• Permission to host the conference must be maintained as per constitution and by laws, two years in advance through a recognized body like city chapter of ASI.
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• It is important to select a proper venue, which is easily accessible and has all modern facilities.
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• Audiovisual arrangements must be of the highest order. Facilities for double slide projection, video etc. must be available and must be professional and uninterrupted.
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• Electric supply must be continues and generator if used must be far away, so that its noise does not disturb the proceedings. Local KEB to be specially requested to co-operate for uninterrupted electricity.
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• Clean and modern toilets must be provided.
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• Proper directional signboards and banners and display of the map of the venue are essential.
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• A press conference must be called before the conference and the members of the press must be invited for the inaugural function.
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• AIR and Doordarshan, must be contacted well in advance to cover the event.
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• Sealing arrangements on the Dias at the inaugural function must be made as stipulated in the bylaws. Each chair must be labelled.
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• Elaborate arrangements for accommodation and transport must be made.
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• Proper and adequate facilities must be provided for a good audio-visual and simultaneous presentation of scientific papers.
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• A spacious hall must be provided for the General Body Meeting. No other program to be scheduled during this time.
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• Catering arrangements must be of the highest order as the success of the conference depends on it. Proper arrangements for hand washing, drinking water, placing used dishes etc.. must be made.
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• If the banquet is arranged at a far away place, adequate transport must be arranged for all the delegates.
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• All the scientific papers must be forwarded to the Hon. Secretary. KSC-ASI and scrutinized by the Scientific Committee appointed by the Executive Committee and the Organizing Committee.
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• Audited accounts of the conference must be maintained and submitted to the KSC-ASI within 6 months after the Conference.
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• Any surplus funds remaining after the conference must be shared with KSC-ASI (minimum of 50%).
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• The organizers should as far as possible see that the conference dates do not clash with any other conference or important national or State event or festival which is likely to affect the attendance of the members. Office bearers of the organizing committee. No delegate fee to be collected, a memento to be provided along with decent accommodation and local transport.

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