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2009 VPA Convention Committees
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For phone number information, please send an e-mail with your
phone number to
conventionchair@yahoo.com or contact
the respective Committee Chair
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2009 VPA Convention
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Title
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Name
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Email
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Roles & Responsibilities
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Chair
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Venkatesh
Gowda
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conventionchair@yahoo.com
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- Assures to conduct the conference along the lines of VPA objectives and VPA Convention
Guidelines
- Meet convention committees on a regular basis and provide directions and resources
- Work with the VPA President to resolve any issues or conflicts before, during and
after the conference
- Communicate with the VPA Executive Committee (EC) and Board of Trustees (BOT) on
a regular basis with the progress of the convention activities.
- Work with the VPA President, EC, BOT to finalize the convention committees.
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Co-Chair
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Roopa Gowda
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rgowda05@yahoo.com
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Convention Treasurer
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Daya
Dayananda
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kdayu@earthlink.net
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VPA President & Convention Board Member
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Halekote Viswamitra
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halekoteviswa@aol.com
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VPA Secretary & Convention Board Member
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Dinesh Gowda
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ourvpa@yahoo.com
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VPA Vice-President & Convention Board Member
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Shiva Satish
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shisati@aol.com
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1. Publicity Committee
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Title
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Name
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Email
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Roles & Responsibilities
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Chair
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Roopa Gowda
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rgowda05@yahoo.com
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- Develop contents and publicity materials (logos, banners, etc)
- Coordinate with all VPA regional Chapters to get the current address list
- Print publicity materials, stationeries (envelopes, letterheads, business cards,
etc.)
- Mail all conference materials including registration forms, program forms, etc.
- Coordinate with VPA Regional chapter presidents in publicizing the conference.
- Coordinate with Website committee for posting contents in a timely manner and e-mail
communication.
- Mail formal invitation to the registrants
- Send e-mail reminder to all the registrants before the conference with helpful information.
- Send thank you e-mail to all the registrants after the conference.
- Send e-mail to entire VPA community about the success of the conference
- Post conference press release to Local & Indian news media
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Co-Chair
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Nandini Chandra
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chandra.nandini@sbcglobal.net
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Kshama Dayananda
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kdayu@earthlink.net
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Shobha Veeranagappa
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Shobha Ramaiah
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2. Finance Committee
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Title
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Name
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Email
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Roles & Responsibilities
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Chair
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Halekote Viswamitra
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halekoteviswa@aol.com
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- Develop & oversee the budget for the conference
- Lead fundraising activities
- Solicit advertisements for the conference souvenir.
- Solicit sponsorships for programs, food, atrtists, etc.
- Establish Checking account for the conference with Non-profit status
- Deposit checks into conference checking account
- Keep track of accounts receivables & accounts payables
- Document all expense receipts
- Prepare accounts for auditing at the end of the conference
- Present Financial statement at the conference and to the VPA Board
- Appropriate funds left over adhering to VPA guidelines.Close the conference checking
account
- Regional coordinatotrs are responsible for fund raising activities in their respective
regions
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Co-Chair
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Dinesh Gowda
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ourvpa@yahoo.com
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Treasurer
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Daya Dayananda
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kdayu@earthlink.net
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Balu Chandra
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bchandramd@sbcglobal.net
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Corporate Sponsorship
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Dinesh Gowda
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ourvpa@yahoo.com
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Chair (Booths)
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Venkatesh Gowda
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venki.gowda@stewart.com
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Harish Narayanappa
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hemaharish@hotmail.com
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Ajay Chandrashekar
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mcajay@yahoo.com
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Lalitha Gowda
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glalitha@yahoo.com
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Malini Lakshman
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malini1128@aol.com
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3. Food Committee
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Title
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Name
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Email
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Roles & Responsibilities
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Chair
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Asha Satish
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ashsati@aol.com
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- Prior to Conference:
- Develop food budget
- Selecting menu for BBQ, Breakfast, Lunch, and Dinner for Friday, Saturday, and Sunday
- Get quotes from at least 2 different chefs for the selected menu
- Select chefs
- Arranging pre-conference sample taste with the actual preparation of the menu selected
- Coordinate with the Hotel Kitchen staff to meet chef’s requirements
- Identify and follow of any regulatory compliance requirements with the hotel and
the state government.
