List of activities:

S.N. Items Action

1 Invite VC, Director IT, All HODs of IT Departments and All Reunion organizers to draft invitation
faculty members of 1983 era, including those retired but letters & get them delivered through IT
living nearby. Database is available with Dr. PK Mishra. BHU or courier. Assign one person from
Send advance Invitation Letters/Cards for joining at least each branch for reminder service.
ONE dinner and Alumni Milan at the Institute. Provide to & Arrange transport at designated places
fro transport for them at designated places. Maintain their like Rajputana Xing etc.
cell nos. and assign one person from each branch to again
remind them personally to join dinner & alumni Milan.
2 Invite Chief Guest about one month in advance for the Assign responsibility to one person,
Alumni Milan function at Swatantrata Bhawan or alternate preferably an alumni in Varanasi
auditorium
3 Arrange to send message to all IT departments for access Assign responsibility to one person.
to various departments/classrooms on ………. where Through Director
Alumni may wish to visit to re-live their memories.
4 Arrange to send message to all IT hostels for access to Assign responsibility to one person.
various hostel rooms on ………. where Alumni may wish to Through Director
visit to re-live their memories.
5 Arrange to send message to Proctor Office for access of Assign responsibility to one person.
Buses/Taveras to BHU to visit various Through Director
departments/classrooms/hostels on …………….. where
Alumni may wish to visit to re-live their memories.
6 Arrange for Swatntrata Bhawan or alternate Hall decoration Assign responsibility to a team of three
with flowers, bouquets. Alumni & their family be greeted with students/alumni.
rose buds.
7 Arrange to invite local Hindi & English press. Keep a follow Assign responsibility to one person.
up.
8 Make a database for the Batch Directory. Use the template Assign responsibility to one person,
attached. XLS file, pdf or doc file. Ask everyone to send preferably an alumni who is most active
scanned passport size snaps. Circulate to all for everyone to on the internet.
recognize the old faces. Put it on the net.
9 Gala Dinner I on ………………. for …… guests. Book hotel
banquet halls, with expected minimum nos. of guest. Book
the banquet hall first, nos. of guests can be confirmed about
a week in advance. Look for facilities listed herein.
10 Gala Dinner II on ……………. for …… guests. Book hotel
banquet halls, with expected minimum nos. of guest. Book
the banquet hall first, nos. of guests can be confirmed about
a week in advance. Look for facilities listed herein.
11 While visiting hostels on ………….., plan for Ethnic hostel Assign responsibility to a team of three
lunch to have sukha roti, aloo sukha, daal, rassa – mutter students/alumni.
panneer like the good old days on ……. for …… guests.
Nos. to include all final year students.
12 Plan for Lunch at Swatantrata Bhawan or alternate Hall on
……. for …… guests. Nos. to include all attaending faculties
and students.
13 Sarnath trip can be planned for small groups on day of Contact my friend Dr. Ashok Kumar
arrival and second trip on day of departure. Taveras will be 9415372691 for assistance
available for commuting. Mini bus and spare Taveras can be
used. Lunch can be planned at Rangoli Garden, Sarnath,
within 1 Km of Sarnath temple. It has a big & well manicured
lawn to accommodate more than 75 guys at a time.
14 After the Sarnath visit on day of arrival, alumni can be taken transport coordinators
in Taveras/mini bus to Durga Mandir, Manas Mandir, Sankat
Mochan Mandir. All can then have dinner at Keral Café,
Sindhi Café at Bhelupura (Lalita Talkies). Relive your days
of outings at Banaras.
15 Take advance confirmation from the arriving alumni for visit Else minimum lunch charges has to be
to Sarnath. It will help planning the trip and Lunch paid.
arrangements.
16 Similarly take advance confirmation from the alumni for visit Else minimum lunch charges has to be
to Sarnath on the last day. It will help planning the trip and paid.
Lunch arrangements.
17 Prepare a detailed date wise schedule for the meet and Assign responsibility to one person, to be
circulate to all alumni on the net. Also circulate it through discussed on the net and frozen.
hotel staff when alumni arrive/check in.
