LIST OF CONVENTION COMMITTEES

CORE COMMITTEE

NAME PHONE EMAIL ROLE
Ramesha Manjegowda, NJ – vpa2019@myvpa.org Convention Chair
Dr. Babu Keelara, NJ – vpa2019@myvpa.org VPA President
Basavaraju Shivanna, NJ – vpa2019@myvpa.org VPA Vice President
Madhu Rangaiah, NJ – vpa2019@myvpa.org VPA BOT
Harish Mariyappa, NJ – vpa2019@myvpa.org Convention Secretary
ROLES & RESPONSIBILITIES:

  • Assures to conduct the Conference along the lines of VPA objectives and VPA Convention Guidelines.
  • Finalize the Convention Logo & the Theme/Tag line for the Convention
  • Establish Convention bank account
  • Meet Convention Committees on a regular basis and provide directions and resources
  • Final decision on Convention budget
  • Finalize the artists, dignitaries keynote speaker, etc.
  • Finalize the vendors such as audio/video, food, etc.
  • Work with the VPA President to resolve any issues or conflicts before, during and after the Conference.
  • Communicate with the Board of Trustees (BOT) on a regular basis with the progress of the convention activities.
  • Present Convention final summary report including lessons learnt, recommendations and audited financial report to the BOT.
  • Close the Convention bank account

 

CONVENTION COMMITTEE

NAME PHONE EMAIL ROLE
Ramesha Manjegowda, NJ – vpa2019@myvpa.org Convention Chair
HarishKumar Mariyappa, NJ – vpa2019@myvpa.org Convention Secreatary
Mangala Kumar, NJ – vpa2019@myvpa.org Convention Treasurer
ROLES & RESPONSIBILITIES:

  • Coordinate with the Core Committee in executing its objectives.
  • Develop Convention letterhead for official purposes (e.g. dignitary invitation, visa letters for guests and artists), coordinate Visa sponsorship paper work for artists from India.
  • Release funds as required to carry Convention Committee’s responsibilities.
  • Maintain a spreadsheet with Convention Revenue & Expenses.
  • Prepare audited financial report after the Convention.
  • Send a receipt for donors/sponsors for any applicable charity donations.

BUSINESS FORUM COMMITTEE

NAME PHONE EMAIL ROLE
Shamu Rangaiah, NJ – vpa2019@myvpa.org –
Kumar Reddy, NJ – vpa2019@myvpa.org –
Arun B. J., BJ – vpa2019@myvpa.org –
Ashvin Venkataswamy, NJ – vpa2019@myvpa.org –
Ben Kantharaju, NJ – vpa2019@myvpa.org –
Dr. Amarnath, TX – vpa2019@myvpa.org –
Chethan – vpa2019@myvpa.org –
Hanumesh, TX – vpa2019@myvpa.org –
Raghu Krishna, NJ – vpa2019@myvpa.org –
Ramesh Kumar – vpa2019@myvpa.org –
Ravindranath – vpa2019@myvpa.org –
Surendra Puttamadaiah, MI – vpa2019@myvpa.org –
ROLES & RESPONSIBILITIES:

  • Develop a theme for the Business Forum
  • Line up eminent & inspiring speakers for the forum
  • Arrange 2 to 3 hour forum with networking opportunities with VPA business community
  • Solicit ads for the business publication

REGISTRATION COMMITTEE

NAME PHONE EMAIL ROLE
Mangala Kumar, NJ – vpa2019@myvpa.org –
Kiran Agrahara, NJ – vpa2019@myvpa.org –
Deepak Budaguppe, NJ – vpa2019@myvpa.org –
Ravindra Kumar, NJ – vpa2019@myvpa.org –
Naveen Ramappa, NJ – vpa2019@myvpa.org –
Nagesh Kempaiah, NJ – vpa2019@myvpa.org –
Harish Mariyappa, NJ – vpa2019@myvpa.org –
ROLES & RESPONSIBILITIES:

