Introduction

The project aims to conduct Sankalp, a start-up conclave, in the town of Manipal.
The conclave is to be conducted by T A Pai management institute which is
situated in Manipal, Karnataka. The college is official among the worlds best
institutes and is ranked among the top 20 in India. The college has a rich history
of supporting and nurturing the entrepreneurial spirit of its students. Sankalp
which is a business plan event was conceived in the year 1988 and has been
soaring to new heights ever since.
The college hopes to make changes to the event that will help it derive better
results from the event. A project needs to be designed and commissioned to
ensure that the college makes an investment that ensures results. In 2016 the
project hopes to change the face of Sankalp and help the college generate much
needed industry contacts and work related benefits to its students.

Project brief
Sankalp is one of Indias oldest b-plan event that happens in the month of
PJMT
Group
2 the
January. In an attempt to change the format and ensure
better
results
student committee has come up with a plan that hopes to achieve its stated
Anup Munavalli 14S707
goals. The committee hopes to leverage its brand name and existing contact
database to ensure the success of the event.
Anushka Agarwal 14S708
The projects objective is to conduct Sankalp as a start-up
conclave
will
Sandeep
Raowhich
14S735
see eminent professionals from the Industry come together to help encourage
Bhattacharya
and support promising B-plans. The Conclave will give Soma
the contestants
and
14S745
audience an opportunity to interact with people from the
industry and help them
build their network. Panel discussions and guest lectures
hope
instil T
and
Avinashto
Singh
14S752
promote the spirit of entrepreneurship amongst the target audience. The event is
to be conducted on 27th and 28th of February 2016.

Project Charter
The project charter displays the key details of the planning committee and the
project in a crisp and clear manner.

Project Charter
Project Name
Authorisatio
ns
Author

Sankalp - Digital Start up conclave @ Valley view,

Manipal
Name
Function Date
Sandeep Rao KP

Project
Manager

27th November 2015

Approving
Authority
Expected
Business
Benefits

Proposed
Start Date
Project
Objectives
Key
Outputs
/Deliverables
Methodology
/ Approach

Project
Resources
Project
Steering
Group
Sponsor
Project
Manager
Project Team
Members
Other
Man/days
Overall
Budget
Issues &
Risks
Assumptions

Constraints
&
Dependencie
s

Dr R.C. Natrajan

Project
TIE Bangalore/ TAPMI
Sponsor
Management
The project is expected to give 2 major benefits.
1. Branding on various social media platforms.
2. Internships and final placements in various start-ups
3. The opportunity to lay the foundation for a start-up cell in
the college
1st December 2015
Propose
15th March 2016
d End
Date
Branding for TAPMI on various platforms
Internships and placements for students in various start-ups
Foundation for Entrepreneur Lab for students on campus
A minimum of 30 Leads for the Placement committee
Tie up with at least 1 venture capitalist firm to ensure TAPMI
students have access to funding
Process for implementing an Entrepreneur Lab for students
A start-up conclave will be conducted at Valley view hotel,
Manipal in the month of February. Several prominent start-up
firms will be asked to send a representative to take part in
this. A competition will conducted at an all India level and the
best B-Plan will be given funding The event will help them
garner much needed media coverage and an opportunity to
meet Venture capitalists.

K P Sandeep Rao, Anup Munavalli

TA Pai Management Institute, Manipal, and TIE Bangalore

K P Sandeep Rao
Anup Munavalli, Anushka Agarwal, Avinash T Singh, Soma
Bhattacharya
10 Student Volunteers
Rs 27,09,900
Listed below

An assumption is made that the weather would not play a

hindrance to the event and participants will not face any
travel related issues.
Participation will happen in large numbers and ensure that
there is no shortage of participating teams.
The event will be conducted in the district of Udupi, in the
town of Manipal. There will be no provision to have video
conference capabilities to allow contestants or guests to
participate from a different geographical location

This details all the basic information about the project. The event hopes to
generate measureable impact for the college.

Stakeholders
Some of the stake holders for the project are

College management
Placement committee of TAPMI
Founders of Start-ups
Venture capitalist firms
Students of TAPMI

These individuals have a vital stake in the event. They tend to gain both
financially and intellectually.

