ELECTROTECHNICAL DEPARTMENT Our Ref: ETD/IECGM 2013 (G-188) 03 10 2013 Subject: Duty Roster for IEC GM 2013 IEC General Meetings 2013 are being held at New Delhi during 16 – 26 October 2013. Duties have been assigned and the duty roster as approved by DG is enclosed. Briefing Meeting would be held in due course. All concerned who have been assigned duties are requested to kindly note the duty assigned to them so as to make the meetings a success.

(R C Mathew) Sc. F & Head (ETD)

To All concerned DG Secretariat ADG CVO Scientist- G & Chief (Certification) Scientist- G & Chief (Standardization) Scientist- G & Chief (Laboratory) Scientist- F & DDG (NITS) Scientist- F & DDG (PP&C) Scientist- F & DDG (SPCAD & Enf) Scientist- F & DDG (Hallmarking) Scientist- F & DDGC DDGF DDGA H (IR&TISD) H (ITS) - For uploading on intranet please.

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DUTY ROSTER FOR IEC GM

Sl No.

Activity Actions required Responsibility

Technical and Management Meetings Shri R C Mathew – Overall Incharge (supported by ETD team)

OFF-SITE ARRANGEMENTS 1. Finalization of design,

approval of badges, invitation cards, parking stickers, backdrops, welcome hoardings, direction panels, signages, entrance lables (for CB, SMB meetings), etc + Finalization/approval of sponsors brochure, publicity material, hoardings, etc.

Finalization of design By & Approval after submission by ITDC.

Shri Sanjay Gupta (Sc E CMD-I) Shri A.K. Bera (Sc E TXD) Shri R.K. Tyagi Sc E(SPCAD) Shri Rajneesh Khosla (Sc D IR & TISD) Smt. Nitasha Doger (Sc B CMD I)

2. Finalization of catering arrangements (including arrangement of snacks for BIS staff in the morning) at Vigyan Bhawan & India Habitat Centre (Off site & On site)

Coordination with ITDC & IHC for catering arrangements & liaisoning with IEC CO staff: i) High tea after Opening Ceremony on 21 Oct ii) Lunch on all days iii) FN/AN Tea, Water on all days iv) High Tea in VIP lounge/VIP rooms on 21 Oct & 25 Oct v) Any specific arrangement as required by IEC vi) Snacks for BIS officials/ staff in morning vii) Tea, water at IEC CO Offices and viii) Communicate day-wise requirements, & certify the menu wise total number of plates used each day in each place.

Shri Kumar Anil (H FAD)-Incharge Shri Sanjay Kumar (Sc E CMD 1) Shri A.K. Lal (Sc D HMD) Shri Nawal Kishore (Sc B CL) Shri Tara Singh Rawat (UDC Stores)

3. Printing of nameplates and attendance lists for TC, SC meetings

Prepare list of delegates/National Bodies, day wise/venue wise

Shri Sumit Sengar (Sc C ETD) Ms Anurita Jojo (SC B MHD) Shri Arvind Kumar (Sc B ETD) Smt Indu (Steno ETD)

4. Conference Kits, badges and related material (Off site)

Preparation/assembling of conference kits (Pad, Pen etc BIS brochure, Sponsor’s brochure/gift), list of delegates and other material

Shri J Roy Choudhury H(CED) – Incharge Shri R.K. Gupta (Steno IR&TISD) Shri Simmi Gabba (Steno IR&TISD) Shri Himmat Singh (Attnd IR&TISD) Shri Hiralal (IR&TISD)

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Sl No.

Activity Actions required Responsibility

5. Invitation for Dinners and Opening/ Farewell events

i) Coordination for invitation card design ii) Preparing mailing list and mailing/distribution of invitation cards

Shri Chandan Bahl Sc E (IR & TISD)-Incharge Shri Ashish Tiwari, Sc B (IR & TISD) Shri R.K. Gupta (Steno IR&TISD) Shri Simmi Gabba (Steno IR&TISD) Shri Himmat Singh (Attnd IR&TISD) Shri Hiralal (IR&TISD)

iii) Coordination with guests (off site) and arrangement at Dinner venue (on Site)

