The

State
of our

Reunion
by

SAMIR PALLI

This presentation was made to the batchmates when we met on Easter Weekend in DC. The
purpose was to shine the light on some thoughts and actions that went into planning the
Kakinda Reunion - and to highlight next steps.
 Intent
RECAP
start

• To summarize thought and action in

2009 towards Silver Jubilee Meet Plan
• Provide a launch pad for 2010 action

This is a recap of what we did in the last few months of 2009 and set the platform for 2010.
 Committees with dedicated leads enhance co-ordination
and communication for effective performance

Communications
(Gopal)

Event Souvenir
(Raju) (Anuradha)

CoreCom

Finance Giving
(Raja) (Subha)

The Core Committee is made up of all these 5 committee leads + the 4 branch ambassadors :
Suman (Civil), Rangadham (Mech), Sutram (EEE) and Rajasekhar(ECE) - along with Samir and
Sivayya.
A master timeline monitored by CoreCom drives the
agenda for better results

Using tentative conference call dates twice a month - India Time 900-1000 hrs

Jan Jan Feb Feb Mar Mar Apr Apr May May Jun Jun Jul Jul
TASK/STAGE 10 31 14 28 14 28 11 25 16 30 13 25 11 25

Fortnightly Review Meetings

WHO?
Enrollment and education
WHAT?
Ideation and Review
HOW?
Implementation Plan

Stage One

Stage Two

Stage Three

Final Stretch

Finishing Touch

4
 CoreCom
1

•
• Set
Set the
thevision, clarifyclarify
vision, mission and enumerate
mission the goals
and enumerate goals

Strategy •
• Design
•
Design strategy
• Define
strategy
Definetimeline
timeline
for successful
for check
for check
implementation
for successful
points
points and
implementation
and progress
progress reviews reviews

2
•
• Establish
Establish common
commonguidelines for the
guidelines various
for committees
the various committees

Governance •
• Facilitate
Facilitate interinter
committee communications
committee communications
•
• Provide
Provideguidance
guidanceandand offer
offer adviceadvice on possible
on possible solutions solutions
•
• Resolve
Resolveconflicting
conflicting
ideas ideas / schedules
/ schedules

3
•
• Review
Review performance
performanceand toresults to facilitate
facilitate on time
timely completionofof tasks
completion tasks
Accountability •
• Monitor
•
Monitorfinancial
• Ensure
Ensurelegal
transactions
financial
compliance
compliance
transactions to ensure transparency
where needed- legal, social, etc.

5
 Event
1
• Chart out the agenda, time slots, topics, speakers, venues
Program • Arrange for necessary liaison with college authorities

2
• Design the program keeping audience and time limits in mind
Entertainment • Balance between in-house talent vs paid professionals

3
• Explore dining options
Food • Manage supplier and delivery

4
• Make the visit enjoyable for spouses and children
Families • Games / activity planning, purchase and distribute prizes

5 • Identify all travel, stay and transport needs / options

Logistics • Negotiate rates and group discounts
• Publish timely information through the commn committee

6
 Communications

• Set the vision, clarify mission and enumerate the goals

Strategy
Stakeholders • Batch mates, families, faculty, donors, sponsors, press
• Design strategy for successful implementation
• Design strategy to handle each segment
•
• Define
Definetimeline for check
timelines and points and progress
frequency reviews
of communications

2
• Establish common guidelines for the various committees
• Cater to messaging needs of all committees

Governance
Message • Facilitate inter committee communications
• Inject enthusiasm during lull periods
• Provide guidance and offer advice on possible solutions
• Ensure coherence and timeliness of messages
• Resolve conflicting ideas / schedules

3
•
• Review
Collectperformance
all contact anddetails
results to facilitate on time completion of tasks
Accountability
Medium •
• Monitor
•
Maintain
• Ensure
financial
Designlegal
transactions
googlegroup
viable
/ website / blog
options for non-internet communications
compliance

7
 Finance

• Set the vision, clarify mission and enumerate the goals

Strategy
Budget • Brainstorm with Event Committee on spend areas
•
•
Design strategy for successful implementation
• Prepare high level estimates of expenses
• Define timeline
Summarize andfor check points and
communicate cashprogress
needs toreviews
batchmates

2
• Establish common guidelines for the various committees
• Design collection plan to reach target amount

Governance
Collection • Facilitate inter committee communications
• Open bank account and manage receipt of checks
• Provide guidance and offer advice on possible solutions
• Acknowledge through receipts and timely communication
• Resolve conflicting ideas / schedules

3
•
• Review
Manage performance
payments toand results
all to facilitate on time completion of tasks
suppliers
Accountability
Expense •
• Monitor
•
• Ensure
Explore
financial transactions
Ensure transparency
allcompliance
legal
in all payments
cost savings opportunities

