-

i Ji ffi\ *g1?:i'd
Minor'"*,I*'
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\)surELcrrrql! vrrvrrtre

l,*.*.aur*ffi."-** ;k
Ff 1 g ,6ku?iliE

k*+w
a
'(o
From
Thiru K. Aiyappan, M.A.,
Deputy Secretary to Government

To
The Director General, Highways Department, Chennai-5.(we)
,-All Chief Engineer's of Highways Department. (we) N < p*
Sir,
sub: IRC- Annuat session * To be held at coimbatore - January
2013'- Discussion - Regarding.

Ref: From the secretary General, lndian Roads congress, New

qt Delhi, D.o. Letter No. IRC-5(\2A11, dated 06-a7-2012-

I am directed to enclose a copy of the reference cited together with its enclosures
wherein the Secretary General, lndian Roads Congress, New Delhi has requested further
:

action regarding hosling of lndian Roads Congress in Tamil Nadu during Jan.y,,,,,,,,,,,,,,3rV'2-0.1.?i,of'rot
5'0! 2. ln this connection, Secretary desires to on i[Q07-!012 al
have a meeting
6.OOp.fiA. in pWD Conference Hall, Bth Floor, Secretariat, Chennai-9 to chalk out the
ffir"rnr" for lndian Roads Congress,
3. I am therefore to request to make it convenient to attend the above meeting with
relevant details.
'l \ .

,,-o'i:.*"n! -'.
*r*.*r'J . Yours faithfullY,
9* I
$^" l__,-* I*t.. a,*,', *'.ui
?tr"; 'F"'* *o:1.. +
,-l-i"'
,to* r.gili" ' "'
Yi..;*''"
+: .
"Sl:i. -,,. * '-fi3i,:i;r for Deputy Secretary to Government

_^u*'i: u\ ",FY
..* mt*
copy to
The Private Secretary to Secretary to Government,
Highways and Minor Ports Department, Chennai- 9.
 \if
,Trr#q q:rg6"4T'+*l
"

wm oift m.f, *cr-q

drqT qEflT g-{q, Eg ffi-tso o11
INDIAN ROADS CONGRESS
3fiF'UI qqN
v YTqf Kama Koti Marg, Sector-6
qErsfu{ R.K. Puram, New Delhi- Ll0 022
AHUN KUII,IAR SHAHMA - . Tel. :+91 (11) 261 8 s303
Secrelary General
s JUL 20t? Fax : *91 (l l) 261 8 3669
E-nrai I : secretarygen@irc.org.in
D.o.No.IRC-StU/toJ.l
0 6 .lu,* 2012

subject : Request for finalizing venue and Dates

for hotding the 73d Annua! Session
at Coimbatore

Eear lirir-rr.. *].a.rruu i,,jt .;-.t+..aii1.?+7t -,

r thankfuily acknowredge the receipt

of your office letter No.6321/HK 2/20rr_6
dated 3'd July,2o72 intimatinglh. .onr.nt
of the Govt. of ramit Nadu to host the 73d
AnnualSession of rndian Roads congress
at coimbatore during January 2013.

I on behalf of the lndian Roads congress

thank thi eovt. of Tamil Nadu and hail
the efforts made by you for taking the fa6urable
decision.

The venue to, t

1 so that oroiru*ie Annuar session at coimbatore may be
finalized at the eartiest l*":.
all inputs for the arangernents could be given.
requested to frame the various committees It is
for jobs rr-p". erii"lines for holding
Annual Session the
{Copy enclosed).

Please find enclosed herewith tnvitation

Booklet of
the 72nd Annual session for
your reference and draft rnvitation Bookret
of 73d n*r.isorion to provide the
required inputs" The information may
kindly be provided at the earliest to
printing of Invitation Booklet for the enable us
73'd Annual Session.

l.;i,fr Lr,.; iur+.i,r.j*,

j
j,
yours *1.,i;.i, i, 7

i._1,
.r:l"att+'' i '
^ '.,-.....-i_.1
d|
EnctS'Asabove -. .
{lrun rumarsharmb}

6'f)'
rhiru r.K. Ramachandran, rAS ,O\' . .-,"*:'
---' rG
Nadu, . '-.r\ Y
q,{
Secretary to the Government of Tamil
*;-l; o"' _F
lliiffil;:ll[;11i.13..,, "
-,r" our*
oo9
&
cHENNAT-'oo "- .o
o {6,,})p-
k"
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 \b) --i.
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[N@WWW@-Wffi
GIflDELINES rOR IIOLDING Tm A!'{I\ruAL SESSTON

I. DURATIONAND DATES OFTHE SESilION :

The Annualsession will generallybe held after an interval'of about a year preferably
of the
during one of the months betwee; November-January depending upin the convenience
hbst Govt. The Festivat days witl be avoided whiie fi,ring the dates of the Session- The
duration of the Session will-be four days. Actual dates of the Session will'be fixed by IRC
Sectt. in consultation with the host Covernrnent.

2. ORGANIS,ATION

Z.l. T6e host Government is required to provide the following essential facilities
for the conduct ofthe Session.

\ (a) lnauguration Hall to seat 2500-3000 persons keeping in view the

\\ expected local ParticiPation.