  • Prior to Convention:
    • Coordinate with Core Committee to establish registration fees for adult, children, early bird & late registration fee, cancellation policy, etc.
    • Develop Registration & Sponsorship forms.
    • Coordinate with Website committee to set up online registration & sponsorship forms.
    • Coordinate with Publicity Committee in e-mailing Registration campaigns, periodically.
    • Coordinate with Publicity and Website committees in sending formal and e-mail invitation to the registrants.
    • Provide registration analytics to the Core Committee on a regular basis.
    • 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.
  • On the day of the Convention:
    • Coordinate with Stage & Décor Committee to decorate the Registration Booths
    • Set up to accommodate on-site registration including Credit Card processing
    • Develop work-flow for guest check-in & distribute the registration Packages
    • Direct them to Hospitality area for further information including room check-in.
  • After the Convention:
    • Provide Core Committee & Convention Committee the final report on the Registrations and Sponsorships.

FOOD COMMITTEE

NAME PHONE EMAIL ROLE
Madhu Rangaiah, NJ – – –
Raghu Gowda, NJ – – –
Sridevi Manchegowda, NJ – – –
Sheshadri, CA – – –
Kavitha Ramanna, TX – – –
Shashi, VA – – –
Raghava Gowda, MI – – –
Vishnu Veerabhadraiah, NC – – –
Chandra, NJ – – –
ROLES & RESPONSIBILITIES:

  • Prior to Convention:
    • Develop menu for Breakfast, Lunch, and Dinner, snacks for the Convention.
    • Submit budget plan to the Core Committee
    • Get quotes from at least 2 different caterers for the selected menu
    • Arrange pre-convention 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.
    • Recruit volunteers for help during food serving.
    • Work with Website Committee to publish the final food menu and serving timings for each day.
    • Provide plan & schedule for volunteers who will be helping during food serving
  • During Convention:
    • Ensure serving dishes, plates, spoons, cups and napkins are available during breakfast, lunch, dinner or snacks.
    • Work with Booth Committee to arrange food for the vendors.
    • Work with Hospitality Committee to arrange food for dignitaries, artists.
    • Work with the Hotel facility ins setting up the snacks, water & coffee stations in the main hall as well as in breakout rooms and hallways.

PUBLICITY COMMITTEE

NAME PHONE EMAIL ROLE
Subhashini Ramappa, NJ – vpa2019@myvpa.org –
Ashwini Sreenivasaiah, NJ – vpa2019@myvpa.org –
Anand Puttaswamy, TX – vpa2019@myvpa.org –
Dhananjaya Kengaiah, CA – vpa2019@myvpa.org –
Jaya Gowda, MI – vpa2019@myvpa.org –
Manjula Venkatesh, NJ – vpa2019@myvpa.org –
Phalgun Gowda, MN – vpa2019@myvpa.org –
Prathibha Jagadeesh, NJ – vpa2019@myvpa.org –
Ravindra Kumar. Toronto – vpa2019@myvpa.org –
Suman Kumar, NJ – vpa2019@myvpa.org –
Trishala Chamarajan, NJ – vpa2019@myvpa.org –
ROLES & RESPONSIBILITIES:

  • Develop contents and publicity materials (flyers, banners, etc)
  • Coordinate with 4 VPA Chapters to get the current e-mail list
  • Coordinate with various Convention Committees to develop publicity contents to promote their Committee activities.
  • Communicate VPA Community on a regular basis with the various Committees’ announcements.
  • Coordinate with VPA Regional chapter presidents in publicizing the Convention.
  • Coordinate with Website committee for posting publicity contents in a timely manner
  • 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 Convention.
  • Prepare Convention press release to Local & Indian news media