Shri Chandan Bahl Sc E (IR & TISD) Shri Ashish Tiwari, Sc B (IR & TISD) Shri Rajneesh Khosla (Sc D IR & TISD)

6. Transport Arrangements (Off site and On site)

Coordination of Transport arrangements: i) Between VB and IHC ii) Addl arrangements for IEC officials & delegates iii) For Social Events iv) For BIS officials iv) For materials (conference kits, registration materials, mementos, stationery, meeting documents from BIS to venues and bring back any material after programme)

Shri T V Singh (Sc F & Head MED) - Incharge Shri A.S. Bhatnagar (Sc E CL) Shri Sumit Kumar (Sc B MED) Transportation of materials : Shri R.K. Gupta (Steno IR&TISD) Shri Sandeep Kumar (UDC IR&TISD) Shri Pradeep Singh Rawat (Attnd DDG Enf&SPCAD Section) Shri Himmat Singh (Attnd IR&TISD) Shri Nirmal Prakash (Attd SP&CAD)

7. PR arrangements (VB & IHC)

Publicity of event, issue of press releases in print media, coordination with media for wide coverage of the event, photographic/video coverage of the event, arranging interviews of senior IEC officials in electronic media, etc

Shri H.K. Kaul (DPR)

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ON SITE ACTIVITIES

VIGYAN BHAVAN 8. Coordination for

onsite Arrangements Overall coordination Shri U Thanu (Sc F CL) –Venue Incharge

9. Infrastructural and Audio-Visual arrangements

Infrastructural arrangements including that of Registration & Information desk, backdrops/ direction panels/boards/entrance lables; functioning of lighting, air conditioning, electrical connections; cleaning; flower arrangements; IEC Office furniture, etc. Audio-Visual arrangements including LCD projectors with screen & UPS, Plasma/LCD monitors, laser pointers; sound system with microphones; recording of deliberations (as per requirements); FAX machines, printers, photocopiers, Laptop/PCs, switches & splitters ; nameplates, flip charts, extension boards, multi camera projection systems, etc.; and coordination with meeting room officers of BIS.

Shri Rajneesh Khosla (Sc D IR& TISD) Shri Dinesh Prakash (Drg. Supv ETD) Shri S M Bhatnagar (Sr Tech CL) Shri Dhiraj Singh (Sr Attnd MTD)

10. IT related arrangements

Wi-fi connectivity, internet cables, LAN points; setting up of IT facilities at Business Centre, CO Offices and BIS Control Room; placement of laptops/PCs/ scanners/printers, UPS, etc in meeting halls (as per requirements)., etc. and coordination

Shri Sandeep Kumar (Sc C ITSD) Shri Hemant Kumar Bansiwal (Sc B ITSD)

11. Registration & Facilitation

Overall coordination i) Registration Counters : Receiving and guiding delegates to registration counters and meeting halls & Managing registration of delegates and distribution of conference kits, badges, etc. & liaisoning with IEC CO staff.

Shri J Roychowdhury – Incharge Shri Praveen Khanna (Sc E MSD) 15 Oct to 20 Oct '13 and 26 Oct '13 (1 nos. counter would be maintained) Shri Arun Kapoor (Asst MSCD) Shri K.C. Singh (Attnd. FAD) 21 Oct to 25 Oct '13 (4 nos counters to be maintained) Shri Anil Sharma (FL & Pub) Shri Arun Kapoor (Asst MSCD) Shri Ravi Agarwal (Sr Oppr PTD) Shri Rakesh Arora (Sr Oppr PTD) Shri K. C. Singh (Attnd. FAD) Shri Pravind (Attnd. SGCC Section) Shri Nirmal Prakash(Attnd SP&CAD) Shri Govind (Attnd. SGCS Section)

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ii)Updating in Meeting Registration System software (two times in a day, morning & afternoon)

Shri Arun Kapoor (Asst MSCD)

12. Information Desk & Facilitation Counter

Providing information on meetings schedule & meeting venues, transport arrangements, general information about city (tourist locations, travel, taxi, ATMs, currency exchange, post office), medical assistance, lost/found articles, etc

Smt Kanika Kalia (Sc C WRD) Smt Nisha Bura (Sc B PCD)