(b) Two Hatls forTechnical sessions. one having 1000 seats and the other
500 seats. Both halls should have two large size screens (10'xl2') for
simultaneous power point projection in both the halls from
LCDiLaptop with latest audio recording system'

(c) One hall for Council meeting/Secretaries, E:.l*:C'' and CEs metlilg^i
Meeting of Highway Research Board, etc."Sbiting capacityrabout 200
with oval shaled table arrangements and audio-visual presentation
systenl.

(d) Two Halls/big rooms to seat 40 persons each, for holding Committee
meetings with rectangle shape table arrangement'
CI
(e) .0Roors for President.dRc, DG (RD), Secretary Ceneral, IRC' Deptrty@..f *-S
Secretary (A), IRC, RfAt. Oirector (Tech.), IRC and two roomi t:.r3-'."'
office.oithe lRC, at the Venue. All the rooms shall be provided with
telephones (with STD facilities in atleast 3 rooms) i$*P;optt
furniture, Almirah and acoustics.

(0 Accommodation and Transport for IRC Office-Bearers (8), 8 Officers

and 30 Junior Level Officers.

(e) Registration and other Counters at the Venue. and

(h) A Reception. transport, accontmodation, catering and emergeney

health care for the delegates.
 At least
ry?
finalising the deraired
gr rhree meetin" ,lrry 'irr,
be.ananged rvith
" IRC secretariat whire
."#
norrnaily shift to theryrs.r-ris"ro, *,, s"rrion. inc secrerariat l'i
venrre on" ir""r, in .ar*""";
review the arrangements made. ;" session to assist wi,
and

2.2. As soon as
]he state Govt. agrees to hord the session, the host Government
. ill!:::,:i,sub-Committe"s
ii' o"ut *i*, ir,e rril;;s
work associated with
*ffi^,e
o? @) Session and Secretariat Organigation
and facilities O F e_\.fr1-

v9 $) Reception, Transpor-t and Reservations L# fii tF.. rL_

aa,
@) Accomrnodation A. f o r*ft. .p DE
n e,
(d) Catering c-C ftei ec- 16
1/- \q

ug G) Venue facilities Le n'ft

v-/
($ Inspection of Engineering Works g E c. .t.rrt c frk
1<-
7<-
{h) Publicity and souvenir (incruding
T.v. and A.I.R. coverage) : c g 62 * *R
(i) Post-SessionTours S g lar3cr l. C.ts f;
let
>9 0 Cultural.Programme S E * tt6.ufiil?.
pg (tl Ladies Programme .De rrrl tge
g? $ Misce llaneous and Medical D E M l-R lL C Be '

z'3' rhe host covernmenr wirr arso ,rp:,:. ilo."r

Sreering Committee h*d;; tr"furr, Engineer-in-Cl"r-Jf,5#t:rtuiy una
'of theita; .pruri. woi[, d"ffiri r* E"'ffi#I']'',ffi{*Fff_T
rh,;;;i o,gi,ilrie
;ltJ:j[o;F"*,rinees. EnBineer uiu *t'o"it il[,il
wirr be an officer
from his post ii&"Jt:::iJl8 i"ilircrv to be trnnsr".rJi

2'4' Duties of the Locar organising

secretary wi, be as forows:
(a) Organising meetings of the Steering
Comrnittee .,

(b) Overall coordination arrangements relating to the Session

,.j:ll .
including the Technical Exhibition."E-'!'Y"w

(c) Furnishing prompt repries to the

various queries received from
intending participants. It wourd
u"-pr.i.*[r. if a proper retterhead is
printed for this purpose.
 {

rh{
payments from the
(d) Opening a Bank account in his nanre for receiving
iniendei delegates for various purposes, such fls" Registration:
Accommodation, Inspection Tours,' Teohnical
Exhibition and
each of these should
Advertisement etc. separate head of account for
in case of cancellations, over-
bE maintained and refunds of paynrents
payments, adjustments, etc', should be promptly *'d: !-tlt"*l:F""t'
and. memberslrip fee
ilgilt"*; fee for the delegates, lad-r delegates for the
*f',T.f,, *uy be received Uy ihe L'O'S', are actually lntending.
Cenera!'.lndian
IRC and should, tlrerefore be remitted to the Secreiary
RoadsCongresspromptly'Thebankaccountshallbeclosedonlyafter
expenses rvould
atl dues are settled. Rit iuy*"nts in respect of various
be remitted out of this account.

Booklets based
(e) Preparation of the drafts for lnvitation and Information
and submission to the IRC at
on ih" sample of the earlier year's sessiorr
least six months before the date of tlie Session'

Preparation of separate notes on engineering wolks

to be visited by the
(f)
delegates for distiibution to the delegates on their
arrival'

so as to
(e) Keeping regular telephonic contact with the IRC Secretariat
achieve effective coordi nation.

(h) ltwouldbepreferabletoappointaliaisonofficer(AE/EEranlt)to
interact in the IRC Secretariai regarding arrangements
/ requirements'

(D Settingupofacontrolroomwlrereallinformation'relatingto
jo_urleys, etc'
transport, accommodation, medicat facilities, details of
or
will be available on Computers. Any other emergent information
*"i.ug" intended for delelates shgu!d also. be available in this control
room.

0) Ensuring that tape recorded versions of all Meetings' are made

uuoiruurl to the llic secretariat before they leave the venue.