FUND RAISING COMMITTEE

NAME PHONE EMAIL ROLE
Basavaraju Shivanna, NJ – vpa2019@myvpa.org –
Amaranth Gowda, MI – vpa2019@myvpa.org –
Ben Chikswamy, MD – vpa2019@myvpa.org –
Vishwamithra Halekote, TX – vpa2019@myvpa.org –
Ramesha Manjegowda, NJ – vpa2019@myvpa.org –
Dr. Babu Keelara, NJ – vpa2019@myvpa.org –
Madhu Rangaiah, NJ – vpa2019@myvpa.org –
Kumar Reddy, NJ – vpa2019@myvpa.org –
Surendra Puttamadaiah, MI – vpa2019@myvpa.org –
ROLES & RESPONSIBILITIES:

  • Coordinate with Core Committee to set the fundraising target amount.
  • Develop a plan of action for fund mobilization.
  • Identify potential Donors/Sponsors and follow-up.
  • Categorize Donation/Sponsorship levels and what each level is entitled to; clearly specify if e-mail campaign or promotions during the Convention are involved, the frequencies and time of the promotions (e.g. every e-mail campaign sent out, promotions during breaks in between the programs, etc.).
  • Coordinate with Publicity, Registration, Hospitality, Souvenir Committees to make sure all Donors/Sponsors receive the promised benefits (e.g. Registration package, Hotel room, Souvenir ads, Stage recognition, e-mail campaign, etc.)
  • Follow-up and ensure pledged amount are collected.
  • Coordinate with A/V and MCs so donors/sponsors are recognized, and their ads are displayed as promised.
  • Plan for additional fundraising during the Convention such as Photo Booth, selling raffle tickets, etc.

HOSPITALITY COMMITTEE

NAME PHONE EMAIL ROLE
Nagesh Kempaiah, NJ – vpa2019@myvpa.org –
Paapu Venkatesh, NJ – vpa2019@myvpa.org –
Sanjeev Gowda, NJ – vpa2019@myvpa.org –
Sujan Gowda, NJ – vpa2019@myvpa.org –
ROLES & RESPONSIBILITIES:

  • Work with the Website Committee in providing information about sightseeing places and nearby attractions, transportation options from various airports
  • 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 Committee to handle communications aspects
  • Assist guests in checking into the rooms, parking, etc.
  • If necessary, arrange transportation services to the Venue, especially for invited dignitaries & artists.
  • 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 Donors/Sponsors who are entitled free room and work with the Hotel front desk to allocate rooms.
  • Make a flyer (to be distributed at the time of check-in) with relevant & critical information the guests need to have to make their visit comfortable.

PROGRAM COMMITTEE

NAME PHONE EMAIL ROLE
Hema kantharaju, NJ – vpa2019@myvpa.org –
Jahnavi Rajagopal, NJ – vpa2019@myvpa.org –
Chandra Nagesh, NJ – vpa2019@myvpa.org –
Thriveni Ravi, NJ – vpa2019@myvpa.org –
Venu Shivanna, NJ – vpa2019@myvpa.org –
Harish Rangaswamy, NJ – vpa2019@myvpa.org –
ROLES & RESPONSIBILITIES:

  • Develop Program entry form, rules, guidelines, and deadline for submitting programs
  • Contact VPA chapters soliciting programs.
  • Select well-balanced programs from Chapters for the Conference representing kids, adults, dance, drama, music, etc.
  • Coordinate with Entertainment Committee to allocate time slots for the invited artists.
  • Set program duration, schedule, and sequence for each program
  • Create final Program Schedule for the participants about their programs, stage, day & time slot
  • Prepare Program Guide for the attendees in the form of handout or booklet.
  • Work with Registration Committee to include the Program Guide as part of the Registration Package
  • Work with Website Committee to publish the detailed Program Guide on the website
  • 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, USBs, etc) from the program participants.
  • 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
  • Select DJ and music selection for dance

ENTERTAINMENT COMMITTEE

NAME PHONE EMAIL ROLE
Dr. Hamsa Gangaswamaiah, NJ – vpa2019@myvpa.org –
Dr. Usha Ganapathi, NJ – vpa2019@myvpa.org –
Aarathi Gowda, MD – vpa2019@myvpa.org –
Shuba Jagadish, NJ – vpa2019@myvpa.org –
Ramya Umesh, NJ – vpa2019@myvpa.org –
ROLES & RESPONSIBILITIES:

  • Work with the Core Committee in finalizing the invited artists and budget for the entertainment programs for the Convention.
  • Coordinate with Program Committee to allocate the time slots for invited artists.
  • Work with Audio/Video Committee to meet the A/V needs for the artists.