- During Conference:
- Recruit volunteers for food serving
- Escort tables in an orderly fashion to the buffet area
- Make sure all food items are available during serving
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Co-Chair
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Raji Gowda
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raji_venki62@yahoo.com
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4. Program Committee
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Title
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Name
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Email
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Roles & Responsibilities
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Chair
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Yamuna Srinidhi
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yamunasrinidhi@yahoo.com
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- Develop Program registration form, rules, guidelines, and deadline for submitting
programs
- Contact VPA regional chapters soliciting programs.
- Select well-balanced programs for the conference representing kids, adults, dance,
drama, music, etc.
- Set program duration, schedule, and sequence for each program
- Create final program schedule chart to be printed in the "Program Book"
- Inform program participants about their performance day & time slot
- Get requirements of the selected programs for any special resources required such
as lighting, background scene, music, etc.
- Obtain needed materials (CDs, Cassette Tapes, DVD’s, etc) from the program
participants - Edit, Compile & Burn CDs
- Coordinate with MC committee for introduction, announcements, and any special resources
required for the programs
- Develop Audio/video requirements for the programs
- Coordinate with Audio/Video Committee in meeting A/V (microphones, background lighting,
etc.) requirements
- Select background music during procession, lunch, dinner, breaks, etc.
- Manage time during program execution
- Prepare a list of all the participants and work with Recognition & Awards committee
in procuring the awards & certificates for the program participants
- Program must include a VPA General body meeting on Sunday afternoon
- Select DJ and music for dance - Complile & Burn CDs
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Co-Chair
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Tyagi Rangappa
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tyagir@hotmail.com
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5. Master Of Ceremony (MC) Committee
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Title
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Name
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Email
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Roles & Responsibilities
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Chair
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Yamuna Srinidhi
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yamunasrinidhi@yahoo.com
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- Coordinate with the Program committee and A/V committee to arrange required microphones
(wired & wireless)
- Coordinate with the Program Committee in developing the script for announcement
for each program
- Develop MCs schedule with equal participation of MCs.
- Coordinate with the program committee in managing the time during program execution.
- Develop a standard dialogues for program transitions.
- All MC scripts must be typed to avoid impromptu speeches by the MCs.
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Co-Chair
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Tyagi Rangappa
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tyagir@hotmail.com
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6. Stage Management Committee
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Title
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Name
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Email
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Roles & Responsibilities
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Chair
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Sudhakar Arakere
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suda_arakere@yahoo.com
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- Coordinate with the Program committee in developing requirements for the stage size
- Coordinate with the Program committee and the MC committee on ensuring no delays
between the programs
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Co-Chair
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Harish Narayanappa
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hemaharish@hotmail.com
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Volunteer Member
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Krishna Prasad
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kris.prasad@kenallinc.com
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7. Stage Decoration Committee
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Title
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Name
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Email
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Roles & Responsibilities
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Chair
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Veena Vasu
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Veena_r@yahoo.com
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- Coordinate with the Program committee in developing requirements for the stage size
- Design & Display VPA Convention Banners through the facility
- Work with the Venue vendors to set up the stage
- Coordinate with A/V and lighting committee to set up the stage ambience
- Arrange flowers, plants, ornaments, and other Paraphernalia to decorate following
areas:
- Stage
- Registration desk, Reception area
- Hall entrance, Breakout rooms
- Dining table
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Co-Chair
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Asha Satish
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Ashsati@aol.com
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8. Audio, Video, & Lighting Committee
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Title
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Name
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Email
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Roles & Responsibilities
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Chair
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Harish Naranappa
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hemaharish@hotmail.com
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- Coordinate with the Program committee and the MC committee to identify the A/V &
Lighting equipments required
- Develop budget for the A/V and Lighting equipments
- Coordinate with the A/V vendor to procure the needed equipments
- Set up A/V & Lighting equipments
- Arrange still & video photography
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Co-Chair
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Srinidhi Desikamani
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trysrini@yahoo.com
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9. Women's Forum
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Title
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Name
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Email
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Roles & Responsibilities
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Chair
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Shashi Gowda
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shashi1122@gmail.com
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- Develop a theme for the Women?s forum
- Publish a directory ?Who?s who?of all VPA in business / Cultural/ NGO arena
with their brief profile for publication.
