Stage layout, podium, seating and signage. Install and test all AV equipment. Set up the registration/help desk. Display stage backdrop, banners and standees.

Lock exact session timings — inaugural, keynote, expert address, breaks, technical sessions, valedictory — and display them on a stage runtime slide with speaker names and session titles.

Verify registrations, record category-wise attendance (students / faculty / scholars), and distribute seminar kits.

Welcome and escort resource persons and guests, brief them on schedule and time allocation, and ensure refreshments and seating are ready.

Run strictly to the approved schedule with time discipline. Coordinate the inaugural, keynote, expert lectures and technical sessions. Moderate Q&A professionally.

Organize by sub-theme, ensure physical/online presentation readiness and timing control, and maintain a presenter record for certification.

Photograph and video every major stage — inaugural, keynote, presentations, audience, certificate distribution — and create a verifiable certificate link.

Printed forms or a QR-based survey, completed before the valedictory session, with an adequate response rate for NAAC documentation.

Valedictory address, vote of thanks to resource persons, participants and the organizing/IQAC teams, memento or certificate distribution, and the mandatory group photograph.

Preserve academic content, category-wise attendance, certificate-distribution photographs, media coverage and event photos/videos in the standard NAAC filing layout.

Confirm every session ran to plan, back up all documents/photos/videos, and brief the team on post-seminar reporting.

Duty: Delivers the Inaugural address as presiding dignitary, immediately after the welcome note and theme introduction.
Protocol: Received and briefed on arrival like every dignitary — schedule, session flow, time allocation (Sl 3). Seated at the centre of the dais as presiding officer. (Suggested) Escort volunteers keep this address moving with zero delay — it's the only item standing between the welcome and the 10:30 keynote start, so any slippage here cascades through the whole morning.

Duty: Delivers the day's keynote, then takes audience questions moderated by the Session Chair.
Protocol: Escorted to the venue and briefed on schedule and time allocation before taking the dais (Sl 3). Name placard and the printed speaker-sequence list are at the podium as part of the Stage Kit; a bell or cue card signals remaining time so the 45-minute slot holds. (Suggested) Felicitated with a memento immediately after the Q&A closes, rather than deferring every speaker's felicitation to the general valedictory.

Duty: Delivers the Expert Lecture / Special Address, then a Session-Chair-moderated interaction — the last item before lunch.
Protocol: Same reception and escort protocol as the keynote speaker (Sl 3). (Suggested) Briefed explicitly that overrunning this slot pushes lunch back for the whole hall, so punctuality is flagged in the pre-session briefing, not left implicit. Introduced with a short spoken bio by the Session Chair, and thanked/felicitated when this session closes rather than at the general valedictory.

Duty: The busiest resource-person role of the day — moderates the keynote Q&A, the expert-lecture interaction, and chairs both Technical Session I and II.
Protocol: Ensures proper session allocation, presentation-timing control and equipment readiness for each paper presenter, and maintains a presenter record for certification. Moderates every Q&A and open discussion professionally. (Suggested) Holds the printed program schedule and a timer/cue card for each block; opens every technical session by restating the sub-theme and per-presenter time limit; flags an overrunning presenter to the stage-assistance volunteer rather than interrupting mid-sentence.

Duty: Delivers the Valedictory address as the closing session's presiding dignitary, immediately before certificate/memento distribution.
Protocol: Received and briefed on arrival like every dignitary (Sl 3) — timed to the afternoon rather than the 8:30 AM committee call. (Suggested) Seated in the reserved front-row dais position for the closing session; introduced by the Organizing Secretary; presented with the memento/bouquet as part of the certificate-distribution sequence (Sl 20) before the vote of thanks; escorted out after the group photograph.

Finalize category-wise attendance, organize photographs and videos, and verify all financial documents — quotations, bills, vouchers, payment proofs.

Compile responses, analyze satisfaction on academic content, resource persons and logistics, document suggestions, and share findings with the IQAC.

Issue certificates to participants, resource persons and paper presenters. Update the Certificate Issue Register and retain distribution photographs.

Verify bills against sanctioned quotations, complete payments, prepare the Final Expenditure Statement (approved vs. actual), and submit for audit.

A structured report across nine sections — see below — cross-referenced to the criterion the event supports.

Compile the Proceedings Booklet — abstracts or full papers, session details — assign ISBN/ISSN if published, and preserve soft and hard copies.

Optional but valuable NAAC evidence: highlights, concluding remarks, vote of thanks, and photographs from the valedictory session.

Compile the complete seminar file — approvals, schedule, attendance, feedback, certificates, finances, report, proceedings — for AQAR, audits and future reference.

Verify against the NAAC Evidence Checklist, ensure every document is signed, dated and labelled, and map outcomes to the relevant criteria and metrics.