Adequate signages, direction sign boards to the venues

(k) and banners
days in
aboui the lRC-session should be got ready about fifteen
advance.Itisnecessarytodisplaythemtwodaysinadvanceoftlre
Session. l'

3. WEB SITE

A separate website of the Annual Session of the lndian Roads Congress to be

and would be updated
ananged immediately Jisptaylng all the details of the Annual Session
wou.ld also b^e.rrade'
from time to time. In this website, link to IRC website www.irc.org.in
the website before 48 hrs' of
The accommodation allotted t9 the delegates will be shown on
the beginning of the Annual Session-
,1\^
i'ilE

i- fi'{wrATIoN BililKLET by
ission shail be prepared

*"ro'J'o'l',1t"":T#":.-#',:-"1"r'l[:;:x'rtu+iili*i3"i$i;[H$t$:$:
*:f [;t"t,l*'5*]:ixHt[":1""il1""'::i[dlil*::","T'il1*xt'1i1qp
t#ih;ilrf1jilii:relt'#:','ii'-i;HH1';':,'l:Jll"'il;l#;;session
wellas on IRC website also'
ffi;il;t
5. CONVENTION COMPLEX

.Theconventioncomplexshouldbesuchthatall'themain.funotionsinconnectionwitlrEngineers' meeting'
.oun"it *eetings''Ctt''"f
f nuugurut;;,
Talk bv experts' etc'
the Session, ,r"f, ,.,-R#stiation, Business meeting'
meetings of fecr,nicaif##tPd"r;;;'Jion'
can be heldut-tt'' i*?pr'"' rr'":T{{::,"','"r,T.'::ltS"mllf{:'i!:iff:il";
Iiit*.tio* of pandats' other temporary, oo*pr"x ror providing
rime. Nece.,u,y u,ffiirents in the ca
ror'ge1."-1.}jlj:I5ii[l*:t-':t''
even
uiin,"rrupt"d power supply

AND OTHER REQAIREIT,TENTS

TRC OTFICEACCOMMODATION

6.l.TheofficeaccommodationtobearrangedatthevenueoftheSessionshallbe
as follows:
: One Room
(a) President,lRC

(b)
\"/ Director General : One Roonr
(Road DeveloPment)

IRC : One Room

(c) Seoretary General'

(A)' lRC : OneRoom

(d) DeputY SecretarY
One Room
tRC
(e) Addl. Director (Tech')'
(lT)' IRC : One Room
(0 Deputy Director
Two Rooms
(g) IRC Office
tHil
sh ou d u.
r
li- u"' -e r"t"1,,ffi
6.2.Alltheseroomswiltbefurnishqd.asofFrcewithrequisitestationery,etc.and
ifru:"::::'t:h3"::
"upiul"'
n";"ny-f,:f:1."1*:ilti!i{$#:-,:t155"l',,:lTitf :fl
"il:il'ril,
-;.,,* i*i *i p"o'' trav s' pe n ci I s' e raser'
i';X f lJ;:*,'l;:ii
for office rooms'
I illi*1TT;
utt required
",t
 t\)t
6.3. Trvo Photostat rnachines (Heavy-duty) with operators, two glazed almirahs,
four Steel Almirahs, services of rwo efficient stenographers, two Assistants
and four Iabourers should be made available to the IRC Secretariat.

6.4. Computers with printers alongrvith.adequate stationery, operator, etc. are also
to be arranged by host Govt. and made available to IRC Sectt. immediately on
arrival at camp office. (Details enclosed)

7. REGISTRATION COUNTERS

7.1. The following Registration Counters will bE required f,or the first two days.
States allotted to respective Counters are liable to be sliifted from one counter
to other counter depending upon the number of delegates attending from a
particular state.

8 Counters for Registration

2 Counters for IRC Membership

3 Counters for IRC Sale of Publications

7,?. The Registration Counters will be manned by IRC staff. The Ladies Counter
will be manned by two lady volunteers. It may be ensured that all above-
mentioned registration counters including that for sale of publications are
ready two days prior to the day of inauguration of the Session. One/two
Officials each to be provided at the respective Registration Counters to help in
bringing the materials and other work with the officer/staffof lRC.

7.3. While doing the Registration, the IRC Secretariat will check that the delegates
are up-to-date in membership fee and only after that the badge and other
materials intended for them will be issued. Necessary signatures in the
Registration list will also be obtained by IRC Secretariat.

7.4 Delegates kit would be arranged and distributed by the Officers of L.O.C.

OTHER COUNTERS

Separate counters at the venue and under the charge of the LOS will be required to
cover:

(a) Air and Railway Boolcing

(b) Transport

(c) Accommodation

(d) General Enquiry and Announcernent Bootlr

(e) lnspection Tours

 qt't
(0 posrs & Telegraphs !*.-'ii$.
+.'r
G) First-Aid posr

(h) Registration for Ladies accompanying

the delegates

(i) Dishibution of Bags, Souvenir, Mementos

& Ladies Mementos
AII counters may be provided at one place to ensure proper
service and coordination.
separate Reception counters shall be
operated at the Airport, Railway station
Inter-state Bus stops,'for guioinj;nitukG and
guiding them about other detailsirptosr;;m.e
tnJ o"irgut"; il;i
rrr their places of stay and
a1d transport arrangements. The officers
deputed at these counters so
Yglld u" eq"uippeo witrr r,aptipr
of a,ival/departur"-an'iu"commodarion
(*l;
wiretess internet) having
|'}:::1.'""t'ation uilon"d to anend the delegates

