[FINAL UPDATE AM 2012 INDA] Medical Students Association of India (IFMSA India) Host for IFMSA s 61st General Assembly

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1 [FINAL UPDATE AM 2012 INDA] Medical Students Association of India (IFMSA India) Host for IFMSA s 61st General Assembly

2 18 th July 2012 To the IFMSA EB, TO, and NMO presidents It has been 4 weeks since our third update & so much have taken place the last 4 weeks. Do check the 4 th update list attached with this letter. As the GA is approaching fast, this would be our last update and on behalf my OC, I d like to thank everyone who had been very patient and constantly supporting us throughout. Special thanks to the entire Executive Board especially Mirjana S. as the Contact Person from the EB for guiding us at every level. On behalf of the NMO OC, Best regards, Pratap Naidu A Program Director - AM 2012 India E msai-india@ifmsa.org P / / BB Pin: 2944A4C0 W

3 Executive OC & Contact Info Program Director Pratap Naidu A msai-india@ifmsa.org Vice Program Director Sushmitha Kothapalli am2012india@msa-india.org Venue Director Abhijeet Sharma Logistics Director Moturu Dharanindra Finance Director Pooja Chauhan finance.am2012india@gmail.com Secretary (Database) Esha Gupta reg.am2012india@gmail.com Registrations & Hospitality Anjali Reddy & John Carvalho Marketing Director Suranjana Basak

4 IT & Support Jatin Malhotra Theme Directors Raviteja & Vivek Joseph Food & Beverage Niharika Pant & Aparna Setia Medical Emergency Manthan Mehta Special Officers Rachna Shanbhag (Resource) Dr Rohan Patil (Protocols) Dr Girish Ingle (VIP)

5 General Program Directors PRATAP NAIDU A/SUSHMITHA KOTHAPALLI Final VVIP Status: Her Royal Highness Princess Diya Kumari State Health Minister, Hon. Suresh Shetty Former Envoy to United Nations, Dr Shashi Tharoor Gen Sec of Indian Medical Association, Dr R.R Rai Mr Prithivraj Chauhan Chief Minister of State - pending Affiliations Status: Ministry of Tourism - Govt of India - Supporting Partner Maharashtra Tourism Development Corporation - Supporting Partner Chandra Tharoor Foundation - Dr Shashi Tharoor's NGO - Social Partner Clearance Status: Ministry of External Affair's Political Clearance Ministry of Home Affair's Security Clearance Delegates Status: Early Registrations: 480 Late Registrations: 356 Pre GA: 253 Out of Quota & Project Presentation: 86 Observers/Externals: 30-40

6 Program Directors PRATAP NAIDU A/SUSHMITHA KOTHAPALLI Old Third VVIP Status: Dr APJ Abdul Kalam - 90% attending the opening ceremony. (highly confidential) Dr D R Rai - Gen Sec of Indian Medical Association - Atteding Dr Devi Shetty Prasad - Attending Dr Shashi Tharoor - UN Envoy - 70% attending depends on the parliament session Mr Prithivraj Chauhan Chief Minister of State - pending Shah Rukh & Amitabh Actors Pending Affiliations Status: Ministry of Tourism - Govt of India - Supporting Partner (confirmed) Maharashtra Tourism Development Corporation - Supporting Partner (confirmed) What Can I Give Mission - Dr APJ Abdul Kalam's NGO - Social Partner (confirmed) Chandra Tharoor Foundation - Dr Shashi Tharoor's NGO - Social Partner (confirmed) Clearance Status: Ministry of External Affair's Political Clearance - By 15th June - confirmed Ministry of Home Affair's Security Clearance - By 15th June - confirmed Nodal Ministry's Clearance - pending State Government's Clearance - pending Delegates Status: Early Registrations: 481 from 93 NMOs (in-progress) Late Registrations: pending Second - Registration for 6 early slots opened since May 1 st & approximately 129 delegates have registered so far. Registration link - registration.ifmsa.org - MSAI (IFMSA India) have signed the contract securing the venue with Renaissance Convention Centre Hotel, Mumbai on May 3 rd VVIP Guest We were invited to the Former President Dr APJ Abdul Kalam s Office for a presentation - Ministry of Tourism Tourism India, Mumbai agreed to support AM 2012 India - Meet the Secretary for Amitabh Bachchan, Philanthropist - Visited the Renaissance Convention Centre, decided with the floor plans & we have 1 extra room free The Velvet Lounge.

7 Program Directors PRATAP NAIDU A/SUSHMITHA KOTHAPALLI First Date Pre GA : 5th - 8th August 2012 (5th August - Arrival Day) GA : 9th - 15th August 2012 (9th August - Arrival Day & 15th Departure Day) Post GA : 15th - 19th August 2012 (5days 4 nights) On our candidature, we have stated the GA would take place from August 6 th to August 12 th however we have little choice but to post-pone the dates to August 9 th to August 15 th due to the delay in the voting results by 7 days, the hotel had to open up the venue for another function. We have tried in all ways to have the same dates unfortunately it did not work in our favour. Registrations Early (6) : May 1st - May 31st 2012 Late (10) : June 1st - June 30th 2012 ** Database is almost ready and will be incorporated with MSAI's current website on Event Page. ( Contract Signing With Renaissance Convention Centre Hotel on May 3rd 2012.

