SPIC MACAY Responsibility Booklet 2009

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    RESPONSIBILITIES OF THE EDUCATIONALINSTITUTIONS CONDUCTING SPIC MACAY

    PROGRAMMES1. One person has to be clearly identified from the school/

    college who will be finally responsible for everythingconnected with the programme. The person will sign aconsent form given in Appendix 1a (for the Virasat series) &1b (for the FESTseries) and return it to the SPICMACAY coordinator. This person will also make sure that at least onerepresentative attends the weekly meetings held till at leastone week after their programme.

    2. A respectful letter of invitation to the artistes must be sent atleast two weeks prior to the programme and a letter of thanksto them (including accompanists whose addresses must befound out from them) immediately after the programme, withsome photographs & paper cuttings if possible. Copies ofthe letter sent should be given to the SPIC MACAY coordinator.

    3. The artistes must be received and seen off at the railwaystation/airport.

    4. The stay & incidentals of the artistes have to be looked after.A minimum of Rs.10000/- should be given one week beforethe arrival of the artistes for their stay & incidentals. For someartistes the amount could be more.

    5. The artistes must be escorted from the place of stay to thevenue and vice versa, in a proper vehicle. (Not a black & yel lowtaxi).

    6. Arrangements for the programme (before, during & after)have to be made according to the detailed guidelines givenin appendix 2. Some highlights are:D

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    a. A good sound system must be procured centrally bypaying approx. Rs.5000/- (in Delhi). Lights required in caseof a dance programme, will have to be paid foradditionally [approx. Rs.2,000/- (in Delhi)].ln special casesthis amount could be more.

    b. All programmes must be conducted in the 'Baithak' style.There must be a shoe counter outside, with provision fortokens.

    c. Announcements (preferably in Hindi) at the beginning ofthe programme should include: no flash photography;no movement in the hall while an item is on; no videofilming without the prior permission of the artistes andSPICMACAY.Cellphones should compulsorily be switchedoff. The above should also be enforced during theprogramme. Notices mentioning the above should be putup near the hall.

    d. A proper introduction of all the artistes (including theaccompanists - by name) should be made before theprogramme.

    7. At least one suitable banner must be put at the school/collegegate which can be procured from the centre at the cost ofRs.200 per banner.

    8. Gifts must be given to each artiste (value: Rs.1200/- minimum,for the main artiste and Rs.1000/- minimum, for each of theaccompanying artistes). It should not be a momento andinstead have some utility value. (Some examples of gifts whichcan be given are in Appendix 3).

    9. At least 50 aesthetic posters of the programme have to bemade and shown at the meeting and then put in otherschools and colleges & at prominent places like the MandiHouse Area, Habitat Centre & India International Centre.

    10. One creative poster with photograph (which can be procuredfrom the internet) and information about the artistes andthe art form must be put up in the school/college at leastone week before the programme.D

    11. It is mandatory to present Cl detailed report of the programmeon the following Saturday by the students of the institution,along with the external coordinator's report.

    12. A counter displaying SPIC MACAY material (specially thepasses for the entire series and SPICMACAY folders) shouldbe set up at the venue.

    13. The final responsibility for making sure that the artistes' placeof stay has been booked and that their return reservationshave been made, rests with the school/colleges conductingthe programme. The central group will help them out.

    14. Each school/college has the responsibility of contacting thepress (some addresses and phone numbers may be takenfrom the SPICMACAY co-ordinator).a. Send information of your programme to the news editors

    of the various newspapers and three days b~fore theprogramme for the daily engagements column.

    b. Send invitations to the correspondents of the variousnewspapers and agencies requesting them to cover theprogramme by deputing a photographer/reporter.

    c. Send a news item (press release) after the programmewith photographs requesting the news editor to publisha news item in the paper. (Specially to Education Times,HT Horizons and the Metro Editors of major dailies).

    d. Send a press release & invitation to DD, AIR and other TVgroups like NDTV, Star, Zee, Aaj Tak etc. to cover theprogramme.

    e. Take a list of media people from SPICMACAY and inviteas many as you can for your programme, specially, thedance/music/drama/art critics.

    15. Invite a person/persons who can be of help to the educationalinst itut ion and SPICMACAY as special Guests (some names& phone numbers can be taken from the SPIC MACAYco-ordinator).

