How to Organize Conventions

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HOW TO ORGANIZECHAI CONVENTION/ANNUAL GENERAL

BODY MEETINGS

THOMAS KUNNIL MA LLB

EVENTMANAGEMENT



KUNNIL-AGBM CHECKLIST 2

Hold preliminary discussion with the Governing Body of the Regional Unit concerned andfix the Venue and D ate of the Convention/AGBM

Select a Theme for the Convention/AGBM of CHAI.

Prepare background papers on the Theme

Decide Registration Fee (including charges for food, accommodation, transport etc.)

Prepare and send circular with necessary information along with the Registration Form to

all the members at least 60 days before the date of Convention/AGBM.

Hold joint meeting of representatives of CHAI and Regional Unit and help in constitutingvarious Teams including a Coordination Team, which would facilitate/undertake different

activities related to Convention/AGBM.

Depute the Liaison Officer concerned/ or a senior staff as representative in theCoordination Team.

Extend necessary support to the Regional Units in identifying, fixing and finalising Chief

Guest and other dignitaries for the inaugural function.

Prepare and make available write up on CHAI

Undertake Registration of delegates before the Convention/AGBM and on the Spot

Registration.

Provide the list of registered delegates to the Teams concerned and the Convention/AGBMsecretariat.

Prepare the Annual Report, Audited Statement of Accounts for the previous and the Budget

Prepare Badges for the Delegates.

Prepare Identity Cards and Ballot papers for Election Assist in the conduct of election to the Executive Board

Conduct/ facilitate scientific sessions.

Make available to the Regional Unit the required funds for the approved heads of

expenditure.

Reimburse the travel expenditure of members of CHAI Executive Board, resource persons

etc.

CHAI CONVENTION

&

ANNUAL GENERAL BODY MEETING

ROLE OF CHAI CENTRAL OFFICE




Take the over all responsibility of holding/conducting the Convention/AGBM.

Establish a Convention/AGBM Secretariat

Constitute an Event Management Coordination Team (EMCT) consisting of at least ten

members. CHAI Executive Board Member from the Region, the Regional President and the

Liaison Officer concerned or Senior Staff from Central Office shall be ex-officio Members of the EMCT.

Each member of the EMCT shall be ex-officio Coordinator of each Event Management

Team. Give necessary guidance to the Coordination Team

The President of the Regional Unit shall be the Chief Coordinator of the Event Management

Coordination Team

Constitute different Event Management Teams for the following functions and entrust them

with various activities involved:

1. AGBM Secretariat 7. Catering

2. Reception 8. Liturgy

3. Inaugural Function 9. Cultural Programmes

4. Physical Arrangements 10. Publicity & Documentation

5. Accommodation 11. Scientific Session

6. Transportation 12. Finance & Fund Raising

Obtain detailed plans of the Event Management Teams, preferably in the following format

SL

NO

WHAT

[PROPOSEDACTIVITIES]

HOW

[METHODOLOGY]

BY WHEN

[TIME FRAME]

BY WHOM

[PERSONRESPONSIBLE

COST

[BUDGET]

Give necessary guidance to the Event Management Teams

Hold regular meetings and review the various activities of Event Management Teams

Prepare minutes of the meetings and send a copy of it to CHAI Central Office through thePresident of the Regional Unit concerned.

ROLE OF THE REGIONAL

GOVERNING BODY

Event Management Coordination Team (EMCT)




Maintain a secretariat with at least one competent person at least one month

before the Convention/AGBM in order to monitor activities related to theorganisation of various programmes. Secretariat also functions as the contact

point for delegates and others.

The Promotional Secretary shall head the Secretariat.

Ensure that the Secretariat has contact facilities for Telephone, E-mail and Fax

Prepare and make available Convention/AGBM folders, writing pads, pens;

Badges for VVIPs, VIPs, Members of CHAI Executive Board and GoverningBody of Regional Units, different Teams, volunteers and CHAI staff as per

requirements. (Get sponsors if possible for these items.).

Draw up the list of VIPS/special invitees dignitaries to be invited for the events/

programmes

Prepare and print the invitation cards in consultation with the Director of CHAI,

Reception and Coordination Teams, and send them to the invitees.

Finalize, print and make available Programme Schedule of the

Convention/AGBM in consultation with the Director of CHAI, Reception andCoordination Teams.

Print and make available meals coupons in consultation with the Catering Team.

Make arrangements for booking return journey tickets for delegates and otherswhenever requested.