INAAGURATION

9.t The Hall for tnauguration shourd be abre

to accommodate 2500 to 3000
persons' The Hail shourd. have proper
acoustics and sound systom. The
modernfaciIities,like;multi.sc'"endispluy,.rc._-

on the dais, besides the vrp Dignitaries (one who

ti ''' one who presides) seats sho.urdir proricio
inaugurates the session &
for the prria"ri-rnc, DG(RD),
/.,\ ,i'- LX , Past-President. rRC, four vice-presidents,
s.cretary cei"*i,'rnc,
r,,:$
"1i
fl on
4t
,/
'of organising commineeand Locar orglniri;g

$it{ff x:;'i,[iffi
il.;;;.-"fi:"ilchai'na^rlr
,";J#:;1,ru:*;,f ',il',:*'f,
-mtSre.nlutsuheJJ.-btprovided at the dais..
T'vq_qteo6r**r#JffiT'fl
#'#'Jl
.trfl ;#d"l[,,.r,r.,,,n,.a.
''*)-
I,,{r*oq'..
l

I two i;ctdtl*,,t ,&*haded lighting'.rr*g.rents shall

,

bu
Either sideirthil;;?-iabres. Grisser'*irn ,.ffim-
minerar water and flower vases
should be kegit on the dais. The seating arrangements
shourd be disprayed by
pla-cards (80x350 m.m) designation praced on the tabre in front
!v
chair. There shourd b:." bunn..lapprox.'size r.g of each
dais disptaving the embrem of the indian
, ; 36 ;) aith" r"ar ofth.
noads congr;;;,';iri;g rhe number,
dates and Venue of the Annual Session.

9.3 Entrance for trre dignitaries invited f3r inauguration

be kept separate.from that
of thp delegates as it is seen that invitees
usuaily arrive at the same time at
which dignitaries arrive and due to ,".rriry
they may not be artowed in for a
certain duration whire VVIp's are arriving
ano being,rr."" *1i"'oi*.

9.4 The host state staff s.hourd or girr.hostages

put ail efforts to seat the deregates
and other invitees in their apprlpriate ptl.
ino shourd ,nri. ro see that
their stafft vacate their seats in i*. oiou.i-crowding. "fr,ts
++\r lhf
'9'5 $99ar1te large, size u-aage stratt be provided for each of the digniraries and
office bearers.

i'u ..uT
gr-rp"ciat invitees, councir menrbers, Arvard winners, paper
To::ir.
contributors and press Reporters ihoutd
u, vB'
vv .urmurtrd-and
"'er rwu I reserved in the
front rows of seats in the Hall.

9'7 Entries to the Hall.shou.ld. be. regulated

so that no disturbance is created. lt
should be ensured that all inviteei and delegates
take their seats l5 minutes in
advance of the tnaugural function. printei
.opi", #ir,e speeches and any
other literatures intended for invitees and
delegates will'be placed on their
seats 30 minutes in advance of the Inaugural
function.
9'8 The president, lRc, vice-presidents, DC(RD),
secretary cenerar, IRc, host
state secretary/Engineer-in-chief and thi
receive the high dignitaries at the entrance
L";rr G;;ising secretary wifi
to the hall ind from there, the LoS
will conducr trrem to the dais, Trre hosr p.w,D.
office-Bearers to the digrritaries. Dignitaries
t;i;,y wi[ introduce the
shail be plesJr,teo with bouquets
as soon as they are seated on the dais.

9'9 The Programrne of the Inauguration wi, generaily be as under:

Time (in Minures)

(a) Presentation of Bouquets
5
(b) lnvocation
3
(c) IRC Geet
(d) Welcome Addr.ess
)
5
(e) Reading.of Messages by Secretary Ceneral,
IRC 5
(D Address by the president, IRC
(g) 20
Address by the Dignitary who presides
'15
(h) Address b1tle Dignitary who inaugurates
(i) '15
Awards of Medals and prizes ,'.5
0) Vot-e ofThanks by the Vice-president,
IRC
(k) NationalAnthem 5
J
Toht io
(say 90 Minutes)
9'10 The Locar ollT]t.]:u. secretary_wi* get Invitation
distributed
cards printed and
to important persons of the s-tate and oir,". high
connected with the arrangements of thersession local offcials
ana tt e-Jeteg"tes.
9'll The Presidenl iRC,. DG(RD), host.State_chief
Engineer, the .Secretary
Generar, IRC and Locar-organising s..r.iury
_the
dignitaries after the tnaugural functlon
iiir ,r, off the vrp
is over.