- Arrange half day Women?s Forum
on Friday/Saturday in consultation with the program committee.
- Work with conveners to invite eminent Women for these Forums.
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Co-Chair
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Dr. Saroja Viswamitra
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sviswam573@aol.com
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Co-Chair
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Veena Vasu
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veena_r@yahoo.com
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Nalini Swamy
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nswamy@stewart.com
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Kavitha Gowda
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kavitha.gowda@symantec.com
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10. Website Committee
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Title
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Name
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Email
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Roles & Responsibilities
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Chair
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Dinesh Gowda
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ourvpa@yahoo.com
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- Develop web graphics
- Coordinate with the Publicity committee in posting conference related materials
on myvpa.org website on a regular basis
- Set up online registration process
- Coordinate with the Registration committee consolidating e-mails of the registrants
- Coordinate with the Publicity committee in sending e-mail reminders to VPA community
on a regular basis regarding the progress of the conference
- Post pictures from the conference on the web
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Co-Chair
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Krishna Rudraiah
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Krishna.Rudraiah@yahoo.com
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Jayaprakash Haladappa
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Jayaprakash_gh@yahoo.com
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Kaveri Ramanjini
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Kaveri.Ramanjini@gmail.com
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Ramesh Gowda
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gowda@smgi.net
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11. Fashion Show Committee
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Title
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Name
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Email
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Roles & Responsibilities
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Chair
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Bindu Gowda
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bindumadhavimr@yahoo.com
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- Develop fashion show theme and segments (youth, western, Indian, etc)
- Choreograph the Fashion show
- Work with Registration committee to seek the participants for Fashion show
- Solicit sponsorships from Indian Boutiques to provide dress for the fashion show
participants
- Select appropriate music for the various fashion show segments
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Co-Chair
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Nandini Chandra
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chandra.nandini@sbcglobal.net
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Volunteer Member
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Chaitra Sudhakar
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chaitradmd@gmail.com
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12. Youth Committee /td>
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Title
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Name
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Email
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Roles & Responsibilities
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Chair
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Jahnavi Rajagopal
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jahnavirajagopal84@gmail.com
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- Coordinate with Registration Committee in getting contact information of youth members
attending the conference
- Set up e-mail list of all VPA youth members
- Coordinate with Website & Publicity committees in publicizing the youth activities
- Arrange separate youth activities / room (if needs be) to meet the interest of the
VPA youths
- Compile things & places in the Bay Area suitable for youth to go to
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Co-Chair
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Deepa Kurian
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Deepa_Kurian@bmc.com
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13. Volunteer Committee
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Title
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Name
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Email
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Roles & Responsibilities
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Chair
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Venkatesh Gowda
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venki.gowda@stewart.com
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- Get volunteer requirements from various committees
- Recruit volunteers
- Communicate and coordinate with volunteers during:
- Registration process
- Accommodation
- Food serving
- Transportation
- Information on local attraction / site seeing activities
- Compile things & places in the Bay Area suitable for trips after the convention
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Co-Chair
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Roopa Gowda
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rgowda05@yahoo.com
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14. Souvenir & Program Book Committee
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Title
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Name
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Email
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Roles & Responsibilities
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Chair
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Halekote Viswamitra
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halekoteviswa@aol.com
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- Develop budget for printing and shipping Souvenir – “Vishwamanava”
- Develop a theme for the Souvenir publication
- Design cover graphics for the Souvenir
- Solicit articles, poems, etc for the Souvenir
- Coordinate with the Finance committee in seeking ads
- Identify Printer & shipping issues to print them on-time
- Work with the Program Committee in developing the “Program Book”
- Arrange a photo session for committees group pictures to be printed in Souvenir
- Coordinate with out of state committee members to obtain their pictures to be included
in the Souvenir
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Co-Chair
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Roopa Gowda
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rgowda05@yahoo.com
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15. Registration Committee
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Title
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Name
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Email
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Roles & Responsibilities
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Chair
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Dr Daya Dayananda
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kdayu@earthlink.net
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- Prior to Conference:
- Coordinate with Finance Committee to establish registration fees for adult, children,
late registration fee, cancellation fee, etc.
- Develop registration form including option to subscribe VPA membership, CME enrollment
- Coordinate with Website committee to set up online registration
- Coordinate with Publicity Committee in mailing out the Registration form
- Maintain database of the registrants by mail, fax, and online.
