IEEE IES SYP Congress Organizing committee meeting 8.0

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Attendees:

  1. Mr. Ala Chalgaf  

  2. Mr. Lakshitha Gunasekhar

  3. Dr. Tripura Pidikiti 

  4. Dr. Y S  Kishore Babu  

  5. Mr. Yashwant  

  6. Mr. Praneeha M  

  7. Mr. MVK Vamsi  

  8. Mr. G. Dinesh Kumar  

  9. Mr. Karimulla  

  10. Mr. Pranay M

  11. Mr. SAI PRASHANTH MALLELLU

 

Discussions:

1. Confirmation of Distinguished Lecturers (DLs):

  •    Dr. Tripra confirmed that two DLs are finalized for 26th and 27th July during the ISSYP Congress. This information will be updated on the website.

2. Registration and Payment Issues:

  •  Dr. Tripra mentioned that the payment error for registration has been resolved by a third-party vendor.

  • As of now, there are 83 registrations confirmed.

3. Multicultural Night Planning:

  • Discussion on how to conduct the Multicultural Night concluded with the decision that each country team will have five minutes to present their traditional dress and perform a dance or exhibit their tradition.

4. Scheduling Next Meeting:

  •  Dr. Tripra requested the next meeting to be held on Monday instead of Saturday as she will be out of town.

  • Mr.  Ala agreed and rescheduled the meeting accordingly.

5. Goodies from IEEE Puzzlers and Collaborative:

  •    Dr. Tripra mentioned that Mr. Sai Prashant has requested pens and badges from IEEE Puzzlers and Collaborative.

  •  Mr. Sai Prashant confirmed that these items will be arranged and distributed to the participants.

6. Funding and Sponsorship Updates:

  •    Silicon Labs and Lusus are each sponsoring Rs50,000.

  •     An application for the R10YP upskill grant for $900 is in progress.

 7. Clearance from Ministry of External Affairs:

  •  Everyone mentioned that this is a top hurdle and emphasized the importance of obtaining clearance.

  • Dr. Tripra provided an update on the clearance from the Ministry of External Affairs of the Government of India, stating that they are awaiting clearance and have sent a reminder.

8. Section Chapter Local Activities Fund (SCLA):

  •    Dr. Tripra discussed the SCLA fund and its crediting timeline as it may be used for Congress expenses.

  • Ala suggested contacting the treasurer to expedite the process, although the funds will likely be credited after the event.

9. Session by Subodha Charles:

  •    Dr. Tripra noted that Mr. Lakshita will oversee the session by Subodha Charles, the IEEE MGA Vice Chair.

10. Accommodation for Aditya:

  •     Ala mentioned that Aditya's accommodation is still not confirmed and is pending.

11. Presentation of Posters:

  •  Dr. Y S  Kishore Babu discussed the option of digital poster presentations.

  • Mr.  Lakshita suggested that hard copy presentations would be better for networking.

  • Mr. Ala advised the local host to handle printing posters and ask participants to submit them as early as possible.

12. Local Visit or Additional Sessions:

  • Discussion on whether to proceed with a local visit or add more sessions to the event.

  • Consideration of taking participants to T-Hub T-Works for insights into rapid prototype models and robotic models.

13. Spelling mistakes to be corrected in Schedule (Website):

  • Mr. Lakshitha suggested checking the spelling mistakes in the event schedule included in the event website and making necessary corrections.

Conclusion:

The meeting concluded with a plan for the next meeting and an action list for each discussed point.

Next Meeting:

Date: 24.06.2024 (Monday as per Dr. Tripura's request)

Time: No change

Action Items:

  • Update website with DL information (Dr. Tripra)

  • Contact treasurer for SCLA fund (Ala)

  • Confirm accommodation for Aditya (Ala)

  • Handle printing of posters (Local host)

  • Follow up on clearance with MEA (Dr. Tripra and M. Sai Prashant)

The meeting adjourned at 8:30 PM.

 

 


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Agenda

Agenda:

1. Confirmation of Distinguished Lecturers (DLs)

2. Registration and Payment Issues

3. Multicultural Night Planning

4. Scheduling Next Meeting

5. Goodies from IEEE Puzzlers and Collaborative

6. Funding and Sponsorship Updates

7. Clearance from Ministry of External Affairs

8. Section Chapter Local Activities Fund (SCLA)

9. Session by Subodha Charles

10. Accommodation for Aditya

11. Presentation of Posters

12. Local Visit or Additional Sessions