18 Banaras is normally quite cold in Dece.. So everyone must Inform the group
bring warm clothing.
19 Last few days become very hectic. Message need to flow Assign responsibility to one person.
faster. Create an internet SMS Group through which SMS Passwords be shared with few
can be sent to all those attending the meet. organizers.
20 Ensure PA Paging system at all functions i.e. Hostel Student organizers
visit/lunch, alumni milan, Bajra ride, dinners etc.
21 This is the golden opportunity to collect funds for a project in Ask everyone to bring their cheque book
IT BHU, in the form of Gurudakhshina. for donations.
22 Pin point & sponsor travel/hotel/meet expenses of alumni Reunion organizers to secretly assess
who are at economically weaker level. These expenses can this.
be transferred to general meet expenses.
23 Prepare Labels for Alumni which should indicate Name & Assign responsibility to one person
Brach. Get it distributed at the hotel on the first day.
24 Try to get sponsor of booze for the Gala dinner, they may Assign responsibility to a team of three
agree with provision of standees/banners at the venues. If students/alumni.
none, arrange for local procurement of booze, not from
hotels.
25 Hire photographer for Still and Video Photography. Contact my friend Sh. Ramu Kumar
Someone later will have to get DVDs copies made and 0542-2410206, 9415695980 for
couriered to all participant & non-participants. arranging photographer.
26 IT band is in poor shape, instead ask DJ to provide
additional music equipments
27 One Big banner for the Inaugural function. This can be re- Assign responsibility to one person.
used for both dinner parties.
28 During Alumni Milan do not forget to pay Homage to all
batchmates who passed away in last 25 years
29 Book Swatantrata Bhawan at least TWO months in advance Assign responsibility to one person,
else you may not get it. Choose alternate auditorium preferably an alumni in Varanasi
30 Design/decide on souvenirs to be handed over to faculties Assign responsibility to one person,
attending the Gala Dinner & Alumni Milan preferably an alumni in Varanasi
31 Design/decide on souvenirs for hostel staff and students to Assign responsibility to one person,
be handed over at Hostel Lunch/dinner preferably an alumni in Varanasi
32 Design/decide on souvenirs for Alumni to be handed over at Assign responsibility to one person,
Gala Dinner on the last day. preferably an alumni in Varanasi
33 List of souvenirs: A replica of IT BHU Admin Building, A Batch guys to freeze souvenir one
Replica of BHU Gate, T-Shirts specially designed/printed, months in advance & order procurement
Cups/soccer’s specially designed/printed, pen sets specially
designed/printed
34 A database of those attending reunion be created Assign responsibility to one person,
separately which should include, nos. of members preferably an alumni who is most active
accompanying the alumni, date, time, train nos. flight nos., on the internet.
expected of arrival & expected time of departure,
requirement of nos. of rooms, stay arrangements in alumni
organized hotels or self arrangements, preference (name of
batchmate) if hotel rooms shared by a ‘lone’ attending
batchmate,
35 Opt for two tier payment system for the reunion meet. One Collect Rs.10000 as meet expenses and
for the meet expenses which will include all transports, inform alumni to settle their room bills
lunch, dinner, booze, drinks, snacks etc. This will be paid directly.
from the general pool for which advance money deposit is
must (Per alumni charge would be about Rs.7000 – 8000).
Second expense is a room charges & room service charges
which is to be paid by the occupants directly (Per day per
room may vary from Rs.2500 to 3500).
36 Assess the nos. of room’s requirement. Start negotiating Assign responsibility to a team of three
with hotels in Varanasi about one month in advance. Hotel students/alumni.
Clarks, Taj, Radisson are good for first preference.