Provide stationery items like chart papers, brown papers, marker pen, drawingpins, sketch pens, clips and nylon ropes etc. to the concerned

Ensure secretarial support to various Teams and also to CHAI during theConvention/AGBM.

Assist and support Coordination Team and sub-Teams in holding their meetings.

Keep CHAI Head Quarters informed of the happenings and progress of various

activities related to Convention/AGBM.

Extend support to the Reception, General Information and RegistrationCounters

CONVENTION/AGBM SECRETARIAT




Constitute a Reception Team. A member of the Event Management Coordination

Team shall be its Coordinator

Obtain list of VVIPs, VIPs/dignitaries/special invitees, delegates etc along details

of their arrival timings

o Obtain Necessary Permission from the authorities at the Railway/Bus stations to

put up Reception Counters.

o Ensure special announcements of the presence of volunteers at the reception

counter at the Rail/Bus stations Receive the VVIPs, VIPs, dignitaries, special invites, delegates etc at the railway

station /bus station/airport or from their arrival points.

Open and manage Reception and General Information Counters and a First Aid

centre at the venue during the entire programme

Receive the Special Invitees, Media persons and the delegates and help them

seated on the reserved seats

Receive the VVIPs/VIPs/dignitaries according to the local custom and lead them

to the dais/meeting hall.

Ascertain from the Coordinators the number of volunteers required.

Arrange the required number of volunteers for Reception, Transport, Physical

Arrangements, Catering, etc.

Brief the volunteers on the various activities and allocate duties and timings

Coordinate with Catering and Finance Teams for the food and local travel expenses

of the volunteers.Prepare a detailed plan of action as per the following format and

submit a copy of it to Coordination Team and the Finance Team:

SLNO

WHAT[PROPOSED

ACTIVITIES]

HOW [METHODOLOGY]

BY WHEN[TIME FRAME]

BY WHOM[PERSONRESPONSIBLE

COST[BUDGET]

Coordinate with other Teams and the Convention/AGBM Secretariat

RECEPTION




Constitute an Inaugural Function Team. A member of the Event Management

Coordination Team shall be its Coordinator.

Identify VVIPs/VIPs/dignitaries for the inaugural function (Five or seven persons: Chief

Guest, Presiding person (preferably the local Bishop), President of CHAI, Director of

CHAI, Keynote addressor and any other VIPs/dignitaries (Guests of Honour) and invite

them.

Finalise the list of dignitaries according to the protocol, fix the role of each one of them,

and brief them on the events, etc.

Obtain bio-data/resume of the VVIPs/VIPs/dignitaries, who need to be welcomed/

introduced by the President of CHAI and/or Master of Ceremony. Copies of the bio-data

preferably a resume of it to be prepared and given to the persons concerned.

Obtain copies of the speeches of VVIPs/VIPs, if available, and make available copies of it

to the Publicity and Documentation Team.

Draw up the Programme Schedule of the Inaugural Function and arrange to deliver copies

of it to the VVIPs, VIPs, dignitaries etc.

Identify a Master of Ceremonies and entrust him/her with the related work.

Finalise the method of inauguration - lighting of lamp, invocation, etc

Ensure proper seating on the dais for the Chief Guest, the Presiding person, the President of

CHAI, the Director of CHAI, the person who delivers the Keynote address and any other

VIPs/dignitaries (Guests of Honour).

Arrange nameplates, File/Folders of VVIPs/VIPs/dignitaries according to the seating

arrangements on the dais.

Arrange drinking water for the VVIPs/ VIPs/ Dignitaries.

Ensure arrangements for lighting of Lamp – persons and the order of lighting the lamp.

Keep ready bouquets, mementos and identify the persons to present the same to theVIPs/dignitaries.

Master of Ceremonies to take charge of the Inaugural Function and conduct it as per

Inaugural Schedule.

Prepare a detailed plan of action as per the following format and submit a copy of it to

Coordination Team and the Finance Team:

SLNO

WHAT[PROPOSEDACTIVITIES]

HOW [METHODOLOGY]

BY WHEN[TIME FRAME]

BY WHOM[PERSON

RESPONSIBLE

COST[BUDGET]

INAUGURAL FUNCTION




Constitute a Physical Arrangements Team. A member of the Event Management


Prepare a lay-out of the Venue: Meeting hall, discussion rooms, Secretariat, Reception,

Registration, General Information counters, area for commercial/health exhibition,

dining hall, parking area, toilets etc.

Prepare the dais (with chairs, tables, podium, stage back drop, decoration etc) as per

protocol for inaugural function and for other programmes.

