Saarang 2020 - Report

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Table of Contents

EVENTS ..................................................................................................................................... 3

Overview ................................................................................................................................ 3

Team Overview ..................................................................................................................... 3

Events List: ............................................................................................................................ 3

MILESTONES: ....................................................................................................................... 3

Issues and Possible Solutions: .............................................................................................. 4

FACILITIES AND REQUIREMENTS ...................................................................................... 4

Budget and Expenditure: ...................................................................................................... 4

Team Size: ............................................................................................................................. 5

Challenges Faced: .................................................................................................................. 5

Possible changes: ................................................................................................................... 8

QUALITY MANAGEMENT SYSTEM ...................................................................................... 8

Changes made to Saarang QMS 2020: .................................................................................. 8

Venues used: ..........................................................................................................................9

Number of MoU’s signed: .....................................................................................................9

Income and Expenditure Statement:....................................................................................9

Issues faced and feasible solutions: .................................................................................... 10

MARKETING AND SALES .................................................................................................... 10

Number of MoUs Signed: ................................................................................................... 10

Sales Statistics: .................................................................................................................... 10

Pros and Cons: ...................................................................................................................... 11

STUDENT RELATIONS .......................................................................................................... 12

Team structure: .................................................................................................................... 12

MoUs signed: ........................................................................................................................ 12

Budget involved: ................................................................................................................... 12

Report: .................................................................................................................................. 12

DEVOPS ................................................................................................................................... 13

Team structure: .................................................................................................................... 13

Report: .................................................................................................................................. 13

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FINANCE TEAM ..................................................................................................................... 14

Team Structure: ................................................................................................................... 14

Issues & Probable Solutions: ............................................................................................... 14

No of MoU’s signed: ............................................................................................................ 14

Venues used: ........................................................................................................................ 14

Concluding remarks: ........................................................................................................... 14

MEDIA AMBIENCE & DESIGN TEAM ................................................................................. 15

Team Structure: .................................................................................................................... 15

Issues & Probable Solutions: ................................................................................................ 15

No of MoU’s signed: ............................................................................................................. 15

Venues used: ......................................................................................................................... 15

PROSHOWS ........................................................................................................................... 16

SAARANG THEME: ............................................................................................................. 16

TEAM STRUCTURE: ........................................................................................................... 16

EVENT - ARTIST DETAILS: ................................................................................................ 16

MOUs SIGNED: .................................................................................................................... 17

INCOME & EXPENDITURE:................................................................................................ 17

ITEMS PROCURED: ............................................................................................................ 18

ISSUES & POSSIBLE SOLUTIONS: .................................................................................... 18

ADVERTISEMENTS: ........................................................................................................... 19

SECURITY ............................................................................................................................... 19

Saarang Theme: ................................................................................................................... 19

Team Structure: ................................................................................................................... 19

Venues Used: ....................................................................................................................... 19

Details regarding MoU’s: .................................................................................................... 19

Permissions to be obtained: ................................................................................................ 20

Items Procured: ................................................................................................................... 20

Issues faced by the team: .................................................................................................... 20

Ticket Sales: .......................................................................................................................... 21

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EVENTS

OVERVIEW

− Events team conducted over 100 competitive events along with various workshops,

lectures etc over the course of 5 days from January 8th to January 12th.

TEAM OVERVIEW

− The vertical consisted of 12 teams namely Fine Arts-Lifestyle Club, Quiz Word

Games Club, Drama Club, Music Club, Oratory and Comedy Club, Classical Arts

Club, Media Design and Film Appreciation Club, Choreo Club, E-sports Club,

Writing Club, NOVA (India Fest, Food fest, Anime fest) and Non Competitive

Events (Informals Club, Spotlight Lecture Series, Meraki) which was headed by 3

cores, 25 supercoordinators and 5 QMS Managers. The team also included around

160 coordinators and 250 volunteers.

Contact Sheet:

https://docs.google.com/spreadsheets/d/1RDRKJxW-wd1jmhGt1F9hFNYqqKw-

PYsRtHBUljjOOyQ/edit#gid=0

Volunteers List:

https://docs.google.com/spreadsheets/d/1RDRKJxW-wd1jmhGt1F9hFNYqqKw-

PYsRtHBUljjOOyQ/edit#gid=0

EVENTS LIST:

https://docs.google.com/spreadsheets/d/1fUFfpWyT3VeQF7g87IjS10pFllydWgcnPkGHYw

0t5E4/edit?usp=drivesdk

MILESTONES:

1. Addition of Ferris wheel, Columbus, Human Library etc. which were new to

Saarang.