Hindustan International is good for stay, not for banquet
dinner as the venue is small. Hotel Clarks banquet venue is
best as it has a big lawn at its side where DJ, Dance floor,
booze table, fireworks can be easily arranged. The banquet
hall itself serves a separate venue for partying by another
group within the alumni. Like Orchestra, flute, tabla, guitar,
dance etc in the banquet hall with sitting arrangement for
ladies and DJ, Dance floor, booze outside. One has to visit
other hotels to assess on these lines the available facilities
for at least 250 guys for organizing banquet dinners. Ask for
bonfire arrangements. December is a tourist/seminar
season in Banaras so hotel availability fluctuates, hence
advance booking is advisable. Make an assessment of nos.
of guys attending the reunion, account for the last minute
rush (about 25%) and book rooms by paying NON-
REFUNDABLE ADVANCE, Pay advance in installments
giving one or the other excuses. Room rent may not come
at a bargain due to the tourist season, so bargain on
complimentary breakfast, complimentary check in before 12
AM (Check in before 12 AM is normally chargeable, can be
waived on insistence against the full package). If you book
more than ONE hotel due to non-availability of rooms in one
hotel, use it as leverage for bargaining additional facilities,
lower rates, outside snacks/beverages at the banquet party.
37 Opt for only ONE hotel if all rooms can be taken there, else
try to manage in TWO. Diamond hotel is in a very bad
shape. Look for hotels in the vicinity of Clarks, Taj, Radisson
etc. Skip Alumni & University guest houses if possible as the
distance between Guest Houses & the party venue creates
lots of transport problems. However, Gust Houses can be
taken for those working in PSUs/Govt. to lower the cost
burden.
38 Distribute rooms in advance depending upon the rooms Assign responsibility to one person,
availability, tariff, preferences, nos. of persons in the family. preferably an alumni who is most active
& popular. He may have to talk to many
guys for adjustments. It requires
assigning & altering again & again.
39 Whatever nos. of rooms booked, it has to be paid for first
day in full. Subsequent charges are as per actual
occupancies. So be judicious in advance booking of rooms
(12 AM check in time)
40 In case of any expense becoming disputable (say an alumni Reunion organizers to pass on
is squabbling to pay for 12 AM check in problems, simply instructions to the local meet
ask the hotel to transfer the expense to general pool & not coordinators for this.
to charge the alumni. No alumni to return with bad
memories even if logically on a wrong footing.
41 In case hotels do not agree to complimentary service for Negotiation with hotel to go on till last
check-in/checkouts before/after 12 AM for all, they will give day. On last day they may give more
few rooms for wash-up. Draw out a plan for wash-up/shifting complimentary rooms for wash-up or
alumni to few rooms (hired separately from the general pool altogether agree for free pre-check-
expenses). in/post checkout.
42 Some alumni may come even before the planned dates of transport coordinators
arrival or leave after the planned dates of departure. A
separate booking for such alumni may be done at the cost
borne by them directly.
43 Should a large family want to stay in one room, additional
beds can be provided in the rooms at additional cost.
44 Hire a DJ with dance floor for dates ……….. It must have Contact my friend Sh. Sanjeev Sharma
two sets of synthesizers, mikes, speakers etc. (ECE82) 9871387770 for assistance
45 Saree & Kurta pajama vendors at hotel. Take hotel consent Contact me for this service. My brothers
for putting up stalls for one – two hours in the banquet hall. are manufacturers of Banarasi Saares.
Normally they agree. Hotel be requested to provide some
tables with table clothes.
46 Based on the arrival/departure details provided by alumni, Assign responsibility to a team of three
assess the nos. of 6 – 8 seater Tavera (Innovas are 6 seater students/alumni.
only) to be hired on different dates for picking up the alumni
from Varanasi & Mughalsarai Railway stations and Varanasi
Airport. Book these vehicles 15-30 days in advance. For a
four day program, book 9 Taveras & one mini bus (35
seater) for pickup & local sightseeing on day one, 9 Taveras
& Two mini buses on day two (visit to IT BHU) & 9 Taveras
& Two mini buses on day three (visit to IT BHU) & 9 Taveras
& one mini buses on day four for drop & sightseeing for the
balance guys. These transports can be booked through
travel agents. We had used Hotel Clarks agents services
who was quite good.