RECEPTION COMMITTEE

NAME PHONE EMAIL ROLE
Aparna Gowda, NJ – – –
Kavitha Ramanna, TX – – –
Vani Anand, CT – – –
Savitha, NJ – – –
Mamatha Venkataswamy, PA – – –
Hema Preetham, NJ – – –
ROLES & RESPONSIBILITIES:

  • Make arrangements at the entrance of the Convention Venue to greet all attendees.
  • Provide directions for the Convention areas such as main hall, breakout rooms, food hall, etc.) in the form Easels.
  • Prepare a list of VIPs and see that they are received and taken to the right places at the Convention hall.
  • Keep track of changes in the programs and venues and update attendees so that up to the minute details are provided.
  • Assist handicapped visitors to reach their destination comfortably. Provide wheel chairs as necessary.

DECORATION COMMITTEE

NAME PHONE EMAIL ROLE
Hema Preetham, NJ – – Chair
Sushma Lingaraju, NJ – – Co-Chair
Savita Rao, NJ – – Member
Sahana Kumar, NJ – – Member
ROLES & RESPONSIBILITIES:

  • Develop a theme for the Convention Decoration in coordination with the Core Committee.
  • Present budget and plan for decoration in consultation with the Core Committee
  • Decorate the Reception Area, Main hall, Stage area, Breakout rooms, Dining hall, Vendor Booth area, etc.
  • Recruit volunteers for decoration.
  • Ensure decoration items are torn down after the Convention and any items rented are returned.
  • Design & Display VPA Convention Banners through the facility including VPA logo and Convention logo
  • 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

MERAVANIGE COMMITTEE

NAME PHONE EMAIL ROLE
Mamatha Venkataswamy, PA – vpa2019@myvpa.org –
Namitha Venkatesh, DE – – –
Pavana Srinivas, NJ – – –
Dr. Pallavi, MD – – –
Sona Jagadish, VA – – –
Vani Anand, CT – – –
ROLES & RESPONSIBILITIES:

  • Develop a theme and songs for the Meravanige
  • Select the Meravanige Route and get required permit/approvals
  • Contact VPA Chapters and assign them their dress code/theme for participation.
  • Coordinate with the Core Committee work with guest artists to participate in the Meravanige
  • Arrange for audio/video for the Meravanige

CME COMMITTEE

NAME PHONE EMAIL ROLE
Dr. Subhashini Gowda – vpa2019@myvpa.org Chair
ROLES & RESPONSIBILITIES:

  • Identify topics for the CME Forum
  • Coordinate with required medical organizations to earn CME credits.
  • Line up speakers for CME sessions
  • Interface with pharmaceuticals to sponsor CME Forum.
  • Coordinate with Publicity committee to communicate CME Forum to Physicians of VPA Communality.
  • Work with Website Committee in publishing the CME Forum including location, date, time and detailed schedule, speaker’s bio.
  • Develop a program handout for the CME Forum attendees.
  • Distribute CME credits/certificates to attendees.

MC COMMITTEE

NAME PHONE EMAIL ROLE
Geethanjali Ramiah, NJ – vpa2019@myvpa.org –
Shubha Gowda, NJ – vpa2019@myvpa.org –
Lalitha Veerabhadraiah, NJ – vpa2019@myvpa.org –
Subhashini Ramappa, NJ – vpa2019@myvpa.org –
Inchara Mottana, NJ – – –
Usha Ganapathi, NJ – – –
Sunitha Gowda, NJ – – –
Hema Preetham, NJ – – –
Ravindra Kumar, NJ – – –
Sanjana Arun, NJ – – –
ROLES & RESPONSIBILITIES:

  • 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 dialogue for program transitions.
  • All MC scripts must be typed to avoid impromptu speeches by the MCs.