9'12 Fifty copies each of the speeches delivered

by the dignitaries of the host Govt.
souvenir wiri be suppried ,. *,. inc
iljJ|i:::, J.;;;il;, before rhey teave
,r, "/4-{.
i, ',J
10. ,COT]NCIL
MEETING '

Two council Meetings will be held

arangement to accornnroOut" during the session. Hail
ZOO f.rrons sho_ulj
with ovar shaped rabre
table microphones and
; ot*t
U. ,ffir6.
t"r''"i'ryrt.,n fitted inir,. g"rL There should be about 30
audio-visuar presentarior',r,'Lrsi Adequate arrangements for
;Li,T_.r.:,"frLo.;;';i;h powerpoint,
of, screens (size 2J 3 - ;t;;i I'ioinr., to be arrangrJ'u, per size requi;d number
proceedings should of the har. The
be tape-recora.i'"r1"1r";;#;rliff
'President, IRc, DG.(RD),!;;*itnt, .pra-cards by designation of
Director, IRc shou,rd o"'pr"pur.o-"rT IRC, Fo* vi".--i;srdenrs,
secretary cenerat and
shoutd be kept on the trur!.
prr..J'*fi,r,"",r]' a.r, sma, pads
fu,"* *iil trut,rur.ir ri,irinrt".. and ashrrays
9g The tea and snacks may
,n'.T,"':l#jl *:ii x :mri*;: i:m[i;:il ;flll',, be p ro m i ne niiy aL p r uy. o it
11. SECRETARIES/ES-IN-C/CITIEF
ENGINEERS' MEETING
secretaries/Es-in-c/chief
Engineers, meeting wirt normaily be herd during the
session' state wise. pra-cards
,t,orro'8"'prepared rro,
(RD)' D'G'(worksl, c.p,w.ri:;"D;"j
[,' ni,."r,Ii'
"pui "cii*i,'ln,
piu_"r.ds for secretary (T),
DG
Headquarters'
A, otrr.r rr.unsdrli; i,rrrt.
the secrerarievEs-in-c/chili=;;ilil1, ,rr" ,.1,.rii}}rh.
engin.rr_in_-ciili
councir meeting. Notice of
ur*
meeting wir-t
;,:o,rinenrry dispriyed at the
ff::lffi*1}:s inside uet inoJiis oi;''il;i:';i,;i:l,r:ir: Ha, arranged ror the councir

12, TRB ]VTEETING

Highway Re::1ch, Board

meeting wiI arso be herd durine
cards' should be prepared'
arr otner irrangements wi, be thethe session, srate wise pra-
meerrng' Notice of the HRB
,r""ting-witi -pro*inrn,i, i,ror"r* same as for the councir
inside behind oais orfl,.-H"il.;ilffiJ,;, u" at the entrance as we,
,rr" rr"ii *rrrt.l"t,,r,e as
used. councir Meeting can be

Ii. TEcrrNIcAL,sEs.ror/,s ,,

l3'l' one hall of about 1000 seating.capacity

and
capacitv will be required for hoidin;i;;rd another of about 500 seating
' ' papers- The 3"rrion, r", n;i uri "e.idge
hail uied for irurguruiion, if
near *,. ,"nu. of the session,
may
I should. nu'" ptop.i ;;;;;... -frre
Uiee;r r,uiirnorlO atso be suitabte
scrbening fi tms/si ides, etc. for

13'2' Thq following should be provided

o,l tn. dais in each hall.
(a) Tabre to accommodateJ.chairs
arongwith pra-cards of chairman,
co_
ffif;* ffp,;*'ano 'quthors;ffi1#"r chairs in the second row
(b) One welt lighted podium with
pointers.
(c) 3 table microphones.
 ttl"
t'.' ,

(d) One hand microphone, one clip/color microphone with sufficiently

long lead for use by the speakers,

(e) LCD Projector/Laptop for PowerPoint Projections fixed at the Podium

with proper size of screens (size 2.5 x 3 m) and pointer (Torch
pointer). The audio-visual systern should be capable of presentation in
more then one screen through, one Laptop from podium & one
computer system for loading of the data separately. The entire system
should be supported by uninterrupted power system (UPS) and
wireless internet connection for any downloading of data.

(D Suitable signaling light be provided at rostrum to control the time

allotted to a particular speaker,

(g) One tabte bell for Chainnan to control the discussions, writing pads
and ballpoint Pens for the persons sitting on dais,

(h) One Junior Engineer/Assistant Engineer as an incharge of the Hall may

. (i) Adequate number of girl hostages may be provided for Registration

counters, Council Meetings, HRB Meeting, Es-in-C meeting and for
both the Halls for distribution of comment slips and to collect the same
and also to get.the attendance of the audience.

Eight Attendants to serve water and collect comments slips from the
.:participantsinthehallsshould!eprovided.:..
13.1. Arrangements of sufficient capacity generators and lor tape-recording should
be made. Alternative arrangements should be made available in case of failure
of electricity .

13.4. A Notice shall be displayed outside each hall indicating the narne of the Paper.
: and other salient features of the Technical Session taking place there.

13.5. Attendance Sheets shall be maintained foreach Technical Session, and a pair
of girl hostages volunteers should be made responsible to get the attendancE
sheet signed by all de legates attending the meeting. These attendance registers
should be handed over to the IRC Secretariat after each TEchnical Session.

13.6. If the halls are tempor'ary pandals, ttrey should be located where external noise
is the m.inirnum and sound proof.

13.7. No toudspeakers should be allowed to operate in the area to avoid any

disturbance to the Proceedings.