13. i) Plenary Hall All arrangements for Opening Ceremony & Council Sessions including:

i. Dias Arrangement & ii. Set-up approval from IEC CO

iii. Entrance check assistance during meetings; &

iv. Seating arrangements including that of VIPs, Officials & Media.

v. Recording of events vi. Coordination with media/protocol

vii. certify the equipment used in the hall each day

Dr R K Jha (Sc F & H CHD) - Incharge Shri Sanjay Gupta (Sc E CMD I) Dr R K Tyagi (Sc E SPCAD) Shri Manish Kumar (Sc C HRD) Shri Deepak Singhla (Sc D TED) Shri A K Mahindroo (Sc B CMD I) Mrs Nitasha Doger (Sc B CMD I)

ii)Compering of Events Compering Opening Ceremony & Council Open Sessions

Smt Meenal Passi (Sc E Vig) Smt Surya Kalyani (Sc C FAD)

iii)Presentation of mementos & bouquets to VIPs, dignitaries & speakers during Opening Ceremony, Council Open Session

Handing over of the mementos & bouquets & Transferring of mementos & bouquets given to VIPs, /Speakers to their respective cars

Ms Vijaya (Steno CRO) Ms Rajini Ekka (UDC DDGA Sec) Shri Nirmal Prakash (Attnd SP&CAD) Shri Pradeep Singh Rawat (Attnd DDG Enf &SPCAD Section)

14. Hall No. 2 All arrangements at meeting hall as per requirements including set-up approval from IEC CO and entrance check assistance and technical support during meetings, certify the equipment used in each room/hall each day.

Smt Priti Bhatnagar (Sc E NITS) Shri Mahinder Dutt (Sc B Vig)

15. Hall No 3 + Recording as necessary

- do - -do-

16. Hall No 4 - do - Shri Ravinder Madan (Sc E CMD I) Shri M K Ghosh (Sc E MDD III)

17. Hall No 5 - do - -do-

18. Committee Room A - do – Shri Arvind Kumar (Sc B ETD)

19. Committee Room B - do - Smt. Manju Gupta (Sc E MDD II)

20. Committee Room C - do - Shri Shyam Sunder (Sc E Enf)

21. IEC Central Office Manage arrangements of IEC CO Office as per requirements

Shri Hemant Kumar Bansiwal (Sc B ITSD) Shri Surinder (Attendent LITD)

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22. Business Centre Manage arrangements at Business Centre

Shri Sandeep Kumar (Sc C ITSD) Shri Himmat Singh (Attnd.IR&TISD) for BIS Store

23. BIS Control Room & Store

BIS Control Room / Store Safe keeping, storage and issue of Conference Kits, mementos, badges, etc.

-do-

24. Security, Traffic arrangements, First aid and Medical emergency

Coordination with Vigyan Bhawan Security (CISF), Delhi Police for traffic arrangements near VB and with President's Office for protocol arrangements, arrangement for first aid, emergency medical, and coordination with nearby hospital

Shri A K Bansal (DRA) Shri Sanjeev Kumar (Admn) Shri Gopi Chand (SO Legal)

25. Distribution of mementos to delegates

Shri J Roy Chaudhury & team during registration Plenary Hall team for the events

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INDIA HABITAT CENTRE

26.

Coordination for onsite arrangements in India Habitat Centre

Overall coordination Shri D Goswami (Sc F & Head LITD) – Venue Incharge

27. Infrastructural and Audio-Visual arrangements

Infrastructural arrangements including that of Registration & Information desk, backdrops/ direction panels/boards/ entrance lables; functioning of lighting, air conditioning, electrical connections; cleaning; flower arrangements; IEC Office furniture, etc. Audio-Visual arrangements including LCD projectors with screen & UPS, Plasma/LCD monitors, laser pointers; sound system with microphones; recording of deliberations (as per requirements); FAX machines, printers, photocopiers, Laptop/PCs, switches & splitters ; name plates, flip charts, extension boards, etc; and coordination with meeting room officers of BIS.

Shri Chandan Bahl (Sc E IR&TISD) Shri AS Chawla (Asst CMD I) Shri Naveen (UDC Enf) Shri Arvinder (Sr Attendent ETD)

28. IT related arrangements Wi-fi connectivity, internet cables, LAN points; setting up of IT facilities at Business Centre, CO Offices and BIS Control Room; placement of laptops/PCs/scanners/printers, UPS, etc in meeting halls (as per requirements)., etc ; and coordination.

