Dear Coordinator,

Greetings from IIT Kharagpur!

Before you start preparing for your travel to take part in the coordinators’ workshop, please keep in mind the following guidelines to make your arrival process, registration process and attending the academic sessions smooth and hassle free.

Before you start:

  1. Take a printout of the attached forms

TA bill – (ISTE TA Bill.doc)

Open Source consent form -, (Consent_for_Open_Source[1].doc)

Placard – (Poster[1].ppt)

and this guideline letter containing instructions. Fill the attached forms with complete information.

  1. Take your laptop and scientific calculators (needed for the workshop)
  2. Carry all tickets and original money receipts.
  3. Bring original permission letter from the head of your institute, duly signed and stamped.
  4. Bring one copy of your passport sized photograph

On 31st March 2013:

  1. For airport travelers: As you come out of the airport terminal in Kolkata, you will find one of our student volunteers with a placard, whose specimen is given as an attachment to this mail. The volunteers will call the vehicle from the parking lot when all the guests who are expected to travel together arrive. This may require some waiting time and kindly bear with us. It takes up to three hours to reach IIT from the airport.

The mobile numbers of student volunteers at the airport are:

Sl / Name / Mobile Number
1 / Sudha Ranjan Mishra / 09434205153
2 / E. Sandeep Kumar / 08101757545
3 / G. Anil Kumar / 09046713317
4 / K. Pardeep / 08900473407
5 / Sujay Pandey / 07501838501
6 / Sheth Keyur / 07501541197
  1. For Kharagpur Railway Station travelers: As you leave the subway/ overbridge on IIT side, you will find one of our volunteers with a placard, who will assign a vehicle to you. It takes up to half an hour to reach IIT from the railway station.

The mobile numbers of railway station volunteers are:

Sl / Name / Mobile Number
1 / Mr. Paria / 09932520840
  1. Reporting at the Guest House: The vehicle from railway station or airport will take you to the Technology Guest House, IIT Kharagpur. Tell your RC ID and name at the desk to know your room number. All rooms are offered on a shared basis. Guest house offers food at specific timings only. Staff members of guest house will assist you at the guest house.

On 1st April, 2013:

  1. Reaching the venue: You must get ready before 8:00 AM in the morning. Buses will take you at 8:00 AM from the guest house to the venue, i.e, at Kalidas Auditorium. Breakfast will be arranged at the venue and not at the guest house.
  1. Inauguration: You must occupy your seats by 09:20 AM. The auditorium gate will close at 09:25 AM. The program commences at 09:30 AM sharp. The inauguration closes at 10:30 AM, after which the first session commences.
  1. Registration Desk: After the first session, join the queue for registration at your assigned registration desk, arranged according to RC IDs. At the registration desk, you will be asked to produce the following documents:
  1. The original permission letter from the head of your institute on letterhead duly signed and stamped.
  2. Your TA form filled and signed beforehand (the blank form is attached)
  3. Your consent to release the workshop video and materials (including your interactions) on open source. The consent letter has to be filled up and signed by you beforehand. (the consent from and creative common license are attached)
  4. Your e-ticket of airlines/ railway (both ways) and bus tickets (if applicable). Taxi fares up to your Railway Station or Airport must be supported with pre-paid receipts. No inter-city or long distance taxi receipts can be reimbursed. Original money receipt and proof of payment (also valid for online purchases) must be enclosed. Air travelers must attach their boarding pass.
  5. One copy of your passport sized photograph.

At the registration desk, you will receive your registration kit that includes your name tag which you will have to wear all the time during the workshop.

  1. Adherence to Timings and Attendance: IIT faculty members are very punctual about the timings and they expect you to be on time when the sessions commence. To avoid distractions to the faculty members, the auditorium doors will be closed once the session starts. Attendance will be taken on every session. If you are absent for any session, your remote centre will not be allowed to participate in the main workshop and your participation certificate and TA reimbursement will be withheld.
  1. Food and snacks: Lunch, Tea/Coffee/Snacks will be served next to the venue. The participants are allowed to leave for the guest house after all the sessions are over at the end of the day. Guest house is just 10 minutes’ walk in our beautiful green campus.
  1. Dinner: Will be served in the guest house.

From 2nd April to 4th April

Item nos. 4 (Bus reports at 0800 hrs), 8 and 9 hold good on all these days.

On 4th April evening, please join us for a special dinner at Vikramshila Foyer at 8:00 PM. On other days, dinner will be served at the guest house.

On 5th April

  1. Reaching the venue: You must get ready before 7:30 AM in the morning. Buses will take you at 7:30 AM from the guest house to the venue.
  1. Payment Desk: After taking your breakfast, join the queue for the payment desks, arranged according to RC IDs. At the payment desk, you will be handed over the cheque for TA reimbursement and you will be required to sign on the bill. Your TA bills will be audited and verified before payments and no arguments with account staff members will be entertained. Under no circumstances you can claim the following:
  1. Air/ Train Fares that are not as per the shortest route.
  2. Food bills
  3. Lodging charges before arrival
  4. Long distance and inter-city taxi fares
  1. Breakfast/ Lunch/ Tea/ Coffee and Sessions: Will continue like the other workshop days.
  1. Valedictory: Certificates will be handed over on this session and the modalities of main workshop will be discussed, along with your feedback. It is mandatory to attend this session too You must plan your return journey so that you can attend the complete session on valedictory and you should never make a plea to get your certificates early.

If you follow all the above points, you will have an enjoyable stay and get the maximum learning from the distinguished IIT faculty. Wish you all a happy journey and looking forward to meeting you at the workshop.

Yours sincerely,

Prof. Somnath Sengupta,

Project Coordinator

Kharagpur,

March 26, 2013