Project scope
The project has been planned for execution in the university town of Manipal. It is
a competition that is open to students and people who are interested in learning
more about the struggles involved in starting your own company.
Included in the scope are: The competition is open to students who are currently
pursuing their under graduation or post-graduation. People who arent students
arent allowed to participate. The participating colleges need to be approved by
some identified governing body.
Excluded in the scope are: The audience are limited to only 50 people from the
general public. First preference is given to students who are not taking part in
the competition but are interested in learning more about start-ups.

Budget
The budget for the event is given based on estimates obtained from local
vendors and service providers. An additional buffer margin of approximately 10%
is added to each of the expense heads to ensure that there is no budget
overruns that can be avoided.

Particulars
1. Travelling Expenditure
a. Flight (Guest speakers)
Mumbai - Manipal
Delhi- Manipal
Bangalore- Manipal
Pune- Manipal
b. Bus (Participating members)

QTY

Amount
(per
unit)

Sub
Total

4
4
4
4
40

10000
15000
8000
6000
1000

40000
60000
32000
24000
40000

Grand
Total

22,24,00
0.00

2. Accomodation
a. Hotel rooms (Guest speakers)
b. MIT Hostel rooms (Participating
members)

40

3500

140000

40

500

20000

1,60,000.
00

2. Venue Charges
a. Hall rental
b. Dinner

110

2
1500

c. AV charges (AV Equipment, LCD

Projector, Speakers, Podium)

50000
165000
5000

2,20,000.
00

3. Gifts
Mementos
Bouquets
Prize for winners

20
20
8

800
500
800

16000
10000
6400

32,400.0
0

4. Printing & Stationary expenses

a. Collaterals
a.1 Banners (3x5 feet)
a.2 Posters (A3 size)
a.3 Flyers (15x6 cms)
a.4 Standees (6x7 feet)
b. Stationary
b.1 Forms and files
b.2 Sundry Expenditure (pens and
pencils)

6
20
2000
3

600
150
8
800

3600
3000
16000
2400

50

10

500
500

26,000.0
0

5. On the job expenditure

a. Local transportation
b. Food Expenses

15
15

1500
1000

22500
15000

37,500.0
0

6. Miscellaneous

10000

10,000.0
0

GRAND TOTAL

27,09,90
0.00

The overall budget totals to approximately 27 Lakhs INR. This amount is

sufficient to carry out the planned events.

Project Schedule
The project schedule goes into the details of how the event is to be planned and
executed. The various tools required are used to display it in a clean and clear
way.

Brief description of the event

The committee will plan and execute the entire event with support from the
management. The core team members will contact venture capitalists and
founders of various start-ups and invite them to be a part of the event. Venture
capitalist firms such as TIE Bangalore will be asked to co-sponsor the event. A Bplan competition mailer will be floated and circulated to a few selected colleges
and we will invite them to submit an executive summary of their B-plan ideas.
The best ideas will be asked to present in front of a panel of delegates.
The delegates will be finalised and arrangements for their accommodation will be
made a month before the main event. The event which is to happen between
27th and 28th February 2016 will happen at Hotel Valley View, Manipal. The first
half of the day on 27th will consist of the opening ceremony and 1 panel
discussion consisting of 10 start-up founders. They will share their experience
and speak on a topic chosen by the committee.
The 2nd half of the day will consist of the competition where students will present
their plan to a panel consisting of Venture Capitalists, Faculty from TAPMI, and
start-up founders. The teams will present for the reminder of the day. The next
day will begin with the 2nd round of the competition. The results will be
announced after the 2nd panel discussion is completed. A facilitation ceremony
will be conducted and the program will be concluded.

The committee that has to organise this will require volunteers to help with the
logistics part of it. The subsequent parts will describe the functions and Work
break down structure that the team will follow.

Task List
The various tasks and their time lines under the project are listed in the following
table
START-UP CONCLAVE (FROM 27th February, 2016- 28th February, 2016)
PROJECT SCHEDULER (PRE & POST EVENT)
S.NO/T TASKS
ask ID
PRE-EVENT
1.
BUDGET & APPROVALS
1.1 Prepare Budget
1.2 Event & budget approval from
college
2.