Arrange for chairs, tables, carpets etc for the meeting hall, dining hall, discussions

rooms, etc.

Ensure proper seating arrangements for VIPs, special invitees, media persons, the

delegates etc

Ensure adequate lighting on the stage, meeting hall, dining hall, discussion rooms etc

Arrange black boards, display boards etc. as per the requirements.

Prepare banners welcoming delegates and fix them at prominent places.

Prepare stage back drop in multi-colours (the banner should show the name of CHAI,

date and venue of the programme, theme etc. Refer to the samples given in the annex)

Install computer systems, Lap Top, LCD Projector, OHP, PA systems with required

number o of cordless mikes. UPS, Xerox machine, Junction Boxes, Extension Cords,Generator, temporary telephone etc.

Arrange the services of an electrician for installation and monitoring of various systems.

Assist facilitators/presenters/Resource Person/participants in their presentations through

OHP/ LCD Projector.

Arrange for bouquets/garlands/mementoes etc as per the need of the day

Provide drinking water in the meeting/dinning hall and places of accommodation.

Arrange for security (if necessary seek police protection).

Coordinate with other Teams and the Convention/AGBM Secretariat.

Prepare a detailed plan of action as per the following format and submit a copy to the

Coordination Team and the Finance Team.

SL

NOWHAT

[PROPOSED

ACTIVITIES]

HOW [METHODOLOGY]

BY WHEN[TIME FRAME]

BY WHOM[PERSON

RESPONSIBLE

COST[BUDGET]

Get sponsors, if possible

PHYSICAL ARRANGEMENTS




Constitute an Accommodation Team. A member of the Event ManagementCoordination Team shall be its Coordinator

Assess accommodation needs and ensure accommodation for different categories

such as

Delegates Participants of other pre or post AGBM programmes

Members of CHAI Executive Board

CHAI Staff

Resource Persons

Bishops/ special invitees Members of various Teams

Identify places of accommodation (including Member Institutions), number and

types of accommodation available (single bed, double beds, dormitories) and make

a list.

Indicate whether the accommodation is reserved for Priests/Sisters/Lay

persons/Resource persons etc.

Arrange for beds and bedspreads, mosquito nets/repellents, first aid kits,

soaps/towels, candles, match boxes etc if needed.

Allot accommodation s per list prepared.

Provide the list of Allotment of Accommodation to the Reception and the Transport

Teams.

Display the Accommodation list at the Reception and General Information Counters

and at the places of accommodation.

Open and manage Accommodation Allotment Counter

Co-ordinate with other Teams and the Convention/AGBM Secretariat.

Prepare a detailed plan of action as per the following format and submit a copy to

the Coordination Team and the Finance Team.

SL

NOWHAT

[PROPOSED

ACTIVITIES]

HOW

[METHODOLOGY]BY WHEN

[TIME FRAME]BY WHOM[PERSON

RESPONSIBLE

COST[BUDGET]

Get sponsors, if possible

ACCOMMODATION






Constitute a Catering Team. A member of the Event Management CoordinationTeam shall be its Coordinator.

Assess the catering needs of the programme, including pre and post AGBMprogramme.

Draw up the daily menu, both vegetarian and non-vegetarian

Identify and fix caterers after approving the lowest rates as per the menu for

each day.

Ensure proper seating arrangements other facilities including drinking water,wash basins etc. in dining hall.

Fix and display timings for breakfast, morning coffee, lunch, evening tea, andsupper.

Ensure quality of food and maintain hygiene in all respects.

Arrange separate sections for vegetarian and non-vegetarian food

Streamline serving of food through meals coupon, if needed.

Make arrangements for coffee and snacks for the inaugural function, including

special tea/coffee etc for VIPs/dignitaries

Make arrangements for providing food for those who arrive on the previous day

and for those who leave on the following day of the programme.


Prepare a detailed plan of action as per the following format and submit a copy

to the Finance Team.

SL

NOWHAT

[PROPOSED

ACTIVITIES]

HOW [METHODOLOGY]

BY WHEN[TIME FRAME]

BY WHOM[PERSON

RESPONSIBLE

COST[BUDGET]

Get sponsors, if possible.

CATERING




Constitute a Liturgy Team. A member of the Event Management Coordination

Team shall be its Coordinator.

Arrange liturgy for each day according to the programme schedule [usually onthe first day the Holy Mass will be in the evening and on all other days it will be

in the morning].

