01

Proposals are solicited from all Zones/Chapters of ESI.

02

The organizers may demonstrate in-house expertise in the conduct of Seminars, Symposiums, Workshops and similar events.

03

Necessary tentative approval is to be obtained from the competent authority of the host organisation concerned.

04

Necessary permission from competent authorities of the institute may be obtained regarding the concessions offered for accommodation of delegates.

05

As the host institute/organisation will be the co-organiser of the event, the Conference Hall/Committee Room etc. required for the conduct of the event are to be provided free of cost. Prior approval may be obtained from competent authorities of the Institute and it may be attached while applying for EOI.

06

Services of an Event Management firm can be solicited for creating a webpage for the event, registration of participants, online receipt of abstracts, oral and virtual presentations. The relevant charges for Event Management services will be part of the expenditures of the Symposium/Conference.

07

The first circular of the event should be notified at least four months before the start of the event on the ESI website.

08

Timelines are to be scrupulously followed for Registrations, Receipt of applications, Selection of candidates etc.

09

The organisers should widely circulate the details of the event with Universities/Academic Institutions etc. ESI will share the available database of academic institutions, universities and student contacts.

10

The organisers have to use different social media platforms of ESI (Facebook/Twitter handles and WhatsApp channels of ESI).

11

The organisers should make ready the Abstract Book (Hard copy/e-Book) at least 15 days before the event. It is mandatory to release this during the inauguration of the event.

12

The organisers should communicate the tentative Technical Programme to ESI at least 15 days in advance for approval.

13

For financial transactions, the organisers can use ONLY the existing bank account of ESI or a new Bank account opened exclusively for the event with the prior approval of ESI. All receipts and expenditure vouchers are to be obtained ONLY in the name of ESI.

14

The consolidated duly audited financial statement of the event should be submitted to ESI within 30 days of the completion of the event.

15

The Registration fee for students and delegates may be fixed in consultation with ESI. Eighty per cent of Net Registration charges will be available to the organisers for the conduct of the event.

16

The proceeds of the Registration Fees, other sponsorships and additional financial liabilities relevant to the event should be finalised in discussion with ESI well before the event.

17

A detailed report on the event along with the copies of the publication(s)/proceedings should be submitted to ESI after the completion of the event, within a month.

18

The organisers will have the liberty to form different committees for the smooth conduct of the event. The Executive Committee of the ESI and its logo are to be prominently displayed in all the event materials.

19

The entire logistics for conducting the event will be the responsibility of the organisers.

20

The organisers are encouraged to get financial support from different Govt./Non-Govt./Private/Corporate etc. in consultation with ESI.