3.

4.

SPONSORSHIPS & GUEST

SPEAKERS
2.1 Contacting Venture Capitalists
for sponsorships
2.2 Contacting guest speakers for
conclave
2.3 Confirming sponsorships &
guest speakers
2.4 Signing MOUs
2.5 Contact faculty for judging
2.6 Finalizing internal & external
panel of judges
LOGISTICS
3.1 Room bookings for guests
3.2 Travel arrangements for guests
3.3 Book venue for conclave
3.4 Discuss event plan and seating
arrangement with hotel staff
3.5 Finalize menu for lunch & Hi-tea
3.6 Audio-Visual arrangements for
venue
3.7 Miscellaneous items
3.8 Mementos and bouquets for
guests
3.9 Prizes for winners & runner-ups
3.10 Accommodation & travel
arrangements for participating
teams
EVENT INVITATIONS
4.1 Send invitation mails to Undergraduate & Post-graduate colleges
to participate in the conclave

START DATE

END DATE

2nd
December
4th December

3rd December

8th December

10th January

8th December

10th January

8th December

20th January

10th January
8th December
10th January

2nd February
10th January
20th January

20th January
20th January
8th December
20th January

22nd January
25th January
9th December
22nd January

8th December
8th December
20th January
22th January

9th December
15th
December
25th February
25th January

10th February
20th January

15th February
10th February

10th
December

10th
December

7th December

competitions
4.2 Confirm entries of teams &
collect executive summaries
4.3 Send executive summaries of
initial entries to internal panel of
judges for final shortlist
4.4 Contact shortlisted teams and
confirm attendance
4.5 Invite key people from college
management
5.

EVENT PROMOTIONS
5.1 OFFLINE
5.1.1 Poster/Flex/Banner/Flyer
designs
5.1.2 Printing collaterals
5.1.3 Placing collaterals in various
locations
5.1.4 Flyer distribution in
neighboring colleges, restaurants,
pubs & health clubs

5.2 ONLINE
5.2.1 Promotion videos on Youtube,
Facebook & Twitter
5.2.2 Content creation for FB &
Twitter handle
5.2.3 Live content posting
POST-EVENT
1.
Thank you mails to guests,
sponsors, college management &
participants
2.
Upload photos & videos of conclave
on social media
3.
Collect & collate bills for payment
4.
Close all accounts of payments
5.
Expense report
6.
Final event report

11th
December
12th
December

11th January

4th January

20th January

10th February

15th February

15th
December
1st February
5th February

15th January

20th
February

25th February

10th
December
8th December

22nd February

15th January

5th February
20th February

26th February

27th
February
28th February

29th February

29th February

27th February

3rd March

1st March
5th March
8th March
10th March

5th March
7th March
10th march
15th March

Work break down structure

Based on the task list we have the following WBS table which shows the duration
time of each of the items and time required.

The Gantt chart for the tasks mentioned above are as follows

Chart 1:

Chart 2:

Chart 3:

Team Structure
The structure of the team is vital for the functioning of the committee which in
turn results in the success of the event. The committee structure is shown below

Responsibility Matrix
Now that the team structure has been shown, the tasks can be separated and
allocated to each of the teams. A RACI matrix helps us to map responsibilities,

Accountability, Consulting, and informing aspects of each of the tasks to teams.

The matrix below shows this exact split up

TASK

Project

Guest

head

Relations

Prepare budget & get approval from

management

R,A

Contacting venture capitalists for

sponsorships

I,C

Contacting guest speakers for conclave

I,C

Signing MOUs

I,A

Sponso Logistics

Design

rship

Dr. R.C
Natarajan
I,C

R,A
R,A
R

Contact faculty for judging

R,A

Finalizing internal & external panel of

judges

R,A

Room bookings for guests

R,A

Travel arrangements for guests

R,A

Book venue for conclave

R,A

Shortlist the candidates for next round

R,A

Discuss event plan and seating

arrangement with hotel staff

R,A

Finalize menu for lunch & Hi-tea

R,A

Audio-Visual arrangements for venue

R,A

Accommodation & travel arrangements

for participating teams

R,A

Send invitation mails to Under-graduate &

Post-graduate colleges to participate in the
conclave competitions

R,A

Confirm entries of teams & collect

executive summaries

R,A

Send executive summaries of initial

entries to internal panel of judges for
final shortlist

R,A

Event Promotions- Online & Offline

R,A

Thank you mails

R,A

Account closure & Expense report

R,A

Event report

R,A

Man power requirement

Based on all the activities mentioned we now have a definitive value for the
number of man hours required.