2. Winners of Decibels and Tarang winners opened the Professional shows at OAT

for Rock and Pop nite respectively.

3. Introduced first ever Saarang Overall Championship which was presented to Christ

University by our director just before Pop Nite performance by Shankar

Mahadevan.

4. The Saarang all events pass generated over Rs.7,00,000 in revenue.

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ISSUES AND POSSIBLE SOLUTIONS:

1. Safety measures for Saarang Amusement park at KV can be improved. The vendor

has been intimated about the same and necessary actions will be taken next year

to ensure better safety.

2. The Saarang website and Saarang app crashed during the fest which lead to

difficulties in obtaining Saarang ID as well as all events pass. The Webops Team

has been made aware of the issue and the cores have promised to take necessary

steps to prevent the same issue next year.

FACILITIES AND REQUIREMENTS

BUDGET AND EXPENDITURE:

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All the given requirements were properly optimized and cross utilized. The list of all

vendors we used are:

1. Sai Ganesh Agency – for Barricades 2. Institute Bus Depot – for Bus Transport 3. S.R.Cabs – for cabs 4. Chandra Electricals – for truss at KV playground and the electrical connections,

lightings,etc. 5. Praveen Events – for production 6. Om Shakthi Agency – for Manual Workers 7. IVIL - Food for Workers 8. Walker Associates – Stalls, tables, chairs,etc. 9. Prime Mart – Materials Desk.

TEAM SIZE:

3 Cores

5 Super coordinators + 1 QMS manager

33 Coordinators

CHALLENGES FACED:

• The Engineering Unit Department had asked for around 35 passes in total in order to provide support in case of any emergency issues. Both the Electrical and Civil units were not supportive. We had to stall them during each show and try to give them as many less shows as possible.

• Due to rains before Shaastra, the KV grounds was drenched with water and they laid down a wooden platform for their stalls due to which the water content in the playground did not dry. On Day -1 the KV grounds was found to be still containing water. On Day 0, morning it was levelled again and due to which there was quite a delay in laying down the carpet at the KV grounds.

• The Barricades were laid down appropriately in order to let the deers cross without any hassle, the waste disposal mainly at the catering area was managed very well and the wash basins clogging were also cleared regularly to avoid raising concern to the NGT.

Pros:

● The expenditure made by us were very less compared to the budget given which can be attributed to the effective deals made with the several vendors.

● Good cooperation between FR and events teams. ● Workers initiative was successful. ● All the proshows requirements were handled well by FR.

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● The coordinators performed their duties responsibly when compared to last year.

● All the room keys were handled well and all the rooms were returned clean. ● Material desk and FR control room worked perfectly. ● Physics department rooms were utilized efficiently.

Cons:

● The deal struck with iVil was unsuccessful. The stall didn't serve quality food, and also they were not punctual. Workers rejected the food given to them.

● Temporary Advances were taken late. ● There were many last minute requirements from the spons team to set up

stalls for sponsors. ● The truck deal given by spons team was not good enough. There was no

proper MoU. ● Room bookings in CRC, RMN, RJN were hindered by the workshop exam

and renovation works. This was compensated by less number of events. ● TGH sofas were not returned on time. ● Levelling of KV grounds was not done on day 0 of Saarang because of

platforms used by shaastra. ● Food coupons and oat entry for eu civil and elec workers were a problem

because of improper communication between eu and fr team. ● Press conference - since the event got postponed to next day, refreshments

were delayed. Banner was also of improper size.

Super Coord

Vertical

Work

Pros

Cons

Walker Single Stalls Chairs + Tables

Banners Barricades

Not many extra requirements. OAT stage and carnival stalls

were set-up on time.

Number of barricades

reduced and were set-up on time.

Some banners were delayed by vendor

Setting up of Frisking booths was delayed till day

0 afternoon. Workers weren't there

when required.

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Material Desk

Material Desk, G4S, Water

cans, Owzone, Projectors, EU Description:

Insti Vendors + Projectors &

Printers

None of the last year cups

repeated such as water cans

shortage, was basin blockage

etc.