47 On all these days when transports are being used, one These one or two persons will be the
person at each hotel has to be fully occupied for transport most important contact points of the
coordination who shall also move with these vehicles to the reunion. Everyone will be calling them
venue of function. only for all kind of small/big
services/problems. Pick these transport
coordinators judiciously.
48 Some alumni may reach late i.e. on the day two (the day of transport coordinators
visit to IT BHU). Transport coordinators to arrange to pick
them up and bring them to IT BHU.
49 Book Bajra (one for every 50 persons) for enjoying Ganges Contact my friend Sh. Ramu Kumar
rides and see Aarti. We paid Rs.8000/- for four bajra. 0542-2410206, 9415695980 for
arranging Bajra at lowest cost.
50 Get placards for the vehicles printed for pasting on the ALUMNI REUNION1983
vehicles front & back for easy identifications. I have them BATCHINSTITUTE OF
printed. TECHNOLOGYBANARS HINDU
UNIVERSITY
51 Some alumnus may find that transport is not available for
pick up when they reach. They be advised through a
general request to hire a three wheeler / cab to reach the
designated hotels/GH.
52 After Aarti & Vishwanath temple visit, Taveras parked at
Majda Talkies) or another designated place) can be taken to
hotels. Many may have to take rickshaws. Hence male to
proceed by rickshaw and women/kids by Taveras.
53 Banaras Ki Subah & Awadh Ki Shaam is famous. Alumni
interested in seeing the Banaras Ki Subah may have to get
up early, take the Tavera to Ghats and enjoy the scenery,
chants of mantras, conking of shells etc. Even bus can be
taken if large nos. want to go. Get back early to get ready by
9 AM to proceed to IT BHU.
54 Mini buses cannot move in the city between 9 AM to 9 PM
due to No Entry restrictions. They will take a longer route via
Maduadhih to reach BHU.
55 Enough bottled water (200 ml cans), fruity and light snacks Assign responsibility to a team of three
like fruits, chips, chocolates & biscuits to be stocked in all students/alumni.
vehicles for all transfers and commuting.
56 Ask vendor to supply Pahalwan’s Laung lata on the Bajra on
….. Enough bottled water (200 ml cans), fruity and light
snacks like fruits, chips, chocolates & biscuits to be supplied
as well.
57 Arrange for packed Maghai Paan on Bajra, lunches and Contact my friend Sh. Ramu Kumar
dinners. It just melts in the mouth. Ladies will fall in love with 0542-2410206, 9415695980 for
it. arranging Maghai Paan at lowest cost.
 58 Get a vendor for soft drinks, juices, soda, chips, mineral Re-assess the actual requirement. Inform
water cans, biscuits, fruits. Requirements: Dinner I everyone about the availability of snacks
(without cocktail): Soft drinks – …. ltrs assorted (Pepsi, in the mini buses & Bajra through
Coke, Fanta etc), Canned Juices – …. ltrs assorted (Mango, advance mails & schedule circulation.
Orange, Pineapple, Tomato, etc)Ice cubes for soft drinks.
Dinner II (with cocktail): Soft drinks – …. ltrs assorted
(Pepsi, Coke, Fanta etc), Canned Juices – …. ltrs assorted
(Mango, Orange, Pineapple, Tomato, etc) Soda water - ….
ltrs, Mineral water 24 ltr. preferably chilled, Nut Cracker …..