TEAM MEMBER
Project Head (Core team
member 1)
Guest Relations Team (Core
team member 2)
Sponsorship Team (Core
team member 3)
Logistics Team (Core team
member 4)
Design Team (Core team
member 5)
Volunteer 1
Volunteer 2
Volunteer 3
Volunteer 4
Volunteer 5
Volunteer 6
Volunteer 7
Volunteer 8
Volunteer 9
Volunteer 10

NO. OF HOURS/DAY
4

NO. OF DAYS/WEEK
5

2
2
4
4
4
3
3
3
2
2

6
6
6
6
6
6
6
6
5
5

Risk Management
There are various risks that the project may face. Most of the risks can be
classified as logistics risks or guests cancelling risks. The risks can be displayed
using the risk assessment form, the form below shows the variety of risk

Risk assessment
Risk Event

Likelihood

Impact

Detection
Difficulty

When

Event
Location
Cancelled
Guests
cancelling
out
Vice
Chancellors
cancelling
out
Competitors
cancelling
out
Budget not
approved
Delay of
flights of
guests
Whether
Conditions
Cancellation
of caterer
Audio-visual
Malfunction

Week before
event

Day of event

Day of event

Day of event

Month before
event
Day of event

Day of event

Two days
before event
Day of event

The severity of these risks can be classified as follows.

Risk Event
Event
Location
Cancelled
Guests
cancelling
out
Vice
Chancello
rs
cancelling
out
Competito
rs
cancelling
out
Budget
not
approved
Delay of

Risk Value
16

18

24

12

40

36

flights of
guests
Whether
Condition
s
Cancellati
on of
caterer
Audiovisual
Malfuncti
on

48

16

60

This shows is that the Audio-Visual Malfunction is the highest risk that can be
anticipated and proactive measures need to be taken to ensure that we have a
contingency plan in place to handle such situations. Having 2 vendors to provide
the same function will escalate our costs but will ensure that the risk is
mitigated.
We also have developed a likelihood matrix that captures the essence of these
risks

5
Delay of Whether
flights of Conditions
guests,

LIKELIHOO
D

Vice
Audio-visual
Competit
Chancellor Malfunction
ors
Guests
s
cancellin cancellin cancelling
g out
g out
out,

Event
Budget not
Location
approved
Cancelled,
cancellatio
n of
caterer

2
1
1

3
IMPACT

Colour coding scheme

COLOU
R CODE

RISK
Minor Risk
Moderate Risk
Major Risk

Contingency plans
1. Event location cancelled: Reserve the Seminar hall in college as
backup, Use college transport to ferry food from hotel to the new venue,
2. Guests cancelling out: call guest from the local region. Call them in
advance as audience and convince them to take up a panel spot in case
someone cancels out
3. Vice chancellor cancelling out: Doesnt matter. Director of the college
will perform the inauguration ceremony
4. Competitors cancelling out: ensure that at least 10 teams participate
in the event. Scale down the size of the event.
5. Budget not approved: Hold off all other activities and concentrate on
how to improve the budget. Make changes to the event plan accordingly.
6. Delay of flights of guests: Shift the delayed guests to the panel
discussion of the 2nd day. Request all available guests to perform during
the 1st panel discussion
7. AV malfunction: Carry the college AV set to ensure that a backup set is
available at the venue in case of any setbacks.

Conclusion
The project has major positive implications for the college for a budget of only
Rs. 27 Lakhs. The college stands to gain tremendously in the near future. It also
works as a good brand building exercise for the college.