Material desk location was very well placed and it

was a locked room.

No of water cans

lost reduced.

Owzone,g4s - sanitation

workers were properly utilised.

Many coords were under-utilised

Due to certain

circumstances, bikes were not used which resulted in

many delays. The e-bike which was

given to the Culsec was not utilised properly.

Owzone required

breakfast very early at 7.30 am, we were unable to

provide.

Cleaning area not cleaned properly.

Transport TGH Bus Transport

Cabs Accommodation

Cab requirements were optimised

properly The deal of

adding 1 hr and 6km so as to

change reporting time at TGH

worked out well No of rooms blocked for

Saarang this year were more.

There was no requirement for

outside acco.

The cab drivers were unprofessional. One of the cab driver was drunk and many were smoking near

TGH. Too many last minute

requirements The cabs arrived late on day 0,1,2 but they were

fine on day 3,4.

Coordinators worked well during day 0 and 1 but not

on remaining days.

Production Production in SAC, Himalaya, Carnival, CLT

Kirubainathan:

Coordinators in this vertical were very responsible and the vendors

were cooperative.

Tent for the console at Himalaya got delayed

Carpeting on day 4 was delayed because of miscommunication

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Institute vendor

CRC, RMN, RJN we have to pay separately for

PA and Projectors.

(1 mic available per 1 room)

related to event timings(Sid Sriram

lecture) Unable to give complete

advance to kirubhai by day 1 because of delay in

taking TA. No work for production

supercoord till day 0 One of the potential

vendors was not available.

POSSIBLE CHANGES:

● Common sheet for both TGH people and FR team.

QUALITY MANAGEMENT SYSTEM

The quality management system for Saarang encompasses the following important

services of Saarang.

Events

Pro-shows

Sponsorship and public relations

Student Relations

Development Operations

Facilities and Requirements

Finance

Safety and Security

Marketing and Sales

Media & Design

All the services listed above come under the scope of this quality manual. The

main responsibilities of the different services are outlined below.

CHANGES MADE TO SAARANG QMS 2020:

Documentation process planning: The documentation recorded last year was

minimal. The roles of each department were defined and added to the QSM. This

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year, each clause in the QSM was understood and documents were made

accordingly.

Uniformity was maintained among documents such as MoM’s across various teams

of Saarang. Timelines were kept up to date and strictly followed by keeping a

process sheet which kept track of works to be completed in the upcoming days.

Documentation of tasks were done as soon as a team finished it. A document

progress terminal was maintained to keep a track on the progress of

documentation.

Mandates increased to 5 from 3 last year. The frequency of mock and internal

audits were increased compared to that of last year.

QMS analytics was removed this year and their work was distributed amongst

Marketing and Sales, Proshows , and Security teams.

VENUES USED: Dost office conference hall

NUMBER OF MOU’S SIGNED: One MoU with TUV Nord

INCOME AND EXPENDITURE STATEMENT:

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ISSUES FACED AND FEASIBLE SOLUTIONS:

Issue Feasible Solution

Limited number of parameters in the selection process for coordinators.

Talk to all the convenors and come up with new parameters for the selection process.

No special applications were submitted by QMS managers

Talk to cores and make them prepare proper applications for the manager’s post

MARKETING AND SALES

NUMBER OF MOUS SIGNED:

1) T-shirts MoU between SCS and Asna Garments (T-shirts and Hoodies)

2) Paytm Insider Ticketing MoU between SCS and Wasteland Entertainment

(Saarang Online Ticketing Partner)

SALES STATISTICS: Sales till 27th January, 2020

Professional Shows

ikollege ₹3,541,748.00

Website ₹767,852.00

Paytm ₹2,779,759.00

Faculty ₹625,600.00

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Onground ₹46,650.00

T-shirts and

Hoodies

₹710,450.00

PROS AND CONS:

● Using Paytm Insider this time for onground sales was a positive, because it

reduced the requirement of physical tickets and eased the onground sales

process.

● Also Paytm was better than BMS as Paytm provided a platform for ticket

price changes,whereas with BMS it used to be a hectic process.

● We proceeded with Asna Garments again this year, because they promised

t-shirts at a low price and high quality.

● The vendor made mistakes in printing the designs of hoodies as well as the

size tags which led to extra work for the team.