13.8 Arrangement for serving Tea, one at about I I A.M. & other at 3.30 P.M. is
to be.made near each hall.
/.9?
1'la
'. ..J -

14. TEIEN;L=CwIwTITITTEES
*e=r:
Two rooms e
of the relin;;i'E#tn.with a seatins cae:cir),,of,40 persons may.be reguired
fbrmeerings
!-,,': : ";; ;il, ;"J,! TiT,i,"J::' ;n y llo?*
l.'au" ol.,ill, J*,,, n c"';;,#'
provided on the tabres.. rhe
;.";,, ". n u,,
''.;;;;.?:!:T:[iE:][,,[::,il1,Ti.r.,ffi*1"rX,j,E
'""'1ilirixiliff
:ff ll,Fj:#iiliryJfi *#Jlii#l^*ivre,r-e,.ii.*,,,y
.omn,itt",s';:j[";,",J:il1?lffilffi
;lH,::*1.i,,?tiffi i1LiJ;iTI[.."i1#
b. .BU.9IIrE.SS, IVTEETING

:'' kr:r"";#l#:liJli:},ll
purpose.
(Rri;, east_rr".rd;;'i r[iln:F:,,:ll H,r:ji :il3,;:,il,,,r1,,rr
.l* r;.i,
[6, ;Jl fi ::1.:]lli[::ilf oc
i, murtimediap*;..to,un1:i:T@Til.qiiJl,"l.
"?:,I.
il,1,,'il103';::'1.',ln:;'1."11,T_p.,q:,id.q or rhe ,ll,:"F,,J"o":f*[na
werr rigr'It;J
j;nJ:,"r"1,a::tm
p;;il,r,*rr uLo'LJ.*,,"J;;
{::::3::J:ifl['#
election Tables having
- ' "ro zo
&v .t,ui.,s d,
lol' I".uiin.r*
Near the
and ltve
"'=vr.run ano ,0"r.""';;',::.*
five spare chairs. wttotr scrutineers of
or the
tr.,.
!I tS,Z Enky to the

ff ,,,.#ff 1i[rfli+,fllT.,,}illiii,u^,:;J]'i:i[,:;ffi ill:

j*:.i[i-ii';fi "ffi
i!"i'#'ii,xi:t;$trir
t paier u, a iil;ililJfi,.n
:J'1"J,"T4;fiH#li
:&:llil"",t,[', :f T,, *''.""#,.'r,'J
ba r r o tu rie- i
hail wiu be oermitted
il;;';ilurrot
ba'ot boxes'orrv rott.j;,ffi.;;"ided pupr,.*,iio.,irjffiJ:."#r
for corecting lifl:
the barots.
16. TECENICAL FILT{S

- some technicar firms may be shown du::g ,r session

at su,itabre times.
;'**ili,TJ::Jilffi iltH,,[#:1.,",fi ,,ifi jilH.*ili:t*f;,ff These may

:,.T:,,"J.#t:
17. TECHNICAL EXHIBITION

17'r' rn case. a.Technicar

Exhibition^,:_L-g1.,:ed,.an
officer of the rank of
ilffiIfJ,','J-fr :-,'ffi1;;i3"h13ffij,l;1it:^1=tiJp"iii*.,*
iifi ,?id{JtfiiH;f,fl:i#fl
ff5';r jT,-t}ft "*:l::r[i"'i]]::lr:r;:iTill
jr*H:nr
Ijii:i:il*:tr#ix::iT:::r'?
;tr':"T?,,r""llloli,,ll'tfi,*. j#:ryit:],iT:3,':i',?,1T:,[:'if,:
rrrres available, like, etectricid p;r;rilrii, or.

t0
 'ldghting, shourd 1be--"ra;;ed witt
in advance. .This inform*iun ,r,Jra, u* =
avairabre to the inrendine
oarticipa*;;F;;;try in advance. Ir is desirabre
thailhe attotrnent orilre itairs;,
il;#;,il;.;t
their stalls and materials piop.rly. the participanrs can affange

17'2' since other Govt'/semi-Government

Departments may also participate
Technicar Exhibition, their officers in the
*il;;;';; set_up the stals wig arso
need accommodation. tdpon and space f;;i"r"g".This shourd be kept in
view.

" 17'3' In orderto.regulate,

the Exh-ibitors should be limited
as per entitrement to be decided and issued with Badges
uepenainj on ,i," ,pu.. booked for.
' l7'4' lt has to be ensured that each Exhibitor
is Associate Mernber of the IRC
up-to-date in subscription account- and
For this, information would
the time of booking'of stutl. be obtained at
Non-tvt",r#rr rrrourd be directed to
approach

18. LT]NCTTES AND DINNER

l8'1' A dining hall close to the venue for accommodaiing

persons will be required. about 2000 to 2500
' : the Simple lunch and Jiir"r.r,"r[ b;
scheduled times so aJio uroia ;;j;;r*'or, u,
' I vegetarian loss or time. sepa.ate tables for
j suflicientry*d ;;:r";;riin jtems ,ruy-irprorioed. The tabres shourd serving
spread outio uv"io ,nrr."ri"o
washbasins, towets
J#i,re. Adequate number be of
and soap ;*Jrd;;-off;iorol*"
l8'2' lt is necessary to see that food items are available
in sufficient quantities so as
'to 4void. rush' Tfier.e is a tendency
r to
-- rush
' -9" whenever there is apprehension
shortage. "r'vr:wYe of
'' l8'3' Lunch and dinner coupons should
be made available to the delegates
advance for which;;;;rr*y;"nouncement well in
shourd be raade by the organisers.