Shri Kaushik Dutta (Sc C ITSD) Shri K Manikandan (Sc B MDDII)

29. Registration & Facilitation Overall coordination i) Registration Counters : Receiving and guiding delegates to registration counters and meeting halls & Managing registration of delegates and distribution of conference kits, badges, etc. & liaisoning with IEC CO staff.

Shri J Roy Chowdhury H (CED) -Incharge Shri A.K. Bera (Sc E TXD) 15 Oct to 20 Oct & 23 to 26 Oct (2 nos counters to be manintained) Shri R.K. Gupta (Steno IR&TISD) Shri Sandeep Kumar (UDC IR&TISD) Shri Pradeep Rawat (Attnd DDG PP&C & Enf Section) Shri Tara Dutt Pandey (Attnd. SGCS Section) 21 Oct & 22 Oct '13 (4 nos counters to be maintained) Shri R.K. Gupta (Steno IR&TISD) Shri Sandeep Kumar (UDC IR&TISD)

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ii)Updating in Meeting Registration

System software (two times in a day, morning & afternoon)

Shri Mahesh Kumar (Asst BS) Shri Satinder Singh (UDC CMDIII) Shri Pradeep Rawat (Attnd DDG PP&C & Enf Section) Shri Tara Dutt Pandey (Attnd. SGCS Section) Shri Rajesh Gond (Attnd P&C) Shri Mikki (Attnd. ADG Section)

---------- Shri Sandeep Kumar (UDC IR&TISD)

30. Information Desk & Facilitation Counter

Providing information on meetings schedule & meeting venues, transport arrangements, general information about city (tourist locations, travel, taxi, ATMs, currency exchange, post office), medical assistance, lost/found articles, etc.

Smt Shalu Warshney (Sc B MDD I) Ms Navita Yadav (Sc B PCD)

31. Silver Oak I & II All arrangements at meeting hall as per requirements including set-up approval from IEC CO and entrance check assistance and technical support during meetings, certify the equipments used in each room/hall each day.

Shri S K Sahana (Sc E ETD) Shri S Dhar (Sc C CMD III)

32. Casorina - do - Shri Vijay Nitinware (Sc E LITD)

33. Maple - do - Shri Ashish Tiwari (Sc B LITD)

34. Willow - do - Shri Mudit Singhal (Sc C CL)

35. Chinar - do - Ms Deepti Arora (Sc B CHD)

36. Jacarnda - do - + Recording of events as necessary

Smt Nishat S Haque (Sc E JBO) Shri Adbhut Singh (SC B CL) Shri Shrikant (UDC Finance)

37. Gulmohar - do - Smt Reena Garg (Sc E CMD III) Shri PK Sharma (Sc E NITS)

38. Kadamba + Rudraksh + Amaltas

- do - Shri Ghanashyam Jha(Sc E DDGC Sec) Shri Unnikrishnan (Sc C MED)

39. Decksuit - do - Shri S K Kanojia (Sc E CMD III

40. Magnolia - do - Sh C M Singhe (Sc E LAB) Shri Deputy Sukhbir Singh (Sc B ETD)

41. Mahagony Shri Prakash Bachani (Sc E MDD II)

42. IEC Central Office Manage arrangements of IEC CO Office as per requirements

Shri Kaushik Dutta (Sc C ITSD) Shri Raju (Attnd LITD)

43. Business Centre Manage arrangements at Business Centre

-do-

44. BIS Control Room & Store Manage arrangements at BIS Control Room and store Safe keeping, storage and issue of

Shri Parsuram Sc B MDD III Shri Hiralal (IR&TISD (for BIS store)

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Conference Kits, mementos, badges, etc.

45. Security, Traffic arrangements, First aid and Medical emergency

Coordination with IHC Security and Delhi Police for traffic arrangements near IHC

Shri A K Bansal (DRA) Shri Vishal Dogra (SO Adm) Shri Vineet Bhatia (Asst Cash)

46. Distribution of Mementos to delegates

Shri J Roychaudhury & team during registration