● The team came up with new type combo offers this year, these combos

contained tickets for all types of proshows. The response was overwhelming

and the idea was a huge success for the team.

● Outside sales were not as good as expected because calls made to student

ambassadors,IT parks,housing societies and other establishments didn’t

yield much benefits.

● We used tickets.saarang.org this year because we did not want a third party

for online sales and also to ease the process for PG students. But, we faced

some issues with the website during Proshows reveals.

● The development of faculty portal for tickets has been late this time by P.G

Senapathy people.

● For non-discounted ticket sales also we could have used faculty portal, since

portal was delayed, we had to keep on-ground sales for non-discounted

tickets.

● Since we received the ticket design very late this year, ticket printing got

delayed by huge time. Due to this the tickets did not have serial numbers

and the team had to write down serial numbers on all the booklets.

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● Since, the holograms price asked was too high, we did not use holograms on

tickets. This reduced the authenticity of the ticket.

STUDENT RELATIONS

TEAM STRUCTURE: 2 Cores, 5 strategists (3 for Milans and 2 for

Associations), 1 QMS Manager, 22 Coordinators (14 for Milans and 8 for

Associations) and 40 Volunteers.

MOUS SIGNED: 9 for Milans, 1 for a Sponsor.

BUDGET INVOLVED: 1.5L for Milans and 4.5L for Hospitality.

REPORT: The following were the tasks undertaken by the team towards

Saarang, along with the issues faced and potential solutions identified:-

1. Both online and on-gorund Milans achieved a combined participation

of around 600, with Milans happening in a lot of cities like Vizag,

Hyderabad, Mangalore, Coimbatore, Chennai (at Ethiraj and NIFT),

Bangalore, Kochi and Pondicherry. An array of new events like Mono-

acting, Debate, Elocution, Performance Poetry etc. have been adding

to the list of Milans to be conducted this year.

2. However, Milans that were planned to happen at Trivandrum,

Tirupathi and Chennai (at Crescent) did not happen due to

unforeseen circumstances from the other side.

3. Imprints was a huge success, with around 200 school students from

25-30 schools participating in 4 events on Day 1 of Saarang.

4. The Commission model that was planned, however, was delayed

drastically which led to poor implementation. This would not repeat

in the coming years as the system is already in place for the upcoming

team to implement almost in an instant.

5. Coming to the Hospitality side of things, some of the mattresses given

to the residents were lost. This could not be mitigated because there

was no gap between the last day of Saarang and the Institute’s

reopening for students to have a thorough check of the inventory.

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6. Nevertheless, the additional provision of buckets (unlike last year)

has helped improve the reception of the residents during Saarang.

Overall, the adherence to timeline could be improved along with better

understanding of what work to look forward to by the Coordinators since

a bunch of them have been rendered inefficient towards the later half of

their tenure due to excess initiatives planned.

DEVOPS

TEAM STRUCTURE: 2 Cores, 1 QMS Manager and 9 Coordinators.

No MoUs have been signed under this department. No budget was

involved in the team’s proceedings and all the work was pre-saarang.

REPORT: The following were the tasks undertaken by the team towards

Saarang, along with the issues faced and potential solutions identified:-

1. Finance portal has been made to smoothen the process of wire

transactions and sanctioning of Temporary Advances. This has been a

wonderful addition to the existing inter-departmental dynamics.

2. An additional portal has been made for ticket & merchandise sales,

primarily for Post-graduate students, which was also a huge success.

But the addition of Commission Model, as suggested by the Student

Relations team, didn’t pan out as successfully as planned due to

unforeseen delays which could be avoided in the coming years now

that the system is already in place.

3. The Saarang website also suffered a couple of issues here and there

initially due to overlooking by the team and poor inter-departmental

communication between DevOps and Saarang Design teams. The

errors were nevertheless fixed soon.

4. The Saarang ambassador portal was not used by anyone, which was

unforeseen.

5. The Accomodation portal and the All-events pass were very successful

with the introduction of an animation below the QR code of the all-

events pass helping with the mitigation of scams.

6. Saarang App however suffered a delay with updates due to the

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revision of ‘Terms & conditions’ by Google, which the team was

unaware of at the time.

Overall, better planning and inter-departmental relations with certain

teams could definitely help improve the efficiency of execution in the

coming years.