VOLUNTEER COMMITTEE

NAME PHONE EMAIL ROLE
Anil Kumar, NJ – vpa2019@myvpa.org –
Yogesh Thimmegowda, MI – vpa2019@myvpa.org –
Mohan Bommalingaiah, PA – vpa2019@myvpa.org –
Puneeth, DE – vpa2019@myvpa.org –
Shresta, NJ – vpa2019@myvpa.org –
Raghava Puttaswamy, MI – – –
ROLES & RESPONSIBILITIES:

  • Get volunteer requirements from various Convention Committees
  • Recruit volunteers
  • Communicate and coordinate with volunteers during:
    • Registration process
    • Hotel Check-in
    • Food serving
    • Transportation to & from the Venue
    • Breakout sessions

AUDIO/VIDEO COMMITTEE

NAME PHONE EMAIL ROLE
Raju Muthu, NJ – vpa2019@myvpa.org –
ROLES & RESPONSIBILITIES:

  • Coordinate with the Program Committee, Entertainment Committee and the MC committee to identify the A/V & Lighting equipment required
  • Develop budget for the A/V and Lighting resources and present it to the Core Committee for their approval.
  • Select the A/V vendor.
  • Work the Decoration Committee to background screen display.
  • Arrange still & video photography

WEBSITE COMMITTEE

NAME PHONE EMAIL ROLE
Harish Mariyappa, NJ – vpa2019@myvpa.org –
Ramesh Gowda, MI – vpa2019@myvpa.org –
Naveen Ramappa, NJ – vpa2019@myvpa.org –
Lohith Ramachandra,NJ – vpa2019@myvpa.org –
Umesh Rajegowda, NJ – vpa2019@myvpa.org –
ROLES & RESPONSIBILITIES:

  • Coordinate with the Publicity committee in developing web graphics to promote or announce Convention updates.
  • Work with various Convention Committees to get the contents and forms specific to their Committee that needs to be published.
  • Create official e-mail accounts for the purpose of the Convention using myvpa.org domain.
  • Provide access/report to the Registration Committee, Sponsorship and Booth Committees on a regular basis on the subscription.
  • Post pictures from the Convention on the website.

YOUTH COMMITTEE

NAME PHONE EMAIL ROLE
– – – –
ROLES & RESPONSIBILITIES:

  • Coordinate with Registration Committee in getting contact information of youth members attending the Convention
  • Coordinate with Website & Publicity committees in publicizing the youth activities
  • Arrange separate youth activities / local tour or visit to meet the interest of the VPA youths

SOUVENIR COMMITTEE

NAME PHONE EMAIL ROLE
Vani Anand, CT – vpa2019@myvpa.org Editor
Anasuya Swamy, MD – vpa2019@myvpa.org Editor
Lalitha Lohit, NJ – vpa2019@myvpa.org Editor
Nandini Kalegowda, Bangalore – vpa2019@myvpa.org Printing & Distribution
ROLES & RESPONSIBILITIES:

  • Develop budget for printing and shipping Souvenir
  • Develop a theme for the Souvenir publication
  • Design cover graphics for the Souvenir
  • Identify Printer & shipping issues to print them on-time
  • Coordinate logistics for distributing the Souvenirs
  • Obtain messages (VPA President, Convention Chair, Swamiji, Local Dignitaries (Governor, Mayor, Senator/Congressmen…) & International Dignitaries, etc.)
  • Solicit articles, poems, etc for the Souvenir
  • Coordinate with the Fund Raising Committee in obtaining Sponsors/Donors Family photos/Advertisements
  • Arrange a photo session for the Convention Committees group pictures to be printed in Souvenir
  • Obtain photos of the National VPA Office Bearers, BOTs, 4 Chapters’ Office Bearers
  • Obtain Summary of Activities from of 4 Chapters