8
 Revenue Models
External Sponsors Option A Option D

Souvenir 100,000
Staff 100,000 10,000 12 120,000
Family 20,000 5,000 10 50,000
Cultural 70,000 3,000 10 30,000
1,000 10 10,000 2,000 10 20,000
6,000 30 180,000 6,000 30 180,000
10,000 32 320,000 10,000 40 400,000
TOTAL 800,000 TOTAL 800,000

Option C Option B

2,000 10 20,000 5,000 20 100,000

6,000 30 180,000 10,000 40 400,000
15,000 40 600,000 25,000 12 300,000
TOTAL 800,000 TOTAL 800,000
Self Funded

Event Fee Donations

Several models were discussed and debated before we finally settled on the plan
communicated in the Formal Invitation. (http://www.scribd.com/doc/26833761)
 Souvenir

•
• Set the vision,
Define clarifytomission
material collectandand
enumerate
publishthe goals
Strategy
Content •
• Design
•
• Define
strategy
Establish
Reviewtimeline
material
for successful
timeline
and prepare
for check
implementationapproach
and solicitation
for
points and publishing
progress reviews

2
•
• Establish
Explore common guidelines
media options - for the various
print / onlinecommittees
/ cloud

Governance
Publishing • Facilitate
• Evaluateinter committee
suppliers communications
and manage publishing process
• Provide
• Ensure guidance
quality andcontrol for zero
offer advice defectssolutions
on possible
•
• Resolve
Organize the distribution
conflicting of the souvenir
ideas / schedules

3
•
• Review
Design performance and results
an advertising to facilitate
revenue on time
generation completion of tasks
program
Accountability
Revenue •
• Monitor
•
Collectfinancial
• Ensure
transactions
ad material
Managelegal
the compliance
and ensure appropriate placement
cash inflow plus any sponsor issues

10
 RECAP
Giving Back
end

•
• Set the vision,
Identify whoclarify mission and enumerate
the beneficiaries the goals
/ donors are

Program
Strategy •
• Design
•
• Define
strategy
Set goals and for
Designtimeline
ongoing
successful
success
for plan
checkfor
implementation
criteria
steady
points
for the program
state operations
and progress reviews

2
• Establish common guidelines for the various committees
• Design a system to manage inflow of donations

Governance
Finance • Facilitate inter committee communications
• Explore options to leverage tax benefits
• Provide guidance and offer advice on possible solutions
• Monitor outflow and maintain accounts
• Resolve conflicting ideas / schedules

3
•
• Review performance
Identify possible and results
fund to facilitate
raising options on time completion of tasks
Accountability
Outreach •
• Monitor
•
• Ensure
financial transactions
Design suitable
Reviewlegal
to maximize
pitch to donors
compliance‘bang for the buck’

11

With this broad plan - each of the committees is working to make our Reunion a successful
event.
DC Meet Update

12
 Communications:
Fueled by fun

★ Googlegroup / Picasa

✦ 3300+ mesgs and 300+ pics

✦ how to send ‘imp’ mesgs

★ Blog / Website / SMS

13

Kudos to the Communication Committee that has provided an excellent platform to ensure
information reaches most of our batchmates.
 Event
• Raju taking care of most issues - travels to KKD
• Anuradhas and Hyd mates to work out program details
• Subbarao and Local/Vizag mates to help in logistics

14

We will need everyone’s ideas and help on making this event enjoyable to all batchmates,
spouses, children and faculty members. email anraju@yahoo.com with your ideas.
 Souvenir
★ Articles, Stories
and Photos needed

★ Personal Pages -
self or ghost

★ Advertisements
revenue 5k/10k/20k/40k

15

Our Souvenir is actually a ‘Memories Book’, which I hope to read on my iPad one day. If
batchmates do not send in their personal pages, then ghost writers will be encouraged to
write on your behalf. email Anuradha (Cochin) at a_vuyyuru@hotmail.com for details.
 Giving Back

• Long term bonding

opportunity

• Several different ideas

• Need for committed
team of volunteers

16

This initiative needs more volunteers and more ideas before it is firmed up. Current
considerations - helping batchmates in need / donating for specific action at our college /
sponsoring a social cause at large.
 Finance
Estimate - 8 + 1

Program
₨300,000

Equipment ₨100,000

Entertainment ₨100,000

Souvenir ₨125,000

Faculty ₨150,000
₨125,000

Xtra

17

Our reunion budget is roughly Rs 8 lacs with a buffer of Rs 1 lac. This total of Rs 9 lacs is
further divided into expense items listed above.
 Finance
Plan - 9

Level Donors Amount

6,000 30 180,000

11,000 15 165,000

16,000 15 240,000

21,000 15 315,000

TOTAL 75 900,000

18

We have a rough plan on how many donations are needed to collect the Rs 9 lacs. With bank
accounts and clear records, transparency and accountability will be maintained. Any money
not spent on the Reunion ‘Event’ will be transferred to the ‘Endowment’ account for use in
the Giving Back Initiative.
 Key TakeAways

Contribute to
Souvenir
Donate for the
Reunion
Plan for Giving
Back

19

The top three items we need you to remember!!!

!"#డ% క'()ం !!!

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