FINANCE TEAM

TEAM STRUCTURE:

Cores SuperCoordinators Coordinators Volunteers

2 7 13 6

ISSUES & PROBABLE SOLUTIONS:

ISSUES SOLUTIONS

Decrease in team size from last year lead to making the team’s work a bit

hectic and can be improved upon

A slight increase in the number of supercoords from 7 → 8/9 and

coords from 13 → 15 will help in more effectiveness of work

Due to Sponsorship team bringing in less amount this year, it was difficult for the Finance team to predict the

financial matters in the long run

Planning for such a possibility from the start and implementing it can be

done

The 17 Lakh loan which was pending from last year lead to slow

reimbursement issues

Not a problem for next year as there is no loan remaining

NO OF MOU’S SIGNED: 22

VENUES USED: HSB 310 / 317

CONCLUDING REMARKS:

The team this year lead by Cores Arun and Deepak worked efficiently. The new

initiative of scraping the division in General Finance, PPM and Catering between

the supercoords gave them a lot of exposure and learning. Overall the team’s

performance was better and will also be improved more next year.

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MEDIA AMBIENCE & DESIGN TEAM

TEAM STRUCTURE:

Team → Media Ambience Design Cores 1 1 1

SuperCoordinators 3 + 1 (QMS) 3 + 1 (QMS) 3 Coordinators 12 18 12

Volunteers 0 25 0

ISSUES & PROBABLE SOLUTIONS:

NO OF MOU’S SIGNED: 1 (Media Sponsorship Deal)

VENUES USED: Media – HSB 355 Ambience – SAC

Team ISSUES SOLUTIONS

Media • The room allotted during Saarang has less ports and is quite far to be reached continuously by the coords

• One coordinator has to continuous sit near the control center during the ProShows to look after all the equipment

Allotted room should be central in HSB and also should have some extra ports Either a space inside OAT should be provided if possible or at least one extra media pass should be given to allot an extra coord

Ambience • Due to workshop for 2nd year and 1st year people during Dec/Jan the work of coords and vols got influenced

• There was no money for the first entire week

Won’t happen next year as the workshops will happen on time

Finance can handle these issues easily from next year

Design • Team had a lot of issues due to lack of management. The coords didn’t work during summer, supercoords slacked and the core left for a few days just before Saarang

Team is being dissolved The proposed strategy is to make the coordinators an attached part of each team handling both design and team’s work (Feasibility has to checked)

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PROSHOWS

SAARANG THEME:

No part in ideation of theme release. But ensured the release coincided with

rock show release to ensure better visibility and participation.

TEAM STRUCTURE:

• 2 cores

• 4 night coordinators (1 was in charge of classical + WF), 1 WorldFest (WF)

coordinator, 1 QMS coordinator, 1 FR coordinator, 1 FR+comedy

coordinator, 1 production manager

• 8 DCs (2 were CDCs + WF ), 2 DCS under FR coordinators

• 14 volunteers

EVENT - ARTIST DETAILS:

• Classical Night - Institute Classical Club, Non Violinist Project (act 1),

Rajesh Vaidhya (act 2) - OAT

• Choreo Night - Under events team, proshows just helps with the

production and conduction of the night - OAT

• EDM Night - Mashup competition winner performance, Olly Esse,

Dubvision - OAT

• Rock Night - Decibel winner (Christ University), When Chai Met Toast,

Motherjane - OAT

• Pop Night - Tarang winner (Christ University), Karnautic, Shankar

Mahadevan - OAT

• Comedy Show - Rahul Subramanian, Nicketronix and comedy club

participant (free openers) - SAC

• World Fest - Day 1 - Samuel Chong (Carnival Arena), Maya Dance Theatre

(SAC)

Day 2 - Morgan, (KV stage), As per Casper (KV stage), Billy Blue and the

nowhere men (KV stage)

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Day 3 - Shef and kitchen (KV stage), Thuryaa (KV stage)

Day 4 - Nothing but Sunshine (KV stage)

MOUS SIGNED:

• 8 for the nights, 1 for comedy night, 8 for world fest, 1 MoU with Total

Productions for production, 1 transport MoU (done by the proshows fr

coordinator) which was finally used for the spotlight vertical of events

INCOME & EXPENDITURE:

EXPENDITURE -

• Classical Night - 1.55L

• Rock Night - 4.9L

• EDM Night - 6.8L

• Pop Night - 31.2L

• Comedy - Sponsorship Deal

• World Fest - 5000 (food)