19. SOCIAL FTTNCTIONS. TO BE

IN SEPARATE TIALL
Not more than one curturar show
and one
If the host Govr. desirer, rht;;;;;;;; {_Holg for: the deregates may be arranged.
officiat oinn.i'atso. Invitation car.ds for a,
be given in-'adva;;-i;; ?r"being
,t;:l'r:tt"rTav issued to the deregates et the time of

20. P I{ O TO G RA PE S/ VID E
O -FI L M S

20'r' AIt functionsand meetings shoutd be covered

through tatest equipr.nir. r'rre ptrotogrupr*by expeiienced photogiaphers
L[.I eactr day shourd be

II
/_fJ
: * di'sprayed the nexr *r._=:.11"ri"*"*u ,.3
required by thenr' Beiore ooegares may_order for the
trr" rnCS.crllur]ui'r"urrs the copies
phorographs iaken during
*,. srrsion'"ri'rierr, sets ofstation,
photo,
one set of a,
-sto*ing
dignitaries addressins the
audience (f";;;ility tt,
prrpor"rj snoutJue suppried
ro the IRC secretari-ut.
on,
should also be supplied "ru.,ri i-""i"i"i_u r,, the photos of the session
photographs io be given Pr.ffi;g #'iiib recretariat'
secrerariat. In additi
adaition, entire
in aieiiiiil* ilL;."
20'2' video filming of the session
need not be done as this
various meerings and causes disturbance at the
atso hil;;; i;;ffiffi expenditure.
:

21. IADIES PROGRAfuTME

2l.L suitable prograrnme ,tl^_1.-,rrr*q"d.

for rhe- ladies accompanying
the
fi,.-:fffX*i;f|; ilti'*"h";ili; ,#,,ala. in
.the rormaiiJi
rn
'eookret.
p"'ti. p" ti,'r'ffi: ;
i
#T'ff [ #
onrv registered taov o-Jegar* i*ffi In r ff H;,* ;;[ffi:ri j,ij
programmes' AII Ladies ;;ii-.#'.r,*iur, for participation
tl]utirr*rf,.lri'tE'l,"rning in these
start of official programme 30 minutes before the
at a single point for a epanure
to various points.
' "'',' ffi'nliT,fifJflxii[#1i:::llged keenilp
in view o,h.,. p*g,u,n,n.,
,aciritaie raoreffiffiffi,l:H#Tff,;,fu;,ffi.fil":ii;fifi,rij;ffi ,

22rt:ffi
]"Jl'*;{'".J,,ff ...,ffi rJFIrJ,..*?lrff
:*}{"J,H:,"TilTruff ::,ffi
222'I:ffi
J,'J,,',"iilT?::$!1.":,.+g,p,..'.,t'ii:!!XJ,J"ff
i." ffi.f I ut r [f j:Hl|.ff
ITJ 'lfi de egates, tu,, r,o*
"?H?*ii ff 1",::"',x "ri
i r

"' oF ENGTNEERTN. woRKs

& posr-s*SsroN , ,.
,rNsp*crroN TouRS
::::s::,?l;Til.,",.",:;:il:fl i':H:;:i:::,Tf,-,,l,llitn::.,i::::,:1,,,?u;maybe
:l''J,",#fi .":#yi"li,;*,il"*""'i"#ili,11;#:l:i+HiHff .e;:
ilffi
:*[3!-xi::rTff.:fi1.ilT*h,ffi
regrstration papers. F #,;3;#JhffiH',l"'v*".ii"''llJJl.u
provided.,;iftl;.il:,ffH::irneybooltingatpoint;1',u:#i*,fl",i#

t2
-r

.+a
lsr
i-3 24. yWLffdiN
Wide publicity should be given to the proceedings of the Session, and for this a
separate publicity officer should be appointed. Radio interviervs or radio talk by the
President/DG (RD)/Secretary General, IRC can be arranged. ln addition a Press Conference
with looal Press media can be arranged. The press handouts may be issued in consultation
with the Secretary General/Director, IRC, A souvenir may be brought out by the host
Government on the occasion. Special supplements may be arranged in some of the important
national/local newspapers, Radio and T.V. coverage should also be arranged.

25. RECEPTION OFDELEGATES

25.1. The delegates rvill be received at the Airport, Railway Station, Inter-State Bus
Stand and seen off at the time of departure. Necessary transport for this
purpose will be provided.

25.2. Sufficient number of volunteers will be required for receiving and seeing off
delegates. They will wear the volunteers' badges. Reception counters will
.also be openbd at the Airport, Railway Station and lnter-State Bus Stand
(where necessary). Each reception counter shall be equipped with Laptops
with wireless internet having the complete data information's about
Accommodation and arrangements of the Session in advance so that they can
be given proper guidance to their places of stay. At each reception centre at
the Airport, Railway Station, tnter-State Bus Stand, the detailed programme
and the venue of the various functions should be displayed for the inlormation
of delegates on their arrival and delegates should be given printed copies of
programme and details of the transport arrangements.

25,3. Delegates usually face most.difficulties when they arrivE and the following
items may be looked into carefully.

