ITSD) Shri Himmat Singh (Attnd.IR&TISD) for BIS Store -do- Shri A K Bansal (DRA) Shri Sanjeev Kumar (Admn) Shri Gopi Chand (SO Legal) Shri J Roy Chaudhury & team during registration Plenary Hall team for the events Page 5 of 8

7 INDIA HABITAT CENTRE 26. Coordination for onsite arrangements in India Habitat Centre Overall coordination Shri D Goswami (Sc F & Head LITD) Venue Incharge 27. Infrastructural and AudioVisual arrangements Infrastructural arrangements including that of Registration & Information desk, backdrops/ direction panels/boards/ entrance lables; functioning of lighting, air conditioning, electrical connections; cleaning; flower arrangements; IEC Office furniture, etc. Shri Chandan Bahl (Sc E IR&TISD) Shri AS Chawla (Asst CMD I) Shri Naveen (UDC Enf) Shri Arvinder (Sr Attendent ETD) Audio-Visual arrangements including LCD projectors with screen & UPS, Plasma/LCD monitors, laser pointers; sound system with microphones; recording of deliberations (as per requirements); FAX machines, printers, photocopiers, Laptop/PCs, switches & splitters ; name plates, flip charts, extension boards, etc; and coordination with meeting room officers of BIS. 28. IT related arrangements Wi-fi connectivity, internet cables, LAN points; setting up of IT facilities at Business Centre, CO Offices and BIS Control Room; placement of laptops/pcs/scanners/printers, UPS, etc in meeting halls (as per requirements)., etc ; and coordination. 29. Registration & Facilitation Overall coordination i) Registration Counters : Receiving and guiding delegates to registration counters and meeting halls & Managing registration of delegates and distribution of conference kits, badges, etc. & liaisoning with IEC CO staff. Shri Kaushik Dutta (Sc C ITSD) Shri K Manikandan (Sc B MDDII) Shri J Roy Chowdhury H (CED) -Incharge Shri A.K. Bera (Sc E TXD) 15 Oct to 20 Oct & 23 to 26 Oct (2 nos counters to be manintained) Shri Sandeep Kumar (UDC IR&TISD) Shri Pradeep Rawat (Attnd DDG PP&C & Enf Section) Shri Tara Dutt Pandey (Attnd. SGCS Section) 21 Oct & 22 Oct '13 (4 nos counters to be maintained) Shri Sandeep Kumar (UDC IR&TISD) Page 6 of 8

8 30. Information Desk & Facilitation Counter ii)updating in Meeting Registration System software (two times in a day, morning & afternoon) Providing information on meetings schedule & meeting venues, transport arrangements, general information about city (tourist locations, travel, taxi, ATMs, currency exchange, post office), medical assistance, lost/found articles, etc. 31. Silver Oak I & II All arrangements at meeting hall as per requirements including set-up approval from IEC CO and entrance check assistance and technical support during meetings, certify the equipments used in each room/hall each day. Page 7 of 8 Shri Mahesh Kumar (Asst BS) Shri Satinder Singh (UDC CMDIII) Shri Pradeep Rawat (Attnd DDG PP&C & Enf Section) Shri Tara Dutt Pandey (Attnd. SGCS Section) Shri Rajesh Gond (Attnd P&C) Shri Mikki (Attnd. ADG Section) Shri Sandeep Kumar (UDC IR&TISD) Smt Shalu Warshney (Sc B MDD I) Ms Navita Yadav (Sc B PCD) Shri S K Sahana (Sc E ETD) Shri S Dhar (Sc C CMD III) 32. Casorina - do - Shri Vijay Nitinware (Sc E LITD) 33. Maple - do - Shri Ashish Tiwari (Sc B LITD) 34. Willow - do - Shri Mudit Singhal (Sc C CL) 35. Chinar - do - Ms Deepti Arora (Sc B CHD) 36. Jacarnda - do - + Recording of events as necessary Smt Nishat S Haque (Sc E JBO) Shri Adbhut Singh (SC B CL) Shri Shrikant (UDC Finance) 37. Gulmohar - do - Smt Reena Garg (Sc E CMD III) Shri PK Sharma (Sc E NITS) 38. Kadamba + Rudraksh + Amaltas - do - Shri Ghanashyam Jha(Sc E DDGC Sec) Shri Unnikrishnan (Sc C MED) 39. Decksuit - do - Shri S K Kanojia (Sc E CMD III 40. Magnolia - do - Sh C M Singhe (Sc E LAB) Shri Deputy Sukhbir Singh (Sc B ETD) 41. Mahagony Shri Prakash Bachani (Sc E MDD II) 42. IEC Central Office Manage arrangements of IEC CO Office as per requirements 43. Business Centre Manage arrangements at Business Centre 44. BIS Control Room & Store Manage arrangements at BIS Control Room and store Safe keeping, storage and issue of Shri Kaushik Dutta (Sc C ITSD) Shri Raju (Attnd LITD) -do- Shri Parsuram Sc B MDD III Shri Hiralal (IR&TISD (for BIS store)

9 45. Security, Traffic arrangements, First aid and Medical emergency 46. Distribution of Mementos to delegates Conference Kits, mementos, badges, etc. Coordination with IHC Security and Delhi Police for traffic arrangements near IHC Shri A K Bansal (DRA) Shri Vishal Dogra (SO Adm) Shri Vineet Bhatia (Asst Cash) Shri J Roychaudhury & team during registration Page 8 of 8