• Production - 21.25L

TOTAL = 65.7L

INCOME –

• iKollege - 34.4 L

• Saarang Portal - 7.85L

• Paytm - 27.8L

• On Ground - 0.50L

• Faculty - 6.25L

• Acco + tickets combo - 0.50L

TOTAL = 77.3L

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ITEMS PROCURED:

• Production Units - TP (Production vendor)

• Banners, chairs - Walker (FR vendor)

• Risers - SAC

• SFX, risers, stair, table, props for EDM night - different vendors

• Vinyl Sheet for Choreo night

• Snacks & Refreshments - CCD, Prime Mart, Leo

ISSUES & POSSIBLE SOLUTIONS:

• The TP workers faced accommodation issues and entry issues during the

nights. Can be solved by improvising TGH booking and ensuring they’re

provided with separate ID tags

• Choreo night - had issues regarding participants fainting and the night

ending late due to production hiccups (could be solved by providing for a

backup laptop and a nurse at OAT for medical help).

• Classical Night - Decibel limits were at times way beyond the limit

(monitoring should be improved). The publicity for the opening act was not

enough.

• EDM Night - Faced issues regarding delays in crowd entry which was a

hiccup from the side of M&S and Security team.

• Rock Night - Decibel winners were announced late leading to less time for

preparation which led to delays in the night’s schedule. Soundchecks also

went on for longer than expected.

• Pop Night - Shortage of chairs mainly in the gold area. Provision of

complementary tickets must be optimised (almost 10L given out for the

same). Excess seats were also seen in the platinum area. Chairs were also

placed late, this can be prevented by having major events (such as Sid

Sriram for spotlight) not coinciding with pop night.

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ADVERTISEMENTS:

• 10 newspaper advertisements (offline) in Times of India (approx worth

80L)

• FB, Instagram boosting

• Online Times of India advertisements

• Radio Shoutout (Fever FM)

SECURITY

SAARANG THEME:

No contribution to the Saarang theme and no work related to the same

before or during Saarang.

TEAM STRUCTURE:

• 125 volunteers

• 23 coordinators

• 8 super-coordinators

• 1 QMS coordinator

• 2 cores

During the semester the team doesn’t have much work and therefore it is

the cores’ opinion that maybe just one core would suffice.

VENUES USED:

• Quark - Used for meeting during the semester wherein work regarding

item procurement was allotted to coordinators and super-coordinators.

• OAT - All team meetings during Saarang were conducted in Open Air

Theatre.

DETAILS REGARDING MOU’S:

The team had no MoUs signed.

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PERMISSIONS TO BE OBTAINED:

This was during Saarang. This year permissions were needed for the

deployment of ambulance, fire engine and extra security personnel (which were

outsourced and not the resident security).

ITEMS PROCURED:

• Walkie Talkies - 65

• Breath-analyzers - 14

• CCTV - 8 per gate and control room

• Metal Detectors - 12

• Wristband - Number depending on each night’s requirement

• Snacks - For 300 people was procured from Ramu but came from the

Finance team budget

• T- shirts - Obtained as part of a sponsorship deal which helped the team

save money

All items were procured from different vendors and were returned safely.

ISSUES FACED BY THE TEAM:

• Issue with unavailability of almost 50% of volunteers during the peak time

of 6pm - 7pm due to workshop.

• The extra security personnel were outsourced this year rather than use the

resident security which the cores felt was less optimal.

• The sponsorship procured t-shirts but these were black rather than the

desired blue, which caused identification issues for the team as the shows

happen in the night.

• Workers, engineering unit members and G4S workers didn’t have proper

ID cards which led to them having to use all access passes. This was not

optimal as all access passes must be used judiciously.

• In the first 2 days there was a problem of food with the security and

workers who were given food from IviL stalls. They were unhappy and

threatened to not return for work. Biriyanis are usually provided from

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outside and this happened due to budget issues, but in the last 3 days this

was sorted.

• There was a shortage of chairs especially in the gold area and a surplus of

chairs in the platinum area. The cores felt that too many complimentary

passes were given as well.

• The usage of powered vehicles is not recommended inspite of the

permission obtained but there were very less electrical vehicles to make up

for it.