Arrange for sufficient number of vestments, host, mass wine etc

Prepare liturgy – introduction, readings, hymns etc - for each day according to

the theme, print/Xerox copies of the same and distribute them to the delegatesevery day.

Identify and fix Main Celebrant for each day

Arrange/prepare choir

Prepare/arrange for Prayer/Invocation and concluding prayer/National Anthem

during the Inaugural function/valedictory function.

Arrange and decorate the altar

Prepare a detailed plan of action as per the following format and submit a copy

of it to the Finance Team.

SL

NOWHAT

[PROPOSED

ACTIVITIES]

HOW [METHODOLOGY]

BY WHEN[TIME FRAME]

BY WHOM[PERSON

RESPONSIBLE

COST[BUDGET]

Get sponsors if possible.

L I T U R G Y




Constitute an Entertainment Team. A member of the Event Management


Arrange for cultural programmes (maximum two hours) on the evening of the

first day.

Arrange for movies, educative programmes (in CD/Video) on the evenings of

other days.

Arrange sight seeing (optional) in consultation with the Transport Team

Register participants who wish to join the sight seeing.

Finalize the sight seeing schedule in consultation with the Transport Team and

take charge of the sight seeing tour.

Provide food packets (breakfast and lunch) to those who go for sight seeing Theparticipants are expected to meet the expenditure (including transport charges

and food))


Prepare a detailed plan of action as per the following format and submit a copy to

Coordination Team and the Finance Team.

SL

NOWHAT

[PROPOSED

ACTIVITIES]

HOW [METHODOLOGY]

BY WHEN[TIME FRAME]

BY WHOM[PERSON

RESPONSIBLE

COST[BUDGET]

Get sponsors if possible.

ENTERTAINMENTS




Constitute a Publicity and Documentation Team. A member of the EventManagement Coordination Team shall be its Coordinator.

Prepare write up on CHAI and the events

Arrange a Press Conference at a convenient/suitable place on the eve of the

Convention/AGBM. President and/ or Director of CHAI to brief them on the

Convention/AGBM.

Arrange photography/ videography of the main events/programmes

Invite reporters from various Newspapers and news agencies to cover the events/ programme.

Prepare press release and send it to different newspapers.

Contact local Doordarshan, private TV channels, AIR and request them to cover

the events/programmes.

Prepare News items of the day and send them to the Newspapers/agencies along

with photograph of the event, if any.

Ensure that the events/Programme appears in the engagement column of variousdailies.

Release advertisements on the events/ programme, if sponsors are available.

Minute/Record the entire programme /Ensure process reporting

Interact with the scientific session team and prepare the detailed report

Make available, photographs of the various programmes to be sent to thenewspapers along with news items and also for the office album.

Prepare souvenir, if feasible.


Prepare a detailed plan of action as per the following format and submit a copyto Coordination Team and the Finance Team.

SLNO

WHAT[PROPOSED

ACTIVITIES]

HOW [METHODOLOGY]

BY WHEN[TIME FRAME]

BY WHOM[PERSON

RESPONSIBLE

COST[BUDGET]

PUBLICITY &

DOCUMENTATION




Constitute a Finance and Fund Raising Team. A member of the Event ManagementCoordination Team shall be its Coordinator.

Explore the possibility of raising resources in cash or kind from

Bishops

Provincials/Major Superiors

Industrial/Business Houses

Member Institutions Organizations/Schools/Colleges

Individuals etc.

Personally contact the donors with a request letter signed by the President of the Regional

Unit concerned.

Get sponsors for various items/activities through the Event Management Teams concerned.

[Keeping in mind the policy of the Organisation, sponsors may be permitted to advertise their

products/services through handouts, banners etc].

Obtain action plans and budgets from different Event Management Teams, prepare a

consolidated budget, and provide a copy to the Chief Coordinator of the Even ManagementCoordination Team. The Chief Coordinator shall forward it to the Director of CHAI with

his/her observation/recommendation.

Receive/obtain funds through the President of the Regional Unit concerned and disburse it

to the other Teams as per the approved budget.

Keep and maintain accounts as per audit requirements [For every expenditure incurred

supporting vouchers/bills/cash receipts are to be attached/obtained. These are to be

forwarded through the President of Regional Unit to the Director of CHAI, Secunderabad

together with a statement of account for replenishment or settlement as the case may be]

Note:

The Director of CHAI shall communicate his approval or otherwise in writing, to the President of

the Unit. He/she shall make the necessary arrangement for the transfer of the funds to the bank

account of the regional unit in instalment as and when required, within the approved budget.