8 Finance Finance Director POOJA CHOUHAN Funds raised so far INR 88 Lacs LOCAL EURO 129,688 Recent Cost Analysis: Early - EUR 100,000 Late - EUR 105,000 Pre GA EUR 54,000 Fund Raised so far USD 176,000 INR 88 lacs Need USD 24,000 INR 12 lacs Old Finance/Cost Analysis: Early - EURO 100,000 (confirmed) Late - EURO 105,000 (approximate) Pre - GA - EURO 54,000 (confirmed) Fund raised so far - USD 56,000 - INR 31 lacs Need - USD 144,000 - INR 75 lacs - Loaned EUR 30,000 from IFMSA EB - Cheque Issued to Renaissance Convention Centre Hotel, Mumbai - Bank Account Details Bank: Axis Bank Branch Name: Andheri (W) Branch ID: 020 Address: Laxmi The Mall, Building No 5, Laxmi Industrial Estate, New Link Rd. West, Mumbai, , Maharashtra, India MICR Code: IFSC Code: UTIB Swift Code: AXISINBB020

9 Fundraising Directors SURANJANA/SHIRLLU Fundraising TOTAL: INR 100 million USD 200,000 Recent Official Supporting Partners: Hotel - Renaissance (confirmed) Event - Achievers Spectrum (confirmed) Water - Bisleri (confirmed) Logistics - Cameras - Kwatsi (london) (confirmed) Webcast Worldwide - Livestream (confirmed) General - Work the World (confirmed) Air tickets - Yatra (confirmed) VIP cars - AUDI/Mercedes (pending) Media - Times Group/DNA (pending) University - KIMS University (pending) Hospital - Asian Heart Institute (pending) Network - IDEA Telecommunication (pending) Cellular - Research in Motion (Blackberry) (pending) Guy's Costume - Reids & Taylor (pending) Girl's Costume - Fab India (pending) VIP Gift - Tanishq (pending) Bank - Royal Scotland Bank/ YES Bank (pending) Gift Card - Mastercard/VISA (pending)

10 Directors SURANJANA/SHIRLLU Old - Condom King, India agreed to sponsor 1000 condoms - Bisleri Water (I) Pvt Ltd agreed to sponsor 5000 water bottles - Yatra Pvt. Ltd agreed to be the Official Travel Airline Partner for AM 2012 India. Amount being sponsored is still being discussed. Expecting USD 20,000 - Ministry of Tourism agreed to open discussion with Airport Authorities of India to reduce/waive the cost of Airport Counters - Ministry of Tourism agreed to sponsor 1000 mementos for the delegate kit - Renaissance Convention Centre Hotel agreed to sponsor 1000 delegate bags - OC of AM 2012 India have hired Sponsorship Management Company. We are optimistic that we will able to fund raise our target of USD 200,000 before/on July 31 st 2012

11 Logistics Director Transportation Visa Registration Security & First Aid Volunteers Culture/Social Food & Beverage IT Support NAME OF RESPONSIBLE : Dharinindra Moturu : Dr Rohan Patil westindia.msai@gmail.com : Esha Gupta : Manthan Mehta : Rachna Shanbhag : Rachna Shanbhag / Sangeetaa : Niharika Pant/ Aparna Setia : Jatin Malhotra

12 Director Recent NAME OF RESPONSIBLE Venue - Has 12 meeting rooms which can be utilized Transportation - Aug 5 th & Aug 9 th & Aug 15 th shuttle service will be made available. Food/Meals: - Nothing new Cultural (Ramadan): - Nothing New Registration: - Total Delegates: Early payment deadline will be extended till 25 th July 2012 Visa: - Ministry of External Affairs & Ministry of Home Affairs provided clearance for the event. Travel Related: - Nothing new Medical Emergency/First Aid - Nothing new

13 Director Old NAME OF RESPONSIBLE Venue - All Pre-GA, GA venue reserved. Hotel rooms for delegates in the same hotel (4 in a 1room) Mini Bar in the room will be locked. - All purchases in the hotel/room, should be paid by the delegate in cash only. Transportation: - Will be provided on arrival day & departure day for free. Food/Meals: - Breakfast, Lunch & Dinner will be given accordingly. For Muslim folks, special arrangements have been done & early meal will be given from 0400 to 0600hours. Cultural (Ramadan): - Prayer area will be provided in the venue. Registration: - Would appreciate if Presidents can approve their delegates ASAP - All delegates need to provide a copy of their passport & visa on arrival to the OC Visa: - Bureau of Immigration has been informed about the event & list of participating countries has been forwarded as well. - For few countries, special arrangements will be made. Travel Related: - For cheapest airfares from any city, any country & any flights to Mumbai send an with your details to am2012india@yatra.com Medical Emergency/First Aid 24 hours paramedics & ambulance on stand-by. Delegates info. will be sent to the hospital by August.

14 Agenda/ Theme Events/Key Note Speakers Theme Coordinator NAME OF RESPONSIBLE Recent Nothing new Old -n/a- Social Program Social Coordinator RACHNA SHANBHAG Recent - Nothing new

15 Social Coordinator RACHNA SHANBHAG Old - Pre GA & GA nights will have a social program except on Aug 5 th, Aug 9 th & Aug 15 th. PR Director PRATAP NAIDU / ROOHI KHATRI msai-india@gmail.com Recent Old - Please check: Press- Releases done in 2 weeks - First press release of the event is expected by 20 th May 2012

16 THANK YOU & SEE YOU IN MUMBAI