• The Dos and Donts banners and similar such warnings were designed by

the security team itself. This was the job of the design team which was not

carried out.

TICKET SALES:

The team had no work regarding ticket sales. They only had to ensure rules

& regulations regarding Saarang (which were approved by the steering committee)

was printed on the back of all tickets and displayed on the Saarang website, Paytm

Insider website. This was done smoothly.

The team also ensured that the evacuation video and the police video were

played as per the demands of the steering committee.

Sponsorship & Public Relations

Public Relations

2020 has been a phenomenal year for Saarang’s outreach programs and

social media handles. Saarang’s official

Instagram page saw the highest follower

count of 10.3K (a massive jump of

4.2K/69%) along with a much higher like

rate and engagement of posts on the

handle. The Times of India had exclusive

coverage of Saarang 2020, with 5

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dedicated articles on Saarang on their newspaper throughout the odd semester

and Saarang 2020.

Saarang also witnessed its very first non-social campaign on-ground

engagement activity which was based on the popular TV show F.R.I.E.N.D.S and

saw massive participation.

The budget for boosting was increased to 1.1L, which could be one of the

reasons for higher sales observed in Saarang 2020

Social Campaign – LEAP

The second instalment of LEAP has been focussed on enabling the

underprivileged to harness the power of digital literacy with the help of ToI

covering the campaign in August. “A Day at IITM” was conducted for

underprivileged children, who were exposed to talks and demonstrations from

different teams in CFI as well as different tools the internet can provide to stay up

to date with the modern world. LEAP notebooks were gifted to poor and

underprivileged children throughout Chennai. The excess books sold through the

Prime Mart in IITM broke even with the cost of printing the books, making the

entire process sustainable.

During Saarang, free career counselling sessions were held for 120

underprivileged students in the CS department.

Sponsors & Activations

Although Saarang 2020 faced a fall in sponsor retention and final

sponsorship amount (67.4L cash), this edition of the fest faced the highest count of

brand activations. Brands like ToI, Amazon Pay, Sabre, Paytm Insider, Dunzo etc

had a very active mindset to their branding strategy, with brands like Amazon Pay

& Dunzo associating with Saarang solely for experiential branding (without

sponsoring any Events or ProShows). Saarang 2020 also saw a massive rise in cost

cutting deals (worth 4.2L) with the comedy show & gaming events being organised

with zero cost, free vehicles for FR as well as prize money for fine arts events.

1: ToI article on Saarang 2020

PAGE 23

Our co-title sponsor, ToI, had a very Chennai oriented

campaign in Saarang 2020 and hence their brand activation

greatly added to the madras memoirs theme of the fest.

There was a shift in the ticketing

platform from BMS to Paytm Insider

along with added benefits like

sponsorship as well as Saarang tickets

topping the “Trending” section. This

could be one of the reasons why Saarang 2020’s Pro Shows

were more populated compared to the fest’s previous

editions.

Drawback: Due to a lot of companies opting to sponsor fests only through

artist management agencies, Saarang lost out on a sponsorship amount of

approximately 15L to 25L. This is being discussed with the aspiring cores in the

Sponsorship team as well as the Proshows team to avoid such circumstances in

future editions.