If the Regional Unit concerned does not have an exemption under 80G of the Income Tax Act, all

donations in cash including Money Orders, Demand Drafts/Cheques are to be received in favour of

“The Catholic Health Association of India, Secunderabad “ only. The receipts of donations should

be made through official receipt of CHAI only (obtain required number of receipt books from

CHAI). Donations to CHAI are exempt from the Tax under section 80G of the Income Tax Act. The

donations (MOs, Cash, Cheque, DD etc.) are to be sent to CHAI through the President of the

Regional Units for remittance in its (CHAI) account in Secunderabad.

FINANCE & FUND RAISING




Constitute a Scientific Session Team and elect its Coordinator

Finalise scientific sessions in consultation with the Director and the Associate Directors

Identify and fix experts/resource persons for keynote address and other presentations

and assign their roles.

Identify and mark discussion rooms and group the delegates for discussions etc.

Identify and fix persons to facilitate/moderate group discussions, plenary session etc.

Obtain write-ups from the presenters in advance and make copies available to the

delegates/participants.

Make available necessary items required by the resource persons/presenters.

Arrange for reimbursement of travel expenses, payment of honorarium etc. to resource

persons.

Support the Documentation team in documenting the Scientific Sessions


Prepare a detailed plan of action as per the following format and submit it to the

Director of CHAI for his approval.

SLNO

WHAT[PROPOSED

ACTIVITIES]

HOW [METHODOLOGY]

BY WHEN[TIME FRAME]

BY WHOM[PERSON

RESPONSIBLE

COST[BUDGET]

Note: CHAI Central Office wills conduct/facilitate the Scientific Sessions

SCIENTIFIC SESSIONS




Arrange to despatch the AGBM Circulars with its enclosures to all the Members of CHAI, CBCI and CRI and also to the regional and national voluntary organisations and

individuals who are associated with CHAI.

Receive the filled AGBM Registration forms and fees and register delegates for the

AGBM

verify the filled registration form and the fee received along with it,

hand over the filled in registration form, along with the fee to the Finance

Department and obtain official receipt for the payment

allot Registration Number and register the delegate

send acknowledgement letter to the delegate along with the Receipt

Keep AGBM Secretariat/different Teams informed of the progress in registration of delegates.

Prepare and make available list of delegates (with relevant details) to the

Convention/AGBM Secretariat and the different Teams especially Reception,

Transport and Accommodation at least 15 days before the Convention/AGBM

Ensure the following items in sufficient numbers for the Convention/AGBM kits:

Badges for the Delegates

Convention/AGBM File/Folders

Convention/AGBM Programme Schedule

Writing pads and pens

Meals Coupons

Annual Reports along with audited Statement of Accounts Budget for the next financial year

Identity card for Election [one card per Constituent Member Institution]

Copies of any other documents, presentations on any topics, etc

Prepare the Convention/AGBM kit with the above items

Open and manage the Registration/Spot Registration Counters at the Venue.

verify the registration acknowledgement letter presented by the delegate – AGBM Registration and particulars of registration fee and other charges. If

found correct, obtain signature on the Attendance Register and issue the

Convention/AGBM kit [The kit will be issued only after payment of the

prescribed Registration fee and other charges in full. The Members of CHAIExecutive Board and special invitees are exempted from the payment of

Registration fee and other charges.].

Direct the delegates to the Accommodation/Transport Teams

Prepare and display the consolidated list of delegates at the Reception/Registration

Counters

Make available sufficient number of Ballot papers and assist in the conduct of election

to the Executive Board

Collect Membership Fee

Support the General Information Counter

Coordinate with the Event Management Coordination Team and the Event

Management Teams

ROLE OF MEMBERSHIP TEAM




ANNEX

SAMPLES OF INVITATION CARD/BANNERS ETC[CORRECT THE TEXT AS PER THE NEED]

Invitation Card [front page]

THE CATHOLIC HEALTH ASSOCIATION OF INDIA157/6 STAFF ROAD GUNROCK ENCLAVE SECUNDERABAD 500 009

cordially invites you to the inauguration of its

55th Annual General Body Meeting

onSaturday 07 November 1998

at

09.30 am at Campion School, Arera Colony, Bhopal

THEME: Alternative Models for Health Action

His Excellency Dr Bhai Mahavir.

The Governor of Madhya Pradesh

has kindly consented to be the Chief Guest

and inaugurate the programme

His Grace Most Rev Dr Pascal Topno

Archbishop of Bhopal

will preside over the function.