packs, Plain salted: Peanuts: … packs, Kurkure: …. packs,
Chanjor garam: …. Packs..Ice cubes for soft drinks & hot
drinks. To keep in Mini Bus: Day I (with Bajra trip
planned): Chips – assorted 125 packets (Rs.10 size, Fruit
juices – assorted 225 (200 ml each), canned mineral water
– 250 cans (200 ml each), 5 star chocolates – 100 (Rs. 5
size), Launglata from Pahalwan shop (Lanka) – 225 nos. in
four cartons, Day II (No Bajra trip): Chips – assorted 100
packets (Rs.10 size, Fruit juices – assorted 225 (200 ml
each), canned mineral water – 250 cans (200 ml each), 5
star chocolates – 100 (Rs. 5 size) in four carton, To keep in
per Mini Bus: Day of arrival (If Sarnath trip planned):
Chips – assorted 80 packets (Rs.10 size, Fruit juices –
assorted 80 (200 ml each), canned mineral water – 150
cans (200 ml each), 5 star chocolates – 80 (Rs. 5 size), Day
of Departure (If Sarnath trip planned): Chips – assorted
40 packets (Rs.10 size, Fruit juices – assorted 40 (200 ml
each), canned mineral water – 75 cans (200 ml each), 5 star
chocolates – 40 (Rs. 5 size)
59 Open an alumni account in a bank having wide spread Tempo has to be buildup for depositing
reach and net transfer facility. Signatories can be two or participation money. Advance payment
three. Should you find any difficulties in opening the will have to be made for many activities
account, help can be taken from our batchmate Mr. KVS planned.
Manian, who is Retail Head of the Kotak Mahindra Bank. All
batchmates may be asked to deposit meet contributions in
this account with confirmatory mails to the account holders
for record keeping/reconciliation. Deposit of payment is to
be taken as confirmation of participation in the reunion
meet. Planning of activities depends largely on this
confirmation.
1) Arrange bicycles that can be rented so that we can
go around and re-live the old bike trails (inner circles,
outer circles ...)
2) Plan for an old movie to be screened for us in G1
under the aegis of CineClub (can't forget my CineClub
days !)

IT Guest House, reception nos for booking:- +91-542-22575389 (Mr. Anil) Prof-in-charge for IT
guest House, Prof. JP Dwivedi (+91-9415273599)
A schedule of all activities to be finalized before hand and circulated among Batchmates.
TIME EVENT DETAILS
DAY 1 24.12.2007 MONDAY
th
1100 Visit to Sarnath for all those who arrived on 24 Alumnus to get ready, have breakfast & board
morning Taveras by 1045 AM.
1400 Lunch at Rangoli Garden, Sarnath
1700 Visit to Tulsi Manas Mandir, Durgakund Mandir & Alumnus to & board Taveras by 5 PM.
Sankatmochan Mandir
2200 Dinner at Sindhi Restaurant, Kerala Cafe
DAY 2 25.12.2007 TUESDAY
0900 Departure by buses/Taveras from hotels. Buses to Alumnus to get ready, have breakfast & board
stop at Lanka (30 min), take a round of BHU. Stop buses by 9 AM. Delays will cut down time of hostel
at Arts & Science faculties (10 min), Central room visits.
Library, visit to Birla temple (60 min)
1200 Hostel visits
1400 Lunch at hostel with students & interaction with About 200 Final Year students will join us for
students lunch. It will be ethnic hostel menu for lunch on the
same old hostel benches. Gift T-shirts to hostel
workers.
1500 Board buses for Assi ghat, Bajra ride to Alumnus to board buses by 3 PM so that we board
Dashaswamedh ghat. Enjoy Aarti at about 1900 the Bajras by 4 PM. Chips, fruit juices, chocolates,
hrs. Visit Kashi Vishwanath temple, do shopping Launglata & mineral water will be served on Bajra.
and then return to hotel individually by Top up with Meetha Paan.
rickshaw/Taveras.
2000 Gala dinner & Alumni milan at HHI with bonfire & Interact freely with IT faculties. Enjoy DJ music
DJ during dinner. Early attendance requested as
faculties may start reaching by 8 PM due to cold
winter.
2200 Souvenir distribution Present souvenirs to faculties. Arranged by Sh. M.
S. Reddy & alumni fund.
DAY 3 26.12.2007 WEDNESDAY
0900 Departure by buses from hotel Alumnus to get ready, have breakfast & board
buses by 9 AM. Delays will cut down time of
department visits.