Sponsorship Breakdown

S.NO SPONSOR KIND DELIVERABLES AND

WORTH

1 Traversia Discounted travel vouchers

worth approx 28lakh

2 Times of India Colour paper ads worth INR

8183225

3 IIP online photography

registration

4 Wacom 3 tablets worth INR 22000

PAGE 24

5 Indian Intitiute of

Photography

Online class passes worth INR

22950

6 The Verb Dance

Studio

200 Premium passes to online

classes worth INR 500000

7 Bottled Bliss 100 beauty Gift hampers worth

INR 50000

8 Ayesha Accessories Gift hampers

9 Lynks Logistics

Limited

Mini trucks service worth INR

53900

10 Cravatex Brands

Limited

T-shirtsand vouchers worth

INR 25000 + 50 % oof on shoes for

IITM Choreo team

11 IlySilly Studio 40 T-shirts worth +

unconditional discount vouchers

worth INR 30000

12 Alankaara Designs

Private Limited

Jewllery Hammpers INR

20000+Gift Vouchers INR 15000

13 Digi Sound Studios Recording, Mixing and

Matching, 8 hours

14 Soft Peaks Ice Cream Unconditional & conditional

vouchers INR 450000

15 FIT FARE gift hampers woth 1000, 196

gift vouchers worth 44000, goodies

worth 45000

16 Chennaiyin F.C.

Private Limited

20 T-shirts worth 16000, 20

football worth 5000

PAGE 25

17 Madras Petti Stall rent

18 Motifiyou T-shirts - 140 security vols

worth INR 101231

19 O Genie Conditional vouchers

3000000( 2000*1500) and travel kits

worth INR 60000

20 Ravindra Foods Pvt

Ltd

candy hampers worth INR

60000

21 Rine Bars Protein and Granola bars

worth INR 35000

22 Lumiford Speakers, INR 30,000

23 Fuji films Camera - 3 worth INR 18900

24 (Scott

Eyewear)Sterling Meta Plast

Sun glasses worth INR 60660

25 Lilo rosh Sketchbooks

26 Artbloat T-shirts

27 mondelez cadbury dairy milk silk worth

200000, dairy milk worth 50000

28 Perfume Baba 20000 INR worth(20*1000) gift

vouchers

29 Chennai art Theatre PR

30 Galirio Inc Goodies worth INR 11450

31 SLI Technologies 1500 Credits on Adapt Tool

PAGE 26

32 Pop Circuit INR 30000 worth Workshops

33 Skytou studios Pvt ltd INR 70000 directly to the

winners

34 Maxime retail Goodies worth INR 15276

35 Fever 91.9 FM PR

36 Silly Punter Goodies worth INR 50000

37 Sofar Sounds PR

38 Qwerty Thoughts Incentives and Opportunities

39 Iris Glam Incentives and Opportunities

worth INR 181200

40 Unibic Foods cookies and Wafer samples

worth INR 50000

41 Clothing Culture Goodies worth INR 8000

42 OhCampus.com PR

43 Futurex Media and

Communications Pvt Ltd

Comic Books worth INR 16000

44 Sting Clothing costumes for Panche worth

INR 60000

46 The Media Tribe Recording Services worth INR

350000

47 Counter Culture

Comedy Club

Stand up Comedy opportunity

worth INR 14000

48 Hashtags Goodies worth INR 24950

PAGE 27

49 Cake Bee 40 vouchers worth INR

500+gift boxes

50 Grabon Company-distributed

51 Mad over Donuts 25K in kind & vouchers

PAGE 28

BUDGET, REVENUE AND EXPENDITURE

BUDGET

Saarang 2020

Total ₹1,74,45,916.00

Development Operations ₹5,000.00

Events ₹19,70,500.00

Facilities and Requirements ₹39,99,600.00

Finance ₹14,45,760.00

Marketing and Sales ₹7,90,100.00

Media, Ambience and Design ₹1,60,000.00

Professional Shows ₹65,36,000.00

Quality Management System ₹2,42,118.00

Safety and Security ₹4,85,288.00

Sponsorship and Public Relations ₹1,48,600.00

Student Relations ₹6,12,950.00

STACT ₹2,50,000.00

Overhead ₹8,00,000.00

PAGE 29

REVENUE

Saarang 2020

Revenue ₹1,78,06,000.00

Sponsorship ₹66,00,000.00

Catering Rent ₹15,76,000.00

Ticket and T-Shirt Sales ₹81,30,000.00

Accommodation ₹7,00,000.00

Parking Fee ₹1,00,000.00

Events Pass ₹7,00,000.00

EXPENDITURE

Saarang 2020

Total ₹1,73,70,000.00

Development Operations ₹5,000.00

Events ₹19,50,000.00

Facilities and Requirements ₹34,00,000.00

Finance ₹15,00,000.00

Marketing and Sales ₹9,50,000.00

Media, Ambience and Design ₹1,60,000.00

PAGE 30

Professional Shows ₹66,00,000.00

Quality Management System ₹2,45,000.00

Safety and Security ₹5,00,000.00

Sponsorship and Public Relations ₹1,50,000.00

Student Relations ₹6,15,000.00

STACT(3% of sponsorship) ₹1,95,000.00

Charity ₹3,00,000.00

Overhead ₹8,00,000.00

NET TOTAL

Saarang 2020

Net Profit ₹4,36,000.00

Revenue ₹1,78,06,000.00

Expenditure ₹1,73,70,000.00