Event Planning for Faculty and Staff

Good practices.

  • Read all instructions carefully.
  • Complete all steps.
  • Provide complete information.

International Conference may require a clearance from the MHA/ MEA. For more information on clearance from MHA, click here

Link to be embedded : https://conference.mha.gov.in/

https://www.epolclearance.gov.in/login/index.php

  1. Sample letter for MHA and MEA
  2. Sample invitation letter for visa purpose

1. Consult JGU event’s calendar to avoid overlap with any major event. The calendar contains following information.

  • List of planned events
  • Holidays
  • Semester start and end date
  • Examination and reading revision period

Obtain an approval for the event from the competent authority

List of JGU mementos

Template for budget

Budgeted events

Non-budgeted events

Other Non-budgeted events

All budgeted and calendared events

 

 

 

 

The Concerned HoD

Lectures/ Seminars/ Panel Discussions

1.      Which don’t require hiring of an external venue.

2.      Which don’t require F&B arrangements for more than 5 people.

3.      Which don’t require special mementos.  

Approval by the concerned HoD.

All other non-budgeted events (First step is to obtain in-  principal approval for the event as well as a financial approval)

 

 

 

 

Contact JGU Events department for more information

Event venues on campus (Excluding classrooms) 

Collapsible List

Sl. No.

Venue

Capacity

Facilities

Link to the pictures of venue

1.       

Big Bang Conference room (T1 first floor (Level – 2)

50

AV:

Over-head projector

Table mikes for participants

Centrally controlled sound system

Seating arrangement:

Large Oval table

Training chairs (with wheels)

 

2.       

T2 Global Conference room  (T2, Top floor)

50

AV:

Over-head projector

Table mikes for participants

Centrally controlled sound system

 

Seating arrangement

Large Oval table

Training chairs (with wheels)

 

3.       

T-2 Auditorium (Entry from T3 – Flag pole side)

60 seater

AV:

Over-head projector

Cordless mikes for the participants (on request)

Centrally controlled sound system

One podium with University branding

 

Seating arrangement

Dais for the guest/ dignitaries

Auditorium seating for participants

 

4.       

T-2 Auditorium (Entry from T1 – Flag pole side)

60 seater

AV:

Over-head projector

Cordless mikes for the participants (on request)

Centrally controlled sound system

One podium with University branding

 

Seating arrangement

Dais for the guest/ dignitaries

Auditorium seating for participants

 

5.       

T1 Auditorium (North side)

75 seater (Expandable up to 90)

AV:

Over-head projector

Cordless mikes for the participants (on request)

Centrally controlled sound system

One podium with University branding

 

Seating arrangement

Dais for the guest/ dignitaries

Auditorium seating for participants

 

6.       

T1 Auditorium (South Side)

75 seater (Expandable up to 90)

AV:

Over-head projector

Cordless mikes for the participants (on request)

Centrally controlled sound system

One podium with University branding

 

Seating arrangement

Dais for the guest/ dignitaries

Auditorium seating for participants

 

7.       

T3 Auditorium (North side)

75 seater (Expandable up to 90)

AV:

Over-head projector

Cordless mikes for the participants (on request)

Centrally controlled sound system

One podium with University branding

Seating arrangement

Dais for the guest/ dignitaries

Auditorium seating for participants

 

8.       

T3 Auditorium (South Side)

75 seater (Expandable up to 90)

AV:

Over-head projector

Cordless mikes for the participants (on request)

Centrally controlled sound system

One podium with University branding

 

Seating arrangement

Dais for the guest/ dignitaries

Auditorium seating for participants

 

9.       

T1 Global Auditorium

220 seater

AV:

Over-head projector

Cordless mikes for the participants (on request)

Centrally controlled sound system

Two podium with University branding

 

Seating arrangement

Dais for the guest/ dignitaries

Auditorium seating for participants

 

10.   

T3 Global Auditorium

220 seater

AV:

Over-head projector

Cordless mikes for the participants (on request)

Centrally controlled sound system

Two podium with University branding

 

Seating arrangement

Dais for the guest/ dignitaries

Auditorium seating for participants

 

Venues on JGU campus and JGEPA (NTH, Delhi)

Use Collpoll for booking venue

If you don’t have collpoll registration, click here to register.

Collpoll user manual for registration

             Event Planning Request Form

 

Please provide the requested information and complete this form in its entirety for accurate processing of your event planning request at least 3 DAYS prior to the event date.

The form will only allow UP TO 60? DAYS of advance notice for the starting date of the event.

Please note that Equipment/ staff may be limited depending on other events and availability.

This form is 7-page long and may take more than 10 minutes to fill.

JGU Travel desk for local transportation – +91 8930110789 (For transport related arrangements)

Audio Video support – 8930110799 (Projection, Mikes, Sound-system)  

FMO:

INFRA: 8930110822 (for electricity and air-conditioning)