(a) Every delegate is immediately informed of his place of stay and is

provided transport quickly. As f'ar as possible delegates from a
State/Organisation be provided accon:modation in the same hotel/
together/ nearby. The delegates may be informed prior to their coming
of the hotdl in rvhich they have been boolced through email/display at
website.

(b) Volunteers be available at the various hotels/ places of stay and they be
interactive to try and help delegates with their problems.

(c) Detegates be informed of fansport arrangements to and from venue,

particularly with reference to time and number of vehicles.

26. ,RETUftN ft ESERVATIONS

For those delegates who have remitted necessary charges in advance for their return
journey, reservations should be made immediately and they should be informed accordingly.
For those delegates who are paying the charges at the time of the Session, all possible help
should be rendered to get their reservation arranged ivell in time. lt rvould be preferable to

13
,Jd
:

jsecuie the services of Air and Sailway !

officials who may oo* ai"t, counters at the venue
itself and also block a number of seati on various trains and air routes
as per requirements.
The host Government should appoint two Officers to look after this work
exclusively besides
supporting staff, It rvould be preferable if a travelAgent is engaged to provide
th. ir..rrury
facilities and if necessary, even more than one T-ravel aglni may be allowed
to open
counters.

27. ACCOMMODATION FOR DELEGATE,S - MORE ROOMS AT ONE PLACE

PREFERRED

27.1. Accommodation in Covernment Hostels and other suitable places for about
1000 delegates, over and above the delegates from the host State will be
required. About 600 delegates are likely to be accornpanied by their wives. lt
will be ideal if maximum numbers of delegates are housed uion" place near
the Venue of the Session.

27 '2. Accomrnodation for senior delegates may be aranged at Circuit House, Guest
House, etc. Only when such facilities are not available the host Government
may go in for.star Hotels.

27.3- The President, IRC, DG(RD), secretary, MORT&H and secretary ceneral,
IRC are to be treated as State Guests and provided accomrnodation
accordingly.

27.4. Since most ofthe delegates are Government servants, the eharges for lodging
may be at the following rates:
For Self For Spouse

(a) Secretaries/E-in-Cs Rs.8500 Rs.3000

(b) Ch ief Engineers/Add l.CEs Rs.8000 Rs.3000
(c) Suptd. Engineers Rs.7000 Rs.3000
(d) Exe. Engineers Rs.6000 Rs.2500
(e) AEEs/AE/JEs Rs.4500 ' Rs.2500

These hotel charges rnay be coltected from all the delegates at

the time of
allotment of the accoinmodation by the host Government.

27'5' Delegates from the Private Sector generally require accomrnodation in private
hotels where they remit the necessary charges in advance. Accommodation
may be arranged for them at norrnal hotel charges.

27'6' The requirements of accommodalion should be worked out and foolproof

arraogements to reserve them, made well in advance
so that at the last
moment, there is no dislocation. The accommodation arranged
should cover
' the day of arrivar and deparrure. However,
in the case
and secretaries/E-in-cs/chief Engineers the accommodation
i";;ii M;;;;;;
"a may be arranged
for one more day as they have io attend Council Meeting/Secretaries/E-in-
cs/chief Engineers meeting on the last day of the session. :

I4
 l{?
.-t .-
27.7. T.hereare3senior,4junior-,offi-""rs anfl about 20 members ofthe .ministerial
staff and staff of the IRC Secretariat. Accommodation for all of thEm
should be arranged in one place very near to the place of the meetings.
Necessary telephone facilities should be made available at the place
where staff is accommodated.

27.8 Accommodation so allotted would be intimated to the delegates through

emails and displayed on the Session website.

28. TRANSPORT

Comfortable buses/mini-buses should be provided for the delegates for their journeys
from their places of stay to the meetings and back. Tirnings for departure of busEs to and fro
should be fixed and displayed and also included in the tnformation Booklet to be brought out
by the Local Organising Secretary. The frequency of the bus trips must be well planned so as
to avoid inconvenience to the delegates and enable all of them to reach the venue in time for
the meetings. One car each for Presidenf DG (RD), Immediate Past President, Vice-
Presidents (four), Secretary General, IRC, Directors, IRC (two) and Dy. Secretary, IRC,
Under Secretary, IRC (two) and three Qualis for staff of IRC should be placed at the disposal
of the IRC Secrekriat.

Regular car or bus shuttle service between the venue and the Hotels may be arranged.

29. OTHER GENEMLAKfrANGEMENTS

2g.I. No costly briefsases or bags need be given. However, suitable folders or

inexpensive Bags can be given at the time of regishation. The requisite
number of plastic bags/folders should be prepared one week in advance of the
Registration after adding Information Booklet, Tour Programme, Invitation
Cards, Pad and Pencil, etc. after adding IRC literature for distribution to the
delegates at the time of registration.

29.2. Illumination of the Convention complex and other places wherE meetings
connected with thE IRC Session are held should be avoided to reduce the
expenditure.

29.3. Delegates and lady delegates are required to wear their badges regularly at all
functions including lunches and dinners so as to prevent entry of non-
registered persons to these functions.

29.4. Arrangementi of Rest and refreshment rooms for ladies accompanying the
delegates may be made for their corvenience at the Venue.

2g.5. Sanitary conveniences .with toilets and washbasins rnust be provided at

requisite places close to each of the meeting halls. These shall be clean and
wellmaintained with towels, soap, etc.

*:t* *

15