1000 Official inauguration, announcement of donation/ Chief Guest – IT Director
legacy project, alumni milan Alumnus may prepare speeches for the occasion.
Interact with faculties who may not have attended
dinner. Old anecdote narrations. Present
souvenirs to faculties.
1300 Lunch Vegetarian lunch on the terrace under sun.
1400 Department visits Proceed to one’s own departments by
buses/Taveras. Reassemble at IT building at 3
PM.
1530 Board buses for return to hotel These buses/Taveras will be available to reach
Hotel Clarks & also for return to your hotel/GH at
the end of dinner party.
1800 Buy sarees & kurtas Saree & Kurta vendors arranged at banquet hall of
Hotel Clarks. They will be there till 1930.
1930 Alumni Dinner at Clarks Shed all inhibitions with glass of booze in hand.
Enjoy DJ music, IT Band, Dance till you drop. Top
up with Maghai Meetha Paan. Some Paan
drippings down on shirts will be the best souvenir
to carry back.
2100 Souvenir distribution Souvenirs distribution to alumnus. Arranged by
Sh. M. S. Reddy
DAY 4 27.12.2007 THURSDAY
th
1000 Visit to Sarnath for all those who stayed till 27 Alumnus to get ready, have breakfast & board
afternoon Taveras by 0945 AM.
1300 Lunch at Rangoli Garden, Sarnath
 ANNEXURE II - Expenses
Items Sub Items Total favouring
th
Transport arrangements 9 Taveras/days 24th to 27 70,860.00 Ashish Khan Chandani
1 Mini Bus on 24th, 4 Mini 45,021.00
Buses on 25th & 26th, 1 Mini
Bus on 27th Khan Travels & tours
Cab for Keshan on 25th at 450.00
0030 hrs at MGS
Bajra ride 4 Bajra 8,500.00
Souvenir 60 Nos. Souvenirs for teachers 26,400.00 M/s Amar Agencies
th
Food 67 Nos. Lunch on 24 at 12,000.00
Sarnath Rangoli gardens
th
Lunch on 25 at hostel 15,553.00 Hostel
th
225 Nos. Dinner on 25 at HHI 1,09,765.00 Hotel Hindustan Internl
th
300 Nos. Lunch on 26 at IT 60,700.00 IT Caterer
th
275Nos. Dinner on 26 at 1,11,199.00
Clarks Hotel Clarks Varanasi Ltd
th
25 Nos. Lunch on 24 at 4,900.00
Sarnath Rangoli gardens
Miscellaneous hotel payments Room rents transferred to NIL
general pool - HHI
Room rents transferred to 9,770.00
general pool - Clarks Hotel Clarks Varanasi Ltd
Professional photography 25th & 26th 14,680.00 Stills & Video
Banarasi Maghai Paan 250 on Bajra, 250 on 25th 6,000.00
Dinner, 250 on 26th Dinner
th
Booze on 26 Sponsored NIL
DJ/Dance Floor On 25th & 26th 14,000.00
Water/Fruits/Chips/Cola/Launglata 17,281.00
etc Keshari Cool
IT Orchestra 4,500.00
Flower decoration/Rose buds at 5,000.00
IT
Banners, chairs etc at hostel/IT 1,500.00
Multiple copies of Photo & Video 47,700.00
DVD
ticket sponspored 19,090.00
Entry tickets to Sarnath+ Parking
+ guide+ banner+Fireworks 3,112.00 Dhiraj Beri
Diamond Hotel 27,500.00
Total 6,35,481.00
Alumni Directory database:

Year of Passing
Branch
Roll No.
Date of Birth
Last Name
First Name
Middle Name
Office Name
Office Designation
Off Address1
Off Address2
Off Address3
Off City
Off State
Off Country
Off PIN
Res Address1
Res Address2
Res Address3
Res City
Res State
Res Country
Res PIN
Tel No Res
Tel No Res2
Tel No Off
Tel No Off2
Fax No Off
Mobile
Email 1
Email 2
Spouse's Name, if any
Date of Marriage
Names of Children and ages
Nickname