Director, CHAI

[Programme overleaf]

__________________________________________________________________

RSVP : Telephone: 27848293 27848457 27841610 27898756

Fax: 040-27811982 E-mail: [email protected]




Back page of the Invitation Card [This could be replicated for the Inaugural Schedule]

PROGRAMME

09.30 am – 09.35 am Invocation-

09.35 am – 09.40 am Lighting of the lamp by the Chief Guest- His Excellency Dr Bhai Mahavir

Governor of Madhya Pradesh 09.40 am – 09.45 am Welcome address

- Sr Martin Maliekal President, CHAI

09.45 am – 09.50 am AGBM Highlights- Fr James Culas

Director, CHAI 09.50 am – 10.05 am Key note address

-10.05 am – 10.12 am Presidential address

- Most Rev Pascal Topno Archbishop of Bhopal

10.12 am –

10.35 am Messages-

10.35 am – 10.45 am Release of Herbal Calendar - Ms Mabel Rebello, MP

10.45 am – 10.55 am Address by the Chief Guest

10.55 am – 10.58 am Vote of thanks- President of Regional Unit

10.58 am – 11.00 am National Anthem

11.00 am – 11.30 am COFFEE

______________________________________________________________

Note: Invitees are requested to be in their seats by 09.20 am




Banner for stage backdrop (on satin cloth in Red & Blue letters)

For Podium cover

55TH

AGBM OF CHAI07 – 08 NOVEMBER 1998

CAMPION SCHOOL, BHOPAL

THEME: ALTERNATIVE

MODELS FORHEALTH ACTION

THE CATHOLIC HEALTH ASSOCIATION OF INDIA

55TH ANNUAL GENERAL BODY MEETING

07 – 08 NOVEMBER 1998

CAMPION SCHOOL, ARERA COLONY, BHOPAL

THEME: ALTERNATIVE MODELS FOR HEALTH ACTION




Welcome Banners

Banner for Reception/Vehicles

HEARTY WELCOME

TO

THE DELEGATES OF THE 55TH

CHAIAGBM

07 – 08 NOVEMBER 1998


THE CATHOLIC HEALTH ASSOCIATION OFMADHYA PRADESH

WELCOMES

THE DELEGATES OF THE 55TH

CHAI AGBM

07 – 08 NOVEMBER 1998


55TH ANNUAL GENERAL BODY MEETING OF CHAI

07 – 08 NOVEMBER 1998





Matter for the AGBM Folder/Writing pad

Printed matter for Badges for VIPs [ribbons used for making the badges should be in different colors: 3

colors for VVIPs & VIPs, another 3 different colors for Board Members & 2 colors for Conveners of Teamsand staff and single color for volunteers]

BHOPAL

07 – 08 NOV 1 998

THE CATHOLIC HEALTH ASSOCIATION OF INDIA PB 2126 GUNROCK ENCLAVE SECUNDERABAD 500 009

55TH ANNUAL GENERAL BODY MEETING

07 – 08 NOVEMBER 1998

CAMPION SCHOOL, ARERA COLONY, BHOPAL

THEME : ALTERNATIVE MODELS FOR HEALTH ACTION

___________________________________________________

With best compliments of:



Agenda for the Business Session of AGBM

THE CATHOLIC HEALTH ASSOCIATION OF INDIAPOST BOX 2126 GUNROCK ENCLAVE SECUNDERABAD 500 003

THEME : ALTERNATIVE MODELS FOR HEALTH ACTION

DATE SATURDAY 07 – 08 NOVEMBER 1998

VENUE : CAMPION SCHOOL, ARERA COLONY, BHOPAL

Chairperson: Sr Martin Maliekal, President

AGENDA

1. Introductory remarks by the Chairperson

2. Reading out the minutes of the 54th

AGBM 1997 for adoption by theGeneral Body.

3. Presentation of Audited Statement of Accounts and the Report of the Auditors for the year 1997-1998 for adoption by the General Body.

4. Approval of the Budget for the Year 2000 - 20015. Appointment of Auditors for the Year 1999-20006. Any other matter with the permission of the Chair

7. Concluding remarks by the Chairperson

Badge Card for Delegates)

[Note: CHAI Central Office will prepare the badges for the Delegates]

FIFTY-FIFTH ANNUAL GENERAL BODY MEETING

AGBM REGN NO

55TH

ANNUAL GENERAL BODY MEETING OF CHAI

BHOPAL 07 – 08 NOVEMBER 1998

Name ……………………………………………………………

Documents

How to Organize Conventions