    16. The programme must start on time. (V. Imp.)10

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    CONSENT FORM FOR VIRASAT (Fi rs t week o f Sep tember to 15th Decembe r)

    g

    The ins ti tu tion s intending to hold aSPIC MACAYeven t wil l h ave to g iv e a gua rantee for ful fi ll in g the fol lowingconditions:We have read the 19 points and additional 5 points in the case of schools. mentioned in the note titled'Re spon sibi li ti es o f th e educa tional ins ti tu tion s conduct ing sPIC MACAYprog rammes ' and agree to abide bya llo f them.We rei te ra te tha t we sha ll not make any changes in the date. t ime. v enue and a rt is te once the p rogrammeispub licized in th e p rinted mater ia l and the p re ss .We woul d l ike t o be a pa rt of t he Vi ras at s er ie s ( Fi rs t we ek of Se pt ember t o 15t h De cember ) & organize themodules marked below:

    ~ -4if; 8 SPIC MACAYtiltil(.!Gl -q;fr ~ ~ 3ffq; ~ru5('!1~'1Ir~ctH1 ~ ~ ~ ~

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    CONSENT FORM FOR FEST(20 th January to 30th Apr il )

    StudenteacherNamedd ressel. No. (Best t ime to contact)ax No.mail

    The insti tutions intending to hold aSPIC MACAY event wil l have togive aguarantee forfulf il ling the fol lowingconditions:We have r ead t he 19 po in ts and add it io na l 5 poi nt s i n t h e ca se o f s chool s. ment ioned i n t h e note t itl ed"Responsibi li ties of the educational insti tutions conduct ing SPICMACAY programmes" and agree to abidebya l l o f them. Werei te ra te tha t we sha ll not make any changes in the date. t ime. venue and art is te once theprogramme ispub licized in the printed mater ia l and the press .Wewould l ike to bea par t o f the FESTseries (Last week o fJanuary to 30th Apr il ) and organ ize the modulesmarked below:

    Wron iTcir S SPIC MACAYti)til~G1~ G ~ 3ifq; i?fus~.q~'lIrtiq,('1~ 'I:(US~ ~ ~Socie ty for the Promotion o f Indian Class ical Music And Cu lture Amongst Youth

    Before the programme1. Car(s)must be sent with a responsible person to receive the

    artistes from the station or airport to the place of stay andfrom there to the venue where they will beperforming. Pleaseavoid sending a bus/black & yellow taxis. If the artistes arecoming by taxis, make sure that they are received at theappointed place.

    2. Excellent rooms should be provided for the artistes' stay.3. Light refreshments should be provided to the artistes before

    the performance. The artistes should be asked beforehandwhen and what they require during the programme. Theirfood and other requirements should be checked assoon asthey arrive.

    4. Each programme costs thousands of rupees and theorganisers must ensure that at least 100 students witnessthe programme. It means good publicity. Aestheticallydesigned poster, publicizing the programme, should be putup in the host institution. Adequate publicity should also bedone in all other colleges and schools sothat a greater crosssection of stude~ts attend the programme.

    5. The stage should be swept and mopped ashort while beforethe recital is due to begin. Nobody should be allowed towalk with footwear on it.

    At the venue1. The artistes should not be made to perform sitting on the

    floor. A carpet or a durrie & over which clean white sheetsshould be spread with comfortable sitting arrangements.2. No passage way in the centre of the hall should be kept.3. Directions from the gate of the institution to the venue must

    be put up clearly for the convenience of outsiders.4. A good poster briefly describing the artistes and the art formshould be put up at the venue.5. The artistes should be taken to the green room well inB

    Appendix 1b

    Amount PayableRs. 10000/-RS.11000/-

    Convenient Dates

    FEST

    Classical Music (Vocal & Instrumental)Classical Dance (only schools)

    III

    I nconvenien t Dates

    Date

    Signature of Principal

    Name of the Principal/Dean:Tel. No. (Office &, residence):Email:

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    advance of the scheduled time of the programme. (Theyshould be present at least one hour before). This will help inthe programme starting on time.

    6. The green room forms a very important part of any concert.It is imperative that it should be clean and aestheticallydecorated (flowers, agarbatti, white sheets upon a thinmattress on the floor, a jug of water etc.). Its size shoulddepend on the number of artistes. The toilets attached tothe green rooms must be clean and hygienic.

    7. A good sound system is abs