- Coordinate with Publicity and Website committees in sending formal and e-mail invitation
to the registrants
- Develop FAQ (Frequently Asked Questions) pertaining to registrations, cancellations,
etc. to be published on the web
- Prepare Name Badges for the Registrants, Volunteers and Committee members
- Prepare registration Packages containing Name badge, Souvenir, goodies, etc.
- Develop a theme for the Registration committee members (common dress – same
color saree, kurha, etc.)
- On the day of the Conference:
- Coordinate with Stage & Décor Committee to decorate the Registration
Booths
- Check in the Registrants and distribute the registration Packages
- Direct them to Hospitality area for further information
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Co-Chair
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Kshama Dayananda
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kshama_dayananda@yahoo.com
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Dr Suman Rangappa
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16. Hospitality Committee
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Title
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Name
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Email
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Roles & Responsibilities
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Chair
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Ranganath Gowda
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rgowda@gmail.com
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- Setting up Information / first aid kits at the venue and provide information on
closest hospital and ER facilities.
- Provide information on road/freeway constructions, provide alternative route to
the venue
- In case of natural disaster, work with Registration Committe to handle communications
aspects
- Provide assistance in checking into the rooms, parking information, etc.
- Provide information about sight seeing places and nearby attractions.
- Make a flyer (to be distributed at the time of check-in) with relevant & crtical
information the guests need to have to make their visit comfortable.
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Co-Chair
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Kavitha Gowda
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Kavitha.gowda@symantec.com
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17. Business Forum Committee
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Title
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Name
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Email
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Roles & Responsibilities
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Chair
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Dr. Balu Chandra
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bchandramd@sbcglobal.net
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- Develop a theme for the business forum
- Publish a directory “Who’s who“ of all VPA members in business
arena with their brief profile for the business publication
- Solicit ads for the business publication
- Arrange 2-hour session for business networking on Saturday afternoon
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Co-Chair
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Dr Rajagopal Hosur
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hosur.rajagopal@gmail.com
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18. Recognition & Awards Committee
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Title
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Name
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Email
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Roles & Responsibilities
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Chair
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Halekote Viswamitra
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halekoteviswa@aol.com
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- Prepare a list to recognize VPA members for their community services
- Arrange trophies & Certificates for the conference participants and Committee
members
- Assist convention chair in preparing vote of thanks to recognize all people involved
making the conference successful
- Assist convention chair in organizing post-convention get-together to thank local
VPA members involved in the convention
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Co-Chair
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Venkatesh Gowda
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Venki.Gowda@stewart.com
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19. CME
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Title
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Name
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Email
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Roles & Responsibilities
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Chair
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Dr. Vasudev Bomanna
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vbomanna@yahoo.com
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- Identify topics for the CME program
- Line up speakers for CME sessions
- Interface with pharmaceuticals to sponsor CME activity.
- Coordinate with Publicity committee to get the list of VPA Physicians for communicating
CME activities
- Publish a brochure describing CME program
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Co-Chair
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Dr. Shiva Satish
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shisati@aol.com
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Dr Shivaiah Balachandra
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Dr Ramegowda Belakere
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20. Singles Meet
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Title
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Name
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Email
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Roles & Responsibilities
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Chair
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Dinesh Gowda
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ourvpa@yahoo.com
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- This is a service provided to the Convention attendees so that they can meet people
who are interested in matrimonial information
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Co-Chair
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Jayanthi Ramu
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ramubel@gmail.com
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Vanitha Reddy
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vanithar1976@yahoo.com
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21. Hotel Management
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Title
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Name
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Email
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Roles & Responsibilities
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Chair
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Nalini Swamy
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nswamy@stewart.com
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- Liasion with Hotel Management
- If necessary, arrange transportation services from the Venue-Hotel-Venue . Must
do it for high level Dignitaries
- Accommodation and transportation arrangements for the dignitaries and guests - may
have to reserve rooms or suites for the dignitaries under VPA name
- Work with Registration Committee to generate a list of Sponsorers (free room for
VIP & Platinum sponsorers)
- Allocate rooms (reserved under VPA) for sponsorers.
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Co-Chair
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Venkatesh Gowda
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venki.gowda@stewart.com
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